Write a response. Business letters
The response letter is drawn up in free form and has much in common with the certificate. The page provides an opportunity to download a sample of the discussed paper for free.
A written request requires a motivated detailed response from the addressee. Response letter - required document, which is worth writing in such cases. The message is in free form and has much in common with help. The information sheet contains a limited narrative framework and should only answer the question posed in the requirement. It is easy to write a response letter even to an inexperienced person, having a computer and a printer at hand. The page of this resource provides an opportunity to download and apply in life a sample of the discussed paper for free.
Consider the main features included in the concept of a letter-response. The meaning of the response lies in the business communication of counterparties. An excellent way to resolve problems out of court allows you to save significant money and time for participants in legal relations.
The legitimacy of communication lies in a paper carrier of information drawn up in accordance with all the rules of office work and having a genuine leadership visa. Email is not a reliable option for evidence in court.
- Address and name of the institution to whom the response letter is sent;
- Own data of the author, contact numbers;
- Number, date and title of the story;
- A brief summary of the request to which the response letter is being drawn up;
- Clear and specific answers to questions. There is no need to write too much;
- A respectful tone is welcome, but rigor is also important;
- Fixing the executor of the paper, the signature and decoding of the head, the seal of the institution.
The letter of response is best delivered personally to the addressee. Instead, you need to receive a mark of receipt on the second copy. If it is not possible to personally send a response letter, you need to use the postal service by sending a document with a notification and a description of the attachment. The existing sample and a set of other forms and examples on the site will help you make the right appeal on your own. Most of the templates are in the simplest format and can be easily edited in Microsoft Word. Happy use.
Date: 2015-11-04
50 golden rules of business correspondence checklist
The letter that you send on your behalf (or on behalf of your company) is the “point of contact” that forms the impression. So think for yourself what impression you want to form about yourself, and what you are doing for this.
This article has been asking for a long time. And the more often we come across business correspondence projects in our work (for example, developing standard letter templates), we realize that very few people and companies pay attention to (seemingly) little things that have sad consequences.
We'll talk about print.
Business correspondence
A response letter is a service letter that is written as a response to a letter of inquiry or a letter of request. The answer can be negative (letter of refusal) or positive.
In the text of the response letter, the same language phrases and vocabulary that the author used in the initiative letter should be used, provided that the request letter was written correctly in linguistic terms.
You should not include in the text of the response letter a link to what was received (“To your date of _______ No. __…”).
Business letters
The response letter acts as a composition- and subject-dependent text in relation to the request letter.
In a rejection letter, it is especially important to use vocabulary that helps the sender remain polite, caring about maintaining the recipient's self-esteem.
How to write a reply letter?
A response letter is a business letter that is written in response to a formal inquiry or request letter. Such a letter may contain both a positive and a negative decision (in this case, it is a rejection letter).
If you receive a letter of request or request, you must give an official response as soon as possible. Procrastination can, in the first place, make your organization look bad and give your associates or clients a reason to see you as an unreliable partner.
How to start a letter?
When writing a letter, often the main difficulties are its beginning and end. In the latter case, the article How to finish a letter will help you. Well, we will talk about how to start a letter in this article.
The beginning of any letter entirely depends on its type: official, love, this or that letter on foreign language. It doesn’t matter if it’s paper or electronic, we’ll only clarify that we will talk about the first phrases after the appeal, since there already exists about appeals to separate article How to contact.
If you follow the recognized terminology, then business letters are classified as official.
How to carry out a purchase and sale transaction
In any state, the procedure for processing various transactions is regulated by relevant legal documents. All purchase and sale transactions are carried out by drawing up a special agreement. Depending on how correctly this contract is drawn up, the outcome of the transaction will depend, and subsequently the resolution of issues and conflicts that have arisen in the performance of obligations under such an agreement.
Remember that a contract of sale is a contract under which the seller transfers some goods, and the buyer acquires the right to own this product, and also undertakes to accept the item specified in the contract, paying a certain amount of money.
