A letter of request is one of the most common types of business correspondence. Among entrepreneurs, such letters are used when representatives of one organization contact another with a request for a service. Such messages can be used in completely different situations, for example, when there is a need to obtain information about products, see product samples, meet a business traveler, coordinate some actions, etc.
Examples of request letters:
- on the allocation of funds - on the supply of goods - on the provision of a discount - on a reduction in rent - on payment of debt - on deferment of payment to the supplier - to pay for another organization - on assistance in resolving the issue
We bring to your attention a general template of such a document for download:
- Form and sample
- Free download
- Online viewing
- Expert tested
FILES
Rules for writing a letter of request
For obvious reasons, a letter of request does not have a standard template, but despite this it is a form of an official document. That is why, when drawing it up, you should adhere to certain standards established by the rules of office work and business ethics. Before moving directly to the basic rules for its preparation, it should be noted that it can be addressed either to a group of people (for example, managers, accounting department employees, lawyers, etc.) or to a specific addressee.
Like any other document, this letter must contain an introductory part , namely:
- information about the sending company making the request and the company to which it is addressed;
- reason for the request (“due to delay”, “due to receipt”, “based on the results”, etc.);
- references to the basis (“based on an oral agreement”, “based on negotiations”, “based on a telephone conversation”, etc.);
- purpose of the appeal (“to resolve the issue”, “to avoid conflict”, “to eliminate violations”, etc.).
What follows is the main part concerning the request itself. It must be expressed using any derivative form of the verb “to ask” (“we ask you”, “we make a request”, etc.), and since such a message is, in any case, a petition for some kind of service, it must be written in a respectful manner. It’s good if the request is preceded by a compliment (“knowing your great capabilities,” “admiring your organizational talents,” etc.).
If the letter contains several requests at once, then they must be indicated in separate paragraphs or paragraphs.
The unspoken rules of correspondence between organizations state that a response to a multi-stage request can also be sent in one message, with separate comments on each item. It should be noted that this type of correspondence reduces the volume of document circulation and, therefore, reduces the time for reading and processing such letters.
If the letter implies receiving a response within a certain period of time, then this must be indicated as correctly as possible in the text of the message.
As a rule, letters are sent and received by the organization's secretaries (in large companies, entire departments do this). After compiling or reading, they pass them on to the head of the enterprise for review. Exceptions are messages marked “confidential” or “personal delivery” - such letters are sent directly to the addressee.
What is a letter of guarantee
A letter of guarantee is an obligation of one party to a transaction to the other to fulfill the terms of a contract, contract, or agreement.
The document can be used when shipping goods, providing services, performing work, or repaying debt. Its preparation may be required by law or be a condition for concluding a transaction.
There are no special rules that regulate the execution and use of letters of guarantee in Russian legislation. Therefore, when compiling, they are guided by standard office work norms. The main thing is that the intentions and obligations of both parties are clearly and completely indicated.
Instructions for writing a letter of request
Since this message is part of corporate correspondence, the author must first be indicated, namely: the name of the sending company, its actual address and contact telephone number. Then you need to enter information about the addressee: also the name of the company and the specific recipient. Further in the middle of the line you can immediately indicate that this is a letter of request (but this is not necessary).
The next part of the letter concerns the request itself. First, it is advisable to justify it and only then express the essence of the request. At the end, the letter must be signed (it is better if this is done by the head of the company or an authorized, trusted person), and also indicate the date of creation of the document.
How to send a letter
The letter can be sent by email or fax - this is quick and convenient, but conservative sending via Russian Post will allow the letter to be presented in a solid and attractive manner. For example, you can make a request in writing by hand in beautiful calligraphic handwriting or print the text on good, expensive paper.
Attention to such little details will make it clear to the addressee how respectful the opponent is towards him, and will also once again emphasize the significance of the request. The only thing to remember is that letters via regular mail take a long time, so the message must be sent in advance so that the document is delivered to the recipient on time.
When to write “the proposal is not a public offer”
This phrase is written to distinguish between a public offer and advertising. But this is walking on thin ice.
A public offer offers to buy a specific product or service at a price tag. Her goal is to sell here and now to anyone who responds. You can't refuse those who want to.
Advertising draws attention to the product. The seller wants as many people as possible to want to buy the product. An advertisement becomes a public offer if it contains an accurate description of the product and price. Without specifics, advertising remains just advertising and does not bind the seller to an agreement.
The phrase “the offer is not a public offer” does not cancel the obligation to sell the product to anyone if the product is specifically described in the advertisement. This is approximately what the judges said in case No. 33-16812/2018. This phrase can only be used for reinsurance.
To prevent an advertisement from becoming a public offer, it should look something like this. The seller says: “Look what product I have. If you’re interested, I’ll tell you on what terms I’m selling.”
An example when an advertisement is not an offer
The man saw on the car dealership’s Instagram an offer to exchange his old car for a new one without additional payments. But when I arrived at the car dealership, the managers refused to exchange it. (From the court decision we ourselves did not really understand why
