Write a letter on letterhead sample. Letter form and design. Letter of request to organize a meeting

Constant correspondence and emails have become everyday means of communicating with friends today, but writing a letter is more traditional, effective way, which can bring a smile to your friend's face. If you're writing an email the old-fashioned way, the form of writing still remains the same: the letter to a friend should include a greeting, questions for the friend, an update from your life, and an appropriate ending.

Steps

Beginning of the letter

Main part

Start with pleasant things. The first part of a friendly letter is usually warm and cheerful. This can set the tone for the entire letter, letting the recipient know what's coming next and making the letter sound more serious or businesslike. Write a greeting in a few lines, tell a joke or write about the weather.

• "How are you?" or “How are you?” - the most common ways to start a letter. Ask a question to make the letter feel like part of a longer conversation. If you want a response to a letter, fill it with questions.
• You can use the first paragraph of the letter to ask the recipient more about their life. For example: “I hope that little Yulenka likes it in kindergarten. I can’t believe she’s grown so much!”
• Letters often begin with reference to the time of year. Think about how to start small conversations that grow into deep conversations. For example: “I hope autumn doesn’t dampen your mood. The trees in the area have become so beautiful. I still think the winter will be cold.”

1. Share news and details from your life. Now is the time for the main part of the letter and the purpose of writing it. Why did you start this correspondence? Do you want to reconnect with an old friend, express how much you miss him, or thank him for his help? Be honest, open, and try to convey your thoughts clearly on paper.

   • Write about what is happening in your life. Regardless of the nature of the letter, your letter will be appreciated, but stories about your life will bring your recipient and you closer. This way the letter will be more effective and open. Tell us what happened, what emotions you experienced, and what your plans are for the future.
   • Don't describe your life in too much detail, otherwise the purpose of the friendly letter will be lost. Avoid the newspaper holiday template - your friend will immediately start reading the letter from the end if you list all your merits. You don't need to get caught up in your own problems, but be realistic when talking about yourself.

2. Choose topics that directly relate to your friend. What did your friend do? last time when did you meet him? Maybe he broke up with his soulmate? Perhaps he was worried hard times V football team? Adapt by referencing familiar topics and ask questions to show your interest in your friend's business.

   • You can discuss topics that interest you both. State your views on art, politics, recent events, or other areas of life that you would like to discuss with your friend.
   • You can suggest watching movies or reading books that you think your friend might like. Exchange of valuable information is always welcome in letters.

Completing the letter

1. Close the discussion. Write the last paragraph conveying your best wishes to your friend or loved one. The last paragraph is usually lighter in emotional load, but it should match general atmosphere letters. End your letter on a positive note to make your friend feel better about you.

   • Repeat the purpose of the letter again. For example, if you invited a friend to a party, write the following: “I hope you come!” If you just want to wish your friend a good time, write something like: “Happy New Year!”
   • Inspire your friend to write back. If you want an answer, write: “I hope for a quick answer,” or: “Please write a reply!”

2. Write the ending. It should convey the mood of your letter depending on its tone: formal or informal. Like the greeting, the ending is determined by the nature of your relationship with the recipient. End the letter with your name.

   • If you want to formally end a letter, write: “Sincerely,” “Sincerely,” or “With Best wishes».
   • If the letter is written in an informal tone, use phrases such as “Your...”, “Take care of yourself,” or “Bye.”
   • If the letter is personal, write “Love,” “Love you very much,” or “Miss you.”

3. Consider the postscript. A postscript (lat. post scriptum (P.S.) - “after what is written”) is usually used at the end of a friendly letter as a method additional information, which is not worth devoting a separate paragraph to in the main part. You can also add an interesting joke, or simply omit the postscript. In any case, make sure that the postscript matches the tone of the letter and makes your recipient feel like you want to see them.

16Apr

Hello! In this article we will talk about business letters.

Today you will learn:

1. Why business correspondence has not lost its relevance;
2. What types of business letters are there and how they are formatted;
3. How to write a business letter correctly.

Now outside our windows is time high technology and the Internet. But business correspondence has not lost its importance and relevance, it has simply moved to other media. Let's talk today about why it is important to be able to compose and format business letters.

Why do you need business correspondence?

First of all, this is an opportunity to exchange opinions, suggestions and thoughts with employees or business partners. With the help of correspondence, they state complaints, requests, and clarify misunderstandings between companies.

