Initiative letter. A sample of writing a business letter. How to prepare a commercial offer letter
n1.docx
Initiative letter - a letter requiring an answer. A large category of such letters expresses a request (proposal, request) to the addressee in resolving any issues.When the work on the restoration of the historical valuable buildings of the institute was expanded, it became clear that it was impossible to carry out the restoration step-by-step with the continuation educational process in part of the premises. We ask you to assist in the allocation of rental premises with an area of \u200b\u200b... to postpone all training sessions during the restoration of buildings.
Reply letter - in terms of its content, it is dependent on the initiative letters, since the topic of its text has already been set and it remains to state the nature of the solution to the question posed in the initiative letter: acceptance or rejection of the proposal, fulfillment of the request.
115422, Moscow,
st. Zelenaya, 5, apt. 38
Ivankin M.P.
We inform you that the documents of the Petrovskaya MTS of the Klimovsky region Ivanovo region for 1934-1935 were not received in the archive for storage, and therefore it is not possible to confirm your work experience in the named MTS for the indicated years.
Director of the State Archives N.K. Krymkina
An inquiry - a commercial document, which is an appeal of the importer to the exporter with any request.
Ref: sample album
We hereby ask you to send us your latest album of samples of cotton, woolen and viscose fabrics, as well as the price list for 2000 ...
respectfully
Exported (signature).
Language constructions of business letters.
Title to the text:
Expression of gratitude
Expressions explaining motives
In order to provide technical assistance ...
Due to the difficult situation ...
In order to strengthen the protection of state property ...
In response to your request ...
In support of our agreement ...
Referring to + noun. in V.p. (... your telegram dated July 13, we order 6,000 tons of wheat)
Based on + noun in R. p. (... Trade Agreement between Russia and Germany ...)
In response to + noun. in V.p. (... your request dated January 20 of this year. We offer you
STYLE:
simple short sentences.
stable phrases and turns of written speech.
use of terms in a generally accepted, uniform interpretation.
direct word order in a sentence (subject + predicate; definition + defined word; introductory words are at the beginning of the sentence).
do not use outdated words and expressions, local dialects.
avoid tautology and repetition.
avoid unjustified use of foreign words.
use predicates either in the narrative (" installed "), or in the imperative (" to approve") inclination.
the presentation of the letter should be in a calm, even tone.
do not rush the addressee with such expressions “ Urgently "," Immediately "," As soon as possible ". Better to specify specific dates "I ask you to answer before such and such a date", "I earnestly ask you to immediately inform about your decision."
One must be moderate in requests, restrained in assessments of events, objective in presenting facts, concrete in conclusions.
The content or subtext of the document should not impose the expected outcome of the issue covered in the letter " I ask you to study and resolve the issue positively "," I ask you to approve this candidacy. "
You should not hint at the recipient's inattention by introducing the final wording “ I suggest you study it carefully ... "
if you notify about the impossibility of fulfilling an order or request, do not start with a statement of refusal - first state the motivation for your decision and make it clear that under certain circumstances you can return to the consideration of this issue.
the reference (to the place) to certain requirements of the governing documents gives weight to the letter.
the letter must be absolutely clean in the legal sense (especially money and personnel documents), impeccable in content and execution.
STRUCTURAL
The newly created document should not duplicate another, already standardized ( why write a letter proving the identity of an employee on a business trip if you have a travel certificate).
wrong construction business letter, disproportionate arrangement of its parts.
the text of the letter should not begin with a repetition of what is already reflected in the indexes, the date of departure and the subject of the letter.
it is not necessary to indicate the name of the company next to the position of the person who signed the letter, since this is indicated on the letterhead or stamp.
violation of the specifics of the use of adverbial turns... The adverbial turnover (DO) serves as a means of transferring an action that occurs simultaneously or before another action.
Through DOs, you can convey the attention shown to the issue raised in the letter during its study, interest in the early completion of the work "Having carefully considered the draft submitted for approval, the Board of Directors considers ..."
You can formulate the reasons that served as the basis for making this or that decision "Considering ...", "Considering ...", "Taking into account ...", "Guided by ..."
ignorance of the structure of a complex sentence.
