How to correctly send a registered letter with a list of attachments: sample. How to send a registered letter with return receipt requested

How to make an inventory of attachments when sending documents by registered mail. Tips, recommendations, practical experience. (10+)

Sending documents by mail with a list of attachments

It may be necessary to send official documents by mail with a list of attachments in the following cases:

• If such form of sending is determined by law. For example, reports in tax office.
• If this form of correspondence is determined by the contract.
• If a conflict situation arises and it is necessary to record the fact of sending documents.

In the second case, even if there is no conflict yet, you need to be careful with the correspondence, since problems may arise in the future, and you will need to confirm that the correspondence was conducted in full accordance with the agreement.

When compiling an inventory of the attachments, try to indicate the individual features of the documents that you are sending, so that you can subsequently determine whether the documents are filed in the archive of your correspondent that you sent. Remember that even if there is no conflict situation, employees simply tend to lose papers and then falsify them to avoid punishment. In the inventory, try to describe the document in such a way that it cannot be falsified or replaced. Be sure to indicate the title and reference number of the document in your records (if you have one), as well as that it is bound and numbered if it consists of several pages. For example, “Official claim with the conclusion of the expert commission, reference number 235. The set is laced and numbered.” A notification of delivery will be sufficient grounds; the recipient will not be able to remove or replace the sheets, since he will not be able to re-lace the document and put your signature or the signature of your employee and the seal of your company.

If the document sent by mail with a list of attachments has only one page, then be sure to write that this is a signed original. You should write it like this: “Original application with signature” or “Complaint with signature certified by a notary,” and not “Application”, “Complaint”. If you write according to the second option, then you will never be able to prove that you actually directed.

If the document contains several sheets, then it must be laced and numbered. Read how to properly lace a document.

When sending a letter to the tax office, there is no need to especially worry that the sheets will be replaced. There are simply no people at the tax office interested in such a substitution. But if you send a complaint, a claim, some kind of order or a signed agreement, then the situation may develop in such a way that your counterparty may find it interesting to carry out falsification.

Example of an attachment inventory

Inventory

Attachments to a valuable letter

Where 111111, Mokhnansk, Proezd Medvedei, 1

Addressed to CEO LLC "Peat and Soil A" to Ivanov M. E.

Please note that the post office cannot refuse you to include the full title of the document in the inventory.

Be sure to keep a list of the attachments and delivery receipts.

I do remote consulting. We develop various documents (regulations, procedures) and send them to the customer by mail with a list of attachments. Documents are considered transferred if they are sent by mail. There have been a couple of cases where customers wanted their money back on the grounds that the kits didn't contain something (even though they actually did contain everything). Typically, this situation is due to the fact that the customer’s priorities change, and he no longer needs the ordered and paid for documents. There is a temptation to refuse documents and return payment. But sending in response a photocopy of such a postal inventory of the attachments (indicating that the documents were stitched) eliminated all questions, since the customer understood that he would not be able to fake the lacing (and we can prove its presence based on the inventory).

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Despite the appearance Email, and all kinds of programs that allow free communication, mail services continue to be used. Official correspondence, correspondence between consumers and public utilities, sending documents to court - all this is carried out strictly by mail. In addition to simple letters, to send which you just need to put them in Mailbox, the post office may offer to send valuable or ordered letter. What is the difference between these two postal items?

What is a registered letter?

If the sender wants to know whether his letter has reached the recipient or not, he sends a registered letter, for sending which he a receipt is presented. Attached to it is a notice that the sender fills out and on which the recipient must sign, as well as indicate the date when the letter arrived at his address. The notice indicates the address to which it should be returned. If it is returned to the sender with the addressee's signature, he can be sure that the letter has arrived.

This kind postal item often used during official correspondence, when you urgently need to send documents and you need to be absolutely sure that they will reach the final addressee, since the post office guarantees the delivery of such a letter. Enterprises also send registered letters when responding to requests and complaints from citizens in order to attach a receipt of the letter and a notification to the received response as proof of receipt of the correspondence by the addressee. If the registered letter is not received, it, together with the notification, is returned to the sender with the appropriate note.

What is a valuable letter?

A valuable letter is sent in cases where the documents or contents of the letter have certain value and if it is lost, the sender may suffer material damage. An inventory must be included in the letter, which indicates a list of documents and their cost, which the sender has the right to demand in the event of loss of correspondence. A valuable letter may also be accompanied by a notification of its receipt by the addressee.