Business correspondence is one of the types of official correspondence.

Differences between business letters and others

The main differences are as follows:

• Stylistics of presentation;
• Vocabulary that does not allow clear expression of emotions;
• Done on the official letterhead of the company;
• The font is not too small, but not large either, and is the same throughout the text;
• Rarely occupy more than 1 page;
• Presence of strict official chain of command.

Types of business letters

All business letters can be divided into several groups. We will dwell on each in more detail and give a brief description.

Letters that do not need to be answered.

• Letter of guarantee;
• Accompanying;
• Informational;
• Warning letter;
• Reminder letter.

Letters that require a response.

• Appeal;
• Offer;
• Request;
• Requirement;
• Petition.

Non-commercial letters.

• Invitation letter;
• Letters expressing condolences;
• Letters expressing gratitude;
• Letters informing about something;
• Letters containing recommendations;
• Letters of guarantee;
• Letters confirming that the goods have been received, the service has been provided, and so on;
• Letters of congratulations on various occasions;
• Letter of request;
• Letters of instructions;
• Covering letters.

Commercial letters.

They are usually used before entering into an agreement, as well as during the validity of the contract.

These include:

• Letters responding to inquiries;
• Direct request;
• – a letter in which it is proposed to make a transaction or conclude an agreement;
• Claim;
• Reminder;
• A letter containing a warning about the termination of agreements or the need to fulfill obligations, etc.

If we talk about classification by structure, there are 2 types of business letters:

• Containing the author's text and written in free form;
• Compiled according to a strict pattern.

By addressee.

• Circular – a letter that is sent to several addressees;
• Regular – sent to one recipient on behalf of one person;
• Collective – sent to one recipient, but from several persons.

Letters are also divided according to the form in which they were sent:

• Sent as a fax message;
• Sent by email;
• Those sent in regular envelopes.

There are types of letters that, for ethical reasons, should be handwritten rather than typed. This applies to condolences and congratulations.

Secrets of proper design

The text of the letter is divided into introductory, main and final parts. They are logically connected to each other. The introductory part includes the circumstances that led to the creation of the letter, and the main part represents the content itself. The final part summarizes the results, which express the request, refusal, etc.

In general, business correspondence with all responsibility can be called an art, because it is necessary to learn how to conduct it correctly, in compliance with all requirements. After all, most often we only think about the information being presented clearly, and we forget about the fact that the letter can be considered the face of the company.

Stylistics.

Each letter is strictly maintained business style, means of speech characteristic of official documents are used.

Requirements for presentation of information.

All information contained in the letter is presented as follows:

• Addressed, intended for a specific person;
• All information must be current as of the date of writing;
• Reliable;
• Impartially;
• Reasoned;
• As completely as possible, so that a decision can be made based on it.

Form.

First of all, the letter is drawn up on letterhead that is proprietary to the company.

• For writing business letter A4 sheets are used;
• The left margin of the form must be at least 3 cm, since after some time they will be sent to the file;
• The name of the company, its legal and actual address, and email address are indicated;
• It is better to use the standard Times New Roman font, size 12. It is the most optimal and is easy to read;
• It is allowed to draw up business letters without using a letterhead, but then you still need to provide the information from the form.

If in a letter we're talking about about large transactions related to finance or confidential information of another nature, it is not recommended to send such letters by fax or electronically. It’s better the old fashioned way, in a regular paper envelope.

Numbering.

If the letter consists of several pages, then they are numbered starting from the second. Numbers are placed at the top in the middle Arabic numerals. There are no dots next to the number.

Division into parts.

This means dividing the letter into paragraphs. The text should not flow in a continuous stream, otherwise it simply will not be perceived. Thanks to the division into paragraphs, you can see where one thought ends and another begins.

Availability of fixes.

It is not advisable to allow corrections, typos, or erasures. The letter must be written correctly, and the text must be printed at intervals of 1.5 - 2.

Details used.

We will indicate only the main ones, since we already briefly talked about them a little earlier:

• If the enterprise is state-owned, the Coat of Arms of the Russian Federation is used. It is located in the middle of the official form;
• Full company name;
• Fax and telephone numbers;
• Bank account number;
• Addressee - and the name of the addressee company is used in nominative case, to indicate the position and surname of the recipient, use the dative case;
• If the addressee has academic degree or title, indicate it before the person’s last name;
• Any details are written on a new line and with a capital letter.

