An offer letter can be commercial, such as when it offers cooperation or a contract, or it can be non-commercial, written to strengthen ties between organizations.
What you can offer
Business correspondence is an essential part of the relationship between organizations and organizations and individuals. Through letters, organizations and individuals exchange information, request and send documents, offer cooperation, make claims to each other, petition, complain, and so on.
An offer letter is a multifunctional type of business letter, through which one can offer:
cooperation (partnership);
to take part in an event;
conclude a contract;
buy a product / order a service or work and so on.
A letter of offer can be sent to counterparties with whom a business relationship has already been established as well as to unfamiliar organizations as a first step to creating such a relationship.
Who can propose
The recipients of letters of offer are not limited in any way; they can be both organizations and individuals. According to the rules of office work all letters sent to the heads of organizations should be signed by the heads of organizations of senders. It is also allowed to have letters signed by deputy heads.
Drafting a letter
The form of the offer letter is not regulated in any way. You can draw it up based on generally accepted business standards and rules of business etiquette.
You can use a letter template available on our website and customize it for your needs. A letter of proposal should contain the following, arranged in a logical order of structural elements:
“header”, i.e. the data of the addressee. It is usually located in the upper right corner of the letter and contains the name of the organization, full name and position of the manager to whom the proposal is addressed (or full name of an individual);
The title of the letter, for example, “About cooperation”, “About the conclusion of the contract”, “About training” and so on;
it is allowed to start the letter with the address “Dear”. The address is centered and ends with an exclamation mark;
the text of the letter should be placed under the address. If the organization has not cooperated before, it is recommended to briefly introduce yourself at the beginning of the letter, tell about what the organization does, what experience and reputation it has, mention the achievements;
the offer should be motivated, that is, contain an indication of the benefits that the addressee will receive if he/she accepts it;
if any materials, brochures, pamphlets are attached to the letter, it is also worth mentioning in the text and below in the section “Appendices”;
The letter should end with the addressee’s signature, title and printed name.
It is not advisable to thank you in advance for your cooperation, response, etc., as this in a way obliges the interlocutor to accept your offer or write a response.