How to write corporate letters. Mandatory paragraphs of the letter to the director. The letter must have a title

A business letter is one of the main communication tools in any business. A well-written business letter will help create a positive impression of the company. And one poorly written letter can kill your entire reputation. We have already written about the rules of business correspondence, now let's look at specific examples of business letters.

business letter samples

There are many types of business letters - business proposals, letters of complaint, letters of gratitude, letters of refusal, cover letters, letters of guarantee, information and so on. The principles of their compilation practically do not differ from each other. Look again at to avoid mistakes.

Thank You Letter Examples

Example of a letter of guarantee

Sample response letter

it good example of what a polite rejection letter might look like:

An example of an information letter

Complaint letter example

Examples of letters in English in business correspondence

Unfortunately, not everyone has a high level of English proficiency. And often managers are a little lost when they need to write a business letter to English language. If even in Russian people cannot always understand each other in correspondence, then what can we say about a foreign language? The best way out in this situation is to search for similar letters and use phrases that are suitable from them in your letter. For example, here are three examples of business letters in English: a letter of gratitude to the client, a letter clarifying the terms of the transaction, and a letter in response to a purchase offer. Each file contains a version of the letter in English and its translation into Russian.
Download a letter of gratitude to the client in English.
Download the letter with the terms of the deal in English.
Download a response letter to a purchase offer in English.

Structure of a business letter

A clear structure is a mandatory characteristic of a business letter. It will help the recipient to quickly understand the meaning of what is written and reduce the time to read it. A business letter consists of the following main parts:

1. Title (subject of the letter). In the title of the letter, you should write its brief purpose or essence. No abstract phrases can be used here. It should be clear to the addressee by the heading alone what the letter is about. For example, "On changing the prices for the supply of products" or "Business proposal for trade cooperation with the company XXX".

2. Greeting. The greeting “Dear + First Name Patronymic!” is considered traditional in business letters. However, the name is not required. You can also address the addressee through his position: "Dear Mr. Director!". However, keep in mind that addressing by name somewhat reduces the psychological distance and emphasizes the well-established business relationship. If the letter is addressed to a group of people, then it is permissible to write “Dear ladies and gentlemen!”, “Dear partners!” and so on. The use of the abbreviations "Mr", "Ms" or initials is perceived as a sign of disrespect, so try to avoid it.

3. A statement of the purpose of writing a letter, its essence, the main idea. This is the main part of the letter. Here you write directly about the very reason for writing the letter.

4. Your suggestions for solving this problem, recommendations, requests, complaints. Business letters almost always involve a certain reaction of the addressee (except for purely informative letters). Therefore, it is important to describe not only the problem itself, but also to offer your own options for solving it. If you are writing a complaint, then ask to take appropriate action, if you make an offer of cooperation, then describe it possible options. In a word, the recipient of your letter must not only understand "what" you want from him, but also understand "how" you propose to implement it. Then it will be a real business letter.

5. Brief summary and conclusions. At the very end, we can sum up all of the above. However, it is not always possible to do this very briefly. In this case, writing in a few sentences what you already described in the first two paragraphs is not worth it. remember, that best friend a business letter is short. Therefore, in most cases, it is enough to confine ourselves to the phrases “I hope for successful cooperation”, “I am waiting for your answer on this issue”, and so on.

6. Signature. A business letter is signed with the position, name and surname of the sender with the traditional phrase "Respectfully". Other options are also possible: Best wishes”, “Sincerely yours”, and so on, depending on the proximity of your contact with the recipient. The phrase "Respectfully" is the most universal, so if in doubt how it would be more appropriate to subscribe, then use this phrase and you will definitely not miss.

Also, it would not be superfluous to add contact options with you to the signature: other email addresses, work phone numbers, skype. The benefit of this is not only that the recipient, if desired, will be able to quickly contact you in a convenient way for him, but also that in this way you will demonstrate your openness and readiness to communicate with the addressee.

And do not forget that an official letter is first of all a document. Therefore, neglecting the rules for compiling it, you irrevocably ruin the reputation of your company and yourself as a specialist.

