Letters are a generalized name for a large group of administrative documents that serve as a means of communication with institutions and individuals, reporting something, notification of something.
The following details are printed in the header of the letter:
- date;
- number;
- reference to the registration number and date of the document (if the letter is a response);
- a heading to the text in a single phrase.
Letters must correctly indicate the constituent parts of the requisite “addressee” (the recipient of the letter):
- firm;
- structural subdivision;
- position;
- last name and initials;
- mailing address of the recipient.
If a letter of the same content is sent to several recipients, first indicate the address of the main recipient, then list the others.
The text most often consists of an introductory part and the main part. The introductory part states the reasons why the letter was composed, accompanied by references to facts, dates, documents, for example: “Due to the fact that at receipt of cargo on 26.01.06 by waybill Ns 238864 in an intact wagon with undamaged consignor’s seals, when you opened the boxes and checked the contents with the participation of a representative …. was found to be missing… pieces of products in the amount of …. (commercial act of 26.01.06 № 247) …”. The second part of the letter formulates its main purpose (offer, refusal, request, guarantee, etc.), for example: “On the basis of the above, we request that the specified amount be transferred to our current account within 10 banking days”.
If the “reference to the registration number and date of the document” field in the heading of the letter of reply is filled in, you should not repeat reference to the document in the text of the letter. The following forms of presentation are used in letters:
in the first person plural (“send for approval”, “please consider”);
in the first person singular (“please list”, “I consider it necessary”)
in the third person singular (“the bank cannot agree”, “the company does not object”).