Business correspondence does not apply. Correspondence (business correspondence). Starting a letter in business correspondence

... (Resolution of the Gosstandart of Russia dated 30.12.93 No. 299)

OKUD adopted a hierarchical classification with three steps. Each document form is assigned a unique 8-digit code. The first 2 digits mean the class of the form, the next 2 - the subclass, then 3 digits - the serial number of the document. The last digit is the check digit.

For example: 09010046 09 - form class (Unified system of documentation of the Pension Fund) 01 - subclass (Documentation on accounting and distribution of funds) 004 - serial number (Payroll for insurance contributions to the Pension Fund 6 - control number

OKUD is designed to solve the following tasks:

  • registration of forms of documents;
  • streamlining information flows in the national economy;
  • reducing the number of forms used;
  • exclusion from circulation of non-standardized forms of documents;
  • ensuring accounting and systematization of unified forms of documents on the basis of their registration;
  • control over the composition of document forms and exclusion of duplication of information used in the field of management;
  • rational organization of control over the use of unified forms of documents.

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Kinds business correspondence and their names (letter, telegram, telex, fax (fax), telephone message) are determined by the methods of transferring business information, which are divided into two main types - postal communication and electronic communication.

Correspondence is distinguished by a wide variety of species: from letters and telegrams of state bodies having a normative character to citizens' appeals and standard applications. The content of the correspondence can be requests, notifications, agreements, claims, agreements, reminders, demands, clarifications, confirmations, requests, recommendations, guarantees, etc.

When conducting correspondence, the following requirements must be observed:

Letters are drawn up on special letterheads - letterheads and signed by the head of the organization or his deputies within the framework of their competence;

Letters must be composed competently, accurately, without rough blots, corrections;

Regardless of the content, the letter should be stated in a calm, consistent, official business language, possess sufficient argumentation, accuracy, completeness and clarity of characteristics, brevity and consistency of presentation;

Information exchange by means of correspondence should be used only when it is difficult or impossible to exchange opinions in another way (telephone conversations, personal meeting, etc.).

Official letter - one of the most important communication channels of an enterprise, organization, institution with the outside world. Pre-contractual negotiations are conducted through letters, relations between enterprises are clarified, claims are stated. Letters accompany material values \u200b\u200bon the way, etc.

Despite the availability of modern forms of communication: telephone, telegraph, fax, modem communication, etc., the volume of correspondence even in a small enterprise is quite large. However, the range of management situations that give rise to business letters is far from unlimited and lends itself to a relatively clear classification. A huge number of letters with the same type of management situations that require them to be drawn up, causes an urgent need to unify a business letter. Unfortunately, the analysis of modern business correspondence shows that many management staff skills of writing letters. Meanwhile, the incorrect design of the letter makes it difficult to work with it. Experts agree that a business letter should be no more than a page. The Simple Letters, published in the United States in the 1970s under the direction of the White House Office, believe that waste of words leads to waste of dollars. One cannot but take into account the fact that business documents are not material for "reading" at all, but information that should induce certain actions.

Business correspondence, like oral speech, refers to the verbal forms of business communication. However, a written message has a number of unconditional advantages over oral speech... In particular, the compiler has the opportunity to think, put his thoughts in order and, if necessary, correct the message. Therefore, written messages are often more carefully worded than oral ones. In addition, the recipient of the message has the opportunity to get acquainted with it at any time.

For effective business correspondence, you need to know and be able to apply official correspondence standards , the rules for the creation, design and organization of work with letters. It should be remembered that a business letter, like any other document created in an organization, is an element of its image. In order to business communication was effective, it is necessary to know all the components (including, of course, business correspondence), the possession of which provides communicative competence. The material carrier of business correspondence is a business letter.

Business letter - it is a document used to transfer information over a distance between two correspondents, which can be both legal entities and individuals. The concept of "business letter" is used for the generalized name of documents of different content, drawn up in accordance with GOST, sent by mail, fax or other means. In this case, a document is information on a tangible medium that has legal force. The specificity of a business letter and its difference from documents such as a contract or an order is that it is less strictly regulated, but, as it was said, has legal force. Therefore, letters are registered and stored in organizations as outgoing and incoming documentation.

Classification of business correspondence can be carried out on various grounds: the purpose and content of documents, their importance and urgency, significance in solving certain problems, characteristics of the material medium and method of recording, etc. For the classification of business correspondence, it is essential to assign documents to certain systems of management documentation and categories of messages transmitted over communication networks. The list of grounds on which the systematization of business correspondence can be carried out is very extensive. Here is the classification of business correspondence according to its main reasons.

By types business correspondence can be divided into official and personal, as well as external and internal.