An integral attribute of any business is business correspondence. Employees of each enterprise communicate with colleagues and customers, with suppliers and consumers. In general, the daily routine of any office certainly includes participation in correspondence.

That every day the majority of employees in enterprises and organizations send and receive numerous messages, not everyone adheres to established norms and rules for their creation. It turns out that writing a business letter correctly and correctly is not so simple. There are a number of requirements and patterns that are applied in the world and related to workflow. They include the rules for writing a business letter, as well as the main points regarding design.

When composing a message to a third-party organization or just to a colleague in a neighboring department, you should adhere to a strict style (with the exception of friendly correspondence, for which there are no such restrictions). Do not use too emotional words even to describe the importance of the transaction or the delight of the tested products. A business letter should be clear, concise and reasonably restrained.

The message should start with the addressee. If it is intended for an employee of a third-party organization, you must certainly indicate its name, position of the recipient, as well as his full name. In the case when the document remains within the company, a surname with initials is sufficient (you can also add the position held).

A business letter to a third-party organization should be written on company letterhead (regardless of whether it will be sent electronically or in paper form). In its absence, you can simply indicate the details of the sender in the "header" of the document.

Before you start compiling a text, you need to think about its structure, identify the main theses and goals of writing. This will make the writing process much easier. The letter should end with a signature, which indicates not only the name of the sender, but also the position, as well as the name of the enterprise that he represents.

When submitting an offer potential client or partner in the end, you must certainly express gratitude for cooperation and hope for further joint work.

In addition to the rules used in business correspondence, there are also recommendations. For example, any document addressed to a specific person should begin with the words "respected" with full name, not initials. No need to use abbreviations in letters, for example, write "uv." or reduce the position of the addressee, his place of work.

International document management is considered the most difficult, since each state has its own nuances of communication, and the language in which you have to correspond with foreign partners is not always clear to the writer of the letter, so you have to use the services of translators. Before resorting to the services of such a specialist, it should be clarified whether he knows how to write a business letter in English, or whether we are talking about a banal literal translation. If it is planned to maintain foreign document flow constantly, it is better to hire an employee who knows enough foreign language to compose a business letter on it.

In general, the achievement of the task in many respects depends on how the document is drawn up and how it is designed. So in no case should you underestimate the importance of business etiquette when communicating.

An integral and important part of modern business correspondence is a letter of request. The samples and examples of wording presented in the article, as well as the indicated rules for writing it, will help you correctly compose the necessary text and arrange it in accordance with the customs of office work. We are offering to you step by step guide for writing this type of application.

General information

A request letter is relevant in cases where its author needs to receive any information, documents, make a deal or other business actions from other persons. It can be sent both to the name of a specific person (head, director, head of department, etc.), and to the address of the entire organization as a whole. Your request for help must follow the rules generally accepted in business correspondence.

The letter is the face of the company, even the little things matter. Print it on letterhead signed by an authorized person and stamped (if available). Be responsible for the choice of font, its size and the position of the text on the page. Don't neglect margins, red line and paragraphs. Often the first impression is made just by looking at the document.

Step 1: Specifying a Destination

If you write an impersonal letter to a specific company, then most likely it will go to the reception or office, then to the manager, and finally to the direct executor. Indicate the correct full name of the organization in the “cap” of the text, it is best to add the legal address as well.

As mentioned above, the best option is considered to indicate a specific addressee, that is, a personally addressed request for help. Always try to address by name and patronymic. For example, “Dear Alexander Viktorovich!” or "Dear Mr. Schwartz!". Thus, you, firstly, express your respect to the person, and secondly, a request addressed to a specific person imposes certain obligations on him, responsibility for its consideration and implementation.

In some situations, it would be logical to use a group of people, a certain team or part of it as an addressee. This is also relevant in cases where a request letter is sent to several addresses. Use wording such as: "Dear colleagues!", "Dear accountants!" etc.

Stage 2: Compliment

It is good if the official request letter contains a compliment in relation to its addressee. By doing it, you seem to be answering his natural question: “Why are you addressing me with this question?”. You can note the past merits and personal qualities of a person, the status of the company, etc. In particular, use the following wording: “Your firm is a leading supplier…”, “You have helped many in solving complex issues in this area…”, “Your organization is a leading expert in the market in the field…”, etc. Do not forget that it is appropriate a compliment will be when the request letter (samples and examples in the text) is of a non-standard nature and the addressee needs to be won over. Draw his attention to the qualities and merits that are relevant to fulfilling your request. However, we do not recommend crossing a very thin line between a good and right compliment and rude flattery.