Business letter after a meeting

you spent business meeting, there is some prospect for . We will discuss further how to reflect this in a letter.

1. First of all, at the beginning of the letter, refer to the date and time of your communication with your potential partner, even if a couple of days have passed since the meeting.
2. Avoid mistakes or overly complex phrases: keep the letter short and clear, but in such a way that the recipient will want to read it.
3. Mention what the conversation was about. Eg: " We discussed how much a Venetian-style vase would cost.”
4. Make sure that the recipient of the letter expresses his/her opinion on the topic of the meeting.
5. Indicate a time when you can communicate by phone or meet in person.
6. Let the recipient know that you are looking forward to working with him: “ I look forward to future business relationships with you«.
7. End your letter with the following or similar phrase: “ Best wishes to you...».

Electronic business letters

It is impossible to ignore the requirements for their design, since now more and more letters are issued in electronic form rather than in paper form. After all, it’s the 21st century.

Preparing an electronic business letter is not difficult; the formatting requirements are identical to traditional letters. The only thing is that such a letter should always have a title (or subject line) so that it simply does not get lost in the flow of documentation.

In addition, when such a letter is answered, it is better not to change the subject of the letter, so you will quickly understand what is being said if emails you get a lot.

Also, you should not use state-of-the-art software when creating attachments to such letters; it is far from a fact that your recipient has the same. If it is not there, the letter simply will not open.

Don't use emoticons when writing a business letter electronically. Technology is great, but keep it business-like when writing.

What is the deadline for replying to a letter?

If the letter is classified as requiring a response, then when to respond depends on the information contained in the letter:

• If you receive a request, please confirm that it has been received within the next three days of receipt. And the final answer can be given within a month;
• If we are talking about condolences, it can be sent within ten days after the sad event happened;
• It is permissible to send congratulations within 8 days from the moment you learned about the special date;
• If we talk about general rules good manners, it is better to respond to letters within seven days.

How to write a business letter: in simple language about complex things

Distinguish between a business letter and personal correspondence. We have already talked more than once today about what these differences are, we should not forget about them. Now let’s look at writing a letter step by step.

Stage 1. We indicate the addressee.

In the upper right corner of the form we write the surname, initials and position of the person to whom we are addressing the letter. If the addressee is an organization, indicate its legal address.

Stage 2. Appeal.

We place it in the middle of the form. It is carried out in a respectful manner, without abbreviations or erasures.

Example: Dear (name, patronymic)! Also, the addressee can be addressed by indicating his position. But when you address a person by name, it reduces psychological stress and indicates that the business relationship is stable and established.

Stage 3. Statement of purpose.

Explain the purpose of the letter, its essence and main ideas. This part is the main one. Write about what you want to say, what is the reason for your appeal. But do not forget about the official and neutral style.

Stage 4. Making proposals and recommendations.

Almost any business letter implies that the addressee will respond to it. This is generally not required only by letters of an informational nature. Therefore, do not just describe the problem, but also suggest how it can be solved.

If you file a complaint, ask for certain measures to be taken; if you offer to cooperate, tell us what options are available.

Simply put, the one who receives the letter must see that they not only want something from him, but also understand how this can be accomplished.

How to end a business letter

A business letter must be written perfectly. If writing rules are not followed, it can negatively affect the company's reputation as a whole. Therefore, we now propose to dwell in more detail on the design of the final part of a business letter.

At the end of the letter, summarize everything that was discussed earlier. But you shouldn’t stretch your conclusions into 10 sentences; after all, brevity and conciseness are valued in business letters. It's better to limit yourself to simple phrases.

We will base the ending on 2 indicators: it should be as polite and correct as possible. There are different options for how to build it.

Here are some examples:

• Thank you for your attention or help: Thank you! (Let me thank you...);
• Express your hopes for the future: We hope for mutually beneficial cooperation (We hope to receive a response in the near future...);
• You can construct a phrase to assure the addressee of something: We would be glad to cooperate with you;
• Make a request: We ask you to report the results;
• Apologize for any inconvenience caused: I apologize for the unexpected delay in payment for the material.

How to say goodbye to the recipient.

Despite the fact that the correspondence is official, you can say goodbye in different ways.

