A cover letter is a form business etiquette. In addition to a simple register of transferred documents, it contains recommendations for handling them. In addition, according to the registration data, you can determine the timing of execution and the fact of sending. A sample of how to write a cover letter for documents - see the article.
How to write a cover letter for documents
There is no single unified form of writing. Requirements for the design of organizational and administrative documentation are described in GOST R 6.30-2003. The requirements of this standard are recommended.
How to write a cover letter for documents? Let's start with the basic rules:
- on company letterhead;
- with date and registration number.
Let's take a closer look at the sample cover letter about the direction of documents, into which main sections the text can be divided and what information should be reflected in them.
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Writing section |
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Introduction |
About sending a response to a claim |
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header |
Theme defining its purpose |
Cover letter of transferred documents |
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Appeal |
A specific appeal to the head, preferably addressed, indicating the name and patronymic |
Dear Ivan Ivanovich! |
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The purpose of the message |
Brief wording |
In response to your claim, I am enclosing confirmation that the stated requirements are met within the time specified in the Supply Agreement. |
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Main part |
Statement of the essence with summing up and expressing hope, gratitude, etc. |
According to the information received from you, there have been violations of clauses 2.3 and 3.6 of the Agreement. In turn, I inform you that the components were transferred on time, which is confirmed by the consignment note, and the work was completed in a timely manner, which is confirmed by the date of acceptance of work under the Work Order. I consider the requirements that are set out in claim No. 2, sent to us on July 14, 2017, to be fulfilled in full. I ask you to consider and send to us information about your decision within the time period established by law. I express my gratitude to you for using the services of our company, and I look forward to further cooperation. |
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Conclusion |
List of applications. Polite Signature |
Applications:
Head, Sidorova Maria Ivanovna. Name and contacts of the performer. |
Sample cover letter for documents
Employees of the enterprise have to not only send such requests to counterparties, but also receive them from them. It makes sense for clerks of enterprises to develop a Form for an incoming cover letter for documents. It will be required if the counterparty provides the package without explanation. This often happens in collaboration with individuals, but for legal entities this case is no exception. To optimize the workflow, the counterparty will be able to fill out the proposed form, in which he will indicate all the necessary information.
Sample cover letter for transfer of documents. Form designed to be filled out by the counterparty:
What not to say
The text of the appeal is maintained in business style. Despite the fact that the message is not an independent form, it is not worth allowing familiarity when compiling. The cover letter to the documents should not assess what is happening, be emotional and contain phrases that in one way or another may offend the recipient. An example of phrases that cannot be used, and options for replacing them:
Who signs the letter
The appeal can be signed by the head of the department, manager, Chief Accountant, Head of the organization. In this case, the ethics of communication should be observed. If the text contains an appeal to the head of the company, then it must be signed by an equal head. It should also be remembered that the manager delegates the execution of instructions to the performers. Therefore, when signing by the director, the contacts of the contractor should be indicated so that the recipient does not have to waste time searching for the responsible person. Printing in this case is optional.
Upon receipt, the addressee will assign an incoming number and date to the document, which the clerk will enter manually or with a stamp. By given props it will be easy to track the stages of passage and clarify at what instance of consideration the appeal is at one time or another.
Application sample. Many people ask how to write an application or how to write an application. First of all, I would like to say that the application is a written appeal from a subordinate to the boss (to the supply department) with a request. As you understand, requests are different and therefore in the application you can ask for repairs, painting and much more.
Application writing examples are similar in content and therefore do not differ much from each other, except in cases where company policy requires registration of applications on official letterhead with the company logo. Although in fact the applications are intended for internal use.
How to make an application?
The heading of the document indicates the name of the department, department, organization or other. As well as the person to whom the application is specifically addressed, as a rule, all applications are written to the supply department. In the application itself, we write about what we need to complete a specific task.
Application forms:
Applications are both internal and external. We have dealt with internal applications, they are used for the internal use of the company.
External requests include requests to receive something. For example, to obtain a patent, I need to file an application, where to state the essence. To attract foreign workers, you must write an application about the need to attract foreign workers. The issuance application, sales application, loan application and many other external applications that must be written or completed using the company's official letterhead are essentially the same as the internal applications, the examples of which are shown below, except that the data will be completely different.
Even athletes make some kind of application. For example, an application for a rank.
You can apply using the template below.
Application sample No. 1
Completed application form
To the supply department of NGCh-1
from the master of the Perm site
production Lazarev G.V.
To repair the corridor of the post EC st. The farm needs to make and install 3 fire doors in doorways;
1. 2030 mm. × 970 mm. – right opening ………………..1 pc.
2. 2030 mm. × 970 mm. – right opening …………….….1 pc.
3. 2030 mm. × 870 mm. – left opening …………………1 pc.
Master of Perm
production site G.V. Lazarev
Application sample No. 2
Completed application form
To the supply department of NGCh-1
From Bordachev N.D.
Necessary materials for the repair of offices NOD-1
1. GKL …………………………………………………………………….150 m2.
2. Plywood ……………………………………………………………………52 m2.
3. Self-tapping screws for wood 35×3.5 …………………………………………..500 pcs.
4. Dowel self-tapping screws 75×4 ……………………………………………….200 pcs.
5. Suspended ceiling included …………………………………..52 m2.
including
tile Baikal ………………………52m2
guide angle ……………..15pcs.
guides 3.7 ………………….14 pcs.
guides 1,2 ………………….24 pcs.
guides 0.6 ………………….28 pcs.
hangers ………………………………..28 pcs.
6. Vinyl wallpaper ……………………………………………………150 m2.
7. Wallpaper glue ………………………………………………………… 8 pcs.
8. White paint ………………………………………………………………………………………………25 kg.
9. Kohler (beige, tangerine) 0.7l. ……………………………………….6 pcs.
10. High pressure white paint ……………………………………………………….64 kg.
11. Putty "Vetonoit" …………………………………………….40 kg.
12. Plaster mixture ………………………………………………………………50 kg.
13. Linoleum 3 m. ……………………………………………………….52 m2.
14. Floor paint ……………………………………………………… 10 kg.
Transmittal letter- this is the view business letter, which is compiled when sending documents, commercial offers, resumes, etc.
How to write a cover letter
The cover letter is written in accordance with overall structure business letter. This document consists of:
- introduction, which may include the title of the letter, the appeal to the recipient, the purpose of the letter;
- the main part, the text of which should reflect the main essence of the cover letter;
- conclusion, which contains the signature of the sender (name of the sender, his position, signature).
What to write in a cover letter? The text of this document is written in any form. the main task cover letter to the resume - to arouse the employer's interest in his candidacy, to commercial offer- to interest a potential buyer. Cover letters to the contract and other documents, to the tax office contain an inventory of the transferred documents and instructions for the recipient.
Samples and examples of a cover letter
In a business document flow, a letter of inquiry is quite common. It is compiled in cases where one person wants to receive certain information from another person. Sample, ready-made examples and recommendations for writing it are given in the article.
The main task is to obtain up-to-date, reliable information from any person. As a rule, the letter is one entity towards another. But in general, it can be issued by any person:
- individual entrepreneurs;
- private citizens;
- representatives of the authorities;
- public figures, etc.
Thus, it is a kind of business correspondence, uniform pattern which has not been established. However, in practice there are certain requirements for the content of the document. It must include the following information:
- The name of the sender.
- The name of the recipient (addressee).
- Number and date of registration of the document (in the journal of outgoing correspondence).
- The name of the document usually contains the essence of the request - for example: "Request for copies of documents."
- The main part is a statement of the circumstances that prompted to write a request.
- The petitioning part is actually a request for what kind of information you need to receive.
- Sometimes a sample letter of request is also accompanied by attachments - documents, copies or originals of which are attached to the base paper. Specify the name of the document, and the number of pages.
- At the end, you can optionally specify convenient way response by mail or e-mail. In general, it is customary to send a response in the same way as the request itself came in, however, in any case, the decision is left to the discretion of the sender.
- Date, signature, transcript of the signature, the position of the applicant, the seal of the organization. In some cases, companies do not use printing in document circulation - then it is enough to put only a handwritten signature.
As a rule, it is drawn up on the letterhead of the organization. There are marks about the details of the company or individual entrepreneur. It is preferable to use the printed version of the design, although sometimes the letter is written in handwritten form.
You can send in different ways:
- by regular mail;
- by e-mail;
- send by fax;
- send by courier.
If it is fundamentally important to receive documentary evidence of sending a letter, it is better to transfer it physically - by mail or by courier. Then you can receive a notification of delivery, which will serve as proof of the fact and date of delivery.
Varieties and samples of compilation: 5 options
Since information can be requested from different representatives and for different reasons, there are at least 5 varieties of the request letter sample. They are classified according to different grounds- depending on the addressee (tax office, bank, authority) or depending on the essence of the request (clarification of information about the terms of the contract, request for copies of documents, etc.). The following are the most common types.
About providing information
This is one of the most popular types of messages - the organization does not ask for documents, but for certain information, for example:
- price list;
- conditions of the promotion, the provision of discounts;
- product specifications, etc. .
In this case, it is necessary to formulate your request as specifically as possible - for example, if we are talking on the clarification of information about the product, the name, brand, article and other details are prescribed in detail.
About confirmation of information
In this case, extracts from various documents are requested (for example, from orders for admission or dismissal from work). The reason for writing a request letter is related to the need to confirm certain information (for example, whether the employee worked in a particular period when he was fired, etc.). 
About providing documents
In this case, the company needs to provide documents (as a rule, we are talking about copies). Specify the specific name of each paper. If necessary, they additionally form a request for certification of copies (signature and seal of the organization on each page).
In the same category, a separate request letter can be singled out, in which the company asks to provide a sample of the reconciliation act. The document is needed to check the presence / absence of debt or overpayment for specific payments.
Request to the tax office
Usually such a document is drawn up on behalf of the chief accountant. It is necessary to obtain explanations on certain norms of tax legislation, disclosure of personal data on the basis of a writ of execution, etc.
Bank request
The bank makes requests for clarification of certain provisions of the agreement, the possibility of restructuring the debt, obtaining a loan for more favorable conditions, prolong the contract, etc.
Response time
Regardless of which sample is used, the timing of the response to the request is determined based on tradition. business ethics. Since the legislation does not regulate this issue in any way, companies themselves have the right to decide how much time they need to respond. Usually the time is 10-15 working days.
If this time inevitably increases (for example, to obtain necessary information you will need to make requests that will also take time), it is advisable to notify the sender about this. They compose a response message in which they indicate that the letter has been accepted for work and indicate the approximate time frame for a response.
In some cases, the response time is regulated at the level of legislation or internal regulations of the company. For example, government bodies and banking organizations, as a rule, must provide answers within 30 calendar days.
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