Stage 3: Substantiate the request

Any request must be reasoned, because the addressee must know why you are addressing him specifically. So it makes sense to bring it to the heart of the matter. On the this stage we recommend that you select the three most convincing arguments that should be built in the text of the letter according to the scheme: medium strength, weak, most strong.

The request may have a different level of complexity, and you need to be prepared for the fact that the addressee will not always be interested in its implementation. In this regard, he must be convinced that its implementation carries potential benefits for him. Interest the addressee so that he accepts your document with full seriousness.

The letter of request may contain a proposal for the implementation of a certain attractive opportunity for him.

Examples of wording

“At all times enterprising and business people striving not only for material success, but also for personal growth to be forever remembered by people for their good deeds, to win their respect.
"Of course, your main goal is to improve the living standards of the citizens of the city." In particular, this wording can be used when a letter of request is drawn up to a deputy, for example, to provide premises for kindergarten, arrangement of a playground, etc.

You can also voice a problem that is relevant for the addressee, show him how your request can help him in solving it or in realizing certain opportunities.

It happens that you have nothing to offer the other side, or it is inappropriate in this context. In this case, the most optimal way out is a story about the significance of your request. Describe the situation as reliably and fully as possible, so that it takes, as they say, for the soul. If a sentimental moment in your story is not a priori, give facts and focus on cause and effect relationships. Tell us about what will happen if you are refused or, on the contrary, agree to help.

Step 4: Make a Request

When the addressee is mentally prepared to accept your request, it can be stated. Keep your text short, avoiding long and convoluted sentences, as well as ambiguity or understatement. The letter of request (samples and examples of wording in the text) should be concise and clear in meaning. So, if you ask to purchase any equipment for the company, then indicate the completeness, price and quantity:

“To equip the emergency department, the hospital needs a new car, the cost of which is 3.5 million rubles. Please help us get it."

Or, for example, a request to reduce the rent should be specified: “We ask you to reduce the rent for the premises to the level of 500 rubles. per square meter until the economic situation stabilizes.”

Stage 5: Summarize

At the end of the letter, you need to summarize your request. Repeat it again and focus on the fact that the addressee benefits if he provides you with the requested assistance. However, the text of the request should be slightly modified. Returning to the same example of rent reduction, we propose the following wording:

“If you agree to reduce the rent to the level of 500 rubles. per square meter during the stabilization of the current economic situation, you will be able to contribute to the preservation of more than 20 jobs, and you will not incur losses due to total absence payment."

Remember, it is important to repeat not only the request, but also the benefit that can be obtained from its implementation, and it does not have to be material. Many large companies willingly act as sponsors, investors and do charity work.

We think that now, after studying the process in stages, you will not have a question about how to write a letter of request. It is enough to take into account all the rules of business correspondence and some nuances. We suggest you also study another example.

Example

Dear Felix Petrovich!

Your enterprise has been organizing the industrial practice of students at the enterprise for several years, helping them to put into practice the knowledge gained at the university.

You, as the head of the personnel department, are a person interested in attracting new employees, young and promising engineers, and highly qualified specialists. Today, this profession is one of the most in demand. Many students would like to know about its possibilities, subtleties and significance.

In this regard, we ask you to organize a meeting of the chief engineer with applicants and students of 1-2 courses on April 25 at 17:00 on the basis of your enterprise.

Having told about the advantages and secrets of the profession today, you are laying a solid foundation for training specialists and professionals tomorrow. Perhaps, after a few years, it is one of them that will bring your company to new level development.

With respect and gratitude,

Rector of the University I.Zh.Bychkov

Having studied the information on what requirements a request letter should meet, samples and examples of wording, you can easily cope with writing it in practice.

Nowadays, it is simply necessary to be able to write a letter correctly, regardless of who your message is addressed to (a possible employer, an arrogant official or a close friend) and the method of sending correspondence (by ordinary or e-mail maybe by fax).