The most common complex sentences with unions and union words what, which, if, due to ... what, provided that, where, how.
Avoid complex sentences with the same type of subordinate clauses, long enumerations, complex inserted constructions, extended quotes.
Subordinate clauses can be replaced with synonymous participial and participial sentences.
misuse of prepositions.
Incorrect use of the preposition O "The director of the plant noted the importance of the problem posed" (correctly: “The director noted the importance of the problem»).
They do not distinguish between cases when it is about an institution, and when about a building. "Young specialists have been assigned to work in our company"(correctly: "To our company ...")
wrong case.
Noun in R.p.
The noun MANUAL is used with T.p., not R.p. "Guide industrial practice carried out by the specialists of the enterprise. "
From the outside, the state financing system looks like a dense forest in which it is easy to get lost, and even easier to break something for yourself. However, from time to time people come out of this "forest" loaded with state money. This means that this is a completely feasible task. And scientists, that is, by definition, smart people, are quite capable of solving it. You just need to know what to do and when.
For starters, do not wait until the Ministry of Education and Science begins to announce competitions. Most likely, they will go on topics that lie outside your interests. Or the tasks themselves, laid down in these contests, will turn out to be impossible for you. Therefore, such waiting is meaningless. Mainly because main job on receipt of state money for scientific development goes at an earlier stage, at which proposals are submitted on the formation of topics and the amount of funding.
Scientists have said many times that officials do not know what is more important for the country, which science is of higher priority, which research is worth developing and which is not. The most interesting thing is that officials do not argue with this. And they say that initiative proposals for the formation of the subject matter exactly solve this issue. After all, scientists themselves submit them, and other scientists assess the importance and relevance. The ministry, however, agrees with the opinion of experts and allocates money.
How to fill out an application
The most important thing in filling out an initiative proposal is to remember that this is also work. Moreover, this is a job that no one specifically teaches scientists. Why is a topic for a separate discussion. The main thing is that in this situation you cannot fix it in a minute. Therefore, it makes sense to either hire a person who knows how to fill out paperwork, or sit down and really figure it out yourself. Detailed instructions, although not written in the most accessible language, is on the website of the Directorate of Scientific and Technical Programs. Moreover, many organizations that monitor the correct execution of contracts (they are called monitoring organizations) issue their own manuals for filling out the relevant documents. Some of them are collected in our system. And we will continue to collect them in one place. In addition, in parallel we will try to present the same thing in an accessible language. True, in simple words only the big picture can be explained. From some point on, you still have to refer to the directional instructions. Because if a field needs to be filled in this way and not otherwise, then you cannot say otherwise.
By filling initiative proposal (and subsequently submitting reports), it is worth remembering several important points.
In all documents, the same part of the work or detail, for example, should be called the same. Officials do not understand synonyms. And if you call your molecule a pi complex in one part and a cluster in the other, you can be sure that the proposal will not work. The same goes for the portal, which was called the system.
If the rules for the design of the proposal say that something should be there and there, be sure - nothing else can be there. But everything that is listed must be there. And exactly in the place where it is indicated. After all, you don't pour water into acid, right? Therefore, do not force other people to pore over your application form, give them the opportunity to think about its content.
But the main thing is to think over all the work ahead from start to finish. If your offer passes, and then you get money for your work, then everything that was not included in the terms of the contract, you will have to do "for your own." The feasibility study, the terms of reference, and the timetable will help to think through everything. And, most importantly, an explanatory note, in which you must explain in popular language what you are going to do and why.
The initiative proposal is not just a haughty thought from the series "It is necessary to grow blue bananas in the Arctic", but a very clear business plan... It consists, recall, of the following elements:
- Explanatory note
- Technical task
- Feasibility study
- Calendar plan
Together, they create a complete impression of the project, which when new system funding (without the notorious FZ-94) actually gives a huge advantage in the subsequent competition to the author of the proposal.
What an initiative proposal for the formation of a topic consists of
One of the main monitoring organizations, which has been cooperating for a long time with the Ministry of Education and Science and with the Directorate of Scientific and Technical Projects, explained what each of the documents should contain.