Here are a few options:

• With respect to you...;
• With wishes of success...;
• Best wishes…

We sign correctly.

When signing the letter, indicate your position, first and last name. If you doubt the appropriateness of a phrase like: “ Yours sincerely" - just don't use it.

You can indicate your contacts in the signature, Additional Phone or email address, in this way you demonstrate to the recipient that you are ready to communicate and cooperate with him.

In the next part of our article I would like to talk about business letters in English.

Business letters in English

There is no regulated form for composing such letters. Everything will depend on the purpose of the letter and who its addressee is. Here are some brief recommendations for drafting.

Date of writing.

If we are writing in the USA, then when indicating the date we put the month first, then the day and only then the year. If to the UK, the date is entered as in the Russian Federation. In this case, write the month in letters to avoid confusion.

Recipient details.

• If you write to a man, contact him like this: Mr (insert last name);
• If a woman who is married: Mrs (insert last name);
• To an unmarried lady: Miss (indicate last name);
• If you don't know the lady's status: Ms (insert last name).

Specifying the address.

The order is the opposite of that accepted in the Russian Federation: office, house number, street name, zip code, state name (if writing in the USA), county name and country name (if writing in the UK).

How to contact the recipient.

Standard calls:

• Dear Madam;
• Dear Sir;
• Dear Sir or Madam;
• Dear Mrs;
• Dear.

After the address we put a comma (if writing to the UK) or a colon (if writing to the USA). It is not customary to put an exclamation mark.

Subject.

Be sure to indicate the subject of the letter, just like in the Russian Federation.

Main text.

Divide it into paragraphs. Or write each sentence on a new line.

How to say goodbye.

For example, like this: “ Thanking you for assistance, we remain Yours truly"– Thank you, my devoted one..., although perhaps less formally.

Signature registration.

We put our signature under the farewell paragraph, indicate our first and last name, company name and position.

Design of applications.

If you are enclosing any documents, please indicate this at the end of the letter: “ Enc." and list applications.

What to write with a capital letter.

• Last names and initials;
• Company names;
• Names of cities, states, etc.;
• Any words that indicate the position held;
• The first words in farewell;
• Opening addresses.

Before we end the conversation, here are some examples of business letters in Russian and English.

Samples of business letters in Russian and English

Conclusion

To summarize, I would like to say that a business letter is a tool for communication in any field of activity. If it is written correctly, it will definitely present your company in a positive light.

On the other hand, a letter written sloppily and with errors can completely destroy the very promising business. Write letters correctly, and we tried to tell you how to do it.

By using business correspondence not only coordination of business activities occurs, but also the collection of necessary information for a given organization, which will be in demand during various reporting audits. Therefore, first of all, the tasks of administrative employees include the correct maintenance of business documentation, for which various internal instructions and forms are developed. The advantage of a standard form is the fact that a person fills it out automatically, thereby saving his and the company’s time.

Business correspondence should contain:

Reliable and complete information;
- brief summary due to the lack of narration;
- neutral tone of address, but in a friendly manner;
- a logical chain, and not an emotional assessment of the stated facts.

How to write a business letter?

The most important thing is to decide what type of business letter is suitable for a given situation. There are several types of it:

Reminder;
- confirmation;
- refusal;
- covering letter;
- invitation;
- warranty;
- informational;
- letter of notification and order.

As a rule, business letters that contain a request, proposal, appeal, request or demand require a response.

Rules for writing a business letter.

The tone of a business letter carries a very important emotional load, since veiled disrespect will still appear despite impeccable communication techniques. You should be especially careful when writing a business letter containing a refusal. In this case, you should not state the refusal at the very beginning of the letter. In the first part of the message you should provide convincing arguments in favor of your point of view; for this you can use formulas such as

- “Unfortunately, we cannot satisfy your request”;
- “We are deeply sorry, but it is not possible to satisfy your request,” etc.

When refusing, it is important to remember that our task is to refuse, but not to lose a customer, partner, etc.

So, the basic rules for writing a business letter:

To correctly understand the essence of the letter, it is necessary to repeat the request addressed to the addressee several times in the text;
- in the refusal letter it is important to indicate the reasons why this request cannot be satisfied;
- rejecting an offer is a refusal formula.

Language of business correspondence.