  • 1. Official business correspondence:
    • external correspondence - the addressee is an external counterparty. For example, a newsletter, complaint, sales request, etc .;
    • internal correspondence - the addressee is an employee of your organization. For example, an order, order, statement, memo, etc.
  • 2. Personal business correspondence:
    • external correspondence - the addressee is an external counterparty (gratitude, invitation, congratulations, condolences, etc.);
    • internal correspondence - the addressee is an employee of your organization (gratitude, invitation, letter of recommendation, etc.).

By ways of doing business correspondence is:

  • on paper;
  • by email.

By form of departure business letters can be:

  • envelope, sent in an envelope by mail or courier;
  • electronic, sent electronically by e-mail;
  • faxes sent but fax.

Based on addressee (recipient) business letters are:

  • circular letters addressed to several recipients at the same time;
  • regular letters addressed to one specific recipient.
  • By compositional feature business letters are divided into:
  • single-aspect consider one issue;
  • multidimensional ones touch on several issues at the same time.

By structure the following business letters are distinguished:

  • regulated ones are drawn up according to a certain established model. This applies not only to standard aspects of the content, but also to the paper format, the composition of the details, etc. These letters have a clear text structure;
  • unregulated contain the author's text and are compiled in free form, do not have an established sample. These letters do not have a rigid text structure, they use less standard phrases.

By functional feature business letters are:

  • initiative letters - are compiled at the initiative of the addressee with specific purpose... They are of two kinds:
    • - letters requiring a response (letter of inquiry, letter of proposal, letter of complaint, letter of request, letter of appeal);
    • - letters that do not require a response (reminder letter, warning letter, notification letter, transmittal letter, confirmation letter);
  • reply letters - these are service letters, which are drawn up as responses to letters of inquiry or letters of request. In the text of the response letter, the same language phrases and vocabulary should be used that the author used in the initiative letter, provided that the request letter was composed linguistically correctly. If you have to write a letter of refusal, then it is advisable to start with the justification for the refusal: "In connection with ...". A negative answer must be justified; you cannot simply refuse a request without explanation. In case of a negative answer, it is also recommended to inform the addressee of information about who can give a positive answer to this request or request.

By thematically business letters are:

