For production issues, please contact us. Business letters
When writing letters to colleagues, clients and partners, the question often arises of how to formulate this or that thought. business style. How to say that we do not like something - or, conversely, like it? How do I report a problem or opportunity? How to invite the addressee to meet or call? How to mention possible sanctions?
It is for this case that we have compiled a small dictionary of business transactions. Use it, and your style will be quite formal, and the wording will be varied.
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Starting with our goal |
We start with the interest of the addressee |
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"What came" |
Clearly |
"Streamlined" |
Problem |
Possibility |
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I am writing to you with a request for... Inform you…. I bring to your attention that… I ask (you) to allocate funds ... I ask (you) to consider the allocation of funds (authorize the allocation of funds, (instruct the allocation of funds) ... In connection with the emergence of new circumstances affecting the implementation of the project, I want to agree with you on changes in the schedule (estimate) .... Please help… I ask for your assistance in... I remind (remind) about ... I ask to eliminate the backlog (debt) |
I feel the need to discuss with you... I want (want) to agree with you .... We invite you to discuss and agree on future plans… I ask (you) to consider the possibility of assistance in the implementation of the project ... I provide (to you) information (information) about ... I inform (you) about... Let me inform you about… I am contacting you in connection with… |
I draw your attention to difficult situation from … Forced to announce... We inform you about… We hereby inform (you) of… Authorized to report... I consider it necessary to draw your attention to (draw your attention to ...) ... We turn to you in connection with the difficulties ... We offer assistance in solving the problem ... Knowing about your concern about the problem ..., we are ready to offer a solution ... As you know (there is a description of the problem) ... Guided by the interests of the enterprise, I would like to draw your attention to…. |
I am contacting you with an offer... I ask you to consider a proposal that will allow .... We offer you a unique opportunity to increase your sales… We are glad (we have the honor) to offer (to you) ... We are pleased to announce the possibility… We would like to draw your attention... We inform you about the extremely favorable situation with … and invite you to take advantage of this situation for… |
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Specific actions |
I propose to approve October 12, 2013 as the planned date for completion of construction and make the necessary adjustments to the list of activities ... Please instruct the company's finance department to allocate ... and make payment of all previously received invoices for ... I propose to entrust the ABC department with the preparation of proposals for the organization ... I ask (we ask) for your consent to .... (Your assistance in ..., your instructions ....) Convincingly (strongly, as an exception) I ask ... We ask you to take (energetic, decisive, effective) measures to …. We demand from ... immediate action ... I ask you to eliminate the backlog (debt) ... Please send your representative... |
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| Conclusion |
I assure (we assure) you of the effectiveness of this proposal and count (we count...) Waiting for your decision … We are waiting for your decision in order to promptly prepare the documents ... We hope for a speedy consideration (full satisfaction) of our request (claim) ... We hope that the issue will be resolved and we will not need to apply sanctions ... We hope that the above arguments will convince you of ... and we are waiting (we expect) ... We are counting on your interest (indifference, active position on the issue, readiness to eliminate shortcomings...) and are waiting for your suggestions... We are confident that your participation will significantly improve the situation with ... and achieve ... Thank you for your cooperation and we look forward to further fruitful cooperation… C ãîòîâíîñòüþ îòâåòèì íà Âàøè âîïðîñû… We will be glad to see you among our clients… |
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Additional wording
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Greetings |
Farewell, the final formula of politeness |
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Dear Ivan Petrovich! Dear Mr. Minister! Dear friends! Dear colleagues (partners)! Dear…! |
With (deep, unchanging, extreme) respect (reverence)… With gratitude (gratitude) and respect ... Wishing you success (all the best)…. Looking forward to fruitful cooperation... |
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Opening phrase - for responses to requests |
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Thank you for your interest in (you have shown in ....) In response to the request we received about… we inform…. We confirm receipt of your order from ... (to ...) and inform .... In accordance with your request (instructions), we inform (provide a conclusion) ... In continuation of our correspondence about ... we are sending you an offer ... |
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Gratitude |
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Sincerely (on behalf of ..., on behalf of ...) thank you ... We would like to express our gratitude... With sincere gratitude (thank you) we inform you… Thank you... We would like to thank... |
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Download our "dictionary" and use ready-made formulations!
