How to write a letter to the CEO complaining about an employee. How to write a letter to the manager so that he pays for training for an employee

“The most difficult thing for a person is given that which is not given to him.”
M. Zhvanetsky

Probably, everyone at least once in their life had to deal with the fact that there was an urgent need to write a business letter to the head commercial company, partner, official, or at worst in the housing office. But if you consider yourself a businessman, even a beginner, or are going to open your own business, even in the distant future, you must learn how to write business letters competently.

So what is the difference between a simple letter and a business letter?

First of all, the absence of emotional components, and the predominance of logic and pragmatic a rational statement of your request or proposal. A businessman, company owner or head of a large, and even not very large enterprise, unlike just a “consumer”, is unlikely to be interested in your emotional and inspirational letter to him with a request about cooperation, providing assistance or establishing any other friendly relations.

First of all, you must understand that writing a business letter is how you write it to the point! Many will now say to themselves what a “pun”, it is clear that a Business letter differs from the rest in a clear understanding: “To whom”, “Why” and “Why”. I read many letters and proposals, and, unfortunately, in some letters the meaning constantly slipped away, and at the end of the letter it was not at all clear what the author wanted to ask or offer.

Therefore, so that the meaning and idea of ​​the letter does not “spread through the tree”, you must answer the following questions for yourself:

1. To whom are you writing a letter, did you make a mistake with the addressee?
2. Why are you writing a letter, what do you want to offer or ask? Are your arguments clear, style of presentation and are they convincing your arguments for the Addressee? And what benefit will he get from cooperation with you?
3. Why are you doing this? What result do you want to get? What further actions do you intend to "provoke" the Addressee?

For business letters, the corresponding GOST R 6.30-2003 has been developed, which describes the basic requirements for the content and execution of documents. You can familiarize yourself with this GOST in more detail by purchasing it at a business book store, and using it in the future when processing your office work.

But, for some important points I would like to draw Special attention:

1. The heading of a business letter should contain an appeal to the Addressee. Drawn a little lower registration number: in the upper right corner, the position and full name are indicated. Addressee. Below you can specify the Subject of the letter. Even lower, in the center, an Appeal is drawn up. In the appeal, respect should be expressed using generally accepted words: “Dear”, “Mr.”, “Madam” (abbreviations are not allowed). The cap is usually highlighted in bold.

For example:

Ref. No. 01 dated 04/20/2012

on Vh. No. 01 - RiK dated 01/01/1930

Director

LLC "Horns and Hooves"

Bender O.I.

"About a batch of defective horns,

delivered on 01.01.1930"

Dear Ostap Ibrahimovich,

1. Introduction. In the introduction, it is necessary to briefly define the essence of the letter. You can start traditionally: “I bring to your attention ...”, “I ask you ...”, “At present ...”, etc. - if the letter is written in the first person.

If the appeal comes from a legal entity, then the narration comes from a third person (For example, “Our enterprise offers ...”).

Moreover, both in the introduction and in the following text of the letter, the pronoun you and all its forms (you, you, yours) should be written with a capital letter.

1. In the conclusion of the letter, the results of what has been written are summed up; a request or proposal is often written. For example: "Given the above, I ask you ...".
2. The main text of a business letter traditionally ends with the phrase: “Respectfully, ...” - if a neutral address is intended. If you are personally acquainted with the Addressee, then you can end the letter with the phrase - "Sincerely yours, ...".

For example:

Yours sincerely,

Underground millionaire (signature) A.I. Koreiko

Position, full name (first name and patronymic are printed, and then the surname), the signature is put in one's own hand.

1. The business letter ends with information about the sender, which should contain his full name. (preferably in full) position, and contact phone number. This is necessary if the Addressee or their representative needs to be contacted for additional information. You can also indicate the responsible person (full name), and his contact phone number. By the way, do not forget to indicate the area code along with the phone number. Do not force the Recipient to spend time searching for this information.

