Business letters are written when communicating with partners on almost any occasion. Ready-made examples and rules for drawing up 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). Essentially, any company correspondence is business letters. Their purpose is very different:

1. about cooperation.
2. cooperation, negotiations.
3. A reminder of the need to fulfill obligations under the contract.
4. An explanation of your position, a response to a previously sent letter and many others.

The document is usually drawn up on company letterhead and can be sent by regular mail or email. However, if the partner is of special 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 this way.

What to pay attention to when drawing up

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

However, there are several general rules that you should pay attention to when drawing up a paper:

1. The document itself does not have any legal force, but is drawn up according to all the rules of execution. Its structure and style of presentation must comply with generally accepted principles of modern document flow.
2. Sentences are constructed logically, in a clear sequence. Ornate, complex, emotional, and especially colloquial expressions are absent. The tonality is neutral.
3. The presentation is always carried out only from 1 person - either in the singular, if the text is written directly from the manager, or in the plural, if it is written on behalf of the entire company.
4. The specific purpose of the drafting and the expected actions of the addressee are spelled out (send a response, consider an employee’s candidacy, agree to negotiations, send a document, etc.).
5. The paper does not reflect the individual interests of the manager or other employees, but the goals of the company as a team. If you need to establish personal contact, it is advisable to do it differently and not position yourself as a representative of the company.

TOP 5 mistakes when writing

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

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

Typical template phrases

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

situation	phrase
notice	We inform/Bring to your attention/Inform/Notify
explanation of the reason, motive	Based on/In accordance with/In connection with/For the purposes of/For reason/In support of/In pursuance
request	Please take action/Please inform, forward, do, confirm...
confirmation	We confirm/Assure/Accept your terms/We do not object to...
offer	We recommend/offer/invite/ask
	We guarantee
refusal	We are forced to refuse for a reason/We are rejecting your offer due to...
conclusion	We kindly ask/We hope for cooperation, understanding, assistance/We ask you to excuse, guide, do...

2020 samples

Here are a few ready-made examples of letters that you can use as a guide when composing your own version.

Request data

Request

Commercial offer

Letter of guarantee

Claim

Gratitude

Apologies

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In the first case, it will be proactive in nature, and in the second, it will serve as a response to. Its preparation is due to the need to give some kind of response to the previously received initiative letter. With the help of business correspondence, not only business coordination occurs. The deadlines for preparing initiative letters are determined by managers. Sample complaint letter. An initiative letter is a letter requiring a response. A business letter is a request from a manufacturing enterprise. A sample letter of cooperation is the first thing a potential partner learns about you, which is why it is so important to reflect in it everything that is essential and not. You can look at the work in the Internet library of A. LLC Webdesignproject. A letter of refusal or consent, as the name suggests, is drawn up in response to an initiative letter

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From the outside, the state financing system looks like a dense forest in which it is easy to get lost, and even easier - to break something. However, from time to time people emerge from this “forest” loaded with government money. This means that this is a completely feasible task. And scientists, that is, by definition, smart people, are quite capable of solving it. You just need to know what and when to do.

To begin with, you shouldn’t wait until the Ministry of Education and Science starts announcing competitions. Most likely, they will go on topics that are outside your interests. Or the tasks themselves contained in these competitions will turn out to be impossible for you to complete. Therefore, such an expectation is meaningless. Mainly because the main work on obtaining government money for scientific development occurs at an earlier stage, at which proposals are submitted on the formation of topics and volumes of funding.

Scientists have said many times that officials do not know what is more important for the country, which science is a higher priority, which research is worth developing and which is not. The most interesting thing is that officials do not argue with this. And they say that initiative proposals for the formation of topics solve this issue. After all, they are submitted by scientists themselves, and their importance and relevance are assessed by other scientists. The ministry agrees with the opinion of experts and allocates money.

How to fill out an application

The most important thing in filling out an initiative proposal is to remember that this is also a job. Moreover, this is a job that no one specifically trains scientists to do. Why is a topic for another discussion. The main thing is that in this situation you can’t fix it in a minute. Therefore, it makes sense to either hire someone who knows how to fill out paperwork, or sit down and really figure it out yourself. Detailed instructions, although not written in the most accessible language, are available on the website of the Directorate of Scientific and Technical Programs. Moreover, many organizations that monitor the correct execution of contracts (they are called monitor organizations) issue their own manuals for filling out the relevant documents. Some of them are collected in our system. And we will continue to collect them in one place. In addition, at the same time we will try to present the same in an accessible language. True, simple words can only explain the overall picture. At some point, you will still have to refer to directional instructions. Because if some field needs to be filled in one way and not another, then you can’t say it any other way.

