Sales letter: sample writing. Types of business correspondence - file n1.docx Initiative letter sample

Compilation of various kinds business letters- a necessary part of the work of business representatives. Through messages like these, they gain the ability to decide commercial matters in the most affordable, fast and optimal way.

FILES

What are business letters

Conventionally, business letters can be divided into several main categories:

• congratulatory letter;
• information mail;
• etc.

A separate item can be marked as answers to all these letters, which are also part of official business correspondence and are also written according to certain canons.

Who should act as the author of the letter

Business letters must always contain a signature. At the same time, any employee of the company whose competence includes given function or authorized to do so by order of the director. Usually this is a specialist or manager of that structural unit, which deals with the topic of the message. However, regardless of who is writing the letter, in any case, the letter must be submitted for approval to the manager, bearing in mind that it is written on behalf of the company.

General rules for writing business letters

All business messages should relate only to the activities of the company or the circumstances associated with it. At the same time, regardless of the content, they must comply with certain requirements.

First of all, it is a certain structure. The message should always include:

• writing date,
• details of the sender and recipient,
• polite address address (in the form of the wording “Dear Ivan Petrovich”, “Dear Elena Grigoryevna”),

It should be noted that letters can be addressed to both individual employees and entire teams (in this case, it is enough to confine ourselves to the greeting “Good afternoon!”).

information component containing the reasons and goals that served as the basis for writing the letter,

requests and explanations

conclusion.

Various additional documents, photo and video evidence may be attached to the letter - if any, this must be reflected in the main text.

The letter can be drawn up both on the usual standard sheet of A4 format, and on letterhead organizations. The second option is preferable, because with it you do not need to manually enter the details of the company, in addition, such a letter looks more solid and once again indicates that the message belongs to official correspondence. It can be written in handwritten form (letters written in calligraphic handwriting are especially successful), or printed on a computer (it is convenient when you need to create several copies of a letter).

The letter must be certified with a signature, but it is not necessary to stamp it, because. since 2016 legal entities exempted from the need to use printing in their activities.

Before sending, the message, if necessary, is registered in the journal of outgoing documentation, in which it is assigned a number and the date of departure is set.

What to look for when writing a letter

When composing a letter, you need to carefully monitor spelling, adhere to the rules and norms of the Russian language in terms of vocabulary, grammar, punctuation, etc. Recipients always pay attention to how well the thoughts are expressed and framed in the message.

Do not forget that the studies conducted clearly show that people are not ready to spend more than one minute reading this kind of letters.

The letter must be written in the correct form, without “spreading the thought along the tree”, rather short and succinctly, to the point. Each new topic should be formatted as a separate paragraph, which, if necessary, should be divided into paragraphs. In addition, a concise and clear letter will make it clear to the recipient that the author values ​​his time. Here the saying “brevity is the sister of talent” is in place.

What Not to Do in a Business Letter

In business letters, a cheeky or frivolous tone is completely unacceptable, just like too dry text and banal “stamps”. You should also avoid complex formulations, an abundance of participial and participle turnovers, special terminology that is understandable narrow circle specialists.

The letter should not include unverified, unreliable, and even more so, deliberately false information.

It should be borne in mind that this type of message is not only part of routine business correspondence, but, in many cases, refers to official documents that can later acquire the status of legally significant.

How to send a letter

Any official message can be sent in several basic ways.

1. The first, the most modern and fastest, through electronic means connections. It is convenient and fast, besides, it allows you to send information of almost unlimited volume.

   There is only one minus here - with a large amount of mail from the addressee, the letter can easily get lost or fall into the Spam folder, therefore, when sending letters in this way, it is advisable to additionally make sure that the letter has been received (through a simple phone call).

2. The second way: conservative, which allows you to send a message by Russian Post. In this case, it is recommended to use the send function by registered mail with notification of delivery - this form guarantees that the letter reaches the addressee, about which the recipient will receive a special notification.