It is important that the reader of business correspondence grasps only its essence, and not the language in which it is written. It is in this condition that lies the mastery of the rules of writing a business letter, which is developed over many years of experience.

It should be remembered that in a business letter:

Must be consumed simple words at the same time, without impoverishing the content;
- use verbs more often rather than adjectives - this will make the text of the letter dynamic;
- stay close to the meaning of the address, without going into details and reasoning;
- do not use long sentences, as they distract the reader’s attention;
- the transition between phrases should be logical and invisible;
- use as few pronouns as possible.

A business letter is distinguished by literacy and style.

Preparation of business correspondence.

When writing a business letter, remember that top part(1/4 sheet of A4) should be left free for the letterhead. Also in the upper corner of the letter the outgoing number and date are indicated, which are recorded in special magazine outgoing mail.

In the lower left corner the position, surname and signature of the manager are indicated, and at the very end of the sheet the surname of the executor of the business letter is indicated with his telephone number for additional information.

Thus, a business letter consists of three parts: the essence of the request, its rationale and supporting information.

When replying to a letter, you should refer to the first part of the content last letter of this addressee. If there is foreign correspondence, then for better clarity it is necessary to attach a booklet to the letter, the link to which will be indicated in this letter. It is very important to end such a letter with gratitude for your cooperation and the phrase “Sincerely yours (name) ...”

Probably everyone has at least once had to deal with the need to write a business letter. When compiling it, you involuntarily come to the conclusion that it is not at all easy. There are many business letter writing rules and regulations that you need to know. The article describes in detail the process of drawing up a document, provides samples of business letters, and discusses their types and design.

Form

Ready-made forms will add solidity and indicate the reliability of the company. They contain necessary information about an organization such as:

• Name.
• Address.
• Contact phone numbers.
• Website.
• Email.
• Logo.
• Other contact details.

There are no strict rules regarding forms. Therefore, each organization independently decides what information to include in them.

How to write business letters correctly? Preparation

Business letters are written and formatted in a certain way, subject to their inherent rules and requirements. Depending on the goal, the author thinks through the content in detail in order to obtain the result he is calculating. He must clearly understand what information the addressee already knows about the subject of the letter, what to base it on and what will be new in it. The arguments depend on what goal the author is pursuing. The process of preparing a business letter can be divided into the following stages:

• Studying the issue.
• Writing a draft letter.
• Its approval.
• Signing.
• Registration.
• Sending to the recipient.

Structure of business letters

When composing a letter, it is necessary to saturate it with information, that is, put all the necessary information there. It can be simple or complex. IN simple letter The content clearly and concisely displays information that generally does not require a response from the recipient. A complex one may consist of several sections, points and paragraphs. Each paragraph presents one aspect of information. These types of business letter samples typically consist of an introductory, body, and closing section.

Below is an example of writing a business letter - its introductory part.

The main part describes situations and events, provides their analysis and evidence. It is in this part that they convince that they need to act in one way or another, prove how things were and inform about the need to participate in any event, giving various arguments.

The conclusion contains conclusions that are made in the form of proposals, requests, reminders, refusals, and so on.

An example of writing a business letter - its final part - is presented below. This summarizes the requirement stated in the main one.

All information provided should be optimally consistent and understandable.

Each letter begins with a centered address. This small part is extremely important. When choosing it, the author must consider:

• Addressee's position.
• The nature of the relationship.
• Formality.
• Etiquette.

There should be a polite form at the end of the letter. For example: “...I express hope for further cooperation (gratitude for the invitation)...” These phrases are followed by the author's signature.

Style

All letters must be kept in formal business style, which means the use of speech means for official business relations. The features of such a language are formed under the following circumstances:

• The main participants in business relations are legal entities, on behalf of whose managers and officials letters are written.
• Relations in organizations are strictly regulated.
• The subject of communication is the activities of the company.
• Management documents generally have a specific addressee.
• Often, in the course of an organization's activities, the same situations occur.

In this regard, the information contained in a business letter should be:

• Official, impersonal, emphasizing the distance between participants in communication.
• Addressed, intended for a specific addressee.
• Current at the time of writing.
• Reliable and impartial.
• Reasoned to induce the recipient to perform any action.
• Complete for decision making.

