Always be in the mood. How to write a business letter: types, design rules, style and samples of business letters What can a letter mean

letters about́

1) The process of action by value. verb: to write (1).

a) A paper with text written on it, sent to smb. for the purpose of communicating about smth., presenting one's thoughts, expressing feelings.

b) The text itself.

c) Postal item containing such text.

3) Official document.

4) Skill, ability to write.

a) The system of graphic signs adopted for the transmission, imprinting of the scripture; writing.

b) The system, form, style of such signs.

c) unfold The appearance of writing; handwriting.

6) Techniques for creating literary and artistic works.

7) Techniques, manner of writing works of art.

S.I. Ozhegov, N.Yu. Shvedova Explanatory Dictionary of the Russian Language

letter

LETTER, -a, pl. h. letters, -sem, -smam, cf.

1. Written text sent to communicate something. to someone Write to relatives. Custom p.

2. The ability to write. Learn to read and write. The art of writing.

3. A system of graphic signs for the transmission, imprinting of speech. Verbal-syllabic n. Hieroglyphic n.

4. The manner of the artistic image. Realistic n. Ancient letter icon.

| reduce letter, -a, cf. (to 1 value).

| unic. letter, -a, cf. (to 1 value).

Small academic dictionary of the Russian language

letter

BUT, pl. letters, -sem, -smam, cf.

1. only ed. h.

Ability, writing skills (in 1 value), as well as writing itself.

The art of writing. Various ways of writing.

Reading, writing and arithmetic progressed very slowly. S. Aksakov, Childhood years of Bagrov-grandson.

Vsevolod Evgenievich generally strictly looked at the letter, and all his students wrote beautifully. Aramilev, In the forests of the Urals.

2. only ed. h.

The system of graphic signs used for writing; writing.

Slavonic letter. Gothic letter. Arabic letter.

One side of the stone is covered with intricate grooves, as if a worm had walked. These grooves turned out to be the letters of an ancient forgotten script, now known only to a few scientists. A. Kozhevnikov, Living Water.

Appearance of smth. written, handwriting.

Clear letter. Large letter.

A paper with written text sent to smb. to communicate something, to communicate with someone. at a distance, as well as the corresponding postal item.

Complimentary letter. Send a letter.

I wrote home every week and every week I received the most tender letters from my mother. S. Aksakov, Memoirs.

Every morning she went to the post office, asking if she had any letters or telegrams on demand, but there was still no news from St. Petersburg. Sayanov, Lena.

I only write letters to you about what I see myself and what I experience from day to day. I. Goncharov, Frigate "Pallada".

The fighter is recovering, Letters dictate - A few words: “Alive and well. Border guard Petrov. Mikhalkov, Red Army soldier Petrov.

An official, usually monetary document.

Letter of guarantee. Loan letter.

only ed. h. Claim. , lit. Techniques and character of the artistic representation of reality.

Anton Pavlovich had a high opinion of modern literature, that is, in fact, of the technique of modern writing. Kuprin, In memory of Chekhov.

The chief lieutenant rushed to the paintings --- and, as in school, began to explain the manner of painting by Kurt Van, moving from one canvas to another. Fedin, Cities and Years.

In this work, although I approached realism, I did not fully master the manner of realistic writing. Pavlenko, Autobiography.

Synonyms

Dictionary of Russian synonyms

letter

letter , preprovodilovka, escort, cart, baby, advice note, correspondence, triangle, cartel; writing, calligraphy, graphics; pasigraphy, cryptography, katakana, latin, hiragana, cyrillic, pictography, ideography, semi-ustav, kipu, cambio, devanagari, brachygraphy, kvipu, bodmer, ligature, glagolitic, ogham, onmun, kharoshthi, nevmy, boustrophedon

Dictionary of Russian synonyms 4

Etymological dictionary of the Russian language. Vasmer Max

letter

pl. letters, Ukrainian letter, blr. letter, Bulgarian letter (Mladenov 424), Serbo-Chorv. nismo, slovak. písmo, Czech, Slav. pismo, Polish. pismo; st.-glor. letters, -ene γράμμα, γραφή (Supr.). From writing. Usually close to Lit. piešìmas "drawing, daubing"; see Zubaty, Sb. filol. 2, 86; Buga, RFV 73, 335; Trautman, BSW 211. Fam. Pisemsky comes from the name of the Pisma River, in the Kostroma basin.

Despite the most modern technical means of information transmission, mail as communication structure for communication and transmission of messages (letters, postcards, telegrams and parcels and parcels) not only has not lost its significance, but has become the most powerful public service in Russia.

And it is not surprising that when you come to the post office to send a gift to your relatives, and you specify the method of sending:

• Registered parcel with the declared value;
• Shipping first class.

This only confirms that the modern Post service keeps pace with the times and introduces all advanced technologies.

Russian Post uses two basic mandrel formats:

1. Normal sending, when the sending process is carried out independently by the sender. So you can send letters and postcards by simply dropping them into the nearest mailbox.
2. Registered departure possible only through post offices. In this case, there are already legal relations between the sender and the mail.

Since the post office assumes full legal and financial responsibility. The sending procedure requires sender identification(passport or other identification document).

After the sender fills in the necessary receipts and documents indicating his passport data, he is given a track number, with which you can track the entire path of movement of the sent material.

Situations often arise in life when you need to know one hundred percent that the recipient (addressee) received this or that postal item. Sometimes it is necessary to comply with the legal rules of the legal procedure. The Postal Service of the Russian Federation assumes full responsibility and provides this service - notification of delivery of letters(hereinafter just a notice).

Until quite recently, only legal entities could use this service, in our time, delivery notification is available to all senders in Russia.

If desired and necessary, at your first request, you will be provided with the opportunity to receive digital legal confirmation notifications of delivery (delivery) of your shipments. Both formats of notices (digital notice and on paper) have the same legal force and can be used as documents in judicial and other bodies.

The digital version of notifications significantly reduces the costs in the work of postal services, employees of legal authorities and departments of enterprises. Notifications in document format can be received by all users of the mail service, simply via the Internet by going to the Russian Post website.

The new leadership of the Russian Post has recently been widely implements the most advanced IT technologies and every day improve the service of providing services to consumers. The official website has become more convenient for working online, you can quickly get all the necessary information.

And since the digital format of the document of notification of receipt (delivery) is official, from the point of view of jurisprudence, a digital electronic signature is required for the procedure for its execution.

For the recipient, this service is free of charge, he is only obliged to confirm the very fact of receiving the item. Payment Notice included in shipping cost and paid by the sender. Using a modern mail service, the sender can be notified of the receipt of the letter by his recipient during the grids.

Since the beginning of this year, in Moscow and the Moscow region, the postal service has connected the possibility of using a digital signature to receive mail, parcels and letters. The service is completely free. The only thing is that in order to use it, you will need to activate this option once at your nearest post office.

So having spent a little of your time, you will each time receive a notification in the form of an SMS about the receipt of a registered letter or parcel at your post office. In addition to SMS messages, your phone number will also receive secret confirmation code.

Upon receipt of your correspondence, you will need to name it to the post office employee.

Test program of the Russian Post on the use of digital technologies when receiving notifications, accelerated processing time correspondence more than five times. This suggests that Russia is waiting for a new technical digital revolution in the field of postal services. In the very near future, every corner of vast Russia will have digital communications to serve all citizens.

Moreover, the Russian Post performs much more services and not only postal, but also financial. In remote areas of the country, people receive the most necessary goods through post offices, and over time this trend will only expand.

Probably, everyone at least once had to deal with the need to write a business letter. When compiling it, you involuntarily come to the conclusion that it is not at all easy. There are many rules and regulations for writing business letters that you need to know. The article describes in detail the process of drafting a document, provides samples of a business letter, discusses their types and design.

Form

Ready-made forms will give solidity and indicate the reliability of the company. They contain essential information about the organization, such as:

• Name.
• Address.
• Contact phone numbers.
• Website.
• Email.
• Logo.
• Other contact details.

There are no strict rules on the forms. Therefore, each organization independently decides what information to put in them.

How to write business letters correctly? Training

Business letters are written and executed in a certain way, obeying their inherent rules and requirements. Depending on the goal, the author thinks through the content in detail in order to get the result he calculates. He must clearly understand what information the addressee already knows on the subject of the letter, what to proceed from and what will be new in it. Arguments depend on what purpose the author pursues. The process of preparing a business letter can be divided into the following stages:

• The study of the issue.
• Writing a draft letter.
• His agreement.
• Signing.
• Registration.
• Sending to the addressee.

Structure of business letters

When compiling a letter, it is necessary to saturate it with information, that is, put all the necessary information there. It can be simple or complex. In a simple letter, the content clearly and concisely displays information that generally does not require a response from the addressee. Complex may consist of several sections, paragraphs and paragraphs. Each paragraph presents one aspect of the information. Samples of this type of business letter usually consist of an introductory, main and final parts.

Below is an example of writing a business letter - its introductory part.

The main part describes situations, events, their analysis and evidence. It is in this part that they convince that it is necessary to act in one way or another, they prove how things were and inform about the need to participate in any event, citing various arguments.

The conclusion contains conclusions that are made in the form of proposals, requests, reminders, refusals, and so on.

An example of writing a business letter - its final part - is presented below. This summarizes the requirement stated in the main.

All information provided should be optimally consistent and understandable for perception.

Each email starts with a center-aligned message. This little part is extremely important. When choosing it, the author should consider:

• The position of the addressee.
• The nature of the relationship.
• Officiality.
• Etiquette.

The letter must end with a polite form. For example: "... I express hope for further cooperation (thanks for the invitation) ...". These phrases are followed by the signature of the author.

Style

All letters must be in a formal business style, which means using the means of speech for a formal business relationship. The features of such a language are formed under the following circumstances:

• The main participants in business relations are legal entities, on behalf of whose managers and officials letters are written.
• Relationships in organizations are strictly regulated.
• The subject of communication is the activity of the company.
• Documents of a managerial nature generally have a specific addressee.
• Often in the course of an organization's activities, the same situations occur.

In this regard, the information contained in the business letter should be:

• Official, impersonal, emphasizing the distance between the participants in communication.
• Address, intended for a specific addressee.
• Current at the time of writing.
• Reliable and impartial.
• Reasoned to induce the recipient to take any action.
• Complete for decision making.

Requirements

A business letter must meet the following requirements:

• Speech is standardized at all levels - lexical, morphological and syntactic. It contains many turns, terms and formulas.
• The tone of writing is neutral, restrained and strict, without the use of emotional and expressive language expressions.
• The accuracy and clarity of the text, without logical errors, the clarity and thoughtfulness of the wording.
• Conciseness and brevity - without the use of expressions that carry additional meaning.
• The use of language formulas formed as a result of repetitive situations.
• The use of terms, that is, words or phrases that have special concepts.
• The use of abbreviations, which can be lexical (that is, compound words formed by removing letters from parts of words: OOO, GOST, and so on) and graphic (that is, the designation of words in abbreviated form: grn, zhd, etc.).
• The use of constructions in the genitive and instrumental cases.
• Phrases with verbal nouns ("support" instead of "support").
• Using simple common sentences.

The above examples of a business letter below are shown in the full version (with the main part). The information meets all the requirements of the official business style.

Types of business letters

It is best to write a business letter on any one specific issue. If you need to solve several issues at once, it is recommended to draw up several different options.

Business letters can be in their content:

• Accompanying. Such letters are usually needed to inform about where to send the documents.
  (How to write a business letter? A sample cover letter will help those who need to write this kind of document.)