  • commercial letters are used in preparation for the conclusion of a commercial transaction, as well as when fulfilling the terms of contracts. Logistics and sales correspondence is considered to be commercial correspondence. The following business letters are classified as commercial:
    • – an inquiry - an appeal by one party to the other about the desire to conclude a deal, as a rule, without specifying conditions. The text of the letter contains the justification for the need to provide information or materials and the actual statement of the request. Letters of inquiry are usually signed by the head of the organization or an officially authorized official. The justification may include references to legislative and other normative acts and organizational and legal documents. An inquiry requires a letter-response;
    • – letter of offer (offer ) - a statement of the desire to conclude a deal indicating the specific terms of the deal. It is sent to a potential partner with an offer of goods, services, cooperation, etc. The proposal can be sent on the initiative of the author organization or in response to a letter of inquiry. If an offer letter is sent to the addressee for the first time, it contains not only the offer itself, but also information about the author organization;
    • – complaint (letter of claim) - claims against the party to the transaction, which violated the obligations assumed under the contract, and the claim for damages. It contains a statement on the discovery of non-compliance of the goods or services with the requirements stated in the contract. The purpose of the claim (complaint) is to compensate for losses incurred as a result of violation of the terms of the contract. Claims are directed to the guilty party by registered mail (or with acknowledgment of receipt) with copies of all documents confirming the validity of the claim and having full evidentiary force for both parties;
    • – confirmation letter - This is a service letter in which the addressee confirms the previously reached agreements, intentions, receipt of information, documents, etc. A typical linguistic formula for this type of letters is: "We confirm (receipt of documents, preliminary agreement, consent to ...)". When confirming a preliminary agreement in the text of the letter, it is necessary to briefly state its essence;
  • non-commercial letters (actually business letters) - are used when solving various organizational, legal issues, economic and financial relationships. By their purpose, non-commercial letters are divided into the following:
  • – thank you letter - contains an expression of gratitude for some reason. This type of letter is more free form than other letters. As a rule, gratitude is drawn up on the official letterhead of the organization, but it can be issued as a postcard. The text of the letter of thanks is written in a laconic, friendly-official style with reference to the event that prompted the sender to express his gratitude to the addressee. The gratitude is certified by the personal signature of the sender and, in some cases, by the seal of the organization;
  • – letter of guarantee - contains a commitment or confirmation of certain obligations. Payment for work, rent, quality and terms of work or delivery times, etc. can be guaranteed. Letters of guarantee are intended to provide the addressee with written guarantees in order to confirm certain promises, intentions or actions of the author, one way or another affecting the interests of the addressee. The letters of guarantee are of a purely legal nature, they are distinguished by clarity, accuracy and unambiguity of wording. The letter of guarantee must indicate the type of operation to be performed. Such letters may begin with a statement of the essence of the guarantees provided to the addressee. For example: "With this letter I guarantee ...". A feature of this type of letters is the presence, along with the signature of the author (for example, the director of an organization), the signature of an official who is directly in charge of financial or other issues;
  • – information mail involves informing about some events or facts that are of interest or may interest the addressee. Newsletters, as a rule, are typical. They sometimes literally cite certain provisions of legislative and other regulatory legal documents. An information letter is a service letter that informs the addressee of information of an official nature. As a rule, newsletters are signed by the head of the organization, and in the case of mass mailing (for example, to all clients of the company), they may not contain a manual signature at all:
  • – reminder letter contains a reminder of the fulfillment of agreements, obligations and measures to be taken in case of default. It is used in cases where the correspondent organization does not carry out actions arising from its functional duties or adopted agreements;
  • – letter of request contains a request to take or stop an action, or induce action, etc. The purpose of such a letter is to obtain information, services, goods, initiate certain actionsrequired by the author organization. The letter of request contains the rationale for the request and its statement, which must be preceded by the rationale. A request letter requires a response letter;
  • – letter of condolence contains sympathy for some reason. It aims to express empathy and support to the addressee about whether another sad event or loss. When writing a condolence, it is important to choose the right sincere words that can support the addressee in his grief. Condolences are drawn up in a restrained correct style on an official letterhead or a special postcard and certified by the sender's personal signature;
  • – invitation letter contains an invitation to some event. It differs from a letter of notice in that it may not be drawn up on a letterhead, have a different format, color, additional design elements in the form of an ornament, drawings, etc. When inviting a large number of persons, stencil, pre-made invitation texts are used. Letters of invitation can be sent by fax, but in particularly solemn cases, invitations should be sent by mail or courier. The invitation must necessarily contain information about the place and time of the event, as well as its name. The invitation must indicate the acceptable dress code, as well as the number of persons to which this invitation applies. As a rule, the invitation is nominal, but when mass events can be impersonal;
  • – congratulation letter contains a congratulation on some occasion. Such letters, as a rule, are drawn up in free form, can be either small in volume - one or two sentences, or rather detailed. In the latter case, the letter of congratulation sets out the main stages of life, activities of the person to whom the congratulation is addressed, his most important achievements. If the letter is addressed to the organization, it outlines its most important and significant achievements. Congratulations can be personal or massive. In the first case, the address to the addressee must be personal - by name and patronymic; in the second case, it can be general, for example: "Dear friends!" At the same time, in both cases, the sender must personally sign the congratulation (when sending mass congratulations, facsimiles are used).

Summary Is a type of business letter aimed at the most complete and beneficial presentation of a specialist to an employer. Since resume letters are very relevant for young people graduating from universities, we will dwell on this type of letter in more detail.

Resume letter. First of all, we note that there is not and cannot be a single resume for all occasions. Each time, you should first think about what qualities will be appreciated for new joband modify your resume accordingly. The information provided in the resume must be reliable and, if possible, complete, and it itself must be short (no more than one to one and a half pages). Such a letter is convenient for the first acquaintance with the person from whom it was sent. In addition, the ability to clearly formulate and summarize indicates a sufficiently high level of the general culture of the sender.

When compiling a resume, a number of rules should be strictly observed, the implementation of which will help create an attractive image of a specialist in the labor market and interest the employer. Their content includes the following.

