one of the main ones is that an official letter always contains the full details of the sender, as well as data about the recipient;
the letter must also be signed by a specific person;
if the sender has a seal, it is stamped.

In addition, official letters are often formed on special letterheads – this gives them solidity and once again emphasizes their official status.

More about requisites

As for the details on the official letterheads, it will not be superfluous to give an extended description of this part of the document, called the “form” in the language of clerks. In particular, forms should always contain:

name of the sending organization (full and abbreviated);
TIN, KPP, OKPO code, OKUD document number (if available);
address (legal and postal);
contact telephone number, fax number and zip code;
the state emblem must be on the letterheads of state institutions, on the letterheads of commercial enterprises – a logo or emblem;
the number of the outgoing message and the date of its compilation;
if the organization has a website, then in the details it also needs to be indicated, as well as the email address.

Types of newsletters

Newsletters can be very different:

warranty;
recommendatory;
accompanying;
confirming;
reclamation;
instructional;
notification;
invitations, etc.

That is, in fact, they can be drawn up for a variety of reasons and circumstances. The main condition is their compliance with certain criteria.

It should be borne in mind that official letters are the only type of documents on which their name is not put.

Types of business letters

A wide variety of business letters is due to the development of the market economy and the growing need for the transfer of information between counterparties. E-mail, due to its speed and availability, has become firmly established by commercial and government agencies. The widespread use of business messages in everyday life has led to an increase in their variety. In this regard, there is no single classification. The following types of business letters can be distinguished:

Warranty. The content is aimed at making a request, but with the provision of a guarantee for the fulfillment of obligations on its part. The wording of such letters is as follows: “We ask you to ship (deliver, provide, etc.) the goods (products, services). We guarantee payment by (date). “
Commercial offer. The most common letter that organizations use in their activities almost every day. At its core, this is a business letter of cooperation. The organization initiates with a specific offer of partnership with certain conditions.
Notice. The content is aimed at conveying certain information necessary for the implementation of further interaction. In commercial organizations, the most common example of such a letter is a notification about the change of details (when the servicing bank is changed).
Offer. The text is of a commercial nature about the supply of goods or the provision of services. This is a business letter of cooperation, which indicates all the essential conditions for a supply agreement and a service agreement. The essential conditions under the Civil Code include the name of the service or product, price, time, place. In the absence of these data, the document is not considered an offer, but is called a commercial offer.
Complaint (formal complaint). The content of the text is aimed at notifying the recipient about the incomplete or poor-quality fulfillment of obligations. Most often, such letters are accompanied by defective products. In standard contracts for the provision of services or delivery, there is a clause that states that there are penalties for non-fulfillment or improper fulfillment of obligations. The countdown of time for calculating penalties starts exactly from the moment of sending a written complaint.
Cover letter. An example is an inventory of envelope attachments. It is used most often when sending a package of documents by mail. In case of sending documents for participation in tenders, the list of investments is mandatory.
Confirmation of receipt of documents and letters. Shows respect, is considered good form and is optional.
Request. The text contains a request. Begins with the words “Please”, “Please”. The most common request is to re-send accounting documents. When delivering products, invoices and invoices often do not reach the accounting department (they were not sent along with the cargo, transferred to an incompetent person, etc.). Therefore, it is common practice to ask to duplicate these documents.
Reminder. The content of the text notifies about the approach of a certain moment (deadline for fulfilling obligations, expiration of the contract, date of the event, etc.). One example of such a letter is a notification from insurance companies about the expiration of the policy. This courtesy is both informational in nature and is a commercial offer about the opportunity to use the company’s services again. It is convenient because there is a possibility of politely and unobtrusively extending the contract.
Congratulations. A business letter, the content of which is aimed at congratulating you on any holiday.
An invitation. The most common are invitations to conferences and exhibitions. Another successful additional tool to remind your partner of yourself for further cooperation.

Composing a business letter

Before composing a business letter, you need to know the requirements for structure, style and design. The impression of a well-written document can be spoiled by just one flaw. Writing a business letter requires knowledge of all of its details that will be entered.

