Advice 1: How to write a letter to the Director General

To writing messages to the Director General of the organization was for the employee's torture enough to use in practice the rules of writing business letters, that is to break a message into several parts and to competently execute.
How to write a letter to the Director General
Start the letter with the instructions, to whom you are writing. Complete your message as accepted in business correspondence. In the upper right part of the paper, write three lines of position, name of company and name of the head, for example:

The Director-General
OOO "Intervasion"
Ivanov I. I.
Specify who is the sender of the letter. Do it after the indent from the previous section, messages on the right side. You need to note your job title and surname initials, for example:

From the head of the sales Department
Esenina E. E.
Back off a few lines from the previous section, align the cursor at the middle of the page, indicate the nature of the message. You can write a "memo", "Information letter" or "explanatory reference", it all depends on for what reason you apply to the head of the organization. To put a point after the heading is not necessary. If the letter is associated with any request, you can simply contact the Director by name in a respectful manner.
Start your letter with words that will explain the reason for his writing, for example, "in continuation of our talks," "in accordance with your request" or "based on your suggestions."
If your letter is associated with a request for the purchase of equipment, improving of the employee or providing opportunities to make business trips, it is better to begin a letter with "Please consider...".
Describe the situation, make clarifications, arrange tables or charts, if the nature of the letter requires. The alignment of the main part of the document should be set to the width of the page. Each line should begin with indentation.
Sign your letter, be sure to use before specifying the names of the standard "sincerely", after it you must put a comma.
Do not forget to specify the date of writing the letter and signature on the printed document.
If your organization has instituted internal communication by email, start your letter with an appeal and present all information in a free form.

Advice 2 : How to prepare an official letter

There is the concept of "business practices". Under this capacious definition – all the traditions adopted in the environment for formal business relationships. Official correspondence remains one of the major mechanisms for business interaction. Officials, businessmen and public organizations communicate through cases prepared by the General rules.
Write a formal letter - easy!


The reason for writing

No matter how boring and insignificant preparatory stage of a formal treatment, it should not be disregarded. It should clearly state the reason for preparing the document.

Before you make a formal letter, it is important to determine the addressee. After determining the subject of the message should check whether this question is in the competence of the recipient. If there is any doubt, the question of competence is best to examine the regulations and other normative documents of the organization.

The type of treatment

After the theme and the recipient are identified, you should think about the type of treatment.

A formal letter should be written in if needed:

  • To inform the addressee. Often newsletters are sent from lower to higher status addressees;
  • To address the person with the sample, which involves further action on his part. So to refer to either a superior or equal position;
  • Give the instructions. This type of treatment is suitable only for application to the child face.

Individuals applying to the authorities, companies or other entities most often used form of address requests.

Form official address

The harsh conditions of the officially-business interaction put the application form no less than of content. That the letter reached the addressee and not get lost in the maze of the office, must be made by all the rules.

Organization make out letters on official letterhead, assign reference number and indicate the date. For prompt clarification of the treatment, it is important to include your name and contact information of the contractor. They are drawn on the last page of the letter in the footer.

Individuals draw up the treatment on clean A4 sheets typescript and in rare cases, handwritten.

For organizations in the cap-treatment is listed only the name and position of the addressee, i.e. the information about the author and contact details are provided on official letterhead. Individuals will need to Supplement the cap with its own data, including contact phone number and the address to which you want to send the response.

The left gives details of the letter, and below is the wording of the theme of the appeal: "On awarding", "On providing information", "personal meeting", etc.

The style of the official address

For the compilation of official letters used the official style. The basic principles of this style is consistency, certainty and comprehensibility. In business correspondence is invalid colloquial language, the use of common parlance, not to mention the swear words and curses. Even the most disturbing events in official correspondence should be presented in a neutral tone, without any emotional color.

It is good practice to respect a clear and logical construction of sentences and paragraphs. This greatly simplifies the perception of information by the reader.

The structure of the official address

An official letter begins with an appeal: "Dear(-th), (name)". This is followed by the preamble, which should answer the question: "what is written appeal, on behalf of whom and for what reason". It can look as follows:

"The inhabitants of an apartment house № 31 along the street Matrosov need Your assistance in resolving conflict situations".

"On the eve of the professional holiday of agriculture workers ask You to consider participating in the festive event, organised by the Union of agricultural workers".

Going from the General to the particular, then introduces an explanatory part, which reflects the specifics. If written complaint is chronological the essence of the conflict. The letters of invitation in the explanatory part contains information about the place, date and time of the event, its organizers and the participation of the addressee.

Any formal appeal is completed by direct enumeration requests. For example: "I Ask You to present a reasoned explanation for the existing facts", "Asking You to take note of the information", "Asking You to take action to resolve the current situation," "I Ask You to evaluate the actions, etc.

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