Business correspondence is an indispensable component of the production activity of any organization, enterprise, company. Like any other procedure, it is regulated. Certain requirements are imposed on the content and design of an official letter.
Instructions
Step 1
First of all, read GOST R 6.30-2003, which describes in detail all the requirements for the design of an official letter, font sizes and margins are set.
Step 2
Write an official letter on the letterhead of your organization. It must contain its full name, bank and legal details, contact numbers, regular and e-mail address.
Step 3
In the upper right corner, indicate the last name, first name and patronymic of the addressee, his position and the name of the organization. Write the detailed postal address of the recipient organization, be sure to indicate the index.
Step 4
In the upper left field, there is usually a place for the outgoing registration number of this letter and the date of its registration. You should also write the subject of the letter there. It should be indicated in short form, in one sentence. Specifying the subject will help your addressee to quickly determine the execution of the letter and decide who will be entrusted with the preparation of materials for it and the answer.
Step 5
Any letter, even an official one, start with a greeting. It is desirable that it contains the full name and patronymic of the addressee. Start your greeting with the word "Dear". The name and patronymic of the addressee, if you are not familiar with him personally, you can always find out on the Internet or by calling the company where he works. Do not neglect this trifle, since it is important for you from the very first phrase to win over the person in whose name you are writing the letter.
Step 6
In the first paragraph, before presenting the main content of the letter, make a short introduction - remind the addressee of the previous circumstances, provide statistics or other background information that will be necessary for him to better understand the essence of your message. The first, introductory paragraph should begin with the words: "At the same time we send you …", "According to the agreements reached …" or "Due to the fact that …", etc.
