How to write a request letter for office expansion. How to write a formal request letter - sample

The most common types of business letters are letters of request and letters of inquiry. Letters of request are drawn up in order to initiate certain actions by the addressee required by the author of the letter. Letters of request - to obtain any official information or documents. In what situations are they compiled? How to correctly state the essence of a request or request?

In the system of document communications, business letters are the most popular documents, and among business letters, the most common types are letters of request and letters of inquiry. How to compose and format them correctly? This is important for all secretaries to know.

Letters of request are drawn up in order to initiate certain actions by the addressee required by the author of the letter. IN management activities A huge number of situations give rise to the preparation of such letters. It may be relative simple situation, in which there is no need to present information that is complex in terms of events, provide any argumentation, or convince the addressee. In such cases, it is better to start the request letter directly with the statement of the request itself, for example:

We ask you to send calendar plan holding seminars for the first half of 2006. We ask you to consider the issue of allocating a preferential loan in the amount of 600 million rubles to the Association of Fruit and Vegetable Farms. for the purchase of citrus fruits from the Import-Export company for sale in Moscow and other cities of Russia.

However, not all situations in management activities are so simple. Most situations require justification when drawing up request letters, or, in other words, an explanation of why, why, and for what purpose the letter is being drawn up. As a rule, justification is necessary in order to influence the addressee, to convince him to act in a very specific way, as the author of the letter would like or need. If a letter of request contains a justification, then most often it precedes the statement of the request, for example (the sign // indicates the boundary between parts of the text of the letter):

Due to the fact that the official duties of Administration employees involve traveling around the territory of the district, // we urge you to allocate funds for the purchase of two new Volga official cars for the needs of the Administration. In connection with the expansion of the range of products we produce // we ask you to provide us with information about new technological and design developments of refrigerators and freezers“Stinol.”

Russian is one of the languages ​​with relatively free word order. In any of the texts above, we can swap parts of the sentence without much damage to the meaning, for example:

We kindly ask you to allocate funds for the purchase of two new Volga official cars for the needs of the Administration // due to the fact that the official duties of the Administration employees involve traveling around the territory of the district. We ask you to provide information about new technological and design developments of refrigerators and freezers “Stinol” // in connection with the expansion of the range of products we produce.

Phrases in which the main idea of ​​the letter is first stated, and then the argument is given, have a special stylistic connotation: they are always perceived as more expressive than phrases built on the “justification - conclusion” principle. However, business style is alien to any kind of expression; it almost always gives preference to stylistically neutral language means, so phrases that first provide an explanation, give a justification, and then state the essence of the matter are more correct. When composing a request letter, try to ensure that the rationale and the final part (the request) are grammatically one sentence. Even in cases where the justification makes reference to regulations, facts and events are stated, do not highlight the rationale in a separate sentence, otherwise to state the request you will have to use phrases like: “In connection with the above, we ask...”, “Taking into account the above, we ask...”, “In connection with which we ask...”, etc. . n. These constructions do not carry information and make the text more complex both from the point of view of structure and from the point of view of perception. Letters of request can be written in even more complex management situations. Schematically, this situation can be represented as follows:

A letter written in such a situation will be easier to perceive if the content is presented in a sequence that reflects the logic of the development of the situation itself. In this case, the structure of the letter can be divided into three parts: introduction (description of events, facts that directly affect or may affect the management situation), justification (explanation of the reasons why it is necessary to contact the addressee with a request), conclusion (request), for example ( The communicative and semantic parts of the letter are separated by the sign //):

According to the data we have, at the Kursk and Belgorod sugar processing plants, which are the main suppliers of sugar to Moscow and the Moscow region, scheduled preventive work should be carried out during March - April of this year, the schedules for which have not been agreed upon. // Due to the fact that during the period of preventive work the production of sugar and its supply to consumers will significantly decrease, // we ask you to hold a working meeting with the participation of representatives of the Moscow government on the issue of ensuring sugar supplies to the Moscow region for the period of partial shutdown of these factories.

Regardless of the structure of the text, the request in the letter is formulated using the verb “to ask.” In letters issued on organizational letterhead, the 1st person plural form of the verb is used:

We ask you to provide information about..., We ask you to provide information about..., We ask you to request about..., We ask you to conduct... etc.