   Typically, sending via standard mail is used in cases where original documents are sent, letters certified by living signatures and seals.

3. Also, a letter can be sent via fax or various instant messengers, but only on condition that the relations between the partners are close enough and fully allow such a way of correspondence.

Before you start preparing an initiative business letter, you should make sure that writing such a letter is absolutely necessary.

This need may be due to the following circumstances:

• 1) the issue (group of issues) that you intend to cover in a business letter cannot be resolved at the moment either during a personal meeting, or by phone, or in any other way due to the temporary unavailability (absence) of the addressee ;
• 2) you intend to fix (for yourself and for the addressee) certain information on paper in order to subsequently be able - if necessary - to refer to it;
• 3) you intend to arrange your thoughts in an appropriate way in order to give them a more ordered look and thus make them more clear, intelligible and convincing for the addressee;
• 4) you intend to pre-dedicate to the course of a case that seems to you rather complicated (or is something completely unknown to the addressee to this day) of a person on whom its outcome will ultimately depend; in order to provide him with relevant information, you use a business letter;
• 5) you intend to tell the addressee something confidential.

Also pay attention to who exactly in this case is the addressee, what will be his most likely reaction to a business letter and how this reaction will correspond to the goal that you intend to achieve with your message.

If, after analyzing the situation, you have established your intention to prepare and send a business letter, then, without putting it off, get to work.

To this end:

• a) plan the time necessary (and at the same time sufficient) for productive work on a business letter;
• b) determine exactly where you will be doing this work: in the office, at home or elsewhere;
• c) prepare everything you need for a business letter: paper or appropriate forms, a computer, a printer, a floppy disk to save a file with text, a pen, a pencil (in order to make notes and corrections in a draft), perhaps an eraser, " stroke", an envelope and stamps to it, business card or other material that you intend to attach to the message (attachments are prepared separately);
• d) also select all the information and reference material you need to work on the text: correspondence on the merits of the issue raised in the business letter, reports, office notes, certificates, summaries, acts, reports, contracts, etc.;
• e) just in case, stock up on literature, in particular, dictionaries (spelling, synonyms, foreign words, etc.) or an encyclopedic dictionary, as well as any other specialized literature (including periodicals), for example, legal.

• a) the purpose (functional purpose) of the business letter is specified (for example, you intend to request certain information from a business partner related to a draft cooperation agreement);
• b) the type of business letter is determined (in this case, it is a letter of inquiry);
• c) the general structure of the business letter is determined (the first paragraph is to describe the situation around the draft contract, the second paragraph is to state the essence of the request, the third paragraph is to justify the need to obtain the requested information, the fourth paragraph is to thank for cooperation, and also ask to answer as soon as possible, etc. .);
• d) the main speech means are determined to achieve the specified goal (standard formulations for the formation of a "framework" of the content, text liners to provide a connection between paragraphs);
• e) the most important facts and events, reference to which must be made in the letter (for example, as a justification for the motives of one's actions);
• f) the form of address, the final courtesy formula, the signature form are determined, the need for preparing attachments to a business letter is clarified.

After the business letter plan is drawn up, it should be carefully reviewed and refined. Based on the final version of the plan, you can begin to prepare a draft of the main content (text) of a business letter.

Drafting involves:

• a) formulating key thoughts that reflect the essence of a business letter (in the form of separate sentences);
• b) interconnection of individual sentences into paragraphs (consistently for all paragraphs);
• c) the formulation of text links between paragraphs, as well as, if necessary, the initial and final text line.

After you have a draft business letter fixed on paper or on a computer screen, you should:

• a) edit the project, making for this purpose additional structuring of the text, as well as its stylistic processing;
• b) correct the project, i.e. find, mark and correct spelling, punctuation, etc. errors contained in the text;
• c) re-format a draft business letter on a new medium, using another sheet of paper and an appropriate computer file for this.

Updated draft:

• a) reread;
• b) re-edited and corrected;
• c) is issued in the corrected version.