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Mention of sanctions |
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We will have to: apply to the judicial authorities (court) initiate legal proceedings refuse further cooperation revise plans (conditions) of cooperation raise the issue of penalties (termination of cooperation and search for a new supplier) raise the question of the advisability of further cooperation resort to contractual sanctions declare our intention to seek (demand) ... declare disagreement with the facts... LETTER OF REQUEST A request letter is perhaps the most common form business correspondence. The number of situations that necessitate making a request on behalf of a legal or natural person cannot be counted. This receiving the information, product samples, coordination of actions, motivation for any action, etc. The composition and structure of the request letter is not much different from the standard ones (see Business letters. Design rules. Letter structure). Usually, text of the request letter consists of two parts: 1. Introductory part, where the essence of the case is stated in narrative form, the motives, the reasons for making a request are explained. The following standard expressions are often used here:
All of the above expressions must be used taking into account the context and speech situation. Almost all standard expressions begin with a derivative preposition or with a prepositional combination. Attention should be paid to the correct use of these prepositions with nouns that are mainly in the genitive and dative cases. 2. Actually request. Here, the key phrase of the letter includes words formed from the verb ask. Its use is explained by etiquette requirements for business texts and psychological laws. business communication- a person willingly agrees to perform an action expressed in the form of a request, rather than in the form of a demand. In some cases, the request itself, expressed descriptively, may not contain this verb, for example: We hope that you will find it possible to consider our proposal within the specified period.. The request may be in the first person singular (" Ask..."), first person plural (" Please..."), third person singular (in e that case nouns with a collective meaning are used: " Management asks... ", "Administration asks... ", "Advice labor collective asks... ", etc.), from the third person plural, if several nouns with a collective meaning are used ( The administration and the Workers' Council ask... ). If the request letter is multidimensional, then the composition of the second part of such a letter may look like this (parts of the composition must correspond to the paragraph division of the text): Please... (please...) When writing a letter of request, you should take into account such recommendations: 1. When making a request, emphasize your or your organization's interest in fulfilling it. When formulating a request, the following standard expressions are often used:
Letter of request is a request to receive necessary information, goods, services, documents, on providing recommendations, on organizing a meeting, etc. When compiling it, it is necessary to justify the need to fulfill the request. It may be directed to a specific to an individual or legal entity - organization. This may contain more than one request. How to write a letter of requestThe letter of request has a structure similar to the general one and is almost identical in form. Its registration is carried out on the letterhead of the organization. It is usually signed by the head of the organization or an authorized person. Examples of business letter phrases - requestsReason for request:
Request text:
The letter of request requires the writing of a letter of response. sample letter of requestWe inform you that Mr. Leskov N.S. will arrive in Moscow on March 15, we kindly ask you to arrange a meeting and reserve a hotel room for 2 days. Mr. Leskov N.S. flight 1583 arrives. We would also be grateful if you could arrange for him to meet with your clients during his visit. Source: "News in detail. Newspaper of Novosineglazovsky village", March 2013. We thank the OMK Press Center for providing this material. - “Problem solving boards” is one of the tools for bringing information from workers to superiors. Today it is no longer a secret to anyone. How actively are they used at the plant? Very active. We have accumulated a whole database of various issues that are of concern to workers today. Some of them are resolved very quickly. Some are slower. But as experience is gained in describing and solving problems, certain changes are made to the procedure for finding algorithms for correct solutions, the root causes of situations that have arisen. This is necessary in order to have a single standardized, and therefore more effective approach to solving these problems, in order to exclude the repetition of such questions or the occurrence of similar situations. - How much time has passed since the appearance of the first such board? Three months have already passed. During this time, there were leaders in the coverage and problem solving. This is mechanical section 1.5, painting and packaging section connecting parts 3.2. For example, in section 1.5, 59 problems were voiced by workers, 41 of which were resolved, and the rest are in progress. But in some areas, not everything is smooth. Sometimes the masters do not respond quite quickly to the signals indicated on the boards. As a rule, this happens because there is not enough experience, and they are embarrassed to ask how to use this tool correctly. As a result, people are turning to whiteboards less and less. Therefore, I want to once again remind the employees that there is such a tool and we should not forget about it. Now a regulation has been developed for working with "problem solving boards", including an electronic database. Now all