In letters issued on official letterheads, the 1st person singular form of the verb is used:

I ask you to consider the issue of..., I ask you to provide information about... etc.

One letter may contain several requests (preferably on one issue). In this case, the main request is formulated first, and then the rest, using the following linguistic expressions:

We also ask you to (consider, provide, conduct...), At the same time we ask you... etc.

For example:

Due to the insignificant gas consumption of boiler plant No. 4 (less than 3.5 million cubic meters per year), we ask you to exclude this enterprise from the group of gas consumers with mandatory reserve fuel(fuel oil) for the heating season 2005–2006. At the same time, we ask PA “Mosgorkhleboprodukt” together with JSC “Mosenergo” to consider the possibility of connecting plant No. 4 to heating season 2006–2007 to the district heating system.

A letter of request is actually a type of letter of request. As a rule, requests are made in order to obtain any official information or documents. IN commercial activities request is an appeal from the buyer to the seller (importer to the exporter) with a request to give detailed information about goods (services) or send an offer for the supply of goods (provision of certain services). In general, request letters follow the same rules as request letters, for example:

In accordance with paragraph 10 of the Government Decree Russian Federation dated 20.05.94 No. 498 “On some measures to implement the legislation on insolvency (bankruptcy) of enterprises” we ask you to provide us with data on the size of the state’s share in the authorized capital of OJSC “Moscow Bakery No. 18”, located at the address: st. Nikitinskaya, 45 If a stake in this company is sold, please inform us of the date and method of sale.

In commercial activities, the text of the request usually indicates: name of goods (services); the conditions under which the author of the letter would like to receive them; quantity and/or quality; timing of delivery of goods or provision of services; price and other information. The following expressions are used in a commercial request:

We ask you to inform us about the possibility of supply... We ask you to make an offer for supply... We ask you to provide detailed information about... etc.

For example:

We ask you to inform us about the possibility of supplying air conditioners model AS-200 in the amount of 150 pcs. during February - March 2005, and also inform the terms of payment and delivery conditions.

The response of the correspondent organization to a letter of request or request is a letter of response, which can be consent or refusal. In commercial activities, the response to a request is issued as a commercial letter, which confirms receipt of the request and provides information about the product of interest to the buyer. The response to a request can also be a commercial proposal (offer). Letters of request and letters of inquiry are drawn up in accordance with GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements." When drawing up and processing requests and requests, the following details are used: addressee, title to the text (if the text of the letter is more than 4-5 lines), text, signature, note about the performer. All business letters are drawn up on special forms - letterheads.

To write a letter of request for assistance in resolving an issue to a person holding a high position, you need to know the rules for drawing up such a letter. It is advisable to briefly and clearly state the essence of the appeal. From this article you can learn how to write a letter of request for assistance in resolving an issue to the governor. You can write, for example, about solving problems related to the city and region, be it shortcomings in housing and communal services or a personal request. It is important to note that the request should not exceed the capabilities of the authorized person.

General information

Such a letter of assistance in resolving an issue is useful when you need to obtain information, documents or make a transaction. You can write a request to improve the quality of work of any government organization. Usually such letters are sent to someone else's name. In some cases, they contact the organization directly.

A letter to the governor requesting assistance must fully comply with the rules of business correspondence. You need to take responsibility for everything: from the font of the text to the content of the letter. If the problem affects not only one citizen, but several, you can collect signatures and relevant documents. The more convincing the documents presented, the more likely the administration will respond to the request. Such a letter of assistance in resolving the issue may be accepted or rejected. In any case, government agency employees must send a response with detailed information and an explanation of the reasons for the refusal.

To write and send a letter you will need the following items:

1. PC with Internet access.
2. Paper.
3. Pen.
4. Envelope.
5. A printer.

Form

There is a special form for writing a letter to the governor with a request for assistance, which indicates the name of the applicant, as well as the name and position of the governor, summary letters and other important items. It is advisable to print the application on a separate sheet. You can find the form on the administration website or at the governor’s reception. In some areas it may be missing, then you need to write it yourself using a PC or manually. If you send a letter requesting assistance in resolving an issue without this form, you may not receive a response.

Statement

After finishing working with the form, you need to start writing the letter itself.

