Such messages can be applied in absolutely different situations, for example, if 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 request
We bring to your attention for downloading a general template for such a document:
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, it is necessary to adhere to certain norms, established rules 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 should contain an introductory part, namely:
- information about the sending company making the request and the company to which it is addressed;
- the reason for the appeal (“because of the delay”, “in connection with receipt”, “based on the results”, etc.);
- references to the basis (“based on an oral agreement”, “based on negotiations”, “based on a telephone conversation”, etc.);
- the purpose of the appeal (“to resolve the issue”, “in order to avoid conflict”, “in order to eliminate violations”, etc.).
What follows is the main part, which deals directly with 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 in separate 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.
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Instructions for writing a letter of request
Since 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 letter
The letter can be sent by e-mail or fax - it's fast and convenient, but the conservative sending through 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 letter
This 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.
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Examples of drafting letters of request with explanations
So, 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 funds
The 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"
Member of the Legislative Assembly
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.
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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 rubles for the needs of the NGO Help for Pensioners.
Sincerely, Petrova A.A.
The above text is written according to the rules. He has:
- The name of the NPO and an explanation of its activities.
- Request for money, explanation of their need (money is needed for rent and salaries).
- Mention of the President. It is necessary to justify the benefits of sponsorship for the official. What is the MP interested in? AT career growth. The help of the organization will help to achieve this goal.
The specific amount of funds that a commercial organization needs is also indicated.
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Letter of request for the supply of goods
The 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
From the head of the BBB company
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.
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Our contacts: (specify).
Sincerely, Boris Borisovich.
Letter of request for a discount
Typically, 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"
From the head of the company "West"
Hello Ivan Ivanov. Our organization was affected by the 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.
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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 stand in difficult time and won't close. We've already been given a discount by the landlords and the telephone company.
Sincerely, Boris Petrov.
The letter contains the following important points:
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- Explanation of the need for a discount.
- Indication of the exact size of the discount, terms.
- An indirect indication that if the printer does not provide a discount, the company will terminate the contract.
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 reduction
Rent "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
From the head of the company "Minus"
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 rent on 10%.
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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.
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 payment
Debts 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.
Free legal advice:
Dear Ivan Ivanovich, we ask you to pay off the debt to our company in the amount of 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 Rs. 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.
The letter must include the following items:
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- The exact amount owed.
- The date by which the debt must be paid.
- Actions the company will take if payments are not received.
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 supplier
The 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"
From the head of the company "Money is about to be"
Dear Petr Petrovich, we have not paid the debt in the amount of rubles. We do not shy away from our debt, but now payments in in full We are unable to do so due to financial hardship.
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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:
- rubles we will deposit before March 1, 2017.
- rubles will be paid before April 1, 2017.
We promise you timely payments. Thanks for understanding.
Sincerely, Ivan Ivanovich.
Letter requesting payment for another organization
The debt of the company can be paid by another organization. Of course, a legal 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"
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From the head of the company "Where is the money"
Dear Ivan Ivanovich, you have a debt to our company in the amount of rubles. Our organization also has a debt to another company in the amount of rubles. We ask you to pay our debt to the creditor in the amount of 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 issue
Before any companies can get up difficult problems which 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
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From public organization
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.
Free legal advice:
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.
Please help me write a letter to the official about reinstatement at work
Please help us with the event
Yaroslavl st. B. Oktyabrskaya, 67
Real Estate- Price INFO
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85 useful phrases for business letters
When writing letters to colleagues, clients and partners, the question often arises of how to formulate this or that thought in a 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?
Useful wording for correspondence
Free legal advice:
Starting with our goal
We start with the interest of the addressee
I am writing to you with a request for...
I bring to your attention that…
I ask (you) to allocate funds ...
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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 ...
Free legal advice:
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 ...
Let me inform you about…
I am contacting you in connection with…
I draw your attention to the difficult situation with ...
We inform you about…
We hereby inform (you) of…
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…
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...
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…
We will be glad to see you among our clients…
Farewell, the final formula of politeness
Dear Ivan Petrovich!
Dear Mr. Minister!
Dear friends! Dear colleagues (partners)!
With (deep, unchanging, extreme) respect (reverence)…
With gratitude (gratitude) and respect ...
Wishing you success (all the best)….
Looking forward to fruitful cooperation...
Opening phrase - for responses to requests
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 ...
Sincerely (on behalf of ..., on behalf of ...) thank you ...
We would like to express our gratitude...
With sincere gratitude (thank you) we inform you…
Download our "dictionary" and use ready-made formulations!
Mention of sanctions
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...
We hope you will take action…. and we won't have to go to court...
We would not like to refuse to cooperate (to resort to sanctions…) and we hope…
It is with pleasure (sadness) that we announce…
To our (extreme, extreme, deep) displeasure (sadness, regret, disappointment, bewilderment) ...
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Sample Letter of Request for Assistance
Business correspondence is an integral part of the life of almost every person. It is in this form that it is most convenient to contact the authorities, colleagues, and various organizations. A letter of request is one of the most common types of this kind of communication, because each company may need the opinion of an expert in any field, assistance from various financial or administrative structures. This article will discuss how exactly you need to write a letter of request, as well as an example of this type of appeal.
Letter structure
Of course, the content and structure of a business letter depends on who writes it and to whom it is addressed. So, for example, the head of an organization, referring to his subordinates or long-term partners, can write a shorter letter, but in order to enlist the support of higher organizations or ask for help from various specialists, you often need to write a more lengthy request. It is necessary to interest the addressee and convince him to support you. Let's start with the longer version.
Introduction
First of all, you need to create a “header” of the letter, in which you indicate the name of your organization and its details, as well as information about who you are sending the letter to. It can be as a specific person (for example, the head of a company) or a group (employees of a department of your company or your partners). This is followed by a greeting: if you are addressing a specific person, you must address by name: “Dear Ivan Petrovich!”. If you write to the team, then the appeal “Dear colleagues!”, “Dear employees of the department!” Is possible.
Reason and purpose of the request
First you need to justify why you are contacting this particular person. Accordingly, you can start the letter with the following phrases:
- You are an outstanding expert in…
- You have always been involved in the affairs of our organization ...
- Your department is leading...
- You can solve the most complex issues in the field of ...
- Over the years, positive experience has been accumulated between…
- due to the fact that…
- in order to resolve the situation...
- for business development...
- For best results in...
- to resolve conflicts...
Statement of request
Finally, you must actually state your request. The text itself should be concise, but contain Full description what exactly you need so that the addressee does not have any questions. Also, the request must be specific, that is, if you are asking for a service, you need to indicate the exact cost or quantity, desired dates, etc.
It is advisable to start the request with the following words:
- Please help us resolve this issue...
- I am asking you to...
- Please inform/send/report to me...
- I ask for your consent to…
Then you can write what benefit the addressee will receive if your request is answered positively or explain the importance and necessity of resolving your issue.
Dari Dobro LLC Center for Assistance to Large and Low-Income Families
JSC "Chitaina" Ivanov A. G.
Dear Alexander Gennadievich,
Your company always takes part in the affairs of our organization, and has been helping in various promotions for several years. Due to the fact that on August 20, 2016 we are holding an event aimed at helping families prepare their children for school, we hope for your help. All children have the right to a happy childhood, and poor families, like no one else, need participation and support.
We kindly ask you to take part in our "Get your child to school" campaign and consider allocating school supplies to carry it out. We need stationery for 50 children from low-income families.
Of course, if you agree to help us, we, in turn, promise you to advertise your company's products at our action. Let's bring joy to children together!
Director of the organization Vasilyeva N.I.
Short version of the letter
Many try to use the short version of the letter, as they believe that this allows them to concentrate on the request itself and explain it more clearly to the addressee. In this type of request letter, you only need to state your purpose and the necessary services or actions. Letter example:
Russia, Nizhny Novgorod
To the General Director of the enterprise ETsMZ
Dear Mikhail Vladimirovich!
Due to the fact that our school is a two-shift school, please prepare a separate meal plan for us, which includes breakfast for students in grades 1-6 on the first shift and lunches for students in grades 7-11 on the second shift.
Director of MAOU secondary school No. 69 Plotnikova M. S.
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1 comment
A very necessary thing, and if it also works, the price will not be for this project. For three years we have been going to the prosecutor's office, the administration of the city of Omsk and no one wants to understand obvious things, in a month they are forwarded to each other and this is where it all ends. the prosecutor's office, the investigative committee, the administration with all its departments. In a month I will definitely use the newspaper, since in my complaints I have already informed everyone of my intentions to contact the media
The organization (name) asks you to assist in holding a press conference on the topic
Event date and time:
^ Projector, screen, laptop,
Photos from the press conference
^ Online broadcast of the press conference
^ Burning photos or videos to disc
Coffee break after the press conference
Contact person and coordinates:
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Students, undergraduates, graduate students and young scientists are invited to participate in the conference. The duration of the conference is 2 days. AT.
The Institute of State and Law of the Russian Academy of Sciences invites you to take part in the International Scientific and Practical Conference on the topic “Modern.
We invite you to take part in the work of the International Scientific and Practical Conference " Topical issues development of the law of the CIS countries.
We ask you to assist in the installation and commissioning of machines computer center Firms "StroyDom"
We invite you to take part in the annual VIII international scientific-practical conference of students and young scientists “Russian.
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To write a letter of request for assistance in resolving the issue to a person holding a high position, you need to know the rules for writing such a letter. It is advisable to briefly and clearly state the essence of the appeal. From this article you can learn how to write a letter of request for assistance in resolving the issue to the governor. You can write, for example, about solving problems related to the city and the region, whether it be shortcomings in housing and communal services or a request of a personal nature. It is important to note that the request should not go beyond the capabilities of the authorized person.
General information
Such a letter of assistance in resolving the issue is useful when you need to get information, documents or make a deal. You can write an appeal with a request to improve the quality of work of any state organization. Usually such letters are sent to someone else's name. In some cases, they contact the organization directly.
A letter to the governor asking for assistance must be in full compliance with the rules business correspondence. Everything must be taken responsibly: from the font of the text to the content of the letter. If the problem affects not only one citizen, but several, signatures and relevant documents can be collected. The more convincing the submitted documents are, the more likely the administration will respond to the request. Such a letter of assistance in resolving the issue may be accepted or rejected. In any case, employees of the state agency must send a response with detailed information and an explanation of the reasons for the refusal.
The following items will be needed to write and send a letter:
- PC with Internet access.
- Paper.
- Pen.
- Envelope.
- Printer.
The form
Exist special shape writing a letter to the governor with a request to assist, which indicates the name of the applicant, as well as the name and position of the governor, summary letters and other important items. It is advisable to print the appeal on separate sheet. You can find the form on the administration website or in the governor's office. In some areas, it may be missing, then you need to write it yourself using a PC or manually. When sending a letter of request for assistance in resolving an issue without such a form, you may not receive a response.
Statement
After completing the form, you need to start writing the letter itself.
- First, a hat is made. The position, surname, name and patronymic of the official are written on the right. At the bottom, the full name and all contact information (address, telephone, e-mail) of the author of the appeal are written. All data of a civil servant are indicated in the dative case. Personal data - in genitive case.
- Further, stepping back a little, in the middle you should start addressing the word “respected”.
- After that, you can state the essence of the problem.
The letter does not have to be large. It is not necessary to write the main part for several pages. One sheet of A4 is enough for this. The main thing is to state the essence of the problem, so that when reading, a person understands what is at stake. All the necessary information can be specified in the application. It should not be stretched over ten pages, you can write several sheets, fully revealing the problem. Do not write anything extra in the application.
How the body is written determines whether the letter will be read by the governor or not. At the end of the letter, you must make the inscription "Appendix" and indicate the sheets with additional information. At the end of the letter, you again need to describe the request in two or three sentences and sign it. For example, you can write a letter asking for assistance in resolving an issue in the city.
Application Structure
The letter is written by standard sample. It should contain:
- The reason for petition. The reason is briefly described: in connection with what the citizen refers to this official, and also why he refers to this particular official.
- Target. What is the letter for? Here it is necessary to state the essence of the problem, and also to show why the addressee needs to respond to the request.
- Link. Description of the outcome of the decision. If the governor responds to the problem, what changes will occur in the company, community life, etc. This is the most important part. She convinces the addressee of the need to provide assistance, it depends on her whether the request will be responded to.
If there is more than one request, it is best to make several paragraphs for each of the problems. All details can be written, as mentioned above, in the application. The structure of the application is written for its main part.
Sending
After the work with the letter of request for assistance in resolving the issue is completed, you need to put all the evidence and official appeals into the envelope, as well as the letter itself. All additional attachments only increase the likelihood of the recipient reading the letter.
Having packed everything in an envelope, you need to find out the legal address of the administration of the region or district and send a letter. Before sending it, you should make copies of all papers. It is best to send them, as the letter itself with important documents may be lost at the post office or in the administration.
Shipping options
You can send a letter of request to help solve your problem not only by regular mail. If there is concern for the safety of the papers or that the letter will not reach, you can do the following:
- Order delivery to a representative of the Governor's office. This function has "Russian Post" and commercial enterprises for the delivery of letters. Thus, the letter will be delivered much faster and will go straight to the governor.
- Email. Outside the 21st century. Any request can be sent to e-mail. You just need to visit the administration website, find out the mail for public relations and, after filling out all the forms and forms, making scans of all documents, send them in the form of files by mail. On some sites there are electronic receptions where there is no need to attach files, you can fill in personal data and leave an appeal there.
The response time, according to official data, is 30 days, but usually the answer comes within two to three days.
What is the best way to write
You can write a letter asking for assistance in solving any problem, but whether assistance will be provided or the letter will be archived depends only on the addressee. To increase the chance of a successful outcome of the case, it is better to touch on the positive personal qualities of the addressee. It is necessary that a person understands why they are turning to him.
A few inserts with compliments would be appropriate. In the letter, it is worth making it clear to the person that only he can help with the solution of the issue set out in the paper. For example, if the addressee writes a letter for assistance in solving the issue of housing and communal services, it can be shown that such a problem is important and the governor, like no one else, will be able to help not only the specific citizen who wrote the appeal, but also all citizens in solving this problem.
Be sure to justify your point of view. It is advisable to choose several justifications why it is necessary to respond to the request. It is better to build these justifications according to the scheme: medium persuasive, weak, most persuasive - this is the standard psychological reception business beliefs.
It is necessary to interest the addressee in fulfilling the request. This aspect should be carefully considered. Perhaps the offer will somehow be connected with the benefit of the addressee? If there is an important problem, you can show how the stated request will help solve either this question in whole or in part.
If there is absolutely nothing to offer, do not despair, this also happens. Show the importance of the request. This will put pressure on emotions. The essence must be stated as clearly and understandably as possible, so that when reading a letter, a person wants to help in solving this particular problem. specific issue.
How best to make a request
After preparing the addressee to accept the request, it is necessary to state the essence very concisely. The text should be short. Long sentences are not suitable for such a letter. All figures and exact data must be entered.
If the request is to order equipment for a company, for example, then the price, quantity and brand should be reflected in the letter. Any unclear words or data are best explained. When expressing thoughts, one should not write sentences with a double meaning. The essence should be clear at once. This is a business letter.
How to write a conclusion
In the end, it is necessary to summarize all of the above. It is worth writing what benefit the company or a particular citizen will receive if the request is fulfilled. Moreover, it is better to do it in the form of a logical chain. For example, when ordering 5 new machines, 5 jobs will appear, so many tax deductions will go to the budget from each one, or a particular enterprise will receive such and such a profit.
In conclusion, it is important to repeat the request and what its execution will lead to. Throughout the letter, the business style of the narrative should be observed. This shows the addresser's attitude to the problem and the case as a whole.
Sample letter asking for assistance in holding an event
Dear Ivan Ivanovich!
The company *name of the company* has been organizing internships for students of higher education for several years in a row. educational institutions. This helps not only to consolidate the acquired knowledge, but also to apply them in practice.
You, as the head of the personnel department, are a person interested in finding new candidates: young, energetic and promising specialists. This profession is in great demand. I, like most students, would like to learn about all the nuances of such work.
In this regard, I ask you to organize a meeting of the chief engineer, Petr Petrovich Petrov, with applicants on May 10 at 16.00 in the educational building of our institute.
By showing young people the prospects of a profession today, you help them learn more about it, and also lay the groundwork for right choice in future. Probably, having chosen this profession, some of them will work at your enterprise and help it reach a new level.
With respect and gratitude,
Rector of the Institute VV Astapov.
What language constructs are best to insert
When composing a letter, you should use the language constructs described below:
- Introductory part. In this part of the letter of assistance in any matter, it is necessary to state the essence of the matter, indicate the reason for the appeal and the request itself. To do this, it is best to use the phrases below. To describe the reason: due to non-receipt, taking into account, etc. To state the goal: based on the results, for purposes, for agreement, etc.
- Request. It can be narrated in both the first and third person. The phrase used to describe it is quite standard, and it begins with the word "please."
The following points should be taken into account:
- When presenting, attention should be drawn to the interest in the fulfillment of the request by both parties.
- You should never start a letter with the word “please”, it is best to first explain the motive for the appeal, and then state the essence of the request.
- It is undesirable to immediately thank the addressee. This can put him in an awkward position. It is best to thank the person after he has responded to the request.
- Describe the importance a worthwhile problem. It is necessary to make it clear that the solution of the issue satisfies the needs of not only the addressee, but also other people in general. However, it should never be noted negative side requests.
- It is impossible to include sentences with threats in the text of the appeal (to turn to another authority if help is refused, for example). This will definitely push the addressee away, and the letter will go to the archive.
Conclusion
Having studied the style of business storytelling in more detail, as well as sketching your own thoughts, you can easily write a letter, after reading which, the addressee will respond to the request set forth in it.
It should always be remembered that a letter is being written to the manager for assistance in resolving the issue. Moreover, this question is primarily of interest to the addressee. And only in his power to do everything to respond to the letter.
Thus, according to the example described above, you can write your appeal, observing all the excerpts and formatting rules.
- Do not forget that the form must be stamped by the administration. It is best to purchase a form in the regional administration.
- You can also use the online application option.
- It is necessary to collect all possible documents and certificates, as well as signatures, if the problem affects not only a specific citizen.
- To write about a request for assistance in resolving an issue, you should use a businesslike style of narration, and also remember to respect the tone of the letter.
- The letter should be of interest to the official from the very beginning.
- After writing the original, you need to make copies of all documents, certificates and signatures, as well as the letter itself, send copies of the documents to the administration, having previously learned its legal address. In this case, send the letter in the original. The best way to do this is by courier. Then the review of the document will take much less time.
- After submitting, please wait patiently for a response.
What if you need to urgently receive important documents, request up-to-date information, or seek help from a company or an official? Compose a letter of request according to all the rules of business correspondence and get a positive response.
From the article you will learn:
How is a business request letter different from other types of letters?
Business correspondence is the most important part of the system of documentary communications. Letters are her most massive documents. There are many types of official correspondence. All of it is a form of written dialogue that contributes to the solution of the most important issues of the activities of organizations. Its genre-thematic range is distinguished by a wide variety.
A letter of request is one of the most common types of business correspondence. The need to write such appeals may be caused by various reasons and it is not possible to list them all. However, there are a number of features that make it possible to distinguish this letter among the general array of service documentation.
A formal request letter can be a tactful request or a diplomatic demand on a current issue. It serves to achieve the specific goal of the author and is necessary to encourage the addressee to take the actions that are necessary for the compiler of the letter of request.
There are a lot of situations when it becomes necessary to write a letter of request, especially in management activities. The reason can be either a simple situation that does not require enhanced argumentation and detailed explanations, or a problem, without explaining the essence of which it is impossible to get a positive answer. In the second case, the author will need not only to state his request, but also to substantiate it, explain to the recipient why it is necessary to act in one way or another.
Templates and standards that exist in office work make it easier to write a formal letter of request. Any business appeal must comply with the rules of business correspondence. Correspondence is, first of all, the face of the sending company. Its design requires attention to detail and compliance with the rules of business etiquette. In order to write a letter of request on behalf of the organization, you will need a letterhead with all the necessary details. The appeal is certified by the signature of an authorized official and the seal of the company.
How to write a formal request letter?
A business letter of request is drawn up according to all the rules of official correspondence. In order to eventually get a positive answer, when writing an appeal, you should follow a certain algorithm. It will allow structuring the content of the letter, conveying the main thoughts to the addressee, clearly and clearly state the essence of the problem.
Determine who exactly you are talking to?
It is better to contact the addressee personally. Following the generally accepted rules business etiquette, use the address by name patronymic. This will help show respect. In addition, a personal request imposes a certain responsibility on the official who received the letter. Even in the case when you need to write a letter of request for a group of people, it is better to personalize the appeal.
Why are you addressing this particular recipient?
It is recommended to explain in advance to the addressee why you contacted him. You can compliment him and note his business or personal qualities, past achievements that matter in the context of your appeal. Such a technique will encourage you to consider the letter with a request more carefully and find an opportunity to satisfy it. It is important to be sincere and not cross the line between compliment and flattery.
How can you justify your request?
Think over the arguments in advance and line them up in the text letters according to the scheme strong - medium - strongest. Interest the addressee, reveal to him the potential benefits associated with the fulfillment of your desire. Voice a problem that is relevant to him and show how it can be solved to your interests. Describe the significance of the problem and let the recipient know that solving it can be beneficial for both of you.
What information should be provided to the addressee?
Describe the problem as concisely and as clearly as possible. Avoid ambiguity and be as specific as possible about the desired result: indicate exact price, date, percentage, etc. A letter of request requires the addressee to make a management decision. To do this, he needs accurate information: how much, what, when and at what price. These details must be formulated precisely, leaving no room for innuendo. Otherwise, the initiative may pass to the recipient, the request will be formally granted, but the originator will not get what he wanted.
What conclusions can be drawn?
After the request is made, it must be modified and repeated again, focusing the addressee's attention on the potential benefits. At the same time, the possible benefit does not always have to be material.
A letter of request, recorded on paper, has a much greater chance of getting the desired result. The sample can be downloaded for free.
A letter of request, recorded on paper, has a much greater chance of getting the desired result. An appeal to an official should be formatted as conveniently as possible for the reader. The content of the request may include issues of sponsorship, assistance in resolving issues, issuing any certificate. Samples and examples of some appeals in the form of a letter of request can be downloaded on this page of the site absolutely free.
The letter of request is usually written in free form. A unique request letter is the uniqueness of possible situations and events. The narration and descriptive part of the message will contain exceptional text. The sample shown in the photo and in special block, is exemplary. Using this sample, the user will be able to independently compose such a document as a letter of request without resorting to expensive specialist services.
Request letter required items
:- Details of the addressee, full name of the head in the upper right corner;
- Date and place of compilation;
- If the request letter comes from a legal entity, the outgoing number;
- The content of the text of the request;
- All contact details of the originator and legal entity.
The most common types of business letters are letters of request and letters of inquiry. Letters of request are compiled in order to initiate certain actions of the addressee that are necessary for the author of the letter. Letters of inquiry - for obtaining any information of an official nature or documents. In what situations are they made? How to correctly state the essence of the request or request?
In the system of document communications, business letters are the most common documents, and among business letters, the most common type are letters of request and letters of inquiry. How to compose and arrange them correctly? This is important for all secretaries to know.
Letters of request are compiled in order to initiate certain actions of the addressee that are necessary for the author of the letter. In management activities, a huge number of situations give rise to such letters. This may be a relatively simple situation in which it is not required to present information that is complex in terms of events, give any arguments, or convince the addressee. In such cases, it is better to start a letter of request directly with a statement of the request itself, for example:
Please send you calendar plan seminars for the 1st half of 2006. We ask you to consider the issue of providing the Association of Fruit and Vegetable Farms with a preferential loan in the amount of 600 million rubles. for the purchase of citrus fruits from the Import-Export company for sale in Moscow and other cities of Russia.
However, not all situations in management activities are so simple. Most of the situations require substantiation or, in other words, an explanation, in connection with what, why, for what purpose the letter is being compiled when drafting letters of request. As a rule, justification is necessary in order to influence the addressee, to convince him to act in a very specific way, as the author of the letter would like or need. If the request letter contains a justification, then most often it precedes the statement of the request, for example (the sign // shows the border between parts of the text of the letter):
Due to the fact that the official duties of the employees of the Administration are related to trips around the territory of the district, // we kindly ask you to allocate funds for the purchase of two new Volga official cars for the needs of the Administration. In connection with the expansion of the range of our products // we ask you to provide us with information about new technological and design developments of refrigerators and freezers "Stinol".
Russian is one of the languages with a relatively free word order. In any of the above texts, we can swap parts of the sentence without much damage to the meaning, for example:
We kindly ask you to allocate funds for the purchase of two new Volga official cars for the needs of the Administration // due to the fact that the official duties of the Administration employees are related to trips around the territory of the district. We ask you to provide information about new technological and design developments of refrigerators and freezers "Stinol" // in connection with the expansion of the range of our products.
Phrases in which the main idea of the letter is first stated, and then the argumentation is given, have a special stylistic coloring: they are always perceived as more expressive than phrases built on the principle of “justification - conclusion”. However business style any kind of expression is alien, it almost always prefers stylistically neutral linguistic means, therefore phrases are more correct in which an explanation is first given, a justification is given, and then the essence of the matter is stated. When composing a letter of request, try to ensure that the rationale and the final part (request) are grammatically one sentence. Even in cases where the justification refers to regulations, facts, events are stated, do not single out the justification in a separate sentence, otherwise, to state the request, you will have to use phrases like: “In connection with the foregoing, we ask ...”, “Considering the foregoing, we ask ...”, “In connection with which we ask ...”, etc. n These constructions do not carry information and make the text more complex both in terms of structure and in terms of perception. Letters of request can be drawn up in even more complex managerial situations. Schematically, this situation can be represented as follows:
A letter written in such a situation will be easier to understand if the content is presented in a sequence that reflects the logic of the development of the situation itself. In this case, three parts can be distinguished in the structure of the letter: introduction (description of events, facts that directly affect or may affect the management situation), justification (explanation of the reasons why it is necessary to contact the addressee with a request), conclusion (request), for example ( communicative-semantic parts of the letter are separated by the sign //):
According to the data we have, at the Kursk and Belgorod sugar refineries, which are the main suppliers of sugar to Moscow and the Moscow region, scheduled maintenance work should be carried out during March-April of this year, the schedules for which have not been agreed upon. // Due to the fact that sugar production and its supply to consumers will significantly decrease during the preventive maintenance period, // we ask you to hold a working meeting with the participation of representatives of the Moscow government on the issue of ensuring sugar supplies to the Moscow region during the period of partial shutdown of these plants.
Regardless of the structure of the text, the request in the letter is formulated using the verb “to ask”. In letters drawn up on letterheads of organizations, the 1st person plural form of the verb is used:
We ask you to provide information about ..., We ask you to provide information about ..., We are asking you for ..., We ask you to conduct ..., etc.
In letters drawn up on letterheads of officials, the verb form of the 1st person singular is used:
I ask you to consider the issue of ..., I ask you to provide information about ..., etc.
One letter may contain several requests (preferably on one issue). In this case, the main request is first formulated, and then the rest, while the following language turns are used:
We also ask you to (consider, provide, conduct ...), At the same time we ask you ... and others.
For example:
Due to the insignificant consumption of gas by boiler plant No. 4 (less than 3.5 million cubic meters per year), we ask you to exclude this enterprise from the group of gas consumers with mandatory reserve fuel (fuel oil) for the heating season 2005–2006. At the same time, we ask for software “ Mosgorkhleboprodukt” jointly with JSC “Mosenergo” to consider the possibility of joining plant No. 4 in heating season 2006–2007 towards a district heating system.
A request letter is actually a type of request letter. As a rule, requests are made in order to obtain any information of an official nature or documents. AT commercial activities request is a request from the buyer to the seller (importer to exporter) with a request to give detailed information about goods (services) or send an offer for the supply of goods (rendering certain services). In general, request letters follow the same rules as request letters, for example:
In accordance with paragraph 10 of the Government Decree Russian Federation dated 20.05.94 No. 498 “On some measures to implement the legislation on insolvency (bankruptcy) of enterprises”, please provide us with data on the size of the state’s share in authorized capital OJSC "Moscow Bakery No. 18", located at the address: st. Nikitinskaya, 45 If the block of shares of this enterprise is sold, please inform the date and method of sale.
In commercial activities, the text of the request, as a rule, indicates: the name of the goods (services); the conditions under which the author of the letter would like to receive them; quantity and/or quality; terms of delivery of goods or services; price and other information. The commercial request uses the following expressions:
We ask you to inform about the possibility of supply… Please make an offer for the supply… Please provide detailed information about… etc.
For example:
Please inform about the possibility of supplying AS-200 air conditioners in the amount of 150 pcs. during February - March 2005, as well as inform the terms of payment and terms of delivery.
The response of the correspondent organization to a letter of request or request is a letter of response, which may be an agreement or a refusal. In commercial activities, the response to the request is issued as a commercial letter, which confirms the receipt of the request, provides information about the product of interest to the buyer. The response to a query can be offer(offer). Letters of request and letters of inquiry are drawn up in accordance with GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Documentation requirements. When compiling and processing requests and requests, the following details are used: addressee, title to the text (if the text of the letter is more than 4-5 lines), text, signature, note about the performer. All business letters are issued on special forms - letterheads.