Next, we will consider how to carry out a purchase and sale transaction, which does not require the preparation of an agreement, and all actions related to the acceptance and transfer of such goods are carried out at the time of the conclusion of the transaction.
How to respond to a formal letter
This list of goods is the same throughout the territory. The name of the organization reviewed your application dated.
and is not expandable. Cover letters. Given the above, your request cannot be granted. A cover letter is usually issued on an A5.ot. as well as. which we ask you to consider as an integral part of it. Your application for the privatization of the bakery cannot be accepted, since the property of this enterprise is included in the list of objects not subject to privatization.
We inform you that your company cannot act as a buyer in accordance with the article of the law.
How to respond to formal emails
A letter of inquiry, no doubt, will disdain the answer: you can report that you are studying the received request, send catalogs, price lists, offer to change the conditions specified in the request, refuse to supply goods or another request.
An offer is a written proposal for the supply of goods, which is made by the seller to the buyer. It expresses the desire or willingness to conclude a contract of sale.
Deadline for responding to official letters
CONSENT TO REQUEST AND OFFER
| Expressions speech etiquette | |
| Good. | In response to an invitation; accompanied by words of gratitude (thank you, good) |
| You are welcome. | More often in response to a polite request (such as: - If it's not difficult for you, bring me a book, please. - Please.) |
| OK. | Consent unconstrained |
| Now. Right now (just a minute) | An agreement to do something immediately. |
| I will make, write, bring, etc. | Often accompanied by the word "okay" (OK, I'll do it. Okay, I'll write it.) |
| Let's). Let's go (- those), etc. Let's (- those), let's go. Went. | In response to an invitation to do something or go together (such as: - Let's sing. - Let's. - Let's go to the cinema. - Let's go.) |
| With great pleasure. With joy. Willingly. | With a touch of desire |
| Mandatory + 1st person bud. time (I'll come, we'll do it). Do not doubt (-aysya). Don't worry (- koisya). What doubts can there be! You can be calm (you can be calm) You can be sure (you can be sure). You can (-eat) count on me. | In response to a request, be sure to do something (such as: - Don't forget to bring me this book on Tuesday. - Definitely. Don't hesitate.) |
| (I do not mind. (I) don't mind (it) I'm ready. | To a request, an invitation (such as: - Do you mind ... - I do not mind.) |
| I don't mind! I am for! | laid-back |
| I agree. Yes. Certainly. | When asked about the desire, consent to do something (such as: - Do you agree to make a presentation at the department? - I agree. Of course.) |
| Still would! | When asked about the desire to do something (such as: - Do you want to sleep at this performance? - Of course!) Emotional |
| Deal! Decided! | During preliminary negotiations (such as: - Let's go to the cinema today? - And what time? - And what time? - Agreed.) |
| So be it. We'll have to + (give, etc.) | With a touch of concession, unwillingness to do anything (like: - Well, give me this magazine for at least a few days. - So be it.) Unforced. |