1. First, the hat is designed. On the right are written the position, surname, first name and patronymic of the official. The full name and all contact information (residence address, phone number, email) of the author of the appeal are written below. All details of a civil servant are indicated in dative case. Personal data - in genitive case.
2. Next, stepping back a little, in the middle you should begin your address with the word “dear.”
3. Then you can state the essence of the problem.

The letter doesn't have to be long. You should not write the main part over several pages. One A4 sheet is enough for this. The main thing is to state the essence of the problem so that when reading, a person understands what is being discussed. All necessary information can be specified in the application. It should not be stretched over ten pages; you can write several sheets, fully revealing the problem. You should not write anything unnecessary in the application.

The way the main part is written determines whether the letter will be read by the governor or not. At the end of the letter, you must write “Attachment” and indicate the sheets with additional information. At the end of the letter, you again need to describe your request in two or three sentences and sign it. For example, you can write a letter requesting assistance in resolving an issue in the city.

Application structure

The letter is written by standard pattern. It should contain:

1. The reason for petition. The reason is briefly described: why the citizen turns to this official, and also why he turns to this particular official.
2. Target. Why is a letter written? Here it is necessary to state the essence of the problem, as well as show why the addressee needs to respond to the request.
3. Link. Description of the outcome of the decision. If the governor responds to the problem, what changes will occur in the company, the life of society, etc. This is the most important part. She convinces the addressee of the need to provide help, and it depends on her whether they will respond to the request.

If there is more than one request, it is best to make several paragraphs for each problem. All details can be written, as mentioned above, in the application. The structure of the application is described for its main part.

Dispatch

After the work with the letter requesting assistance in resolving the issue is completed, you need to put all the evidence and official appeals, as well as the letter itself, into the envelope. All additional attachments only increase the likelihood of the recipient reading the letter.

Having packed everything in an envelope, you need to find out the legal address of the regional or district administration and send the letter. Before sending it, you should make copies of all papers. It is best to send them, since the letter itself important documents may be lost in the mail or in the administration.

Shipping options

You can send a letter of request for assistance in solving your problem not only by regular mail. If there is concern about the safety of papers or that the letter will not arrive, you can do the following:

1. Order delivery to a representative from the Governor's Office. Russian Post and commercial letter delivery companies have this function. This way, the letter will be delivered much faster and will go straight to the governor.
2. Email. It's the 21st century. Any request can be sent by e-mail. You just need to visit the administration website, find out the email for public relations and, having filled out all the forms and forms, made scans of all documents, send them in the form of files by mail. Some sites have electronic reception desks where there is no need to attach files; you can fill out personal information and leave a request there.

The response period, according to official data, is 30 days, but usually the response arrives within two to three days.

What's the best way to write

You can write a letter requesting assistance in solving any problem, but whether assistance will be provided or the letter will be put into the archive depends only on the addressee. To increase the chance of a successful outcome of the case, it is better to touch upon the positive personal qualities of the recipient. It is necessary for a person to understand why they are turning to him.

A few inserts with compliments would be appropriate. In the letter, it is worth making it clear to the person that only he can help with solving the issue stated in the paper. For example, if the addressee writes a letter for assistance in solving the issue of housing and communal services, it can be shown that such a problem is important and the governor, like no one else, will be able to help not only the specific citizen who wrote the appeal, but also all citizens in solving this problem.

You should definitely justify your point of view. It is advisable to choose several justifications for why you need to respond to the request. It is better to build these justifications according to the following scheme: average persuasiveness, weak, the most convincing - this is standard psychological technique beliefs in the field of business communication.

It is necessary to interest the addressee in fulfilling the request. This aspect should be carefully considered. Perhaps the proposal will somehow be related to the benefit of the recipient? If exists important problem, you can show how the stated request will help solve either this question completely or part of it.

If you have absolutely nothing to offer, don’t despair, this also happens. You need to show the importance of the request. This will put pressure on emotions. The essence needs to be presented as clearly and understandably as possible, so that when reading the letter, a person wants to help in solving this particular issue.

What's the best way to state a request?

After preparing the addressee to accept the request, it is necessary to state the essence very succinctly. The text should be short. Long sentences are not at all suitable for such a letter. All numbers and exact data must be provided.

If the request is to order equipment for a company, for example, then the price, quantity and brand should be reflected in the letter. Any unclear words or data are best explained. When expressing thoughts, you should not write sentences with double meaning. The essence should be clear immediately. This is a letter with a business style of storytelling.