unresolved, long-term problems to be solved or those that are of a systemic nature will be submitted to highest level. For example, issues that are overdue by seven days are submitted to meetings with the production director. If for 14 days, then already for discussion with the managing director. Photo 1. Senior foreman of the mechanical section 1.5 of JSC "Trubodetal" Mikhail Kozakov at the board for solving problems - "Problem-solving boards" are designed to solve some current production situations, or are their "authorities" wider? They are called upon to bring out from the collective those questions which, in principle, concern the workers. It can be living conditions, production tasks, labor protection, problems with technology. That is, absolutely all the problems or uncomfortable conditions that an employee encounters in his professional activity. As the experience of introducing similar boards at the Vyksa Metallurgical Plant shows, it is domestic issues that first arise: something is wrong in the showers, dining rooms, etc. And as soon as this level of tasks is solved, production topics begin to come to the fore. Has it been possible to overcome such a stereotype that a person does not talk about the problem because he is afraid of some kind of repression, punishment, deprivation of a bonus? As I said, not all sites actively use problem-solving boards. In some places you can still find such an opinion: "speak - do not speak, nothing is decided anyway." And at the same time, for some reason, the choice is made in the direction of "do not speak." That is, nothing is written on the boards. Here it is necessary to clearly understand: if the problem is not taken out anywhere, then, therefore, there will be no reaction to it. All support in finding the reasons, the correctness of the solution, our implementation department production system can provide. We answer all questions. We have a clear understanding of how this tool should work. And we convey this understanding to the masters. If you have any difficulties, please contact. If the problem is not taken out anywhere, then it means that there will be no reaction to it. The employees of our department often talk to the workers of the plant. And personally, I see no reason for any fear of voicing problems. People today have many different ways to indicate some topical issues and besides the blackboard ... Sometimes there are situations when a problem appears on the board, but shift masters do not fix it in the database, that is, they hush it up. If something similar happened to your production area, then you need to contact our hotline. Employees of the production system development department will record the signal. They will talk with the masters and answer all questions. There is also a special email address where you can also send your questions. All this is done with one goal - to pull the problem "to the white light." Without information, we will not decide anything for a simple reason - we will not know what to decide ... Accordingly, if there is a signal, then we will know where to put efforts. And there is only one conclusion: THERE IS A PROBLEM - WRITE ON THE BOARD. In your opinion, there is no reason to be afraid. And how comfortable do the employees themselves feel when they come up to the blackboard and start writing some kind of problem? Is there any information about this? My experience with employees shows that there is no such problem. Many already understand what the board is for, what and how to write there. There are sometimes some difficulties with the same wording, but we explain how information should be conveyed. If we see a problem, we work with senior craftsmen to correctly describe the way to solve it. We enter all this into an electronic database, where we determine the nature of the question posed, etc. At our plant, there are a number of mechanisms aimed at solving production issues. For example, work councils are just created to voice some problems and solve various production situations. Doesn't it cause overlaps? I can give you an example: according to a number of signals indicated on the “problem solving boards”, there are instructions in the electronic database from several senior foremen with the wording: “bring this issue to a meeting of work councils”. - That is, it turns out some kind of complementarity, there is no competition? Yes, there is complementarity. There can be no competition here, because the goal is the same: improving working conditions, increasing the feeling of comfort in the workplace, and the loyalty of the team. It is important to convince people that they are heard, their problems are taken into account and solved. And the boards do not exist to punish someone or add work. This is primarily necessary for the factory workers themselves in order to make their working conditions more comfortable. Letter of request- one of the most common options for business correspondence. Among entrepreneurs, such letters are used when representatives of one organization turn to another with a request for a service. Such messages can be used in completely different situations, for example, when you need to get information about products, see product samples, meet a business traveler, agree on some actions, etc. Rules for writing a letter of requestWe bring to your attention for downloading a general template for such a document: FILES A letter of request, for obvious reasons, does not have a standard form, but, despite this, it is a form of an official document. That is why, when compiling it, one should adhere to certain norms established by the rules of office work and business ethics. Before proceeding directly to the basic rules for its compilation, it should be noted that it can be addressed both to a group of people (for example, managers, employees of the accounting department, lawyers, etc.) and to a specific addressee. Like any other document, this letter must contain introductory part, namely:
Followed by main part relating directly to the request. It must be expressed using any derivative form of the verb “to ask” (“we ask you”, “we make a request”, etc.), and since such a message is, in any case, a petition for some kind of service, it should be written in a respectful manner. It is good if the request is preceded by a compliment (“knowing your great opportunities”, “admiring your organizational talents”, etc.). If the letter contains several requests at once, then they must be indicated. individual paragraphs or paragraphs. The unspoken rules of correspondence between organizations state that a response to a multi-stage request can also be sent in one message, with separate comments for each item. It should be noted that this type of correspondence reduces the amount of workflow and, therefore, reduces the time for reading and processing such letters. If the letter implies receiving a response within a certain period, then this must be indicated as correctly as possible in the text of the message. Send and receive letters, as a rule, secretaries of the organization (in large companies Whole departments do this. After compiling or reading, they pass them on to the head of the enterprise for review. Exceptions are messages marked "confidential" or "personally in hand" - such letters are sent directly to the addressee. Instructions for writing a letter of requestSince this message is part of corporate correspondence, the author must first be indicated, namely: the name of the sending company, its actual address and telephone number for communication. Then you need to enter data about the addressee: also the name of the enterprise and the specific recipient. Further in the middle of the line, you can immediately indicate that this is a request letter (but this is not necessary). The next part of the letter deals directly with the request. Previously, it is desirable to substantiate it and only then express the very essence of the request. At the end, the letter must be signed (it is better if this is done by the head of the company or an authorized, trusted person), and also put the date the document was created. How to send a letterThe letter can be poisoned email or via fax - this is fast and convenient, however, conservative sending via the Russian Post will allow you to formalize the letter in a solid and attractive way. For example, you can make a request in writing by hand in beautiful calligraphic handwriting or print the text on good, expensive paper. Attention to such trifles will make it clear to the addressee how respectful the opponent is towards him, and will once again emphasize the importance of the request. The only thing to remember is that letters through regular mail take a long time, so the message must be sent in advance so that the document is delivered to the recipient on time. After sending a letterThis message, like any other document, must be registered in the journal of outgoing documentation. Similarly, the recipient of the letter registers the arrival of correspondence. In case of misunderstandings occurring in business relations, fixing the fact of sending and receiving letters will help to quickly sort out the situation. Examples of drafting letters of request with explanationsSo, we figured out that a request letter is a letter that contains a request to the recipient. The purpose of the text is to encourage the recipient to perform an action that is beneficial to the sender. The letter should contain a formulated request, its justification. It is desirable to formulate the request in such a way as to justify why it should be beneficial for the recipient to comply with the request. The sender must not only know the rules for composing the text, but also take into account the psychological nuances. Next, consider specific templates-examples, depending on the situation. Letter of request for the allocation of fundsThe letter is drawn up in the event that it is necessary to obtain the allocation of funds from the state, sponsors, individuals. From the NGO "Help for Pensioners" Hello Ivan Ivanovich. I am a representative non-profit organization Help for Pensioners. We are engaged in helping single pensioners: we bring food, help with cleaning and repair. Our organization has been in existence for 5 years. Previously, we coped with the financing of activities ourselves, however, due to the expansion of NGOs, the funds began to be insufficient. We need money to rent premises, pay salaries to employees, and purchase equipment. At a recent meeting of the Government, the president mentioned the difficult situation of pensioners and noted that the situation needs to be urgently changed. In this regard, I ask you for 200,000 rubles for the needs of the NGO Help for Pensioners. Sincerely, Petrova A.A. Explanation: The above text is written according to the rules. He has:
The specific amount of funds that a commercial organization needs is also indicated. Letter of request for the supply of goodsThe letter is usually sent to the partners of the company. In the text, it is desirable to justify the mutual benefit for both companies. Head of AAA Hello Ivan Ivanovich. We would like to order a set of products from your company (specify). We got interested in your product at a regional exhibition. If you agree, please let us know the terms of delivery and terms convenient for you. We guarantee timely payment. We hope this will be the beginning of mutually beneficial cooperation. Our contacts: (specify). Sincerely, Boris Borisovich. Letter of request for a discountTypically, such texts are sent to the company's suppliers. For example, an organization organizes exhibitions. She has a supplier - a printing house that supplies brochures, stands, booklets and more. The cost of services is quite high. The crisis came, and it became difficult for the company to pay