Business writing style

When writing letters, formal business style is appropriate. The language of business letters is distinguished by the following features:

accuracy of information presentation;
formality;
meaningful but concise presentation;
objectivity and structuredness.

Try to communicate your point in short, simple sentences. Do not overload the text with adjectives, focus on verbs. You should not use highly specialized and little-known terms that may be incomprehensible to the reader. This will cause rejection from the recipient of the letter. Use simple words.

Business style of writing excludes uninformative and “watery” texts. As much specifics and facts as possible. Do not lead to the end part with long and unnecessary turns. However, avoid having illogical and inconsistent paragraphs. Each paragraph should convey one specific thought. Participle and adverbial expressions should also be excluded. Check what is written by ear. Business writing comes with time and experience. By following the basic rules, you will know how to write a business letter and master the skills of writing official documents of any subject.

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Beginning of the letter

There is no need to make a long introduction at the beginning of the letter. It is recommended that you start with a polite greeting and get right to the heart of the problem. It is necessary to address the interlocutor with respect by name and patronymic or only by surname. An exclamation mark is placed at the end of a personal appeal.

After reading the preamble, the addressee should understand the reasons for creating such a message. The first paragraph should convey to the reader the main point of the text.

Main part

The main text can be placed in the “body” of the email or attached as an attachment.

the purpose of the message, its main meaning;
main idea.

The presentation should be strictly formal or neutral. You should write letters of this type, talking about the existing problem and describing possible ways to solve it. If a complaint is made, you need to insist on taking some measures to help resolve the situation. When proposing your cooperation, it is necessary to tell about all the options for joint work.

For convenience, you need to divide the text into several paragraphs, so it will be easier for the reader to study the information and draw conclusions. Arguments can be supported by evidence, but the message should not contain the personal opinion of the person who composed it, instead, it is necessary to briefly and dryly state all the circumstances. A letter of thanks should be written in a different way – it should list all the merits of the recipient, praise it and express personal gratitude. You can arrange such a message in the form of a greeting card.

Writing a letter with guarantees is aimed at attracting a person to fruitful cooperation. Here the author tells his interlocutor what will be done for him personally, guarantees that the promises will be fulfilled.

Completing the letter

A competent letter contains a logical ending. Brief conclusions should be drawn on the topic under consideration. Here you can contact the addressee with a request or apologize to him for any inconvenience caused. It is necessary to say goodbye to the interlocutor in the most polite, formal manner. At the end, you should write your own surname, initials, sign. At your discretion, you can specify additional methods of communication – a mobile phone number, e-mail address, website and company logo.

What should not be allowed in a business letter

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

You cannot include unverified, inaccurate and, even more so, deliberately false information in the letter.

It should be borne in mind that this type of messages is not only part of routine business correspondence, but also, in many cases, refers to official documents, which may subsequently acquire the status of legally significant.

Sample business letters

A letter of thanks is a business letter that contains words of gratitude for some reason: for professional work, high-quality services, etc. A letter of gratitude can be addressed to the organization as a whole or to a specific person. It can be a response letter to an initiative letter: a congratulation letter, an invitation letter, or an initiative letter written on the compiler’s own initiative.

A letter of guarantee is a non-commercial business letter that contains a confirmation (guarantee) of the performance of some actions or compliance with certain conditions: the timing and fact of payment for the products received, work performed or services rendered, quality guarantees, etc. In other words, a letter of guarantee is a way to ensure the fulfillment of an obligation by a party to the transaction. A letter of guarantee may be prepared in response to a letter of claim.

Information letter – a non-commercial business letter, the main purpose of which is to inform, advertise, notify of further cooperation, the duration of the contract, aspects of the company’s activities, the company’s products, etc. A newsletter can act as a marketing tool to promote a company’s products, attract new customers and increase sales.