How to write a conclusion

At the end, it is necessary to summarize all of the above. It is worth writing what benefits the company or specific citizen will receive if the request is fulfilled. And it’s better to do it in the form logical chain. For example, when ordering 5 new machines, 5 jobs will appear, from each one so many tax deductions will go to the budget or a specific enterprise will receive such and such profit.

In conclusion, it is important to repeat the request and what its fulfillment will lead to. Throughout the letter, you should maintain a business style of narration. This shows the attitude of the addressee to the problem and the matter as a whole.

Sample letter requesting assistance in holding an event

Dear Ivan Ivanovich!

The company *name of the company* has been organizing industrial practice for higher education students educational institutions. This helps not only to consolidate the acquired knowledge, but also to apply it in practice.

You, as the head of the HR department, are a person interested in finding new candidates: young, energetic and promising specialists. This profession is in great demand. I, like most students, would like to learn about all the nuances of such work.

In this regard, I ask you to organize a meeting of the chief engineer, Petr Petrovich Petrov, with applicants on May 10 at 16.00 in educational building our institute.

By showing young people the prospects of a profession today, you help them learn more about it, and also lay the groundwork for the right choice in future. Probably by choosing this profession, some of them will work at your enterprise and help it reach new level.

With respect and gratitude,

Rector of the Institute V.V. Astapov.

What language constructs are best to insert?

When composing a letter, you should use the language structures described below:

1. Introductory part. In this part of the letter for assistance in any matter, it is necessary to state the essence of the matter, indicate the reason for the appeal and the request itself. To do this, it is best to use the phrases below. To describe the reason: due to non-receipt, taking into account, etc. To express a goal: based on results, for purposes, for coordination, etc.
2. Request. It can be presented in either the first or third person. The phrase used to describe her is quite standard, and it begins with the word “please.”

The following points should be taken into account:

1. When presenting, attention should be focused on the interest in fulfilling the request by both parties.
2. You should never start a letter with the word “please”; it is best to first explain the reason for the request, and then state the essence of the request.
3. It is not advisable to immediately thank the recipient. This can put him in an awkward position. It is best to thank a person after he has responded to a request.
4. The significance of the problem at hand should be described. It is necessary to make it clear that resolving the issue satisfies the needs of not only the addressee, but also other people in general. However, it should never be noted negative side requests.
5. You cannot include threatening sentences in the text of your appeal (contact another authority if you refuse help, for example). This will definitely alienate the addressee, and the letter will go to the archives.

Conclusion

Having studied the style of business storytelling in more detail, as well as sketching your own thoughts, you can easily write a letter, after reading which, the addressee will respond to the request stated in it.

You should always remember that a letter is being written to the manager for assistance in resolving the issue. Moreover, this question is primarily of interest to the addressee. And only in his power to do everything to ensure that the letter is responded to.

Thus, following the example described above, you can write your appeal, observing all the excerpts and formatting rules.

1. Do not forget that the administration seal must be affixed to the form. It is best to purchase a form from the regional administration.
2. You can also use the online application option.
3. It is necessary to collect all possible documents and certificates, as well as signatures, if the problem affects not only a specific citizen.
4. To write about a request for assistance in resolving an issue, you should use a business style of storytelling, and also do not forget about the respectful tone of the letter.
5. The letter should be of interest from the very beginning executive.
6. After writing the original, you need to make copies of all documents, certificates and signatures, as well as the letter itself, and send copies of the documents to the administration, having previously found out its legal address. In this case, send the letter in the original. It is best to do this using a courier. Then reviewing the document will take much less time.
7. After sending, you should wait patiently for a response.

Sample petitions for various life situations are posted on the Internet, but still when drawing up of this document citizens have difficulties. Below we will talk about important issues regarding this document.

Besides important information, in this article you will learn how to write a petition to the court correctly and get acquainted with step by step instructions to check the relevance of sample applications found on the Internet.

Petition and its purpose

From a legal point of view, the concept of “petition” means a request that is addressed to the authorities state power or other structures empowered to review and resolve it.

Not only lawyers who, by virtue of their professional activity you have to send the document to different authorities: to the court, to the preliminary investigation authorities, etc. In some cases, citizens also cannot do without the skills of drawing up a petition, which may be needed at any time.