| Well, what to do (do it, do it), you have to + inf. (to do, etc.) |
2. RESPONSES WITH ADVICE
3. DISSOLVE TO A REQUEST, OFFER.
| Expressions of speech etiquette | Situation of use and comments |
| (I cant. There's no way I can. No I can not. Unfortunately... Unfortunately... | The most common forms of refusal: Please go to the store. — I can't, unfortunately, I'm very busy right now. |
| I'd love to... but I can't. I'd love to... but I can't. I would love to...but I can't. I don't feel comfortable saying no... but... I would like to... but... I would like to... but... I'm sorry but... I'm sorry but... | Denial Regret: Can you lend me 20 rubles? - I would love to, but I can’t get a scholarship. |
| I refuse (to do anything). | Official categorical refusal. |
| I am unable (to do anything). I am powerless + inf. Not in my power + inf. | A request for help is refused by stylistically elevated statements: Help me prepare for my exams! “I can't help you with this. (It is not in my power to prepare you for the exams.) |
| It is forbidden. No. No. Unfortunately, you can't. Unfortunately I can't resolve. I would, but... | Prohibition to do something: Can I borrow this book from you? “Unfortunately, I can’t authorize it, it belongs to a colleague. |
| Of course not. Certainly not. (I) do not allow ... I forbid ... I cannot allow ... I am forced to prohibit (not allow, refuse) ... | Categorical refusal or prohibition: May I read your diary? “Of course not. I do not allow this. I can't let you read my diary. |
| In no case! Never! Under no circumstances! It's out of the question! It is absolutely out of the question! No no and one more time no! | Emotionally expressive categorical prohibition: |
Topic 7. Agreement / disagreement with the opinion of the interlocutor
| Expressions of speech etiquette | Situation of use and comments |
| Oh yeah! You're right. I quite agree with you. I fully agree with you. This is exactly what I wanted to say. Without any doubt. Sounds plausible. I thought so. Very reasonable. Certainly. Exactly. That's it. Deal. Don't go on. All clear. I assumed so. I'm afraid that's exactly what it is. I hope it is so (that it will be so). It seems that this is exactly the case. It looks like it will (and it will). Quite likely (probably). All the better! | The most common forms of agreement with the opinion of the interlocutor |
| I quite agree with you. I fully agree with you. Basically, I agree with you... In some points, I agree with you... In some ways, I agree with you... This point does not raise our objections. I fully share your point of view on ... My idea is completely the same as yours. Your conditions are generally acceptable to me. | Official consent forms |
| No and no. I cannot agree with you. You are wrong. I have a different opinion. This is where you are wrong. Of course not. Not at all. It's out of the question. Everything is just the opposite. I'm against. I don't know. I'm not to judge. Well, here you are again for yours! God forbid! You are unfair. Nothing like this. Not good This can't be! | The most common forms of disagreement with the opinion of the interlocutor |
| I'm afraid you missed the main point of what I wanted to say. This is not exactly what I had in mind. I cannot agree with you. Our point of view is somewhat different from yours. We see the solution to this problem in a slightly different light. We appreciate your efforts, but unfortunately we cannot accept the offer. This point of view seems convincing to me, however (nevertheless / in the meantime) ... I have an objection ... | Official Dissent Forms |
| Yes? Really? It's true? Do you really believe that... I doubt that... It is unlikely that... I highly doubt it. Are you serious? Sounds tempting, but... Sounds incredible, but... Stuff happens. Are you joking. I can't decide. I doubt. Unlikely. And you want me to believe it? I would not say. You know better. To some extent. I'm not sure. (It's hard for me to say. Well, well ... Yes, and no. Are you sure? Is this really true? How I would like... |
The most common forms of doubt regarding the interlocutor's statement |
| Do you really think that... I would really ask you to clarify...because I have exactly the opposite information about this. I don't have a final opinion on this yet. It seems to me that this solution is somewhat premature. | Formal forms of expressing doubt about the point of view of the interlocutor. |
Appendix 4
SAMPLES OF INTRODUCTORY PHRASES OF THE TEXT OF A BUSINESS LETTER
Thank you for the letter from ... In response, we inform ...
In addition to our letter dated ... this year. we announce that…
In response to your letter, we inform you that ... In confirmation of our telephone conversation that took place ... this year, we inform you that ...
In confirmation of our telegram from ... we inform you that ...
In connection with your letter dated ... we inform you that, to our regret ...
We express our satisfaction with the prompt response to our inquiry.
Unfortunately, we still have not received your response to our letter from ... and we are forced to once again remind you (ask you) about ...
We would like to inform you that…
We thank you (grateful to you) for the service (help, support).
We are compelled to notify you (to remind you) ...
We are extremely surprised by your letter of ..., in which you inform that ...
We received your letter of ... this year, from which we learned with pleasure that ...
We have received your letter from ... along with the documents attached to it.
We regret (sorry) your refusal (silence) ...
We were surprised to learn from your telegram that...