To this end, the text of a business letter is "connected" with pre-thought out:

• - greeting (sometimes in combination with an appeal);
• - the final formula of politeness;
• - signature.

A fully assembled (compiled) working version of a business letter is finally reviewed by the author (developer) to identify errors and inaccuracies hidden in the text.

Finally, the final phase of work on a business letter involves:

• a) agreement on the text (when necessary);
• b) execution of a business letter on a letterhead or a sheet of writing paper in compliance with the rules in force in this regard;
• c) registration of applications (if any);
• d) signing a letter;
• e) letter conversion and registration (the latter is not necessary for private business letters);
• e) sending to the address indicated on the envelope. Examples of the most common proactive business letters :
• a) example of a request letter

General manager of the open joint-stock company"AAA"

I. O. Surname

Dear Sir..!

The commercial department of our company is extremely interested in the supply of some of the products of your Company and, in particular, ... (specify specifically).

In connection with the above, I ask you to send to the company a catalog (price list, draft contract, etc.) of the products we are interested in.

Desired date for receipt of catalogs -... (specify specifically). Sincerely.

Deputy CEO Marketing

I. O. Surname

b) an example of a letter-message

Executive Director

CJSC "VVV>> I. O. Surname

Dear Name Patronymic! I am pleased to inform you that the management of the company is currently considering the possibility of opening a new branch in ... (specify specifically) in order to increase sales of products. Estimated start date of the branch - ... (specify specifically). Headcount personnel - ... (specify specifically). This information is provided to you for your information.

Respectfully,

Commercial director of OJSC "GGG" I. O. Surname

c) an example of a request letter

Rector of the State Educational Institution...

I. O. Surname

Director of FSUE "DDD" I. O. Surname

Dear First Name Last Name!

I am sending you a request for documentary confirmation of the length of service of an employee of our enterprise ... (specify specifically), who has lost work book due to ... (specify specifically). Information about work ... at the enterprise entrusted to you, please provide in the form:

The specified information is necessary for issuing ... a duplicate of the work book.

Sincerely, Director of MGUP "NEE" I. O. Surname

Deputy HR Director I. O. Surname

d) an example of a letter of application (of intent)

Dear Name Patronymic!

With this statement, I have the honor to announce the intention of our institution to continue fruitful cooperation with the entrusted to you ... (institute, university, academy). Past academic year clearly demonstrated that our organizations have significant potential for effective and mutually beneficial interaction.

I wish you and the teaching staff ... creative success and well-being.

Respectfully,

Head of the Research Institute... I. O. Surname

e) an example of a letter of order

To the head of the sales department of CJSC "ZhZhZh" I. O. Surname

Madam..!

We ask you to accept for consideration an order for the purchase from CJSC "ZhZhZh" ... (indicate the name of the product) in the quantity ... (indicate specifically). We draw your attention to the fact that the most preferable for sale are products that have ... (indicate the characteristics that contribute to improving the sales of products).

I also ask you to find an opportunity to complete the order with an approximately equal number of products with the listed characteristics. I ask you to send the order ... (indicate the quantity) in equal batches - to ......

and... (insert dates).

Sincerely. Director of the trading house I. O. Surname

f) an example of a letter of congratulations (option 1)

Name. Surname. Surname (in the dative case)

Dear (Name. Patronymic)!

Allow me, on behalf of ... (specify specifically) and on my own behalf, to congratulate Vasya on his birthday! You have been working fruitfully for the benefit of our company for... (specify specifically) for years, devoting your professional knowledge and experience to the cause. Your labor activity is a rare example of professional success, an example that deserves respect and imitation.

On this joyful day, we sincerely wish you, dear Name Patronymic, good health, success in all endeavors, prosperity and prosperity, peace and happiness!

Sincerely.

Initials (First name) Last name

g) an example of a letter of congratulations (option 2)

Members of the Board of JSCB "Bank "Eldorado""

Dear Sirs!

I have the honor to congratulate you on the exceptionally successful completion of the investment project on financing ... (specify specifically).