When filling out an initiative proposal (and subsequently submitting reports), it is worth remembering several important points.

In all documents, the same part of the work or detail, for example, should be called the same. Officials do not understand synonyms. And if you call your molecule a pi-complex in one part and a cluster in the other, rest assured that the proposal will not pass. The same applies to the portal, which was called the system.

If the rules for submitting an offer say that something must be in such and such a place, rest assured that nothing else can be there. But everything that is listed must be there. And exactly in the place indicated. After all, you don't pour water into acid, right? So don't force other people to pore over your application form, give them the opportunity to think about its content.

But the main thing is to think through all the upcoming work from beginning to end. If your proposal passes, and then you receive money for your work, then you will have to do everything that is not included in the terms of the contract “at your own expense.” A feasibility study, terms of reference, and calendar plan will help you think through everything. And, most importantly, an explanatory note in which you must explain in popular language what you are going to do and why.

The initiative proposal is not just a thought thrown down from above from the series “We need to grow blue bananas in the Arctic,” but a very clear business plan. Let us recall that it consists of the following elements:

• Explanatory note
• Technical task
• Feasibility study
• Calendar plan

All together they create a complete impression of the project, which, with the new financing system (without the notorious Federal Law-94), actually gives a huge advantage to the author of the proposal in the subsequent competition.

What does an initiative proposal for the formation of topics consist of?

One of the main monitoring organizations, which has been cooperating for a long time with the Ministry of Education and Science and the NTP Directorate, explained what each document should contain.

Explanatory note (EP) should contain basic information about the initiating organization, as well as a detailed justification of the proposed research topic. The sections provided for in the explanatory note must have a detailed justification and description:

1) Why is it necessary to order this project:

Relevance of the project;

Description of the problems being solved, the task at hand and proposed approaches to solving it;

Brief description of the work;

Characteristics of the expected national economic result

2) What scientific and technical result should be obtained as a result of the work on the project:

Description of the planned results;

Description of potential consumers of the scientific result;

3) Which organizations can participate in the competition to implement this project?

4) Implementation of indicators and indicators of the program activities of the Program within the framework of this project

5) Estimation of the time frame for completing this project in full

6) Estimation of the project cost and funding volumes:

The volume of federal budget funds;

Amount of funds from extra-budgetary sources.

Technical specifications (TOR) - source document for scientific research work (R&D). The technical specification contains the basic technical requirements for the result of the work and the initial data for development; The technical specifications indicate the purpose of the result, the scope of its application, the stages of development of documentation, its composition, deadlines for execution, etc., as well as special requirements due to the specifics of the result itself or the conditions of its operation.

Feasibility Study (TES)- analyses, calculations, assessments of the economic feasibility of implementing the proposed project for the creation of a new technical facility, modernization and reconstruction of existing facilities. Based on a comparative assessment of costs and results, establishing the effectiveness of use.

The feasibility study must contain:

1. Justification of the scope and timing of work

2. Estimation of the cost of work and justification of funding amounts, including:

• Justification of the cost of performing work at the expense of the federal budget
• Justification of volumes and possibilities of attracting extra-budgetary funds

Project calendar plan work on the proposed R&D, indicating the stages, content, timing and cost of the planned work should become the resulting document, developed and presented by the initiator based on the justifications given in the previous parts of the proposal. The draft calendar plan should subsequently become the basis for the formation of competitive documentation and an integral part of the state contract.

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

This need may be caused by the following circumstances:

• 1) the issue (group of issues) that you intend to cover in a business letter cannot currently be resolved either during a personal meeting, or by telephone, or in any other way due to the temporary unavailability (absence of the addressee) ;
• 2) you intend to record (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 formalize your thoughts accordingly in order to give them a more orderly appearance and thus make them clearer, more intelligible and convincing to the addressee;
• 4) you intend to first inform the person on whom its outcome will ultimately depend on a matter that seems quite complex to you (or is something completely unknown to the addressee to this day); in order to provide him with relevant information, you use a business letter;
• 5) you intend to tell the recipient something confidential.