Options with sample letters can be viewed in the "" section on this site. Now let's talk about some rules of writing and formatting. Letters fall into three general categories:

personal - to your loved ones, family members, close friends and not so much (use an informal style),
semi-official - correspondence with various organizations on issues relating to you personally (for example, with a bank about the state of your account, with a social security authority about due benefits, with the sales network about the receipt of goods, etc.),
business (service) letters - you need an official business style of presentation and there are strict requirements for registration.

How to write a personal letter

Personal letters writing is mostly pleasant, because you communicate with family and friends close to you. First you need to say hello, just the word "Hi!" is good.

In case you are late with the answer, it will be polite to apologize and mention the reasons. If you are already in a state of correspondence with the addressee and you have been asked questions, then it's time to answer them now. Then, after the introductory phrase “I’m doing well,” you can proceed to a presentation of events, write about what worries you.

Since the communication style is informal, jokes, gossip (your own assessment of events or a description of the opinions of others) and retelling of an article from a fashion magazine will do. In a word, use whatever makes your writing interesting. Emoticons, questions like “well, how?”, “Really, great?” will revive a personal letter well.

Try to be sincere. Ask how your addressee is doing, ask questions in turn to continue the correspondence. At the end, express your feelings, such as "love", "would like to meet", "look forward to hearing", etc. Be sure to put your signature (by e-mail is often skipped), but the addressee may never guess who the letter is from (it is not always clear by e-mail address). Reread the letter and correct the errors if necessary. They usually annoy people and show a lack of respect.

How to write a semi-formal letter

semi-formal letters should be as concise as possible and state the subject matter clearly. Simple and logical is welcome. In a bad mood good letter do not compose. And it is better to exclude any lyrical digressions from the topic and the manifestation of emotions, and focus on the evidence base (especially important for complaints).

I advise you to write a letter using a computer, then print it on a regular white A4 sheet and sign it with a pen. Handwritten letters are allowed. In this case, write legibly and accurately, especially the last name.

Once legible, it is easy to read. Now in serious organizations, documents are often registered electronically. Your last name (it may be beautiful, but intricate) is well known only to you. If, during the registration of your letter, at least one letter in the surname is replaced, then an electronic search in a huge database does not seem to find your appeal. And it will be problematic for you to find out whether it is registered at all, although later the answer may reach you.

It is customary to indicate the addressee in the upper right corner of the letter. I will give you a few options to help you, they are all valid. It all depends on your preferences, and do you know the name structural unit or officials addressee:

federal Service
for work and employment

Head of the Federal Service
such or such
AND ABOUT. Surname

differently

Administration of Volgograd
Department such and such - its name

Chief Editor
Publishing house "Pshik"
E.F. Kagailovsky

LLC "Perepolokh"
Chief accountant
A.I. Kvochinskaya

any individual

Tugrikov S.M.
st. Lusnaya, 207, apt. 1375,
Voronezh, 400001

Below the addressee, write your last name, first name, patronymic, full address for sending a reply by regular mail, it is also better to provide a phone number.

If you are already re-applying somewhere, then you must specify link to the number and date of the received letter(possibly several). This greatly facilitates the processing of correspondence, and you will definitely receive a response, taking into account previous correspondence on the issue in question. It is written "On the No. (numbers) of 08/31/2014". This link is placed on the left above the text, you can see it in the figure with a diagram of the elements of the letter.

If you know the name of the person you are addressing, then you can start the text "Dear ...!", Then you should end it with "Respectfully,".

If there are any supporting documents, then it must be noted below the text given fact. Then in the future you can easily prove what exactly you sent along with the letter. What specific documents (or copies) are sent can be indicated in the text or directly in the presence of applications. It is placed below the main text, for example:

Application: for 2 liters. in 1 copy.

Attachment: copies of payment receipts ... for 2 sheets. in 1 copy.

You must remember that you should always indicate in your appeal:

surname, name, patronymic,
your address for sending a reply,
number and personal signature.

Otherwise, your letter may be considered anonymous. Such letters are not subject to consideration, which means you will not receive a response to your appeal. The authorities are obliged to respond within a period of not more than a month from the date of registration of your letter.