  • 1. Introduce yourself. Indicate last name, first name, date of birth and number of full years, contact addresses (including email) and phone numbers.
  • 2. Goal. Specify the exact title of the position you want to get. Its wording must match exactly how it is stated. Some people write instead of a position: "I would like to get an interesting job that would correspond to my education and work experience." Such formulations are perplexing to the employer and do not find support. Do not specify several positions at once. This will reduce the chances, since the company needs a specialist for a certain position.
  • 3. Education. Indicate where, when and what educational institution they graduated from, as well as (if they recently graduated from the university) what grades were, if, of course, there is something to "brag about". Having an academic degree and title will increase the chances. It is also important to list the awards of various competitions, Olympiads, conferences, including school ones, etc. It is necessary to write in detail, indicate the faculty, specialization, topic of the diploma, indicate the numbers of diplomas, certificates and certificates that are available.
  • 4. work experience Is the most important and most complete section of the resume. Only "bare" facts should be stated in detail, avoiding flattering self-assessments like "great work experience", "ability to work in a team," etc. The resume is drawn up so that the manager himself draws the necessary conclusions. For each type of work, it is necessary to briefly and accurately indicate: the period of time with an accuracy of up to a month (it is possible approximately); place of work; name of the project (type of work, features); a brief description of the project for 1-2 lines; role in the work performed. It is advisable to make the list as long as possible, the more experience, the more chances of getting a job. It is necessary to list works (projects) and employers in reverse chronological order, i.e. the last work should be recorded first, the penultimate second, etc.
  • 5. Additional information. If this is required by the specifics of the future work, then it is necessary to indicate: knowledge of a foreign language; ability to work with a computer; knowledge of office equipment; driver's license; the presence of a car, etc.
  • 6. Personal details. The facts of the production biography and at least personal ones should be stated in as much detail as possible. This will show that the life of a specialist is more focused on work than on leisure.
  • 7. Adapt the resume to the employer's requirements. It is important that the specialist's resume takes into account future work and position. So, if, for example, the applicant is applying for a position of a specialist in software documentation, you should not emphasize that the applicant is a high-class programmer, even if he is.
  • 8. Attitude towards business trips. If the employing company is international or in general the work involves business trips, it is recommended to indicate the attitude towards business trips and moving to other cities. This will allow you to immediately dot all the "i".
  • 9. Availability of recommendations. At the end of the resume, indicate the full name, positions and contacts of persons who can recommend the applicant as a competent specialist. It is advisable to ask in advance the people who can be counted on to write the recommendation letter.
  • 10. Transmittal letter. As a rule, the resume is sent as an attachment to email... However, it should not be empty. It is imperative to write several accompanying lines, in which it is necessary to indicate the reasons for interest in working in this particular company and the opinion of the applicant in a potential contribution to its development.
  • 11. Do I need to indicate the desired wage level? In each case it depends on the circumstances. But keep in mind that any conversation about salary before the end of the interview usually puts the employer in a breast position. After all, he does not yet know the capabilities of the applicant, he has not estimated how much he "costs" according to his scale of values, and therefore cannot answer in advance whether he is ready to give the required salary.
  • 12. Photo availability. Its presence on the resume is encouraged.
  • See: Business correspondence: samples of business letters, business-letters.ru

Business correspondence is not only the exchange of commercial and business information, it is also part of the complex business etiquette, and its clerical rules are even specially trained in courses.

One of the important components of a business letter is the creation and maintenance of a solid reputation of the company, the formation of a serious attitude towards you on the part of partners and clients. In addition to management issues, a business letter is a corporate discipline, and from a technical point of view, it is a tool for improving interaction between different companies of the holding or divisions of the same form.

Types of business correspondence

Business correspondence involves several types of documents, each of which has its own rules for registration and submission, may differ in the form of presentation and methods of presentation of content. Business letter specialists are divided into: 1. letters of thanks; 2. commercial letters (cover letter, order, reminder, presentation, refusal, letter of guarantee, etc.); 3. requests and requirements; 4. apologies and denials; 5. congratulatory letters; 6. letters of condolences.

Even modern electronic correspondence takes into account the peculiarities of each type of letter, uses ready-made templates, style of writing and rules of business writing etiquette.

Business Correspondence Rules

From what and how it is decorated, how your business letter is composed and packed, partners and clients can get an idea of \u200b\u200bthe respectability and success of your business. Therefore, by observing the rules of business correspondence, you are building your reputation in business. So, about the rules: Letterhead. A good company uses in correspondence only letterheads with company details (angular or longitudinal placement) and corporate identity elements. Form style involves applying a logo and using corporate fonts, and the details must contain the name of the organization and its abbreviation, legal and postal address, phone numbers, e-mail and website. Page layout. The letter is written on a sheet with margins (left 20, right 10 mm, top and bottom 20 mm), if there is a second and subsequent sheets of the document, they are numbered in the middle of the top of the page. Style. The letter is written only in an official business style - with a brief statement of the essence of the issue, precise wording, standard phrases. Required condition: the letter covers only one issue or several interrelated ones. Otherwise, it is better to write several letters. The structure of the text. Usually a business letter consists of three parts: 1. Address to the addressee ("Dear, ...!"). 2. Introduction (statement of reasons and grounds for the letter). 3. The main part (proposal of solutions, requests, recommendations for solving the problem). 4. Conclusion (summary with summing up). Language. Phrases should be simple, concise, clear and unambiguous. Emotionality, jargon, common words, dialectisms and unnecessary details are excluded (grammatical, spelling and punctuation errors - too)!

 

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