What do registered letters and valuable letters have in common?

These types of postal items exist in order to secure shipment correspondence. Valuable and registered letters are usually accompanied by a receipt. For sending postal correspondence, the sender additionally pays for postal services, in confirmation of which he receives a receipt, which indicates a unique code by which the location of the postal correspondence can be tracked. You can’t send money by either valuable or registered mail; that’s why there are Money transfers by mail.

What is the difference between registered and valuable letters?

Postal items have many differences, which the sender must carefully study before choosing exactly how he will send correspondence.

Price

Sending a registered letter costs less than a valuable one, and the reason lies in the fact that the latter is accompanied by an inventory of the attachment, which indicates the cost of the correspondence being sent. In case of loss of a letter or its theft, the post office is financially liable to the sender and compensates for the material damage caused. Usually sent by certified mail important documents, such as employment history or claim materials that have a certain value for the sender, therefore their loss can cause him material damage.

Item type

By registered mail you can send a letter, an “M” bag, a secogram, a postcard or a parcel; a valuable letter has a narrower range of correspondence that can be sent - a container, a parcel, a letter or a parcel.

Availability of inventory and notice

Sending a valuable letter implies the mandatory completion of an attachment inventory, which indicates the entire list of documents being sent with an exact indication of their name, number of pages and cost. There is a special approved form to fill out. The correctness of filling out the inventory must be checked by postal employees; they check whether all the specified documents are available, since the postal service is responsible for the safety of the sent letter.

If everything is filled out correctly, then the postman puts a stamp on the attachment inventory and puts one copy of the inventory in the envelope and gives the other to the sender. The notification does not have to be attached to a valuable letter; the sender fills it out only if he wants to find out when the correspondence was received by the addressee. An inventory is not attached to a registered letter, but a receipt may be attached.

Delivery type

The postman delivers a registered letter to the addressee at the address specified by the sender. The notification must include the date of receipt and signature of the recipient. Once completed, the notification is sent to the sender as evidence that the letter was received by the addressee. If the recipient was not found at the specified address, the post office returns a registered letter marked “after the expiration of the storage period” or “the addressee has left.”

You can receive a valuable letter at the post office using your passport or by power of attorney. The recipient receives a notification to the address specified in the letter that a valuable letter has arrived at the post office and needs to be collected. Unfortunately, this is a disadvantage of sending a valuable letter, since unscrupulous recipients may ignore the fact that the letter was sent to their address and never receive it, since it is returned to the sender after the end of its storage period at the post office.

Why send a registered letter with return receipt requested? Typically, a registered letter with notification is sent when the sender needs to know when the correspondence he sent will be delivered to the addressee. Let's consider how to send a registered letter with return receipt requested and let's talk about the cost of this service.

A registered letter in notification implies delivery to the sender of notification of delivery of the letter sent to the addressee. In this case, you can order delivery of the notification not only to the sender, but also to any person indicated by the sender when sending the letter.

Who deals with sending registered letters with return receipt requested? You can send a registered letter with notification through the Russian Post office. The easiest way to find where the nearest branch is located is on the Russian Post website, for which you need to enter your address or the postal code of your address; for this search query you will be given a post office where you can send a letter.

In the search results you will see the address of the post office, the office's operating hours and a contact telephone number. To make your search easier, the page will provide a map with post offices located on it.

Details of sending a registered letter To send a registered letter, just come directly to the selected post office and contact the postal employee for clarification.

They will definitely help you and accept your documents for forwarding.

An envelope for sending a letter can be purchased immediately before sending, the envelope must be sealed, and the address information of the sender and recipient of the letter is written on the envelope.

How does the delivery of a sent registered letter with acknowledgment of receipt take place? Upon arrival of the letter at the post office serving the addressee, he is sent a notification of the arrival of a registered letter at his address. The notice indicates the address of the post office where you can pick up the letter and its opening hours.

When delivering a letter to the addressee, he must confirm his identity by presenting his passport and sign for receipt of the correspondence. In this case, a notification is sent to the sender’s address that his letter has been delivered to the addressee on such and such a date.

How to send a registered letter with acknowledgment of receipt with a list of attachments? If a letter contains several documents, an inventory of all the papers enclosed in the envelope is usually compiled.

