Initiative letter. Business letter template. How to write a commercial offer letter
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initiative letter- a letter requiring a response. A large category of such letters expresses a request (proposal, request) to the addressee in resolving any issues.During the deployment of works on the restoration of historical valuable buildings of the institute, it turned out that it was impossible to carry out a phased restoration with the continuation educational process in terms of premises. We ask you to assist in the allocation of rental premises with an area of … sq.m. to transfer all training sessions during the restoration of buildings.
Response letter- in its content, it is dependent on 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 Petrovsky MTS of the Klimovsky district Ivanovo region for 1934-1935 were not archived 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 Archive N.K. Krymkin
An inquiry- a commercial document, which is an appeal of the importer to the exporter with a request.
Regarding: sample album
We kindly ask you to send us your latest album of samples of cotton, wool and viscose fabrics, as well as the price list for 2000…
Sincerely
Exportlen (signature).
Language structures of business letters.
Title for 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 confirmation of our agreement…
Referring to + noun. in V.p. (... Your telegram of July 13, we order 6000 tons of wheat)
On the basis of + noun. in R.p. (…trade agreement between Russia and Germany…)
In response to + noun. in V.p. (...Your request dated January 20 this year, we offer you
PRESENTATION STYLE:
simple short sentences.
set phrases and turns of written speech.
the 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 obsolete words and expressions, local dialects.
avoid tautologies and repetitions.
avoid the unjustified use of foreign words.
use predicates either in the narrative (" established"), 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”. It is better to specify specific dates “I ask you to answer by such and such a date”, “I earnestly ask you to immediately inform about your decision.”
One must be moderate in requests, restrained in assessing 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 inattention of the recipient by introducing the final wording " I suggest you take a closer look…
if you inform 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 consideration of this issue.
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 monetary and personnel documents), impeccable in content and execution.
STRUCTURAL
The newly created document should not duplicate another, already standardized ( Why compose a letter proving the identity of an employee in business trip if you have a travel permit).
incorrect 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 enterprise next to the position of the person who signed the letter, because this is indicated on the letterhead or stamp.
violation of the specifics of the use of adverbial phrases. The adverbial turnover (DO) serves as a means of conveying an action that occurs simultaneously or before another action.
Through the DO, you can convey the attention paid to the issue raised in the letter in the course of its study, the interest in the speedy completion of the work “Having carefully considered the project submitted for approval, the Board of Directors considers…”
You can formulate the reasons that served as the basis for making a particular decision “Given…”, “Considering…”, “Taking into account…”, “Guided by…”
ignorance of the structure of a complex sentence.
The most common compound sentences with conjunctions and allied words what, which, if, due to ... what, provided that, where, how.
Avoid complex sentences with the same type of subordinate clauses, long enumerations, intricately constructed plug-in constructions, extended quotations.
Relative clauses can be replaced by synonymous participles and participles.
misuse of prepositions.
Incorrect use of the preposition O “The director of the plant noted the importance of the problem posed” ( right: “The director noted the importance of the problem posed»).
There is no distinction between the cases when it is about an institution and when it is about a building. “Young specialists are assigned to work in our enterprise”(right: "To our enterprise...")
wrong case.
Noun in R.p.
The noun MANUAL is used with T.p., not R.p. "Management field trip 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 loaded with state money come out of this “forest”. So, this is quite a feasible task. And scientists, that is, smart people by definition, are quite capable of solving it. You just need to know what to do and when.
