How to apply for an information letter

Each organization should pay special attention to official correspondence. After all, it is part of the image and maintains a business reputation. An information letter is an example of one of the types of such correspondence, and below it will be just about the rules for its design.

As a rule, such letters are of an official nature, are compiled according to a standard template and have a generalized addressee (mailing is carried out according to the list). By the way, we should immediately make a reservation that the use of the pronoun "You", written with a capital letter, is permissible for a specific reference to only one person. In all other cases, use the lowercase letter: yours, you.

An information letter is sent to the current or potential partners of the organization. The information that should be provided to the addressee should be as informative as possible. It is possible that such a document may contain various attachments to the information reported. The letter must be drafted in accordance with generally accepted rules of procedure.

On the left, in the upper corner of the letter, the requisites and contact information of the organization that is the author must be indicated. If there is an angular stamp in the organization, you should put it on, as it is the carrier of the necessary information. If the information letter was initiated by you, specify the date and the outgoing number. In response to a query, you must specify the date and number of the incoming document. The upper right corner is intended to designate the addressee. And, it would be nice to know the personal data of the head of the organization - the recipient of the letter, and list his position, company name and full address of the location.

Now a little about the text itself. Think about it and specify the subject of the message. For example, about holding an exhibition or considering proposals. Begin the introductory part with the words: "We inform you ...", "We bring to your attention ..." and the like. Entry directly depends on the type of information letter and its goals. Further, as much as possible, try to convey the main message of the message. If necessary, add applications and do not forget to list their names at the end of the letter, and also enter the number of attached sheets. Completion of the information letter should be assured of respect, as well as the indication of the post and the personal data of the author-originator. The signature and contact phone of the performer are required.

There are several types of information messages, a brief description of which is given below.

Advertising and information letter (commercial, presentation) sharpens the attention of the public on products, events, services. It does not involve a direct appeal to a specific addressee, so it is not necessary to prepare a response to it. The purpose of such a message is to indicate any advantages or induce to action.

The letter-message reflects events that are mutually interesting for both parties, in contrast to a notification letter, valuable only to the recipient.

The main purpose of the letter-notification is to inform the addressee about holding a public event, for example, an exhibition, a meeting, a conference. Such an information letter has a mandatory attribute - specific details about the conditions, place and time of the event.

Example information letter :

The educational business center "Stella" announces the holding of a training seminar on the topic "Taxation of individual entrepreneurs", and invites you to participate in it. The program of the training seminar is attached. The seminar was held in the large assembly hall of the administrative building of CJSC "Agregat" on January 12, 2013. Registration of participants will be held from 9-00, the beginning of the seminar at 10-30. Address: 54, Lenin St., Moscow, Russia. In case of your consent, we kindly ask you to confirm your participation before January 11, 2013. We will answer all your questions in our office or by phone: 45-16-28.

Application: 3 liters, 1 copy.