The complete mail header. In the upper right corner to specify the exact position, a rank, a class (or category), state structure or authority in the state which is the addressee, his name and initials. For example: "the Deputy of Legislative Assembly of ... region 6 of the convening of Ivanov I. I.", "the Deputy Prosecutor (name) region (name) region, state counselor of justice of grade 1 Petrov p. P.". Below in the header of the letter to write the address where is located the place of work of this official.
In the middle of the sheet in contact in a respectful manner to the addressee, writing full name and patronymic. Treatment can be separated by a comma or an exclamation point to finish. For Example: "Dear Peter!".
In the first paragraph of the letter state the request to the addressee, and also make reference to the law, rules, regulations, etc. for Example: "Please consider...", "Please check ... in accordance with article 9 of part one of the Rules...".
Arguments in favor of your request. Clearly and consistently present all the arguments based on the text of the law (rules, regulations, etc.). Highlight inconsistencies and contradictions in the actions of a person or any organization. Draw conclusions at the end of your argument. It is important to remember that the text must be official business, and specifically to Express your thoughts. Can use these words and phrases: "in part 3 of the tenth article...", "the Rules do not provide...", "the Code is missing...", "nevertheless", "moreover", "clear", "given legal significance..." etc.
At the end of the letter Express a request to announce the results of the action taken, actions on this issue. Enter your phone number, email or postal address.
Date, signature and its transcript.
Advice 2: How to write the rules
The regulations need to clearly and explicitly define the goals and objectives, as well as their achievements for a particular link of the production chain. The regulations will be the easier and clearer the more it is made. While reading it from employees should not have any issues, which in the regulations is not acceptable the content of ambiguous and vague phrases.
The process of writing rules involves several steps. First, you need to decide on the need to create rules in a specific situation. This document is needed if the activities subject to regulation, constantly repeats the stages of its implementation remained virtually unchanged over a long period of time.
Secondly, should organize the people who will create the regulations. As a rule, for one person to do it is difficult. After all, if the production process is long and laborious, almost impossible to cover all aspects of it. Therefore, when writing rules, you need to decide on those who will participate in the design and appoint the project Manager. It is necessary that the group was attended by theorists and practice to the regulations was the most objective.
Then there is the discussion and the creation of the rules. It implies consideration of the individual stages of work and fixing concrete steps on paper. In the end it should be manual with a detailed description of the workflow. While this is only a draft.
After the draft will be read by all employees participating in the creation of the rules, you need to make additions and changes. It is better to discuss together to make the final conclusion on the creation of the rules.
Ready regulations passed on the approval of the leadership, and then published as a separate document. If it is very large, each Department made a statement, which shall include provisions for only his work.
Advice 3: How to end a formal letter
Any office worker, sooner or later faces the need to write a formal letter. Rules of business etiquette emphasize that the rest of the letter is no less important than the starting point of your message.
You will need
- the exact address of the recipient, envelope, copies of the documents attached to the letter
Before proceeding to the final part of the letter, proofread. Check the text on the lack of grammatical and spelling errors, errors and inaccuracies. If the contents of the letter you completely satisfied in the last paragraph, once again in a brief and intelligible form, repeat the main thesis of your writing. Thus, you rezyumiruya his message, making it easier for the addressee, preparing and writing a response.
In the case that the official letter should make copies of documents after the paragraph back a few lines and indicate in the "list of documents. The list should be numbered. Photocopies of documents to the letter will apply in the order in which they appear in the list.
Finish a formal letter polite and correct turn of phrase, such as: "I hope for fruitful cooperation". Also, in business transactions it is customary to end letters with phrases such as "sincerely", "sincerely", "respectfully". Next, be sure to put your initials and date. Don't forget to print the following text to sign next to your name.
Start to fill the envelope. The recipient's address is written in the lower right corner, the sender's address is written in the upper left. Be sure to specify the correct index in this case, the letter will reach the addressee faster.
An official letter is better to send via mail as registered letters with acknowledgment of receipt. In this case, you will have proof of receipt of the letter by the addressee.
In an official letter be sure to include your phone or email address. It is often a necessary tool for a quick solution to the problem mentioned in the letter.
Before you end a formal letter, let me read it with a colleague or supervisor. The side view will allow you to notice those mistakes which you have not paid attention.