I also want to draw your attention to some points related to the presentation of the letter itself. At one time I used various options for the presentation of the letter, up to before use NLP, but all this was of little practical use, since the style of business writing itself is very conservative, and letters that do not match this style, they simply did not go beyond the “customs control”, represented by the company secretary. Therefore, I refused from experiments and began to write, as required by the business style.

Remember, your letter should contain three main sections, these are introduction, reasoning and conclusion. Many authors of the letter immediately get down to business, without introducing the interlocutor into the course of this matter. Of course, if the letter is long enough, the businessman may or may not read the introduction, but will jump straight to the point. But he can also return to the beginning of the letter if this "essence" interests him. In conclusion, you need to write what you want to receive. There should not be any double interpretations in the letter, only one clear thought through your entire letter. To do this, it would be nice to recall Aristotle, who, 300 years before our era, considered the logic of propositions and formulated logical laws based on it:

1. The law of identity - the concept must be used in the same meaning in the course of reasoning;
2. The law of contradiction - "do not contradict yourself";
3. The law of the excluded middle - "A" or "not-A" is true, there is no third.

According to the writing rules, the main part of a business letter should logically disclose the content of the request or proposal, making it understandable to the Addressee. All previous paragraphs should flow logically into the next. Provide specific facts and figures as needed. And don't forget that "brevity is the sister of Talent". Remember that too long text can "tire" the Recipient, he may put off your letter, and not find out what is the point of your unique offer.

And only after you consider that your letter is finally written, be sure to check it for spelling and punctuation errors. Check again its logical sequence and the readability of the entire text (it is best to read it aloud).

If you inadvertently or in a hurry make spelling mistakes, then this will be an embarrassment. How can one "do business" with a company that distributes error messages? Be carefull!

In conclusion, I would like to say that your letter will also be greeted first by “clothing”, you need to pay special attention to the quality of the paper on which the letter is printed, to the design, whether the letter will lose its shape during transportation, whether they want to take it in hand. If everything is fine in this regard, then a neat, logically consistent, revealing essence, well-written business letter will incline the Addressee to positive decision in your favor. Write letters!

16Apr

Hello! In this article, we will talk about business letters.

Today you will learn:

1. Why business correspondence has not lost its relevance;
2. What are business letters and how are they drawn up;
3. How to write a business letter.

Now outside our windows - time high technology and the Internet. But business correspondence has not lost its importance and relevance, it has simply moved to other media. Why it is important to be able to compose and format business letters, let's talk today.

Why do you need business correspondence

First of all, it is an opportunity to exchange opinions, suggestions and thoughts with employees or business partners. With the help of correspondence, they state claims, requests, clarify misunderstandings between companies.

Business correspondence is one of the varieties of official.

Differences between business letters and others

The main differences are as follows:

• Style of presentation;
• Vocabulary that does not allow a vivid expression of emotions;
• It is issued on the official letterhead of the company;
• The font is not too small, but not large, while the same throughout the text;
• Rarely occupy more than 1 page;
• The presence of strict official subordination.

Types of business letters

All business letters can be conditionally divided into several groups. We will dwell on each in more detail and give a brief description.

Letters that do not need to be answered.

• Letter of guarantee;
• Accompanying;
• Informational;
• Warning letter;
• Reminder letter.

Letters that need a response.

• Appeal;
• Sentence;
• Inquiry;
• Requirement;
• Petition.

non-commercial letters.

• Invitation letter;
• Condolence letters;
• Thank you letters;
• Letters informing about something;
• Letters containing recommendations;
• letters of guarantee;
• Letters confirming that the goods have been received, the service has been provided, and so on;
• Letters of congratulations on various occasions;
• Letter of request;
• Instruction letters;
• Cover letters.

Commercial letters.

Usually they are used before entering into an agreement, as well as during the validity of the contract.

These include:

• Letters with answers to inquiries;
• direct request;
• - a letter in which it is proposed to make a deal or conclude an agreement;
• Claim;
• Reminder;
• A letter containing a warning about the termination of agreements or the need to fulfill obligations, etc.

If we talk about classification by structure, then there are 2 types of business letters:

• Containing the text of the author and written in free form;
• Compiled according to a strict pattern.

By addressees.

• Circular - a letter that is sent to several recipients;
• Normal - sent to one addressee on behalf of one person;
• Collective - sent to one addressee, but from several persons.

Letters are also divided according to the form in which they were sent:

• Sent as a fax message;
• Sent by e-mail;
• Those sent in regular envelopes.

There are types of letters that, for ethical reasons, should be handwritten rather than typed. This applies to condolences and congratulations.

Secrets of correct design

The text of the letter is divided into introductory, main and final parts. They are logically related to each other. The introductory part includes the circumstances that led to the creation of the letter, and the main part is the content itself. In the final part, the results are summed up, which express the request, refusal, and so on.

In general, business correspondence with all responsibility can be called an art, because it is necessary to learn how to conduct it correctly, in compliance with all requirements. Indeed, most often we think only about the fact that the information is presented clearly, but we forget that the letter can be considered the face of the company.

Stylistics.

Each letter is kept in a strict business style, the means of speech typical for official documents are used.

Requirements for the presentation of information.

All information contained in the letter is set out as follows:

• Addressed, intended for a specific person;
• As of the date of writing, all information must be up-to-date;
• Reliably;
• Impartially;
• Argued;
• As much as possible so that based on it it was possible to make a decision.

Form.

First of all, the letter is drawn up on a letterhead that is branded for the company.

• For writing a business letter, A4 sheets are used;
• The left margin of the form must be at least 3 cm, since after some time they will be sent to the binder;
• The name of the company, its legal and actual address, e-mail address are indicated;
• It is better to use the standard font Times New Roman, size 12. It is the most optimal and is well perceived when reading;
• It is allowed to issue business letters without using letterhead, then you need to provide information from the form after all.

If in a letter in question about big deals related to finances or confidential information of a different nature, it is not recommended to send such letters by fax or in electronic form. Better the old fashioned way, in an ordinary paper envelope.

Numbering.

If the letter consists of several pages, then they are numbered, starting from the second. The numbers are placed at the top in the middle. Arabic numerals. Do not put any dots next to the number.

Division into parts.

This means dividing the letter into paragraphs. The text should not go in a continuous stream, so it simply will not be perceived. By dividing into paragraphs, you can see where one thought ends and another begins.

Availability of fixes.

Corrections and typos, as well as erasures, are undesirable. The letter must be composed correctly, and the text is printed at intervals of 1.5 - 2.

Details used.

We will indicate only the main ones, since we already briefly talked about them a little earlier:

• If the enterprise is state-owned, the coat of arms of the Russian Federation is used. It is located in the middle of the official form;
• Company name in full;
• Fax and telephone numbers;
• Bank account number;
• Addressee - moreover, the name of the addressee company is used in the nominative case, use the dative case to indicate the position and surname of the recipient;
• If the recipient has academic degree or rank, indicate it before the person's surname;
• Any props are written on a new line and with a capital letter.

Business letter after the meeting

You held a business meeting, there was a certain prospect for. How to reflect this in the letter, we will discuss further.

1. First of all, at the beginning of the letter, refer to the date and time of your communication with a potential partner, even if a couple of days have passed since the meeting.
2. Avoid mistakes or too complex phrases: write a letter short and clear, but so that the recipient has a desire to read it.
3. Mention what the conversation was about. For instance: " We discussed how much the Venetian style vase would cost.”
4. Make sure that the recipient of the letter expresses his attitude to the topic of the meeting.
5. Specify the time when you can communicate by phone or meet in person.
6. Tell the recipient that you are waiting for cooperation with him: " Hope to have further business relationship with you«.
7. End the letter with the following or similar phrase: FROM Best wishes to you...».

Email business letters

It is impossible to ignore the requirements for their design, since now more and more letters are issued in electronic form than in paper. It's the 21st century after all.

It is not difficult to prepare an e-mail business letter, the design requirements are identical to traditional letters. The only thing is that such a letter should always have a title (or a subject line) so that it simply does not get lost in the documentation flow.

In addition, when such a letter is answered, it is better not to change the subject of the letter, so you will quickly understand what it is about if you receive a lot of emails.

Also, you should not use cutting-edge software when making attachments to such letters, it is far from a fact that your addressee has the same. If it is not there, the letter simply will not open.

Don't use emoticons when writing a business email. Technology is great, but use business language when writing.

What is the deadline for responding to a letter?

If the letter belongs to the category requiring a response, then when to respond depends on the information contained in the letter:

• If you receive a request, within the next three days from the date of receipt, confirm that it has been received. And the final answer can be given within a month;
• If we are talking about condolences, it can be sent within ten days after the sad event happened;
• It is permissible to send a congratulation within 8 days from the moment you learned about the solemn date;
• If we talk about general rules good manners, then it is better to respond to letters within seven days.

How to write a business letter: simple language about complex

Distinguish between a business letter and personal correspondence. We have already talked more than once today about what these differences are, we should not forget about them. Now let's look at writing a letter in stages.

Stage 1. Specify the addressee.

In the upper right corner of the form we write the last name, initials and position of the person to whom we address the letter. If the addressee is an organization, indicate its legal address.

Stage 2. Appeal.

We place it in the middle of the form. It is carried out in a respectful manner, without abbreviations and blots.

Example: Dear (name, patronymic)! Also, an address to the addressee can be carried out with an indication of his position. But when you address a person by name, it reduces psychological stress, indicates that the business relationship is stable and established.

Stage 3. Purpose statement.

Explain the purpose of the letter, its essence and main ideas. This part is the main one. Write about what you want to say, what is the reason for the appeal. But do not forget about the official and neutral style.

Stage 4. Making suggestions, recommendations.

Almost any business letter implies that the addressee will respond to it. This is not required mainly only by letters of an informational nature. Therefore, do not just describe the problem, but also suggest how it can be solved.

If you file a complaint, ask for certain measures to be taken, but if you offer to cooperate, tell us what options are available.

Simply put, the one who receives the letter must see that they not only want something from him, but also understand how this can be done.

How to end a business letter

A business letter must be written perfectly. If the spelling rules are not followed, this can negatively affect the reputation of the company as a whole. Therefore, we propose now to dwell in more detail on the design of the final part of a business letter.

At the end of the letter, summarize everything that was said earlier. But it’s not worth stretching the conclusions over 10 sentences, after all, brevity and conciseness are valued in business letters. It is better to limit yourself to simple phrases.

We will put 2 indicators as the basis of the ending: it should be as polite and correct as possible. There are different options for how to build it.

Here are some examples:

• Thank you for your attention or help: Thank you! (Let me thank you…);
• Express your hopes for the future: We hope for mutually beneficial cooperation (We hope to receive an answer in the near future ...);
• You can build a phrase with the assurance of the addressee of something: We would be glad to cooperate with you;
• Make a request: Please report the results;
• Sorry for the inconvenience caused: I apologize for the unexpected delay in payment of the material.

How to say goodbye to the addressee.

Despite the fact that the correspondence is official, you can say goodbye in different ways.

Here are a few options:

• With respect to you…;
• Wishing you success...;
• With best regards…

We put the signature correctly.

When signing a letter, indicate your position, first and last name. If you doubt the appropriateness of a phrase like: " Yours sincerely" - just don't use it.

You can indicate your contacts, additional phone number or email address in the signature, so you show the recipient that you are ready to communicate and cooperate with him.

In the next part of our article, I would like to talk about business letters in English.

Business letters in English

There is no regulated form for compiling such letters. Everything will depend on what the purpose of the letter is and who the recipient is. Here are some brief guidelines for compilation.

Date of writing.

If we write in the USA, then in the indication of the date we put the month first, then the day, and only then the year. If to the UK - the date is affixed as in the Russian Federation. At the same time, write the month in letters, avoid confusion.

Recipient details.

• If you write to a man, please contact: Mr (insert last name);
• If a woman who is married: Mrs (insert last name);
• For an unmarried lady: Miss (insert last name);
• If you do not know the status of the lady: Ms (insert last name).

Address indication.

The order is opposite to that adopted in the Russian Federation: office, house number, street name, postal code, state name (if we write in the USA), county name and country name (if we write in the UK).

How to contact the recipient.

Standard calls:

• Dear madam;
• Dear Sir;
• Dear Sir or Madam;
• Dear Mrs;
• Dear.

After the appeal, we put a comma (if we write to the UK) or a colon (if we write in the USA). Exclamation mark set is not accepted.

Subject.

Be sure to indicate the subject of the letter, as well as in the Russian Federation.

Main text.

Divide it into paragraphs. Or write each sentence on a new line.

How to say goodbye

For example, like this: Thanking you for assistance, we remain Yours truly"- Thank you, devoted to you ... although it can be less formal.

Signature formatting.

We put the signature under the paragraph with farewell, indicate our last name and first name, company name and position.

Designing applications.

If you are attaching any documents, indicate this at the end of the letter: " Enc." and list apps.

What to capitalize.

• Surnames and initials;
• Company names;
• Names of cities, states, and so on;
• Any words that indicate the position held;
• First words in farewell;
• Introductory remarks.

Before we end the conversation, we will give samples of business letters in Russian and English.

Sample business letters in Russian and English

Conclusion

Summing up, I would like to say that a business letter is a tool for communication in any field of activity. If written correctly, it will certainly present your company in a positive way.

On the other hand, a sloppy, misspelled letter can destroy the most promising business in the bud. Write letters correctly, and we tried to tell you how to do it.

The letter to the director should be short and informative. You should not write multi-page retellings. A sample message can be downloaded for free from the link.

Letter to director institutions can be of different content. Business appeals of counterparties, local messages from employees of the organization to the directors, which have a written form, are more effective than telephone conversations and oral conversations. The source of information on paper is stored on the directors' desks, company archives and someday becomes in demand. The claim template can be downloaded free of charge via a direct link.

The letter to the director should be short, clear and meaningful. You should not write voluminous texts and multi-page retellings. The exception is claims. Nobody is interested in ordinary offers and regular booklets. The appeal to the director must be given uniqueness, emphasize the main essence in a few lines. After writing the content, prepare for further development events. The person interested in the text will ask a lot of questions. Thoughtful answers, prepared in advance, will be a good addition to the presentation and emphasize the author's competence in the question.

Mandatory paragraphs of the letter to the director

:

• In the upper right part, the name of the addressee is written with the specification of the position and full name of the head;
• Below are fixed your own details and contact numbers telephones;
• In the middle of the sheet, using polite phrases, an appeal is made by the name and patronymic of the director;
• The introductory part consists of one or two lines;
• After the introduction, you need to immediately move on to the narrative;
• Each word of content must be thought through and checked several times;
• At the bottom is the date of writing, signature and transcript;

Content delivery style plays essential role in the mind of the reader. Correctly filling out a letter to the director is more likely to achieve the desired result. Compliance with the parameters of margins, title, signature, date and other components of the document will be noticed and appreciated. The addressee always evaluates the author's attitude to his own presentation. The first letter is an important part of the structure further communication. There is a whole science of correct presentation of information. By compiling paper on your own, you need to know the basic basics and success will not keep you waiting.

Instruction

Start your letter by indicating who you are writing to. Format the message as is customary in business correspondence. In the upper right part of the document, write in three lines the position, company name and last name of the manager, for example:

To CEO
OOO IntersvyazCom
Ivanov I.I.

Specify who is the addressee of the letter. Do this after indenting from the previous section of the message also on the right side. You need to indicate your position and last name with initials, for example:

From Head of Sales
Esenina E.E.

Indent a few lines from the previous section, align the cursor in the middle of the page, indicate the nature of the message. You can write " Memo», « Information mail” or “Explanatory note”, it all depends on what reason you are contacting the head of the organization. Do not put a dot after the title. If the letter is related to any request, you can simply contact the director by name and patronymic in a respectful manner.