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

If, after analyzing the situation, you are confirmed in your intention to prepare and send a business letter, then, without delaying the matter, 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 where exactly you will do this work: in the office, at home or somewhere else;
• c) prepare everything you need for a business letter: paper or appropriate forms, a computer, a printer, a floppy disk for saving the file with the text, a pen, a pencil (for making notes and corrections in the draft), possibly an eraser, " stroke", an envelope and stamps for it, a 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 substance of the issue raised in the business letter, reports, memos, 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 clarified (for example, you intend to request from the business partner certain information related to the draft cooperation agreement);
• b) the type of business letter is determined (in this case it is a letter of request);
• c) the general structure of a business letter is determined (the first paragraph - outline the situation around the draft agreement, the second paragraph - state the essence of the request, the third paragraph - justify the need to obtain the requested information, the fourth paragraph - thank you for your cooperation, and also ask for an answer as soon as possible, etc. .);
• d) the main speech means are determined to achieve the specified goal (standard formulations to form a “framework” of content, textual summaries to ensure connections between paragraphs);
• e) the most important facts and events are identified, reference to which must be made in the letter (for example, as a justification for the motives for one’s actions);
• f) the form of address, the final formula of politeness, the form of signature are determined, the need for preparing attachments to a business letter is clarified.

Once a business letter outline has been written, 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 the business letter.

Working on a draft involves:

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

Once you have a draft of your business letter on paper or on your computer screen, you should:

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

Revised draft:

• a) re-read;
• b) re-edited and corrected;
• c) is drawn up in a corrected version.

For this purpose, pre-thought-out following are “connected” to the text of a business letter:

• - greeting (sometimes combined with an address);
• - 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 working on a business letter involves:

• a) coordination of the text (in cases where this is necessary);
• b) drawing up a business letter on 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 the letter;
• e) converting the letter and registering it (the latter is not necessary for private business letters);
• e) sending to the address indicated on the envelope. Examples of the most common initiative business letters :
• A) sample request letter

General Manager of Open Joint Stock Company "AAA"

I. O. Last name

Dear Sir..!

The commercial department of our company is extremely interested in the supply of certain types of 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 products that interest us.

The desired date for receiving catalogs is... (specify specifically). Sincerely.

Deputy General Director for Marketing

I. O. Last name

b) example of a message letter

Executive Director

CJSC "VVV>> I. O. Surname

Dear First Name and Patronymic! I am pleased to inform you that the company's management is currently considering the possibility of opening a new branch in... (specify specifically) in order to increase product sales. The estimated start date of the branch is... (specify specifically). The number of staff is... (specify specifically). This information is provided to you for your information.

Respectfully,

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

c) example of a letter of request

To the Rector of the State Educational Institution...

I. O. Last name

To the Director of the Federal State Unitary Enterprise "DDD" I. O. Surname

Dear First Name Last Name!

I am sending you a request for documentary evidence of the length of service of an employee of our enterprise... (specify specifically), who lost his work book due to... (specify specifically). Please provide information about your work... at the enterprise entrusted to you using the following form:

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

Sincerely, Director of MSUE "NEE" I. O. Last name

Deputy Director for Personnel I. O. Surname

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

Dear First Name and Patronymic!

With this statement, I have the honor to declare the intention of our institution to continue fruitful cooperation with the entrusted to you... (institute, university, academy). The 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 prosperity.

Respectfully,

Head of the Research Institute... I. O. Last Name

e) example of a letter of order

Head of Sales Department of JSC "ZhZhZh" I. O. Last name

Madam..!

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

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

and... (specify dates).

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

e) example of a letter of congratulations (option 1)

Name. Surname. Last name (in dative case)

Dear (Name. Patronymic)!

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

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

Sincerely.

Initials (First Name) Last Name

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

To members of the board of JSCB Bank Eldorado

Dear Sirs!

I have the honor to congratulate you on the extremely successful completion of the investment project with financing... (please be specific).

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 with the fact that the timely and highly successful completion of this project creates more than favorable conditions for the implementation of other, no less significant investment programs, namely... (specify).

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

With utmost respect,

• (I. O. Surname), Chief Executive Officer
• h) sample invitation letter

Dear Sirs!