We hereby remind (report) once again that ...
We hereby confirm that we have received your letter dated ... this year. and inform you that...
We acknowledge receipt of your letter from ... with all attachments.
At your request, we send you…
Please accept our apologies for...
We take note of your letter of ... and inform that ...
We apologize for the delay in responding to your email...
We inform you... We inform you...
Examples of phrases that can form the basis of a business letter
Your order will be fulfilled if you...
Your request (proposal) is under consideration. Upon receipt of the results of the review, we will inform you immediately.
Your offer will be accepted with pleasure (gratitude) if you agree to make changes ...
Your request for ... granted ...
In response to your letter of ... we inform you that your request for the delivery of ... has been resolved positively.
In response to your request (order), we regret to inform you (we are forced to inform you) that we are unable (we cannot) to fulfill it due to the following circumstances.
Unfortunately, your request cannot be granted for the following reasons.
Unfortunately, we have to decline your offer. We need more information about...
Please let us know the dates...
We hereby inform you that your proposal has been accepted ...
We are asking you to send...
Please let us know about...
Please let us know your decision on...
Please let us know if our offer for…
We ask you to expedite the fulfillment of your obligations on…
Samples of turnovers-clamps
Furthermore …
You certainly (obviously) know...
In view of the above (the above), it follows (we want, we must, we need) to add (notice, note) ...
In addition to the above (expressed, noted above), we inform ...
Finally ….
To avoid delay...
In response to your reproach, we would like to inform you that…
Firstly Secondly …
Primarily …
Otherwise we have to...
For our own sake, we would like to inform you…
In connection with the above…
In connection with (according to) your request ...
In the current situation…
In accordance with your request (attached documents) ...
We express regret (doubt, bewilderment, satisfaction) ...
The fact is that …
Besides …
Besides …
We express our confidence...
We are having trouble with…
We disagree with your point of view for the following reasons...
We recognize...
We are absolutely sure...
We regret …
We would also buy from you...
It is necessary (should, must) be recognized ...
Draw your attention to …
Summing up (concluding, summarizing, summarizing) ...
Confirm receipt...
Besides …
In our opinion…
Deliveries will be made (carried out) ...
It goes without saying…
It should (necessary, necessary, necessary, desirable, we consider it necessary) to add (mark, notice) ...
Thus, …
However (despite)...
In fact...
With regard to your request (remark), we draw attention to the fact that ...
Examples of letter endings (without a welcome conclusion or courtesy formula)
Thank you in advance for your service.
Hoping for a favorable (positive) solution to our issue.
Looking forward to fruitful cooperation.
We would appreciate a prompt response.
We expect your response in the coming days.
We hope for a speedy reply.
We hope to receive a response in the near future and thank you in advance.
We hope that you will fulfill our request.
We are waiting for your orders (your approval, consent, confirmation).
Please keep us informed of the measures you have taken.
Please confirm receipt of the letter.
Please let us know.
Please confirm receipt of the order and pay due attention to it. Please write to us about your decision on this matter.
Please contact us if you need assistance (assistance).
Please indicate your consent.
We kindly ask you not to delay with the answer.
"all books" to the section "contents Chapters: 57 Chapters:< 50. 51. 52. 53. 54. 55. 56. 57.
The response letter is drawn up in free form and has much in common with the certificate. The page provides an opportunity to download a sample of the discussed paper for free.
A written request requires a motivated detailed response from the addressee. A response letter is the necessary document that should be written in such cases. The message is in free form and has much in common with help. The information sheet contains a limited narrative framework and should only answer the question posed in the requirement. It is easy to write a response letter even to an inexperienced person, having a computer and a printer at hand. The page of this resource provides an opportunity to download and apply in life a sample of the discussed paper for free.
Consider the main features included in the concept of a letter-response. The meaning of the response lies in the business communication of counterparties. An excellent way to resolve problems out of court allows you to save significant money and time for participants in legal relations. The legitimacy of communication lies in a paper carrier of information drawn up in accordance with all the rules of office work and having a genuine leadership visa. Email is not a reliable option for evidence in court.