Begin the letter with words that explain the reason for writing it, such as "in continuation of our negotiations", "in accordance with your request" or "based on your suggestions."

If your letter is related to a request for the purchase of equipment, promotion of an employee or the opportunity to take a business trip, it is better to start the letter with the phrase “Please consider the opportunity ...”.

State the situation, make explanations, draw up tables or graphs, if the nature of the letter requires it. The alignment of the body of the document should be set to the width of the page. Each line must start with an indent.

Sign the letter, be sure to use the standard “respectfully yours” before indicating the last name, after it you must put a comma.

Do not forget to indicate the date of writing the letter and sign the printed document.

If your organization has an internal e-mail communication, start your letter with an appeal and set out all the information in a free form.

Sources:

• letter of request to director

Service letters account for up to 80% of total documents that are prepared in an organization or enterprise. With their help, communication between institutions and individuals takes place. Service letters are informational in nature, they can also be made in the form of a request or requirement.

Instruction

Decide on the purpose of the letter. It is needed only if the issue to which it is devoted cannot be resolved by or in person, and also if it should serve official document confirming the very fact of its departure. Think it over in advance and make sure that you have chosen the addressee and that it will be within their competence to answer if your letter- inquiry.

Only one question should be stated in one. Several questions are allowed to be stated only if they are interconnected. The recipient must immediately understand the essence of your letter, so it must be stated in the very first phrases. In them, inform not only the essence of the question, but also the actions that you expect to receive in response. In the introduction, you can refer to regulations, which you are guided by when compiling a letter and which serve as the basis for requesting or providing information.

The main body of the letter should encourage action, convince or clarify. The text should be clear, concise, concise and logical. The facts stated in it must be verified and objective, the digital data must be as accurate as possible. Write the letter in a businesslike, neutral tone. The text can be written in the first person singular or plural or third person singular.

Avoid categorical expressions in the text of the letter. Use for this introductory words and designs: if possible, apparently, as follows from, as known.

The businessman requires you to start the letter with "Dear" and write the name and patronymic of the addressee. If they are not there, then at the end of the letter, before your signature, there must be the phrase "Respectfully,". You can also emphasize this respect in the text of the letter, using such adverbial phrases, as: "having carefully studied your comments...", "having carefully considered your proposals...".

The official letter must be written on the letterhead of the organization, which indicates its full name and Contact phone numbers.

When implementing economic activity some leaders of organizations are forced to use business trips. From Article 166 Labor Code RF follows that the employee is sent to the order of the head of the organization. But what if the director himself goes on an official assignment, because it turns out that he sends himself on an official assignment.

Instruction

First of all, look in the charter of the company who has the right to issue administrative documents. If it is written there that only the head (who is also the director) owns the right to publish, then he must draw up documents for a business trip. If you have delegated the right to sign to a deputy, travel documents are signed by this person.

Issue a job assignment for sending on a business trip, it has a unified form No. T-10a. Here, specify the destination of the business trip, its start and end time (according to tickets), the purpose of the trip. Sign the document. At the end of your business trip, please complete the report at the bottom of the form.

Issue an order to send an employee on a business trip (form No. T-9). If the charter provides for the delegation of the right to sign to another person, he must draw up an administrative document. Enter information about the business trip here: destination and period of the business trip, purpose and reason (duty assignment). Sign the document or give it to the deputy for signature.

Issue an order for your temporary substitution. If there is a deputy, appoint him to act as head; if there is no such position in the state, appoint another person. In the administrative document, write down the replacement period and the reason (business trip), specify a number of powers.

Issue a power of attorney for the deputy to conduct business. For example, to represent the interests of the company in the tax authority. Take care of signing financial documents. To do this, you can contact your bank and remake the signature card.

Draw up a travel certificate (form No. T-10). Please enter your full name director of the organization, his personnel number. Below, enter the purpose of the trip and the period of being away from the workplace. Sign the document.

Sources:

• how to arrange travel