Explanatory note (PZ) should contain basic information about the initiating organization, as well as a detailed justification of the claimed research topic. The sections provided for in the explanatory note should have a detailed justification and description:
1) Why it is necessary to order execution this project:
Relevance of the project;
Description of the problems to be solved, the task and the proposed approaches to its solution;
Brief description of the work;
Characteristics of the expected national economic result
2) What scientific and technical result should be obtained as a result of the work on the project:
Description of the planned results;
Description of potential consumers of the scientific result;
3) Which organizations can participate in the competition for the implementation of this project
4) Implementation of indicators and indicators of the program activities of the Program within the framework of this project
5) Estimation of the timing of this project in full
6) Estimation of the project cost and the amount of financing:
The amount of funds from the federal budget;
Amount of funds from extrabudgetary sources.
Terms of Reference (TOR) -initial document for scientific research work (R&D). The TK contains the main technical requirements, presented to the result of work, and initial data for development; the TOR indicates the purpose of the result, the scope of its application, the stages of development of documentation, its composition, terms of execution, etc., as well as special requirements due to the specifics of the result itself or the conditions of its operation.
Feasibility Study (Feasibility Study)- analyzes, calculations, estimates economic feasibility implementation of the proposed project for the creation of a new technical facility, modernization and reconstruction of existing facilities. Based on a comparative assessment of costs and benefits, establishing the effectiveness of use.
The feasibility study should contain:
1. Justification of the scope and timing of work
2. Estimation of the cost of work and justification of the amount of financing, including:
- Justification of the cost of performing work at the expense of the federal budget
- Substantiation of the volumes and possibilities of attracting extra-budgetary funds
Project calendar plan works on the proposed R&D with an indication of the stages, content, timing and cost of the planned works should become the resulting document, developed and presented by the initiator on the basis of the justifications given in the previous parts of the proposal. The draft schedule should subsequently become the basis for the formation of tender documentation and an integral part of the state contract.
Composing various kinds of business letters is a necessary part of the business of business representatives. Thanks to such messages, they acquire the ability to solve commercial issues in the most accessible, fast and optimal way.
Files
What business letters are there
Conventionally, business letters can be divided into several main categories:
- congratulatory letter;
- information mail;
- etc.
A separate paragraph can mark the answers to all these letters, which are also part of official business correspondence and are also written according to certain canons.
Who should be the author of the letter
Business letters must always contain a signature. At the same time, any employee of the company, whose competence includes this function or who is authorized to do so by the order of the director, can directly write the letter. Usually this is a specialist or a leader of that structural unit, which includes the subject of the message. However, regardless of who exactly is busy writing, the letter must in any case be submitted for approval to the manager, keeping in mind that it is being written on behalf of the company.
General rules for writing business letters
All business communications should relate only to the activities of the company or the circumstances associated with it. Moreover, regardless of the content, they must obey certain requirements.
First of all, it is a certain structure. The message should always indicate:
- date of writing,
- details of the sender and recipient,
- polite address address (in the form of the wording "Dear Ivan Petrovich", "Dear Elena Grigorievna"),
It should be noted that letters can be addressed to both individual employees and entire teams (in this case, it is enough to limit ourselves to the greeting “Good afternoon!”).
Various additional documents, photo and video evidence may be attached to the letter - if any, this must be reflected in the main text.
The letter can be drawn up both on a regular standard A4 sheet, and on the company letterhead. The second option is preferable, since it does not require manually typing in the company details, in addition, such a letter looks more solid and once again indicates that the message belongs to official correspondence. It can be written in handwritten form (letters written in calligraphic handwriting are especially successful), or printed on a computer (convenient when you need to create several copies of a letter).
The letter must be certified by a signature, but it is not necessary to stamp it, because since 2016 legal entities freed from the need to use seals in their activities.
Before sending the message, if necessary, is registered in the journal of outgoing documentation, in which it is assigned a number and the date of departure is put.
What to look for when composing a letter
When composing a letter, you need to carefully monitor the spelling, adhere to the rules and norms of the Russian language in terms of vocabulary, grammar, punctuation, etc. Recipients always pay attention to how competently the thoughts are expressed in the message.
Do not forget that the research carried out unambiguously shows that people are not ready to spend more than one minute reading this kind of letter.