for the goods of the printing house. This may well be a reason to ask for a discount. Head of the company "Vostok" Hello Ivan Ivanov. Our organization touched financial crisis. The number of contracts concluded with us decreased by 20%. Unfortunately, the crisis affected not only us, but also our clients. People cannot pay for our services in the same amount as before. Therefore, we have provided a 25% discount on tickets. Due to the difficult financial situation, our company asks you for a 15% discount for the remaining six months of cooperation under the contract. We have sent letters asking for a discount to all our suppliers. If 20% of our partners provide us with favorable conditions, our company will survive in difficult times and will not close. We've already been given a discount by the landlords and the telephone company. Sincerely, Boris Petrov. Explanation: The letter contains the following important points:
The text must be written in such a way that the letter is read to the end and agreed to the proposed conditions. Letter requesting a rent reductionRent "eats" the budgets of most organizations. Its reduction allows the company to stay afloat in difficult times. The letter should be sent to the landlord. Head of Plus Hello, Petr Petrovich. Our company was affected by the financial crisis. The purchasing power of consumers has decreased, business revenues have decreased. In this regard, we ask you to reduce the rent by 10%. For all the time of our cooperation, we have never delayed payments. We hope that you will make concessions to us, and we will maintain our business relationship. We guarantee timely payment of the rent, despite the difficult financial conditions. Sincerely, Ivan Ivanovich. Explanation: In the letter, it is important to mention that the company has previously fulfilled its obligations in full. The landlord must be sure that the landlord will continue to make payments. The recipient must also understand that if he does not agree to the proposed terms, the tenant will refuse his services. Letter of request for debt paymentDebts very often arise in the interaction between companies. If the organization is set to continue cooperation with the counterparty, which has a debt, a letter of request is sent.
Dear Ivan Ivanovich, we ask you to pay off the debt to our company in the amount of 200,000 rubles. All this time, we have continued to cooperate with you, hoping to continue business relations. However, we are now forced to suspend the provision of services due to the lack of payments. The amount of your debt is 200,000 rubles. Please pay by March 1, 2017. If the debt is not repaid, we will be forced to resolve the issue in court. Sincerely, Petr Petrovich. Explanation: The letter must include the following items:
The text can mention a long-term successful cooperation with the organization. It should be a request, not a demand. The request is made according to a different template. Letter of request for deferred payment to the supplierThe organization supplied the company with a batch of products, but did not pay for it. A debt has formed, but the debtor has no funds to pay. In this case, it makes sense to write a letter of request for a delay. Head of the company "Where is the money" Dear Petr Petrovich, we have not paid the debt of 200,000 rubles. We do not shy away from our debt, but now we cannot make payments in full due to the difficult financial condition. For 2 years we have maintained successful business relations with you, we have not missed the deadlines for payments. Today we ask for an installment payment. Our company is ready to pay the debt in two stages:
We promise you timely payments. Thanks for understanding. Sincerely, Ivan Ivanovich. Letter requesting payment for another organizationThe debt of the company can be paid by another organization. Of course entity will not pay shares just like that. Usually a letter of request is sent to the debtor of the company or another person who has obligations to the company. To the head of the company "Money is about to be" Dear Ivan Ivanovich, you have a debt to our company in the amount of 300,000 rubles. Our organization also has a debt to another company in the amount of 200,000 rubles. We ask you to pay our debt to the creditor in the amount of 200,000 rubles. In return, we will provide you with an installment plan for the balance of the debt that you requested earlier. Thanks for understanding. Sincerely, Petr Petrovich. Letter of request for assistance in resolving the issueAny company can face complex problems that cannot be dealt with without outside help. A letter of request for assistance can be sent if necessary, for example, holding events. The request is sent to commercial organizations, state structures. Director of AAA Dear Boris Borisovich, I am a representative of the public organization "Giving Good". We are engaged in organizing and holding holidays for children from the orphanage. We ask for your help in organizing food supplies for the holiday. Of course, at the event we will mention you and your company. The celebration will be attended by representatives of the legislative assembly, the public. You can contact us by phone XXX Sincerely, Ivan Ivanovich. Summarizing Let's combine all the rules for writing a letter of request. First you need to introduce yourself, tell about your activities. But the introductory part should not be drawn out. Our goal is to encourage the recipient to read the letter. If the text is too long, the recipient is unlikely to read it to the end. Then you need to start presenting your request. Accuracy is required: indication of terms, amount of funds. It is important to understand that the recipient must feel the benefit. Therefore, the letter must indicate why it would be beneficial for the organization to comply with the request. At the end, you need to say goodbye politely and without fawning. Popular |