It gives me great pleasure to inform you that according to preliminary estimates, the bank's profit in connection with the completion of this project will exceed the planned figures. I am also extremely pleased that the timely and in the highest degree the successful completion of this project creates more than favorable conditions for the implementation of other equally significant investment programs, namely ... (specify specifically).

Allow me, gentlemen, to express confidence that the activities of our bank will continue to be just as successful and noble. Wish you all the best.

With perfect respect,

• (I. O. Surname), General Manager
• h) example of an invitation letter

Dear Sirs!

The Regional Exhibition Center "New Hermitage" has the honor to invite you to participate in the exhibition-fair... (specify specifically). The exhibition-fair will be held in ... (specify) from ... to ... (specify).

The program of the exhibition-fair provides for the deployment of the following thematic sections:

The annual exhibitions-fairs... are the largest such events currently held in... the region. Each year, on average, more than ... exhibitors take part in the work of these exhibitions.

Thus, the participants of the exhibition-fair ... have excellent opportunities both for demonstrating their achievements in the field ... and for a productive exchange of experience, including the establishment of new partnerships.

In connection with the above, the organizing committee of the exhibition-fair ... invites your organization to take part in its work. We are ready to provide you with every possible assistance in preparing for participation and direct participation in this significant event.

For more information, you can contact:....

The website address of the organizing committee of the exhibition-fair is....

To request documentation to apply for participation, you can contact ... (specify) at e-mail...

We will be glad to see your organization among the participants of the exhibition-fair....

Sincerely,

Chairman of the Organizing Committee... First Name Last Name Secretary of the Organizing Committee... First Name Last Name

i) an example of an apology letter

To the General Director of CJSC "KKK" I. O. Surname

... (indicate the full name of the enterprise) apologizes to you in connection with the improper fulfillment of obligations under the contract dated ... No. .... Let me also inform you that what happened, unfortunately, became possible due to circumstances beyond the control of the activity our enterprise.

Nevertheless, dear First Name Patronymic, we express our deep regret in connection with this unpleasant fact. At the same time, we would like to hope that this unfortunate event will not affect the prospects for our business cooperation. We would also like to assure you that the management of the enterprise will make vigorous efforts to ensure that such incidents do not happen again.

We sincerely wish you well-being and prosperity.

I remain sincerely yours. Managing Director of CJSC "LLL" I. O. Surname

j) an example of a letter of sympathy

To the Executive Director of CJSC "INN" I. O. Surname

Dear Name Patronymic!

Let me express my sympathy in connection with the misfortune that befell your enterprise - a production accident that caused significant material damage.

We share your grief and at this difficult hour we intend to present you with this letter our support and sympathy. At the same time, we offer you our assistance in resolving issues related to the restoration and repair of a damaged building, equipment and property.

We sincerely hope that the consequences of the accident will be successfully overcome soon. In this regard, we reaffirm our intention to preserve and develop in every possible way business cooperation with your company and you personally.

Taking this opportunity, we wish you, Name Patronymic, fortitude, energy and perseverance, good luck in carrying out your difficult mission, the speedy and complete recovery of the Enterprise, health and well-being.

With deep sympathy and unfailing respect, I. O. Surname

(If necessary, the name of the position is indicated after the surname separated by a comma.) h) an example of an image letter

To the Chief Editor of CJSC "TV Channel" I. O. Surname

Dear Name!

Glad to be able to send you a little message.

I believe that you have not forgotten about our agreement on ... reached last week. Let me know how the implementation of this agreement will affect the long-term plans of our cooperation.

It was also extremely interesting for me to know your opinion about .., whose candidacy was recently proposed to you by my colleague and longtime friend Name Family. In any case, I will be happy to receive a prompt reply from you.

I hope you are fine?

I remain sincerely yours, First name Last name, producer

m) an example of a letter of thanks

To the General Director of CJSC "PPP" I. O. Surname

Dear Name Patronymic!