An offer (an offer agreement) is an offer to conclude a cooperation agreement indicating the main details of the transaction: name, quantity, quality, price of goods, conditions and delivery time, payment, delivery method. It is a preliminary stage of concluding a contract. The person making the offer is called the offeror, the receiver is called the acceptor. An offer made to an indefinite circle of people is called a public offer.

A complaint is a claim that is drawn up when a transaction is made in the event of dissatisfaction by one party with the quality, quantity, assortment of goods received, delivery times, etc. The letter of claim (complaint) contains claims against the party that has violated its obligations under the contract and claims for compensation for damages: replacement of defective goods, elimination of defects, price reduction, etc.

A cover letter is a type of business letter that is drawn up when sending documents, commercial proposals, resume, etc.

A letter of recommendation is a document that represents a review of an applicant by his former manager or employee from a professional point of view.

The letter of recommendation contains a brief description of professional skills, achievements of a person, his main successes during his studies or work, strengths. With the help of the recommendations, the employer can see a clearer picture of the professional activity of the candidate, find out the opinion of him as an employee from the side of people who worked with him or studied with him. Not all employers require a letter of recommendation, but when looking for a new job, it is better to take care of its availability and, like a cover letter, attach it to the resume – this will give more solidity to the applicant’s candidacy.

A reminder letter is the recipient’s inducements for some other unfulfilled obligatory action and the measures that will be taken in case of default. Such a letter may contain a reminder of payment, a debt, may be sent if there is no response to a letter sent earlier, etc. They compose a reminder letter in the event that it is not possible to achieve the desired result with the help of negotiations. Often, a reminder is also a request.

A confirmation letter is a non-commercial business letter that is drawn up for the purpose of confirming the receipt of transferred materials, information, documentation, previously reached agreements, etc. It can end with a request, a wish, a proposal. A confirmation letter is a sign of deep attention and respect for the recipient.

A letter of congratulation is a non-commercial business letter that is drawn up with the aim of congratulating a person or organization for some reason: a personal holiday or achievement, a state, corporate holiday, etc.

A business letter of invitation is an invitation to an event: conference, work, interview, exhibition, meeting, concert, charity evening, seminar, meeting, etc.

The text of the invitation must contain clear and specific information about the date and place of the celebration. The letter can be addressed to one person, or to several at the same time.

An invitation letter is sent, as a rule, a few days or even weeks before the event, so that the invited person has the time and opportunity to make a decision and get together for the celebration.

It is advisable to send a response letter to the offer, even if the offer is canceled. Refusal must be formulated politely, indicate the reason for the refusal, even if made up. The invitation letter is issued in accordance with the rules established for a business letter.

A request letter is a request to obtain the necessary information, goods, services, documents, to provide recommendations, to organize a meeting, etc. When drafting it, you need to justify the need to fulfill the request. It can be addressed to a specific individual or legal entity – an organization. This type of letter may contain more than one request.

A letter of condolence is an expression of sympathy for some sad event or loss: condolences for a death, accident, etc.

Basic unit of writing

The basic unit of writing is the grapheme. It is the smallest significant unit, the aggregate of which is sufficient to compose texts, if there are rules for their use and correlation with each other. For the Russian language, the main graphemes are the letters that make up the alphabet (uppercase and lowercase), punctuation marks and a number of other symbols, for example, numbers.

In most writing systems, symbolic elements are arranged in such an order that allows them to be combined into larger formations: words, acronyms (the type of abbreviation is abbreviated words, such as an airplane, a supermarket). Due to this, it becomes possible to transfer a much larger number of values than that which can be displayed with only one character.

Sources used and useful links on the topic: https://assistentus.ru/forma/oficialnoe-pismo/ https://equity.today/kak-pravilno-napisat-delovoe-pismo.html https://wpsovet.ru/obshhenie /kak-pravilno-napisat-pismo.html https://assistentus.ru/forma/delovoe-pismo/ https://www.ecsb.ru/articles/2077 http://www.nastroy.info/post/chto -takoe-pismo-ego-znachenie-v-russkom-yazyike

Post source: lastici.ru