In this case, the list of sent documentation must be drawn up in two copies.

The first copy is sent along with the letter for the addressee so that he can check the inventory upon receipt, and the second copy remains with the sender so that he can prove that these documents were actually sent to the addressee.

The list of attached documents must be drawn up according to form No. 107. The Russian Post Office must have a sample of filling out the list of attachments; if you don’t find it, just ask to show it to you.

The price of a registered letter, how is sending by registered mail calculated? The price of sending by registered mail is calculated based on the selected type of mail, the weight of the sealed envelope with the letter and the method of sending it.

Contractual relations imply the fulfillment by the parties of their obligations in full. If one of the parties, let’s call it the offender, violated the terms of the contract, then the victim begins to take measures to eliminate the contradictions. In most cases, the dispute can be resolved before trial, especially since in most civil law disputes it is important to follow the claim (pre-trial) procedure for their settlement, without which arbitration court will return the statement of claim.

Typically, a “debriefing” begins with the presentation of a claim (complaint) to the offender, which is often impossible or very difficult to convey personally. The reasons may be different: the parties are geographically far from each other; the victim’s health condition does not allow him to visit the offender in person; the latter refuses to accept the claim, and so on. The post office comes to the rescue; there is a branch in almost every locality. In this article we will look at how to properly send a claim by mail, what types of mail are used for these purposes, and which one will be most preferable?

Registered letter with acknowledgment of delivery

Any registered letter is a registered mail item (RPO). This means that all stages of its passage from the place of receipt to the place of delivery to the addressee are documented (each RPO is assigned a tracking number), and the fact of delivery itself can be proven by requesting the relevant information from the Russian Post (letters are handed to the addressee with a receipt). But if suddenly it comes to judicial trial, then such a request may take time and delay the consideration of the case. Therefore, it is recommended that any letter of claim be sent with acknowledgment of receipt.

The notification is a special postal form (for shipments within Russia - form 119), on which the recipient’s signature is placed at the time of delivery. It is sent along with the letter and then returned to the sender with a receipt, a postal stamp and the signature of the employee who made the delivery.

Notifications, like letters, can be simple or registered. A simple card will follow the path back to the sender in the same way as a simple letter - it will not be taken into account or registered anywhere, it will simply be dropped into the mailbox. A registered notification must be received by mail, but the risk of its loss will be eliminated by adding it to the documents at all stages of the process.

When registered mail arrives at the post office at the addressee's location, the letter is delivered to the address of the legal entity (the delivery procedure is determined by the agreement between it and the postal operator) or a notice is sent to the organization's post office box. The notice is a special form (Form 22), which is designed to inform the recipient that there is a registered postal item in his name (or company address). In this case, registered letters are delivered at post offices upon presentation of a notice, as well as a passport and power of attorney (if the recipient represents a legal entity).

By sending certified mail with notification, you will provide conclusive evidence that your application (or claim) was delivered to the recipient's address. However, here we cannot exclude the possibility that during the trial the recipient will declare that he received an envelope from the victim with blank slate or with completely different information, in general, he will say that he did not see the claim.

Indeed, the very fact of delivery of a registered letter with acknowledgment of delivery does not mean that there really was a claim, and not a declaration of love or a wish for a long and happy life. And if a guarantee of delivery is an undoubted advantage of registered mail, then the lack of evidence regarding the attachment is an undeniable disadvantage. Therefore, in order to competently resolve controversial issues, it is better to send the application by letter with a declared value.

Valuable letter with a list of attachments and notification

A valuable letter (with a declared value) also applies to RPO and is protected from the risks of loss in transit due to the fault of postal workers. When sending such a letter, its “declared value” must be indicated - this is the amount that will be paid to the sender in the event of damage to the correspondence or its loss as a result of force majeure.

Valuable letters are delivered exclusively at post offices upon presentation of a notice. Delivery and handing over to the location of the organization or place of residence individual impossible.

Receipt of delivery, as in the case of registered mail, will indicate that the addressee has received the letter. But the problem of proving the contents of this letter will remain open. Therefore, it would be better to send a valuable letter with a description of the attachment and a receipt.

Inventory of attachments is a special postal form (Form 107), which is filled out before sending a letter (this “option” is only possible for valuable letters and does not apply to registered letters). The inventory indicates the names of the documents contained in the envelope and their quantity.