For starters, don't wait until the Ministry of Education and Science starts announcing contests. Most likely, they will go on topics that are beyond your interests. Or the tasks themselves, laid down in these competitions, will turn out to be impossible for you. Therefore, such an expectation is meaningless. Mainly because main job on obtaining public money for scientific developments is 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, what science has a higher priority, what research is worth developing and what is not. The most interesting thing is that officials do not argue with this. And they say that initiative proposals for the formation of topics just solve this issue. After all, scientists themselves submit them, and other scientists evaluate their importance and relevance. The ministry 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, the work that no one specifically teaches scientists. Why is a topic for another discussion. The main thing is that in this situation you can’t fix it in a minute. Therefore, it makes sense to either hire a person who knows how to fill out pieces of paper, 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 monitor 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 state the same thing in an accessible language. Truth, in simple terms only the general picture can be explained. Starting at some point, you will still have to refer to directional instructions. Because if some field needs to be filled in this way and not otherwise, then you can’t say otherwise.
Filling initiative proposal(and subsequently submitting reports), it is worth remembering a few 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, be sure that the proposal will not pass. The same goes for the portal, which is called the system.
If the rules for making an offer say that something should be there and there, be sure that nothing else can be there. But everything that is listed must be there. And exactly where it says. After all, you don't pour water into acid, right? Therefore, do not force other people to pore over the form of your application, give them the opportunity to think about its content.
But the main thing is to think over all the upcoming work from beginning to end. If your offer passes, and then you get money for your work, then everything that did not fall into the terms of the contract, you will have to do "for your own". A feasibility study, a technical task, and a calendar plan will help to think through everything. And, most importantly, an explanatory note in which you must explain in a popular language what you are going to do and why.
The initiative proposal is not just a thought thrown down from above from the series “We need to grow blue bananas in the Arctic”, but 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 does an initiative proposal for the formation of topics consist 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 the Scientific and Technical Proceedings, 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 proposed research topic. The sections provided for in the explanatory note should have a detailed justification and description:
1) Why is it necessary to order execution this project:
The relevance of the project;
Description of the problems to be solved, the task set and 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 project work:
Description of 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 event of the Program within the framework of this project
5) Evaluation of the timing of the implementation of this project in full
6) Estimation of the project cost and the amount of financing:
The amount of federal budget funds;
The amount of funds from extrabudgetary sources.
Terms of Reference (TOR) - source document for research work (R&D). TK contains the main technical requirements presented to the result of the work, and the initial data for development; the TOR indicates the purpose of the result, its scope, the stages of development of documentation, its composition, deadlines, etc., as well as special requirements due to the specifics of the result itself or the conditions of its operation.
Feasibility Study (FS)- analyses, 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 must contain:
1. Justification of the scope and timing of work
2. Estimation of the cost of work and justification of the amount of funding, including:
- Justification of the cost of performing work at the expense of the federal budget
- Substantiation of volumes and the possibility of attracting extrabudgetary funds
Project calendar plan work on the proposed R&D, indicating the stages, content, timing and cost of the planned work, should become the resulting document developed and submitted by the initiator based on the justifications given in the previous parts of the proposal. The draft calendar plan should subsequently become the basis for the formation of tender documentation and an integral part of the state contract.
Drafting various kinds of business letters is a necessary part of the work of business representatives. Through messages like these, they gain the ability to decide commercial matters in the most affordable, fast and optimal way.
FILES
What are business letters
Conventionally, business letters can be divided into several main categories:
- congratulatory letter;
- information mail;
- etc.
A separate item can be marked as answers to all these letters, which are also part of official business correspondence and are also written according to certain canons.
Who should act as 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 authorized to do so by order of the director can be directly involved in compiling the letter. Usually this is a specialist or manager of that structural unit, which deals with the topic of the message. However, regardless of who is writing the letter, in any case, the letter must be submitted for approval to the manager, bearing in mind that it is written on behalf of the company.
General rules for writing business letters
All business messages should relate only to the activities of the company or the circumstances associated with it. At the same time, regardless of the content, they must comply with certain requirements.
First of all, it is a certain structure. The message should always include:
- writing date,
- details of the sender and recipient,
- polite address address (in the form of the wording “Dear Ivan Petrovich”, “Dear Elena Grigoryevna”),
It should be noted that letters can be addressed to both individual employees and entire teams (in this case, it is enough to confine ourselves to the greeting “Good afternoon!”).