Requirements

A business letter must meet the following requirements:

• Speech is standardized at all levels - lexical, morphological and syntactic. It contains many expressions, terms and formulas.
• The tone of writing is neutral, restrained and strict, without the use of emotional and expressive language.
• Accuracy and clarity of the text, without logical errors, clarity and thoughtfulness of wording.
• Conciseness and brevity - without using expressions that carry additional meaning.
• The use of language formulas formed as a result of repeated situations.
• The use of terms, that is, words or phrases that have special concepts.
• The use of abbreviations, which can be lexical (that is, compound words formed by removing letters from parts of words: LLC, GOST, and so on) and graphic (that is, word designations in abbreviated form: grn, zh-d, etc.).
• The use of constructions in the genitive and instrumental cases.
• Phrases with verbal nouns (“provide support” instead of “support”).
• Using simple common sentences.

The above business letter samples below are shown in full version(with the main part). The information meets all the requirements of an official business style.

Types of business letters

It is best to write a business letter on one specific issue. If it is necessary to solve several issues at once, it is recommended to draw up several different options.

Business letters can have the following content:

• Accompanying. Such letters are usually needed to inform you where to send documents.
  (How to write a business letter? Sample cover letter will help those who need to draw up this type of document.)

• Guaranteed. They are written to confirm any promises or conditions. For example, payment for work, rent, delivery times, etc. can be guaranteed.
• Thanks. They began to be used especially often in Lately. Letters like this show good form. partnerships. They can be issued on regular letterhead or on colored paper with a beautiful print.
  (How to write a business letter? A sample thank you letter is drawn up in free form, depending on the tasks that it solves. In this case, the letter itself short form expresses its essence. Such a sample, made on colored paper with an ornament, can hang on the wall in the company premises in a place of honor.)

• Informational.
• Instructive.
• Congratulations.
• Advertising.

There are also letters:

• Proposals for cooperation. Quite common in recent times, sent to organizations, are often of an advertising nature, for example, like this sample. It is quite difficult to write commercial letters; you need to take into account many nuances in order to get attention, and even more so, to become interested. But if you compose it according to the sample below, it has every chance of success.

• Invitations. They are sent, offering to participate in various events. They are usually addressed to the manager or official, but can also be addressed to the whole team.
• Requests.
• Notices.
• Requests and many others.

How to write a response to a letter. Example

The answer must begin by repeating the request stated in the first letter. Then the results of its consideration are given and approval or a reason for refusal is expressed. A business response letter may contain an alternative solution to the expected information. Typically it meets the following principles:

• Availability of a link to the first letter and its contents.
• Identical language means.
• Comparable scope and content aspects.
• Compliance with a certain sequence.

Decor

In addition to using corporate letterheads for business letters, it is necessary to take into account other subtleties when designing them. These are details, rules for abbreviations, writing addresses, headings, text length, field widths, and more.

Samples of a business letter help you compose it, taking into account all the subtleties and nuances. They are used by both beginning office workers and experienced workers. Thanks to the samples, they learn how to write letters correctly and save a lot of time.

According to GOST R 7.0.82013 “System of standards for information, library and publishing. Record keeping and archiving. Terms and definitions “addressee” is a document detail containing information about the recipient of the document (clause 67).

The “Addressee” requisite is used in business letters and internal information and reference documents (reports and memos, statements, etc.).

The “Addressee” details include:

• name of the addressee (recipient of the letter);
• postal address or telephone number, fax number, email address.

The recipient of the letter can be:

• official/several officials;
• organization;
• structural unit of the organization;
• group of organizations;
• individual.

ADDRESSEE - OFFICIAL

According to GOST R 6.30-2003, initials are written before the surname of any official. If the letter is sent to the manager government agency , then the name of the organization is included in the position, full name. indicated in dative case, initials are written before the surname:

If the letter is addressed to the manager commercial organization , then the position includes the name of the organization indicating the organizational and legal form (in full or abbreviated form), the initials are written before the surname:

If the letter is addressed deputy head, the name of the organization is included in the job title. The surname is indicated in the dative case:

If the addressee of the document is head of a structural unit, then first the name of the organization is indicated in the nominative case, then in the dative case the name of the person’s position indicating the structural unit, for example:

According to clause 5.15 of the new GOST:

• when addressing a letter to an official, the initials are placed after the surname;
• before the surname it is allowed to use the abbreviation “Mr.” (Mr.) if the addressee is a man, or “Ms.” (Mrs.) if the addressee is a woman:

ADDRESSEE - ORGANIZATION

If the letter is addressed to an organization, then its name (full or abbreviated) is indicated in the nominative case:

When addressing a letter to an organization, indicate its full or abbreviated name, for example:

Addressing to an organization is used in cases where the sender does not know who the head of the organization is, his last name, initials.