• Warranty. They are written to confirm any promises or conditions. It can be guaranteed, for example, payment for work, rent, delivery times, and more.
• Thank you. They have been used more and more frequently in recent years. Such letters demonstrate the good tone of partnerships. They can be issued on a regular letterhead or on colored paper with a beautiful print.
  (How to write a business letter? A sample of a thank-you variety is drawn up in a free form depending on the tasks that it solves. In this case, the letter expresses its essence in the shortest form. Such a sample, made on colored paper with an ornament, can hang on the wall in the room companies in a place of honor.)

• Informational.
• Instructive.
• Congratulatory.
• Advertising.

There are also letters:

• Proposals about cooperation. Quite common in recent times, sent to organizations, are often promotional in nature, for example, like this sample. It is quite difficult to write commercial letters, you need to take into account many nuances so that they pay attention to it, and even more so get interested. But if you make it according to the model below, it has every chance of success.

• Invitations. They are sent, offering to participate in various events. Usually they are addressed to the leader or official, but they can also be addressed to the whole team.
• Requests.
• Notifications.
• requests and many more.

How to write a response to a letter. Example

The answer should begin with a repetition of the request set out in the first letter. Then the results of its consideration are given and approval or reason for refusal is expressed. A business response letter may contain an alternative solution to the expected information. It usually follows the following principles:

• The presence of a link to the first letter and its content.
• The same language means.
• Comparable volumes and aspects of content.
• Compliance with a certain sequence.

Decor

In addition to using letterhead business letters, you need to take into account other subtleties in their design. These are details, rules for abbreviations, spelling of the address, heading, text length, field width and more.

Samples of a business letter help to compose it, taking into account all the subtleties and nuances. They are used by both novice clerks and experienced workers. Thanks to the samples, they learn how to write letters correctly and save a lot of time.

- a generalized name of various in content, serving as a means of communication between institutions in the process of carrying out their activities.

A letter is the most common way of exchanging information, it unites a huge group of documents of the most diverse content, distinguished by the way the text is transmitted ( by mail). Letters make up the bulk of the incoming and outgoing documents of any institution and come in many varieties.

Types of letters:

• instructive;
• accompanying;
• informational;
• warranty;
• advertising;
• claim;
• arbitration;
• confirmation letters;
• reminder letters;
• notification letters;
• request letters.

The letters express congratulations, wishes, greetings on solemn occasions. Letters are sent as a sign of participation and expression of condolences in dramatic and tragic situations.

The letter is drawn up on a form specially designed for this type of document. A4. If the text of the letter does not exceed seven lines, it is allowed to use the format for letters A5.

Date of letter is the date of its signing.

Text of the letter build according to the scheme:

• introduction (here are the motives for writing the letter, references to events, facts, decisions of higher institutions and other factors that served as the basis for writing the letter);
• evidence (here they state the rationale for the issue stated in the letter);
• conclusion (listing conclusions, requests, requirements, suggestions).

Often in the practice of documentation, letters are used that contain one final part of the text without explanation.

In terms of volume, the text of the letter, as a rule, should not exceed one page.

Purpose of compilation and direction letters is reduced, as a rule, to incentives, hence the basic requirements for the text: clarity, clarity, brevity. The practice of correspondence has developed several general rules that must be followed when compiling and formatting letters.

The letter should be devoted to one issue, which simplifies the operations for their processing and speeds up execution in the organization to which they are addressed.

The text of the letter, as a rule, is stated in the third person singular, for example: “The school does not have the opportunity ...”, “In the coming year, the school does not suggest ...”, etc.

The right of official letters, as a rule, belongs to the head, and during his absence (illness, vacation, business trip) to his deputy or an official acting as head. Letters are currently sent not only by mail, but also by telegraph, fax machines, computer networks (e-mail).

Regardless of the method of transferring the document, uniform requirements for its preparation and execution are used (see Fig. 3.7).