The letter must be written by you in duplicate. You can contact the organization you need in person. In this case, in the clerical service (secretary, office or general department), be sure to ask your copy of the letter to mark receipt with the date. It's better to put it right away registration number, but in large organizations they may not register letters immediately due to their large number. Therefore, it is enough at the time of application that your copy of the letter be stamped with the name of the organization and the date. This is very important if you need to meet the deadline or later confirm the very fact of the appeal.

But it is not necessary to go somewhere in person. It may be easier for you to go to the nearest post office. In this case, send by registered mail with notification. The effect will be the same. After a while, you can call the organization and find out the fate of your letter. And you can not call anywhere, just wait for an answer.

If, in the end, you received an unsubscribe instead of an intelligible answer, contact again. In the authorities, for example, the fact of a repeated appeal on the same issue is monitored. Or write a letter in the form of a complaint, you can try to send it to a higher organization. Such appeals are also treated with great attention.

As for - this is one of the most important topics office work and it deserves a separate article devoted to it.

Evgenia Stripe

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What can a business message contain?

First of all, business correspondence provides an opportunity to exchange any opinions or suggestions with employees and business partners. The letter can contain requests, claims and other thoughts to eliminate misunderstandings between companies. In general, business correspondence is a kind of official correspondence.

Differences from other letters

The main differences can be summarized as follows.

Presentation style.
The presence of subordination.
Vocabulary without a strong expression of emotions.
As a rule, the letter takes no more than one page.
The font throughout the text is the same (not small and not large).
It is usually drawn up on the official letterhead of the organization.

Types of business letters

Letters to be answered:

Request.
Petition.
Requirement.
Sentence.
Appeal.

Letters that do not require a response:

Informational.
Notifying.
Accompanying.
Warranty.
Warning.
Reminder.

Commercial letters. They are usually needed during the period of the contract or to conclude an agreement:

Request.
Response to a request.
Reminder.
Claim.
Offer. This is an offer to conclude a contract or make a deal.
Warning of the need to fulfill obligations, the termination of agreements, and so on.

Non-commercial letters:

Invitation.
Information about something.
Expression of gratitude.
Recommendations.
Request.
Instructions.
Transmittal letter.
An expression of condolence.
Congratulations on any occasion.
Letter of guarantee.
Confirmation of receipt of goods, provision of services, and so on.

Classification of business letters by structure:

Compiled according to a strict pattern.
Written in free form.

Types depending on the addressee:

Normal. Sent to one addressee.
Collective. Sent to one person, but from several persons.
Circular. Sent to multiple recipients.

The form of the letter is as follows:

Sent in regular postal envelopes.
Handed in person.
sent as a fax.
Sent by email.

As you can see, a business message can be framed in different ways and with different intentions. But it is worth noting that in some cases, for ethical reasons, it must be written by hand, and not typed on a computer. This applies to congratulations and condolences.

Parts of a letter

A good business letter is always divided into several parts. This is the introductory, main and final. And they are connected with each other logically.

As a rule, the introductory part contains information about the circumstances that led to the writing of the letter. The main text is the content itself, the essence of the message. In the final part, they summarize the results, which can express refusal, consent, request, and so on.

Writing principles

Any business message should be written like this.

Impartially.
Addressed (that is, intended for a specific person).
Argued.
Reliably.
Most complete.
All information in the text must be current at the time of writing.

Stylistic features

The rules for writing a business letter state that it is necessary to adhere to a strict style. It is necessary to use only those means of speech that are typical for official documents. That is, an official business style will be appropriate. The language must have the following features.

Officiality.
The accuracy of the information provided.
Objectivity.
Structured.
Informative but concise.

The essence of the matter should be stated in simple short sentences, with emphasis on verbs. No need to overload the text with adjectives, use little-known and highly specialized terms that the addressee may not understand. This will only cause negativity and rejection. It is better to try to explain in simple, understandable words, more facts and specifics. Business style does not allow the presence of uninformative and “watery” texts.