For example, an application must be submitted to the education department in order for your child to be allocated a place in a preschool institution - kindergarten. In order to reward a distinguished employee, you will also need the ability to correctly write a petition to the court. Or, on the contrary, when a penalty was imposed on the employee who committed misconduct, which he eventually atoned for and now needs to be lifted - in this case, a petition is also written.

If your petition is addressed to the court, then the form of the document has no relationship with the type trial. That is, it does not matter whether a criminal case is being considered or a civil dispute - the petition must be drawn up in compliance with the norms of the relevant legal field.

The options for drafting a document can be very different - their number is difficult to count. It can be:

• Request to call a witness.
• Request for payment of state fees in installments.
• Petition to change the requirement or clarify it.
• On adjournment of the court hearing.
• Request to invite a translator.

There are many options, but how to write a correct petition to the court for your specific case a legally competent sample should be taken as a basis. If you are faced with the acute question of how to write a petition to the court, then it is better to use the help of proven resources on the Internet on the relevant topic, where you can download a sample that is most suitable for a particular case.

There are a number of elements that will remain the same regardless of the subject of the petition:

• Requisites.
• Name of the judicial authority.
• Applicant details.
• Description of the subject of the petition. Reasons for granting the request.
• Justifications for the application in accordance with legal regulations. This includes regulations, links to relevant laws, other legal sources.
• Date on which the petition was filed.

An example of how to write a petition for an award or incentive for an employee

During the work process, various situations may arise when it is necessary to encourage, reward, or remove a penalty that was previously imposed on an employee. You can launch these pleasant procedures by drawing up a corresponding petition to higher authorities. Each enterprise has its own business customs - it will depend on them who exactly should draw up the request document.

In most cases, this function falls on the shoulders of the HR department employees, but it happens that the task is shifted to the shoulders of the employees themselves, who receive bonuses or other types of incentives.

In this case, no one can guarantee that the HR manager will provide a well-written sample application that is adequate for your situation.

For this reason, it is recommended to find and study a sample application in advance, which will allow you to avoid delays and endless corrections of the document in the future. To do this, you just need to ask the appropriate query in search engines.

If the petition concerns incentives for an employee, it must be addressed to the first manager of the company. You can use a free form of presentation when compiling a paper, but there are a number of points that must be taken into account:

• Labor of the employee.
• Description of his merits.
• Personal characteristics of the employee.

The resolution of the petition must briefly state the conclusions from the above. In other words, the final essence of the document is to give bonuses, recommend for a higher position, reward, etc.

What is a petition letter and how to write it

At its core, a petition letter does not differ significantly from a regular petition, since the details, drafting style, and form remain absolutely identical.

There is only one difference - in the name. It is believed that the letter of petition received its name for the reason that in most cases it is sent to the addressee via postal services. Although a regular petition can also be delivered in this way.

This is precisely the term “petition letter”, however, in most cases, requests related to everyday issues are called, including:

• Encouragement of the employee in the case when the citizen desires it. For example, such a petition can be written by a patient medical institution in relation to an employee who, when providing medical care showed high professionalism.
• Admitting a child to school or preschool, located not at the place of residence.
• Issue Money credit institution. A number of banks in practice use the following option: they require the borrower to submit a corresponding application from the employer.

IN in this case You don’t really need a sample for drawing up a petition - it is permissible to present arguments in free form. But do not forget about the official business style and that it is better not to use colloquial and literary expressions - after all, this is a petition.

Office standards should also not be ignored:

• On the right top corner sheet you need to register the addressee of the letter.
• You need to start your petition with the following address, which is accepted by business customs: “Dear Pyotr Venediktovich, I ask you...”.
• Availability of complete contact and personal information of the author of the petition letter.
• A brief and clear list of arguments.
• If necessary, you need to provide a link to regulations, which confirm the arguments of the petition letter.

There are situations when a letter of petition must be in a certain format (for example, a petition to the education department). In this case, it is recommended to request a sample from the addressee. There are no accepted templates at the legislative level, and for this reason, each institution has the right to establish its own standards and demand that they be followed.

It should be noted that if a citizen makes some deviations from the form adopted by the institution, then this fact cannot be a basis for invalidating the letter of petition.

But it’s still better to use a “self-proclaimed” sample in order to save nerves and time on disputes that no one needs.

How to choose the right application format

If you are puzzled by how to write a petition and are looking for a suitable sample, then it is not a fact that you will immediately come across a sample online that you can trust. To determine this, follow a number of steps that do not require much effort:

• Study the sample petition and see if it contains references to regulatory sources (bylaws, regulations, laws).
• If there are such links, then you need to find out the degree of their relevance. To do this, you need to enter the name of the regulatory act in the search engine.
• Study the specific legislative norm that is written in the sample. It may be that at the time of the search it changed.

In any case, you first need to figure out whether a particular sample or template is relevant at the time of the search. It is important to know that when searching for a sample petition, it is wiser to use several sources. This rule applies to any subject of the petition and the addressee.

Letters of request are an integral, important and necessary part of business correspondence. On the one hand, these are tactful and diplomatic requests on current issues, on the other hand, they are a tool for achieving certain goals of the addressee. The purpose of any letter of request is to induce the addressee to take certain actions required by the author of the letter. How to write a letter of request to get as close to a positive response as possible?

Any letter of request must consist of a well-thought-out rationale and a clear statement of the request. In addition, you can use techniques that increase the efficiency of writing.

Step 1. Who do you contact with your request?

Address the addressee personally, preferably by first name and patronymic:

“Dear Ivan Ivanovich!”, “Dear Mr. Ivanov!”

Firstly, you will express your respect to the addressee, and secondly, a request addressed to a specific person imposes responsibility on him for its implementation. There are situations when a request is addressed to a team or group of people. In this case, it is also advisable to personalize the appeal as much as possible:

“Dear colleagues!”, “Dear managers!”, “Dear junior employees!", "Dear employees personnel service!»

Step 2. Why are you contacting me?

Give a compliment to the recipient. By giving a compliment to the recipient, you answer his question: “Why are you asking me this question?” Note his past achievements or personal qualities.

“You are always ready to listen and find the best way to solve the problem of almost everyone who contacts you. And, to give you credit, you helped a lot of people.”

“You are a leading expert in the field...”

“You helped many people resolve the most difficult questions in the field of..."

This technique will allow the addressee to look at the request more closely and try to find an opportunity to satisfy fuck her.

A compliment is appropriate when we're talking about about non-standard requests, when the addressee needs to win over, when you need to pay attention to certain merits and qualities that are necessary and important for the fulfillment of your request.

It is very important not to cross the line between a compliment and rude flattery. Be sincere.

Step 3. Justification of the request

Any request must be justified as to why you are making this particular request. Enter the addressee into the context of your problem.

At this stage, you need to select the three most significant arguments for the addressee. It is best to build arguments according to the following scheme: strong - medium - strongest.

Requests come in different levels of complexity, so the recipient is not always interested in fulfilling someone’s requests. He needs to be convinced that fulfilling the request has potential benefits:

Interest the recipient

Offer to implement some attractive opportunity for him related to the fulfillment of your request:

“At all times, business and enterprising people have strived not only to achieve material success, but also to leave their mark on the history of the Motherland, to be remembered good deeds, to gain respect."

« The successful activity of any professional community is, first of all, understanding and support from friendly Unions, participation in joint events and projects».

« Of course, your big goal is a clean and comfortable city for people».

Or voice a problem that is very relevant specifically for your addressee:

“You, as a wise owner of the city, are probably concerned about the chaotic walks of children of different ages in unsuitable places, which leads to increased traffic accidents and an increase in child crime.”

“Your department has received more frequent calls on non-core issues, which takes up a lot of valuable working time.”

Show how your request can help realize the opportunity:

« And today, when our country relies on youth, it is difficult to find a more necessary, sacred cause than helping young men and women from disadvantaged families. In our city there are those who already provide such assistance - under the auspices of the mayor’s office, our charity center “Heritage” operates on donations from citizens, teaching troubled teenagers folk crafts ».

Or to solve the problem:

“Equipping specialized places for children of different ages to spend time will help reduce the level of child crime and minimize road accidents involving children.”

Describe the significance of the request

When there is nothing to offer the addressee or in the context of this request it is inappropriate, then it is better to bring the addressee up to date. Here you need to describe the situation as fully as necessary to understand the relevance of the request and the importance of its implementation. The significance of the request must be described in such a way that it “touches the soul.” If the request does not fall into the category of “touching”, then you need to show the addressee the cause-and-effect relationship, which will ensure that the addressee fulfills the request.