Mandatory items that make up a response letter
:- Address and name of the institution to whom the response letter is sent;
- Own data of the author, contact numbers;
- Number, date and title of the story;
- A brief summary of the request to which the response letter is being drawn up;
- Clear and specific answers to questions. There is no need to write too much;
- A respectful tone is welcome, but rigor is also important;
- Fixing the executor of the paper, the signature and decoding of the head, the seal of the institution.
(it's a letter-response) - the standard norm business ethics. As a rule, requests are made either by potential partners of the company with a request to provide any information about the activities of the enterprise, goods, services, prices and discounts, or by existing counterparties, for example, to obtain information about the timing of delivery, payment, forwarding or correcting documents, etc. .d.
FILES
The response to the request is of an official nature and is part of the company's business document flow.
General rules for writing a response
First of all, it should be remembered that the answer should be written by exactly the employee of the enterprise in whose name the original letter was written. Exceptions are possible only for those cases if this employee is absent for some reason (sick leave, business trip, dismissal) - then the answer can be written by the one who replaces the absent one at the moment.
The language and presentation of the message should mirror the request letter. In other words, in the text it is desirable to use the same form of address that was used by the sender of the request, the same vocabulary, terminology, language turns and sequence of presentation, of course, provided that the author of the initiative message proved to be a competent and correct person.
It is necessary to indicate the reference to the number and date of the incoming message, but at the same time it is impossible to repeat the mistakes made by the author of the request and it is undesirable to indicate them in the response letter (only if this does not apply to the specific activities of the company).
The response to the request can be either positive or negative.
- A positive answer should be as detailed as possible,
- and negative - justified and extremely correct.
In addition, if a request is denied, it is good practice to provide the author with information about the circumstances under which the answer may become positive.
In any case, the response letter should be written in the most polite manner. It is advisable to avoid empty unsubscribes and even in the absence necessary information need to write an answer restrained, polite and respectful in relation to the author of the request. Rudeness, just like knowingly false information, is completely unacceptable.
How to write a response to a request
The form in which a response to a letter of inquiry is submitted and executed can play a decisive role in relations between organizations. That is why its compilation should be treated very carefully, adhering to certain rules.
First of all, before writing a response letter, you should convenient way inform the sender of the receipt of the request. Then, if you have all the necessary information, you can proceed to the answer. The sooner a response message is written, the better, but if the requested information is not available at the moment, it is better to wait with the letter.
The structure of the response is quite standard in terms of office work.
- At the top of the message (right or left) you need to write the name of the sending company (with address and phone number), as well as specific employee on whose behalf the response is being made.
- Further, information about the recipient is entered in the same way.
- After that, the answer itself is written. It must fully correspond to the essence of the request, and if the requester in his letter asked several questions at once, divided into separate paragraphs, the answer must be written in exactly the same format. If any additional information is attached to the answer, it must be reflected in the text of the letter, noting separately.
- In the same way, if circumstances so require, references to some laws, regulations and legal acts can be included in the answer.
How to write a reply letter
Answer can be written
- as in handwritten form (mostly they do this when the request itself comes in a similar format),
- and in print (this method significantly saves time).
It can be drawn up on a simple sheet of A4 format or on the letterhead of the organization - the second option allows you not to manually drive in the details of the company, and it looks much more solid. The answer must be without fail contain a signature an employee who represents the organization with an indication of his position. It is not necessary to put a seal, because. since 2016, the requirement of the law on the application legal entities stamps and seals are no longer valid.
Compiling an answer in a single copy, before sending it must be numbered (in accordance with the internal document flow of the company), as well as put down the date.
Information about the letter must be entered in the log of outgoing documentation - in case the answer to the request is lost or there are disagreements with the counterparty, this will allow you to quickly sort out the situation.