I would like to express my heartfelt gratitude to you on behalf of the staff of OAO "RRR" in connection with the congratulations sent to our Company on the occasion of ... (specify specifically).

We sincerely hope that the strong mutually beneficial business relations that have developed between our Enterprises will receive their further fruitful development. I take this opportunity to convey to you and your colleagues the wishes of success in your work, prosperity, peace and happiness.

With unfailing respect, General Director of OAO "RRR" I. O. Surname

Head personnel service ZAO "SSO I. O. Surname

Dear Sir..! With this letter, I am pleased to recommend to you Name Sename Family, whom I have the honor to know as a conscientious, decent worker and promising specialist. You can certainly entrust him with any business without fear of adverse consequences.

I also testify that during the internship in the company entrusted to me, Mr. II. S. Family Show! exceptional ability in the field information technologies. I think he will be very useful to your company as a specialist.

Appendix: feedback from the head of the department on the work of N. S. Family during the internship ...

With utmost respect, I. O. Surname,

Vice President of Human Resources

O) example of a letter of negative content (option 1)

Name of the position of the employee I. O. Surname

Dear Sir..! We regret to inform you that you have been dismissed from our company since... (be specific). We sincerely regret that, despite the previous... (specify how much) disciplinary action You have not been able to change your work for the better.

In spite of what has happened, we recall with gratitude the work that you performed with due responsibility and due service zeal.

You can get an extract from the dismissal order, calculation and work book ... during the whole working day. The necessary instructions in this regard will be given to the relevant officials.

We wish you all the best.

On behalf of the General Director of the company "TTT>>, I. O. Surname, manager

o) an example of a letter of negative content (option 2)

I. O. Surname

Dear Mrs..! Substitution competition vacant position sales manager.

Thank you for your interest in our job posting and for the detailed resume (CV) you have received in this regard.

The information you have kindly placed at our disposal has been studied with due care. However, to my great regret, I have to inform you that your surname was not included in the final list (short list) of applicants for these positions.

I am sincerely sorry that I have to write to you about this. I take this opportunity to express the hope that Vata's next attempt will be more successful.

Sincerely,

On behalf of the general manager but to the staff of the company

I. O. Surname, office assistant p) an example of a letter with an expression of refusal

To the chief supply manager of OAO FFF> I. O. Surname

Dear Sir..! With this letter, we are deeply saddened to inform you of our refusal to transfer to your organization an additional payment for made ... (specify when) deliveries ... (specify specifically). Our decision is dictated by the following circumstances:

• 1. Your organization did not notify us of ... (specify specifically), which contradicts .... (specify specifically) the supply and settlement agreements for the current year.
• 2. Your organization made a delivery ... (specify) late against the terms stipulated in the agreement. This is also a violation of the current agreement (Sub .... p .... (Specify)).

You also did not bother to provide us with any explanation on this matter.

The direct and indirect costs incurred by our company in connection with ... (specify specifically) became a consequence of these violations by your party of contractual obligations.

In connection with the foregoing, we consider your demand for ... (specify specifically) to be absolutely unlawful. For our part, we must warn that in the event of repeated improper delivery of components, we will probably have to take care of finding a more reliable business partner.

We hope that our arguments will be convincing. Your next request for additional payment will force us to refer this case to arbitration.

Sincerely,

ST. supplier manager

I. O. Surname

legal adviser

I. O. Surname c) sample resume letter

For the information of the management of the company "ChChCh" when considering applicants for a vacancy:

HR MANAGER

Applicant: First name Middle name Last name, age ... years (years), education ... (specify specifically), work experience in the specialty - ... years (years). Contact information: telephones:... (office), (home).:

Dear Sirs!

In ... he graduated ... with a degree in Management. From... to... years. worked for... in position... in the period from... but... year permanent job did not have - worked on a temporary basis in ...

From... to the present time I work as a personnel manager of the company... In my official duties includes:

• a)...;
• b)...