ADDRESSEE - STRUCTURAL DIVISION

The document can be addressed to a structural unit of the organization. As a rule, this method of addressing is possible if the consideration of the issue to which the letter is devoted is within the competence of the structural unit.

When addressing a document to a structural unit of an organization, the name of the organization is indicated in the nominative case in the “Addressee” requisite, below - the name of the structural unit in the nominative case, for example:

What does GOST R 7.0.97-2016 change? Nothing.

ADDRESSEE - INDIVIDUAL

Registration of the “Addressee” details when conducting correspondence with individuals has its own characteristics. First, indicate the surname in the dative case, then the initials and then the postal address:

What does GOST R 7.0.97-2016 change? Nothing.

ADDRESSEE - SEVERAL ORGANIZATIONS
OR STRUCTURAL DIVISIONS

A business letter can have several addressees. GOST R 6.30-2003 establishes a method for generalized formatting of addressees when sending letters to several homogeneous organizations or to several structural divisions of one organization. There are two options for designing props here.

Option 1: indicate several addressees in the “Addressee” attribute itself. This design option is used when the letter is addressed to an organization or official (this is the main addressee) and, for information, to a number of other organizations or officials.

Addressing is formalized as usual in the upper right corner as a listing of the “Addressee” details for each body/organization or structural unit of the organization.

Wherein total There should be no more than four recipients.

All addressees are drawn up on the document itself; the word “Copy” is not indicated before the 2nd, 3rd and 4th addressees.

In this case, all printed copies of the letter are signed as originals. Each copy is sealed in a separate envelope, on which the postal address of a specific organization or structural subdivision is written.

Option 2: indicate the addressee in general, if we send a document to a group of organizations (heads of organizations) of the same type or to structural units(branches, representative offices, etc.) of one organization:

If the number of recipients is more than four, an additional list for mailing the letter (mailing list) is compiled, which indicates specific recipients and their addresses. A note about this is made in the “Addressee” attribute:

There is no approved form for the letter mailing list. The form of the sheet can be fixed in the organization’s office management instructions. In fact, the mailing sheet is the “Addressee” attribute transferred to a separate sheet, which means its content must correspond to this attribute. The “Addressee” detail contains three information blocks: name of the organization, position, initials and surname. In the mailing list for the letter, we reproduce the same information blocks, but place them in a line, and not by right side leaf. You can also arrange the data in table form. The order of the recipients can be arbitrary, but it is better to arrange them alphabetically.

Information about the outgoing letter number and date is entered after its registration (Example 1).

All letters sent to a group of recipients have one outgoing registration number; the incoming number for all letters will be different.

What does GOST R 7.0.97-2016 change? Nothing.

PLACING THE “ADDRESSEE” DETAILS ON THE FORM

The “Addressee” detail is located in the upper right part of the document (on a form with angular details) or on the right under the form details (on a form with longitudinal details). The location of the “Addressee” requisite is shown in Appendix B to GOST R 6.30-2003:

• on a form with corner details - Example 2;
• on a form with the details arranged longitudinally - Example 3.

What does GOST R 7.0.97-2016 change? Nothing. The “Addressee” attribute remains in the same place.

TECHNICAL ISSUES

• Should the elements of the “Addressee” props be separated by intervals?

The “Addressee” detail usually takes up several lines.

In clause 6.1 Methodological recommendations on the implementation of GOST R 6.30-2003 (approved by Rosarkhiv) it is said that the details of a document consisting of several lines are printed with one line spacing. The components of the details “Addressee”, “Document approval stamp”, “Mark of the presence of an application”, “Document approval stamp” are separated from each other by 1.5-2 line spacing.

A similar norm is contained in the new GOST R 7.0.97-2016 in section 3, establishing General requirements for the production of documents: “Multiline details are printed with one line spacing, the component parts of the details are separated by an additional spacing”:

• How to align the “Addressee” attribute?

The multi-line attribute “Addressee” is designed aligned along the left border of the zone occupied by the attribute, or centered relative to the longest line, for example: