You will need
- - the form of the organization;
- paper format A4;
- - a computer with a text editor;
Prepare the draft of the letter. If you send a request on behalf of the organization, use letterhead. The request of a private person you can write by hand or print on regular A4 paper.
Create a header letter. It includes details of both the parties, title, appeal. The details of the recipient of the letter will place on the right in the top corner of the sheet. List the position, name and initials of the official addressee of the request, for example, "the Head of the Department of education of administration of the Tomsk region I. Ivanov".
The method of presentation of details of the author of the letter depends on its legal status. If the sender of the requestand the organization, details are given on the form in the upper left corner. Citizen, independently prepares a formal appeal shall immediately after the details of the recipient to transfer your data: surname, first name and patronymic, registered address and actual place of residence, contact phone number. For example:"the General Director of LLC "Management company"I. I. Ivanofedorov Peter Petrovich,registered address:Izhevsk, street the First, d. 1, sq 1, living to the address:Izhevsk, street the Second., 2, office 2,phone: 33-33-33".
Specify the mail header. It should briefly reflect the essence of the requestand, for example: "to provide information about the average composition of the team for the 1st half". Print title to the left under the details of your organization. To requeste private individual this element is not used.
Back off from the subject or details of the parties 2-3 lines and type the address to the addressee. To requeste organization, use business form: "Dear Mr. Smith" or "Dear Mr. DOE!". An individual may specify in this line, the only form of treatment, without mentioning a name-patronymic of the reporter, e.g. "request"or "information request"or "request of information".
Write the main part of the letter. In it briefly describe a situation in which you send this request, justify the need to provide you with the requested information. Express thoughts and facts intelligently and without emotion. If necessary, refer to existing legislation that guarantees your right to receive official information.
To the letter you can attach copies of documents. In the text after the main part of be sure to include the number of applications and the volume of each of them, for example: "Application: 1. A copy of the passport of the citizen of the Russian Federation on 1 l. in 1 copy 2. A copy of the marriage certificate on 1 l. in 1 copy."
At the end of the queryand put the date and personal signature. Document submitted on behalf of the organization, signed by the Director. The number and date of outgoing mail, please write in the special line of the form.
Check draft requestand correct any errors. Organizations often need to coordinate a letter with the relevant staff. Then print the edited version and send by mail.