According to colleagues, I have sufficient knowledge of the legislation of the Russian Federation and relevant practical skills to fulfill the duties of a personnel manager.

I dress with high efficiency, broad outlook. I have good skills in working with computer programs

By nature, he is calm and friendly. I am fond of ... (specify specifically). Attached are references from previous jobs.

Sincerely, I. O. Surname

Business letters are compiled when communicating with partners on almost any occasion. Ready-made examples and rules for compiling such documents can be found in the article.

A business letter can be defined as a document that is sent on behalf of the entire company to another company, individual entrepreneur or individual (for example, an investor). In fact, any correspondence of the company is business letters. Their purpose is very different:

1. about cooperation.
2. cooperation, negotiation.
3. A reminder of the need to fulfill obligations under the contract.
4. Clarification of one's position, response to a previously sent letter, and many others.

The document is usually drawn up on the letterhead of the company, it is allowed to send it by regular mail or e-mail. However, if the partner is of particular importance, it is preferable to print it on high-quality, thick paper and hand it over personally or by courier. The structure of the letter resembles a typical business document - you can schematically represent it in this way.

What to pay attention to when compiling

There are no specific rules and samples of such letters, therefore their structure, volume and design largely depend on the specific case. For example, a notification letter will be quite concise (3-4 paragraphs), and an employee recommendation or business proposal may take more than one page.

However, there are also several general rules that you should pay attention to when compiling the paper:

1. The document itself does not have any legal force, however, it is drawn up in accordance with all the rules of registration. Its structure, style of presentation must comply with the generally accepted principles of modern document management.
2. Proposals are built logically, in a clear sequence. There are no ornate, complex, emotional, and even more so colloquial turns. The tone is neutral.
3. The presentation is always conducted only from 1 person - either in the singular, if the text is written directly from the head, or in the plural, if it is compiled on behalf of the entire company.
4. spoken out specific purpose drawing up and expected actions of the addressee (send a response, consider the candidacy of an employee, agree to negotiations, send a document, etc.).
5. The paper reflects not the individual interests of the head or other employees, but the goals of the company as a team. If you need to establish a personal contact, it is advisable to do it differently and not position yourself as a representative of the company.

TOP 5 spelling mistakes

Errors can be divided into 2 large groups - some are associated with writing as with text (violation of logic, vocabulary, and other language norms), others - with a violation of proper business etiquette:

1. Spelling, punctuation errors are not allowed - the text of the letter should always be checked at least 1-2 times before sending.
2. Violation business style statements, the presence of emotional phrases, excessive politeness or, conversely, severity.
3. Negative tone - even threats must be written without extra words- for example: "We reserve the right to apply to the court within 30 days from the date you receive this letter."
4. Too large or, conversely, too small volume. Usually the entire text can fit in 1-2 pages. However, this does not mean that you do not need to bring all the important information to your partner. Volumetric data, diagrams, forms of documents can be transferred to applications.
5. Depriving the interlocutor of the right to choose. For example, you should not write: “Please consider and approve the final version of the contract.”

Typical pattern phrases

The use of standard phrases characteristic of business speech in the text is a completely normal and even desirable phenomenon. Below is a list of the most common cliches used in various situations.

situation	phrase
notice	Inform/Bring to your attention/Inform/Notify
explanation of reason	On the basis of / In accordance with / In connection with / For the purposes of / For the reason / In support of / In pursuance
request	Please take action / Please inform, direct, do, confirm ...
the confirmation	Confirm / Assure / Accept your terms / Do not object to ...
sentence	Recommend / Offer / Invite / Ask
	We guarantee
refusal	We are forced to refuse for a reason / We reject your offer due to ...
conclusion	We earnestly ask / We hope for cooperation, understanding, assistance / We ask you to excuse, direct, do ...

Samples 2020

Here are a few ready-made examples letters that you can rely on when compiling your version.

Data request

Request

Commercial offer

Letter of guarantee

Claim

Gratitude

Apologies