The final part should not be summed up with unnecessary and long turns of speech. Also, illogical and inconsistent proposals will not work. Therefore, adverbial and participial phrases are best excluded. Each paragraph should contain only one specific idea. After completing the text, it is better to check it for errors several times by reading the letter aloud.

Form Requirements

According to the rules of a business letter, it is better to draw it up on the letterhead of the company. It has the following main requirements.

In the middle of the form, you need to insert the Coat of Arms of the Russian Federation if the enterprise is state-owned.
The letter should be placed on a sheet of A4 format.
On the left, leave the field empty (at least 3 centimeters). This is necessary because after some time the materials will be filed with the rest of the documents.
The most optimal font is the standard "Times New Roman", size 12 and line spacing 1.5-2. It is best understood when reading.
In the header of the letter, you need to indicate the name of the organization, its actual and legal address, phone number and e-mail.

Design features

If the design of a business letter took several pages, then you need to number, starting from the second. It is recommended to use Arabic numerals for this. Dots next to the numbers do not need to be put.

The letter must be divided into paragraphs and, if necessary, into subheadings. The text should not look like a continuous stream, as it will be poorly perceived. The paragraphs will show where other thoughts end and begin.

It is important to note that typos, erasures and any corrections are unacceptable for business correspondence. They will testify to the illiteracy and frivolity of the opponent.

Used details

The letter usually contains the following information.

The full name of the company, not just the abbreviation.
Phone number, fax number, bank account and e-mail.
Addressee. Moreover, the name of the company should be used in the dative case. If you need to specify the last name and position, it is recommended to use the dative case. If the recipient has a title or academic degree, then this must be indicated before the name of the person.

It is important to note that each attribute should be written with a capital letter and on a new line.

References in a business letter

A formal communication should always be in a neutral tone. Appeals to the addressee should have the same form. Phrases like "Good afternoon" would be inappropriate. If you want to say hello, it's better to use the formal "Hello". But the most competent option is considered to be an appeal by name and patronymic. And it does not matter how long the acquaintance with the addressee lasts. In a letter, you cannot use the short form of the name (for example, Petya, Anya, and so on).

To maintain an interpersonal distance, to show respect for a person older in age or higher in position, the appeal to “you” will help. However, it is worth noting that in some companies, on the contrary, it is customary to use “you” when communicating, even in a letter.

It is worth noting that the title "Dear Sir" cannot be used without the subsequent indication of the name of this person. The abbreviations "Mr", "Mrs" should also be avoided. If you need to address a group of people, then it is allowed not to indicate names. Then you can briefly write: “Dear Sirs!” According to the rules, after addressing by name, you should always put an exclamation point. For example, a similar phrase in a business letter would look like this: "Dear Alexander Sergeevich!"

In the final part, you can use various options. “With best wishes”, “With respect”, “With hope for cooperation” and so on. Here, appeals should be formal but friendly.

Making the final part

It is also very important to finish the letter correctly. In the final part, you need to summarize what was said earlier. However, do not stretch the conclusions for 10 sentences. It should be remembered that conciseness and brevity are valued in a business style. It is better to limit yourself to simple phrases. For example, several constructions will be given that are appropriate in the final part of business correspondence. Business letters should be completed as correctly and politely as possible.

Thanks for your help or attention. "Let me thank you for..." "Thank you!"
Assurance of the addressee in something. "We'd love to work with you."
An expression of hope for the future. "We hope to hear from you as soon as possible."
Request for something. "We would be grateful if you report the results."
Apologies for any inconvenience caused. "We apologize for the delay in payment."

How to say goodbye to the addressee

Despite the fact that the correspondence is business, in a business letter you can say goodbye in different ways. To do this, use the so-called closing phrases.

The following options are examples:

Yours sincerely.
Sincerely.
Best wishes.
I wish you success in your work.
We hope to continue cooperation.
We were happy to be of service.

There may be other options. Here the choice of the final phrase is purely a matter of taste.

Signing

At the very bottom of the sheet, the sender must put his signature. But it is extremely important to do it right so that the document has an official look.

It is necessary to indicate the position, initials, surname, and opposite to put a signature. Additionally, you can specify contact information (personal email address or phone number). This will demonstrate to the recipient a willingness to communicate and cooperate.

