You will need
  • - the form of the organization;
  • - a computer with a text editor;
  • - a log of outgoing documents.
If you are a originator

Prepare the project document. Outgoing emails can be proactive and counter. In the first case, you start (initiate) a conversation with another organization or particular person on a particular service issue. The response letter must contain information corresponding to the received request.
Type the letter in duplicate on the letterhead of your organization. Follow the correct execution top of the document, the so-called "caps". In addition to the details of the company, located on the form on the right, it includes the data and the recipient's email header.
In the upper left corner of the print title, initials and surname of the person to whom the document is intended, the address of the organization or individual. The order of the information should be just such, for example:
"The General Director of LLC "volna"
I. I. Sidorov
Rabochaya St., 37, of. 14,
Saratov, 109235".
On the right, under the details of your organization, place title of the letter. It should be short, clearly reflecting the content of the text. For example: "the routine inspection of the sanitary condition of the building" or "On the provision of information about the houses needing major repairs".
Start the main text with reference to the addressee and specify the occasion on which he sent the letter. For Example: "Dear Ivan Ivanovich! We inform You of an 14 Jan 2011 planned inspection of the sanitary condition of the leased building."
If an outbound document, you have the application, list them after the main text, for example: "Application of 3 l. in 1 copy". At the bottom of the last page of the text should be specified by the originator of the document. As a rule, the author of the letter print your name, initials and office phone smaller than the base font.
Coordinate the letter with officials of the host in your organization solution in any direction. For example, documents involving the expenditure of funds, endorses accountant, and responses to the request for the tax office – the lawyer. Employees of the organizations endorsing the letter, put your personal signature with decryption of the second instance at the end of the text, below the space for the visa of the head. After receiving the necessary approvals, the outbound document is signed by the head of the organization.
Tell the clerk agreed and signed the document. If you want to keep a copy, print one more copy. Ask the clerk to put it on the outgoing number.
If you are a clerk

Accept outbound email from the originator. Check the presence and correctness of registration of basic details, visa approval, information about the preparer and the signature of the head. Note the presence of annexes to the letter.
Lock the document information in the log of outgoing correspondence. If your organization has moved to electronic document management, act in accordance with instructions for maintaining a database. For traditional paper log of strict rules registration no. However, in practice most often uses a table with the following graphs:
- date;
- the number of the outgoing document;
- summary (header);
- the originator of the document;
- note.
Reference number is generated as follows. First specify the item number of the folder in which you store copies of outgoing letters. A dash or a slash, write the serial number of a specific letter. You will get: "01-14-256" or "01-14/256" where 01-14 – the case number 256 is the number of the document.
Enter the reference number in a special row. For the response letter must indicate also the number of the document to which it is linked. Seal the first instance of the letter (visa approval) in an envelope and send to the recipient. A copy of the document file in the appropriate folder.