The letter must be written in the correct form, not "spreading thoughts along the tree", rather short and succinctly, to the point. Each new topic should be drawn up as a separate paragraph, which, if necessary, should be divided into paragraphs. In addition, a concise and clear letter will make it clear to the recipient that the author values \u200b\u200bhis time. Here the saying “brevity is the sister of talent” is appropriate.
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, an abundance of participial and adverbial expressions, special terminology that is understandable to a narrow circle of specialists.
You cannot include unverified, unreliable, and even more so knowingly 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, in many cases, refers to official documents, which can later acquire the status of legally significant.
How to send a letter
Any official message can be sent in several main ways.
- The first, the most modern and fastest, is through electronic means communication. It is convenient and efficient, and it also allows you to send information of almost unlimited volume.
There is only one minus here - with a large amount of mail at the addressee, the letter can easily get lost or end up in the "Spam" folder, therefore, when sending letters in this way, it is advisable to additionally make sure that the letter has been received (through a simple phone call).
- The second way: conservative, which allows you to send a message by Russian Post. In this case, it is recommended to use the send function by registered mail with a receipt confirmation - this form ensures that the letter reaches the addressee, about which the recipient will receive a special notification.
Usually, sending via standard mail is used in cases where originals of documents, letters certified with living signatures and seals are sent.
- Also, a letter can be sent via fax or various instant messengers, but only on the condition that the relationship between partners is close enough and fully admits such a way of correspondence.
LETTER OF CONFIRMATION
Such a letter contains a message about the receipt of any item (letters, telegrams, transfers, parcels, goods, valuables, etc.), stating that the previously drawn up document remained in force (agreement, instruction, etc.). The letter is a confirmation of any fact, action, telephone conversation... Such a letter begins with words derived from the verb "confirm".
For instance:
Confirming the receipt of your proposals, set out in the letter dated June 25, 2005, we send you copies of the necessary documents.
Sending such letters is a required part business relationship... Their timely dispatch allows the addressee to remove from control and exclude the sending of reminder letters to them.
REMINDER LETTER
The letter contains an indication of the approaching or expiration of the deadline for the performance of any obligation or event. Such a letter can be especially laconic, contain one final part and, as a rule, begins with the word "Remind."
For instance:
We remind you that in accordance with contract No. 12/68 of 12.05.2005 you must complete the repair and construction work no later than the deadline specified in the contract, namely 20.08.2005.
LETTER OF GUARANTEE
Such a letter is a document ensuring the fulfillment of the obligations set out in it.
In it, the addressee is usually guaranteed payment or provision of something (place, work, research, etc.). These letters have a heightened legal function, so the presentation of the text should be extremely clear and clear.
For instance:
Please provide a room for the seminar on 14.07.2005 from 14.30 to 18.00.
We guarantee payment for the lease of the premises from an account ... in ... a bank.
INITIATIVE LETTER
This is a letter requiring a response. Most of the categories of these letters express a request (proposal, request) to the addressee in resolving any issue.
This is the most common type of letters, the subject of which is unlimited. However, their nature suggests the possibility of a positive or negative solution to the problem posed.
For instance:
We invite you to take part in the work of the expert group.
Please inform us about your decision in a letter no later than 20.12.2005.
LETTER-ANSWER
In terms of its content, such a letter has a character that depends on the initiative letters, since the topic of their texts has already been set and it remains to suggest the nature of the solution to the questions posed in the initiative letters: acceptance or rejection of the proposal, the fulfillment of the request.
The answer must always be stated in a specific and clear form: can all requests be satisfied, to what extent, in what time frame.
If the letter contains a refusal, it must be briefly argued.
It might be useful to read:
- Typical instruction for an operator, elevator operator to service elevators;
- Job description of the head of the design and approval department Job description of the director for the development of project documentation;
- Who is a fundraiser: a short guide to the profession Striving for innovation and constant change;
- Helpful Memo to Assistant;
- Acting director in a budgetary institution Positions in the organization are;
- What is an official salary and its difference from the tariff rate;
- Dismissal of the CEO on a day off;
- Job description of the head of the pass bureau;