How to send a letter
Answer can be sent different ways. Email or fax machine allow significant time savings. But if the letter contains particularly valuable information or original documents and the sender is interested in guaranteed receipt of the message, you should use the services of the Russian Post by sending a reply by registered mail with acknowledgment of receipt.
Whether to wait for a response to the letter-response
Almost all business letters require a response, but there is an exception to this rule.
The response letter does not need any response, since it initially does not contain any requests, requests and proposals. In fact, it contains only the information that was required by the second party.
At the same time, it is the letter of response that can become the starting point for concluding a profitable contract or deal, as well as a simple and affordable way to resolve any problems and difficulties in relationships between partners.
customs business communication, as well as the current legislation involves communication between legal and individuals by means of sending correspondence. At present, there is widespread communication through electronic means connection, but this is not always correct. In the case when the correspondence is of an official nature and its results, in the future, can be presented as evidence of a particular fact, then such document flow should be carried out exclusively through the direction of written correspondence, properly executed.
When choosing a suitable response letter template (form) on the Internet, you need to pay attention to the following points.
In civil law, in some cases, before sending documents to the court, pre-trial correspondence between the parties is mandatory. The sent letters (claims), as well as letters of response, are evidence of the commission of procedural actions. The letter of response, as well as other documentation, must be signed by the responsible person of the organization, and also certified by an imprint of the official seal. Such documents can be transmitted both through a courier and sent by post.
Direction of the letter Postal communication has a number of advantages over other methods of mail delivery.
First of all, these advantages are:
The participation of a third party (postal employees) will subsequently allow them to be involved in the trial (if necessary) as witnesses.
Possibility to make an inventory of the attachment to the letter. The inventory of the attachment will allow you to prove what kind of correspondence was sent in the reply letter.
When using a notification of delivery with a response letter, prove the fact that such a letter was delivered to the addressee.
Using number cash receipt you can track the delivery of correspondence to the end user.
Currently, many commercial structures provide mail delivery services. When choosing among them, you must remember that not all of them allow you to make an inventory of the investment, and also certify it with your seal. Many of them do not issue original documents, but only copies. In this situation, our regular mail (FSUE Russian Post) is the best option, despite all its disadvantages, only its documents are recognized by the judicial authorities as evidence of sending documentation to their counterparties. A valuable letter with a list of attachments and a simple acknowledgment of receipt is the best way to deliver correspondence in modern Russia.
The response letter in question, a sample of which is located below, can be downloaded to you free of charge using the link at the end of the page. If necessary, we are ready to draw up the necessary document for a personal order. We wish you good luck!
Response letter form:
to CEO
Monolittrest No. 689 LLC
O.V. Brazhny
Dear...!
In response to your letter dated January 28, 2014 No. BA/44968/-2014, I inform you the following.
In pursuance of contractor agreement No. 11/456/VK/2013 dated June 10, 2013 "for the performance of a full range of construction and installation works for the construction of the Facility at the address: Moscow Region, Domodedovo-3" (hereinafter referred to as the "Agreement"), we carried out work according to the attached documents. However, for unknown reasons, these works were not accepted by you.
On December 23, 2013, we received a notice of unilateral termination of Contract No. 033105/MSKh-13 dated 12/10/2013. In pursuance of this notice, as well as your request, on November 25, 2013, all supporting documents on the work performed and materials used were sent to your address (a copy cover letter and attachment descriptions are attached).
On January 15, 2014, we received a claim No. 0582/MSRKh-14 dated 01/09/2014 demanding the return of the advance payment transferred to us under the Agreement and the payment of penalties. We draw your attention to the fact that the cost of the work actually performed by us and the materials used exceeds the amount of the advance payment transferred.
Based on the foregoing, we propose to take into account the submitted documents and accept the actual work performed in full. In case of any questions, we suggest contacting ... if necessary, we are ready to take part in a joint meeting dedicated to the settlement of the dispute that has arisen in the pre-trial procedure.
Appendix (all documents in copies):
CEO
Stroytrest No. 546 LLC A.L. Gradochkin