The letter may be accompanied by various additional documents, photo and video evidence - if any, this must be reflected in the main text.
The letter can be drawn up both on a regular standard sheet of A4 format, and on the letterhead of the organization. The second option is preferable, because with it you do not need to manually enter the details of the company, 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 (it is convenient when you need to create several copies of a letter).
The letter must be certified with a signature, but it is not necessary to stamp it, because. since 2016 legal entities exempted from the need to use printing 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 set.
What to look for when writing a letter
When composing a letter, you need to carefully monitor spelling, adhere to the rules and norms of the Russian language in terms of vocabulary, grammar, punctuation, etc. Recipients always pay attention to how well the thoughts are expressed and framed in the message.
Do not forget that the studies conducted clearly show that people are not ready to spend more than one minute reading this kind of letters.
The letter must be written in the correct form, without “spreading the thought along the tree”, rather short and succinctly, to the point. Each new topic should be formatted 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 his time. Here the saying “brevity is the sister of talent” is in place.
What Not to Do in a Business Letter
In business letters, a cheeky or frivolous tone is completely unacceptable, just like too dry text and banal “stamps”. You should also avoid complex formulations, an abundance of participial and participle turns, special terminology understandable to a narrow circle of specialists.
The letter should not include unverified, unreliable, and even more so, deliberately false information.
It must be borne in mind that this type of message is not only part of routine business correspondence, but, in many cases, refers to official documents that can later acquire the status of legally significant.
How to send a letter
Any official message can be sent in several basic ways.
- The first, the most modern and fastest, through electronic means connections. It is convenient and fast, besides, it allows you to send information of almost unlimited volume.
There is only one minus here - with a large amount of mail from the addressee, the letter can easily get lost or fall into 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 acknowledgment of receipt - this form guarantees that the letter will reach the addressee, about which the recipient will receive a special notification.
Typically, sending via standard mail is used in cases where original documents are sent, letters certified by living signatures and seals.
- Also, a letter can be sent via fax or various instant messengers, but only on condition that the relations between the partners are close enough and fully allow such a way of correspondence.
CONFIRMATION LETTER
Such a letter contains a message about the receipt of any item (letter, telegram, transfer, parcel, goods, valuables, etc.), that the previously drawn up document remained in force (agreement, instruction, etc.). A letter is a confirmation of some fact, action, telephone conversation. Such a letter begins with words formed from the verb "confirm".
For example:
Confirming the receipt of your proposals, stated in the letter dated 25.06.2005, we are sending copies of the necessary documents to your address.
Sending such letters is a mandatory part business relations. Their timely sending allows the addressee to remove from control and exclude sending reminder letters to them.
REMINDER LETTER
The letter contains an indication of the approaching or expiration of the deadline for fulfilling any obligation or holding an event. Such a letter can be especially concise, contain one final part and, as a rule, begin with the word "Remind".
For example:
We remind you that in accordance with the contract No. 12/68 dated 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 that ensures the fulfillment of the obligations set forth in it.
In it, the addressee is usually guaranteed payment or the provision of something (place, work, research, etc.). These letters have an increased legal function, so the presentation of the text should be extremely clear and precise.
For example:
Please allocate a room for the seminar on 14.07.2005 from 14.30 to 18.00.
We guarantee payment for the rent of the premises from an account ... in ... a bank.
INITIATIVE LETTER
This is a letter that needs 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 matter of which is unlimited. However, their nature suggests the possibility of a positive or negative solution to the problem.
For example:
We invite you to take part in the work of the expert group.
Please inform us about your decision in a letter not later than 20.12.2005.
LETTER ANSWER
Such a letter in its content 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 of the questions posed in the initiative letters: acceptance or rejection of the proposal, fulfillment of the request.
The answer should always be set out in a specific and clear form: whether all requests can be satisfied, to what extent, in what time frame.
If the letter contains a refusal, it must be briefly reasoned.
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