Failure Features

It is also important to know how to write a business letter if you need to refuse something. After all, even a veiled negative or refusal will not go unnoticed and will entail backfire. After this, it will not be possible to count on a positive or at least neutral attitude towards oneself. When writing a letter, you do not need to succumb to emotions. It is better to keep yourself within the limits, even if the addressee is very annoying. Rejection letters should always be read several times, Special attention referring to the tone of the message.

The message should not begin with a categorical "no", in whatever form it is expressed. Otherwise, the recipient will get the impression that he is uninteresting and does not matter. First, it is better to lay out non-contrived convincing explanations. When the reasons for the refusal are briefly listed, you can smoothly move on to stating the fact. At the same time, according to the etiquette of a business letter, it is recommended to use the following type of wording.

Unfortunately, we are unable to fulfill your request.
We are sincerely sorry, but we have to refuse your offer.
We are deeply sorry, but we cannot accommodate your request for the following reasons.

Ideally, at the beginning of the letter, you should briefly state the request of the addressee. So he will understand that they really got acquainted with his proposal, and for sure he will appreciate it.

Features of composing an email

Today, people are increasingly interested in how a business letter is written if it needs to be sent by e-mail. For such correspondence, all the same rules that were mentioned earlier apply. However, electronic business messages have their own characteristics.

The login must be solid and adequate. For example, [email protected] is a bad option [email protected]- good.

The "subject" field is always important to fill out. It will make it clear what the message will be about. If the letter is intended for a stranger, then the headline should be interesting. But it's important not to overdo it. Topics like “Unique offer just now”, “Urgent” will only cause rejection. The title should be composed of 3-5 words, putting the essence of the message into them.

If the correspondence is with a stranger, then first you need to tell him how they found out about him and what the company does. Without such an introduction, the message may be considered spam and immediately deleted.

Important points in the text are best highlighted in bold. In this case, it is unacceptable to use different colors.

Caps should not be used in a business email. Even subheadings and the title of the topic should not be solid capital letters. The same goes for duplicate punctuation marks.

It is better to divide the text into paragraphs, leaving an empty line between them.

The shorter the message, the faster they will respond to it.

Signature is required. It in e-mails usually consists of several lines, includes the name and position of the sender, company name, phone number and website address.

Text files and images can be attached to the letter. It's very convenient, because Additional materials, comments, explanations and detailed descriptions distract from the essence. Therefore, it is better to place them not in the text of the letter, but in attached files.

If business correspondence has been going on for a long time and a warm trusting relationship has been established, then emoticons are allowed in the email. They will help to “revive” a little and defuse communication. But they should not be abused, and in paper letters they are generally unacceptable.

Instructions for writing a letter

Writing a business letter can be divided into several stages.

1. First you need to specify the addressee. To do this, in the upper right corner of the form, you need to write the initials, surname and position of the recipient. If the addressee is an organization, then its legal address should be indicated.

2. Appeal to the recipient. It should be placed lower in the middle of the form. It has already been said what phrases can be used. Usually the appeal looks like: “Dear Igor Petrovich!”

3. Statement of purpose. Below, on a new line, you need to write the main thoughts, the whole point, mentioning the reasons for the appeal. If we are talking about some problems, then it is worth offering options for solving it. If this is a proposal for cooperation, then you need to explain how it will happen. If the letter reflects a complaint, then it is worth asking for specific action. In a word, the recipient from the text must understand what exactly they want from him.

4. Final part. And finally, from a new line, you need to insert the final phrase and signature.

Thank You Letter

This sample shows how a thank you letter can look. However, there is one flaw in this example. Instead of the line “To the Flagship Company”, a greeting phrase and the names of those to whom the letter was intended could be inserted.

An inquiry

This is a sample business letter of request. There are no shortcomings in it. All drafting rules were followed official letter. From the text it becomes clear what problem has arisen and what needs to be done to solve it. The message also contains all contact details, a welcome message, a closing phrase and a signature.

So, the publication has demonstrated how to write letters intended for business partners. This should be done correctly and competently so as not to lose face. After all, the future of the company depends on it. It is also important to respond to a business message in a timely manner. This can be done within three to seven days from the receipt of the letter.