To send such a letter, you must prepare an envelope with a claim enclosed. The envelope DOES NOT need to be sealed. Fill in all the required fields on the envelope (your address and the recipient's). Fill out two copies of the inventory form f.107. This can be done on the post office website, after which they can be printed. Or take the blank printed forms directly from the branch, where you can fill them out.

In the “Name of Items” column, enter the name of your claim, for example, “Claim for refusal to return part of the insurance premium after early repayment.” In the column “Number of items” we write 1 (unit). And in the column “Declared value, rub.” enter a small amount in rubles (no more than 10 rubles).

What does a postal worker do:

• checks the inventory with the contents of the letter;
• puts a certification signature and seal on the inventory with the date and department index;
• one copy of the inventory is returned to the sender;
• the claim with the second copy of the inventory is sealed in an envelope and the receipt of the postal item is formalized.

This way, it will be confirmed that you sent exactly the claim, and not something else or a completely blank sheet. In this case, the postal worker who certified the inventory bears full responsibility for the correspondence of the inventory to the actual attachment. The payment receipt, inventory and receipt receipt will be conclusive evidence that you sent the claim to the offender. And it will be possible to compensate for your expenses at the expense of the recipient of the letter (if, of course, the sender wins in court).

Note! To ensure that in the future the other party cannot challenge the contents of the claim letter, it is advisable to indicate the most detailed name of the attached documents when drawing up the inventory. For example, “Claim with requirement”.

Even despite the presence of an inventory, the addressee may open a dispute regarding the content of the received requirement. How can you fight your opponent in this situation? It’s very simple - download the inventory form from the Russian Post website and fill it out on your computer. At the same time, the contents of the entire claim are entered in the text of the inventory in small print. Then the name of the attached document will look like this: “Claim with the following content: “.

The main disadvantage of valuable registered postal items with an inventory is the lack of a guarantee of their delivery. It is quite possible that the message will be returned to the sender with a note about expired storage The main thing here is not to print out the letter, but to keep it until the trial. During the hearing, you can present the envelope to the judge for review and open it in his presence. This will be guaranteed proof that you sent “the right thing” and your good intentions.

If the recipient claims that he did not receive anything, or received, but not what you sent him, then the burden of proving these circumstances lies entirely with him. The judge in this case will probably side with the sender.

You can send any claim letters using the methods described above:

• application to court;
• complaints to Rospotrebnadzor, the prosecutor's office, FAS;
• claims to the bank;
• requirements for borrowers, etc.

How to properly send a claim by mail? Additional measures

Let us assume that all measures aimed at delivering the claim by mail have been completed. But the addressee stubbornly refuses to receive the letter. Maybe because he suspects its contents, or maybe everything is much more banal. Employees of the organization are simply too lazy to go to the post office, or, as they say in the reviews knowledgeable people, legal persons draw up powers of attorney for their employees only to receive registered letters (according to the standard postal power of attorney form), but unfortunately, they forget about valuable ones or are too lazy to draw them up. How can we force the other party to receive the shipment?

The first thing they recommend doing on the forums is to send a telegram following the complaint. In the text of the message you need to indicate that you sent the letter by mail and ask to receive it (just indicate the letter number). The telegram is delivered directly to the addressee, without prior notification of its arrival. Therefore, there is practically no chance that they will not receive it. This will ensure that the defendant is properly notified of the claim. And if he refuses to receive a registered (or valuable) letter, this will be regarded as a deliberate evasion of obligations.

The second option is to use the same telegram as the main means of notification. In this case, the entire text of the claim is written in the forwarded telegraph message. But this method only works fully in cases where the text size is small, i.e. takes up no more than 1 sheet. True, this method will cost a pretty penny. Alternatively, you can send only the main idea of ​​the claim, an excerpt from it in a few words, for example: “Please recalculate the insurance premium and return part of it due to the full early repayment loan."

So what is the correct way to send a claim by mail? Which method will be most preferable? Those discussing this topic on various forums agree that nothing better than a valuable letter with an inventory and notification has yet been invented. You can try everything available options With additional measures, but the most reliable way to transfer claims is still their personal delivery to the offender (just don’t forget to get a copy with a receipt stamp; alternatively, you can prepare a second copy of the claim for these purposes). Here, the very fact of delivery cannot be disputed, and the essence of the transmitted message is not in doubt.