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

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

Annual exhibitions and fairs... are the largest such events currently held in... the region. Every year, on average, more than... exhibitors take part in these exhibitions.

Thus, participants in the exhibition-fair... have excellent opportunities both to demonstrate their achievements in the field... and for a productive exchange of experience, including establishing 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 all possible assistance in preparing for participation and direct participation in this significant event.

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

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

You can request documentation for submitting an application for participation from... (specify specifically) by email...

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

Sincerely,

Chairman of the organizing committee... Acting name Secretary of the organizing committee... Acting name

i) example of an apology letter

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 independent of the activities our enterprise.

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

We sincerely wish you well-being and prosperity.

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

j) example of a letter expressing sympathy

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

Dear First Name and Patronymic!

Let me express my sympathy in connection with the misfortune that befell your company - an industrial accident that resulted in significant material damage.

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

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

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

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

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

To the editor-in-chief of CJSC "Telekanal" I. O. Surname

Dear Name!

I am glad to have the opportunity to send you a short message.

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

I was also extremely interested to know your opinion about..., whose candidacy was proposed to you the other day by my colleague and longtime friend Name Family. In any case, I will be happy to receive a quick response from you.

I hope you are fine?

I remain sincerely yours, First Name Last Name, producer

l) example of a letter expressing gratitude

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

Dear First Name and Patronymic!

On behalf of the labor collective of OJSC "RRR", I express my heartfelt gratitude to you in connection with the congratulations sent to our Enterprise on the occasion of... (specify specifically).

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

With constant respect, General Director of OJSC "RRR" I. O. Surname

To the head of the personnel service of CJSC "SSO I. O. Surname"

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

I also testify that during my internship at the company entrusted to me, Mr. II. S. Show your family! Exceptional abilities in the field of information technology. I believe he will be very useful to your company as a specialist.

Application: review from the head of the department about the work of N.S. Family during the internship...

With extreme respect, I. O. Surname,

vice president of human resources of the company

O) example of a negative letter (option 1)

Name of the employee's position I. O. Last name

Dear Sir..! We regret to inform you that you have been dismissed from our company since... (please be specific). We are sincerely sorry that, despite the disciplinary sanctions previously handed down to you... (specify how many), you have not been able to change your work for the better.

Despite what happened, we remember with gratitude the work that you performed with due responsibility and due zeal.

You can receive an extract from the dismissal order, calculation and work book... throughout the working day. Necessary instructions in this regard will be given to the concerned officials.

We wish you all the best.

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

n) example of a letter with negative content (option 2)

I. O. Last name

Dear state knife..! Competition for filling the vacant position of sales manager.

Thank you for your interest in our vacancy announcement and the detailed CV (CV) received from you in this regard.

The information you kindly put at our disposal has been studied with due care. However, unfortunately, I have to inform you that your name was not included in the final list (short list) of applicants for the positions listed.

I am sincerely upset that I have to write to you about this. Taking this opportunity, I express the hope that Vata’s next attempt will be more successful.

Sincerely,

On behalf of the general manager but to the company staff

I. O. Last name, office assistant p) example of a letter expressing refusal

To the Chief Supply Manager of JSC FFF> I. O. Surname

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

• 1. Your organization did not notify us about... (specify specifically), which contradicts.... (specify specifically) agreement on supplies and the procedure for mutual settlements for the current year.
• 2. Your organization delivered... (specify specifically) late against the deadlines specified in the agreement. This is also a violation of the current agreement (sub.... p.... (specify specifically)).

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

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

In connection with the above, we consider your demand for... (to be specific) absolutely unlawful. For our part, we must warn that in the event of repeated improper delivery of components, we will apparently 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 transfer the consideration of this case to the arbitration court.

Sincerely,

ST. supplier relations manager

I. O. Last name

Legal Advisor

I. O. Last name c) example of an extended resume letter

To the attention of the management of the company "CHCH" when considering applicants for vacancies:

HR MANAGER

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

Dear Sirs!

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

From... to the present time I work as a HR manager for the company... My job responsibilities include:

• A)...;
• b)...

According to my 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 have a high level of efficiency and a broad outlook. I have good skills in working with computer programs

By nature he is calm and friendly. I'm interested in... (specify). I am attaching references from previous places of work.

Sincerely, I. O. Last name