“From (date), according to lease agreement No. X, the rent for 1 m2 is 20 USD. in a day. Over the past three months, there has been a decline in trading activity due to economic instability and social unrest. The average profit from trading is 10 USD. per day, which is not enough even to pay rent. If measures are not taken, private entrepreneurs will be forced to close their retail outlets, which may negatively affect your income.”

Thus, you must make it clear to the recipient that fulfilling the request carries the prospect of receiving material or non-material benefits.

Step 4. Statement of the request

When the addressee is prepared, you can state the actual request. The text of the request should be quite concise and extremely clear. In no case should there be ambiguity or understatement. For example, if we are talking about reducing rent, then it is important to indicate to what level:

“We ask you to reduce the rent level until the situation stabilizes to 5 USD. per m2 per day.”

If we are talking about the provision of services, then make the request as specific as possible, indicating the desired dates, price issue, etc.:

« To equip a pottery workshop, we need a kiln for firing ceramics - we ask you to help us purchase it. The cost of the stove with installation is 998 thousand rubles».

In this example, it is not entirely clear what kind of help is required from the addressee. It would be better to formulate the request more specifically: “We ask you to help us purchase a kiln for firing ceramics by transferring 333 thousand USD to the bank account of the company for the production and installation of kilns.”

Whatever you ask for, the recipient must know exactly when, what, how much and at what price you want to receive. A generalized request is more at risk of refusal, because the recipient does not always have the time and desire to deal with the details. In addition, you run the risk of not getting what you want by transferring the initiative to the recipient.

For example, private entrepreneurs wrote a letter asking for a rent reduction, but did not indicate to what level they want to reduce the rent:

“We ask you to reduce the rent until the situation stabilizes.”

As a result, they received a reduction in rent, but only slightly (by 1% of the existing one). Thus, their request was granted, but did little to change the position of the initiators of the letter.

In some cases, the text of the request can be bolded to make it stand out in the text, but do not overuse this technique.

Step 5: Summarize your request.

Repeat your request and emphasize how the recipient will benefit if the request is fulfilled. The request should be modified somewhat. It is best to construct a sentence according to the scheme: “If you fulfill the request, you will be happy.”

“If you meet us halfway and reduce rents until the situation in the region stabilizes, you will not only be able to save more than 150 jobs, but also will not incur global losses due to the complete absence of rent.”

But there may be other options:

“You can be sure that every ruble of your charitable donations will go to a good cause and help those in difficult situation the boys will grow up to be worthy citizens.”

“You can be sure that every child’s smile will give you moral satisfaction from your difficult work, and your efforts and efforts are an investment in worthy and happy citizens of the near future.”

The main thing is to repeat the meaning of the request and the benefits of fulfilling it. The benefit does not have to be material. Remember that the addressee is a person, and feelings are not alien to him.

EXAMPLE:

And don’t forget about the design of the letter – this is the “face” of the organization. If the initiator of the request letter is an organization, then such a letter is drawn up on letterhead with the signature of the manager or authorized person. If you are a private person, then it is sufficient to comply with basic norms in the arrangement of letter elements. These details are legally and psychologically very important for the addressee and the formation of the correct image of the sender.

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In business document flow, the request letter format is used very often when there is a need to obtain the consent of the second party or a specific service from it. Ready samples and examples for different situations, as well as rules for composing such letters, can be found in this article.

The tradition and rules for drawing up a letter of request have developed exclusively in practical document management - i.e. There are no forms or instructions approved at the legislative level. However, in general view the following structure should be followed:

1. As usual, the “header” is first filled out, which indicates the full name of the sending organization with the corresponding contact information, as well as the name of a specific employee (usually the director of the company) and the name of the recipient organization.
2. This is followed by the text itself, which consists of a description of the situation and justification for the request. The text should be as short as possible - usually 1-2 paragraphs are enough. It is important to state your request specifically and unambiguously so that the interlocutor clearly understands the essence of your appeal.
3. This is followed by the signature, transcript of the signature and date of compilation.

Thus, it is drawn up according to the standard version for such documents - the form is given below.

The finished sample can be used as an example.

NOTE. The decision to indicate or not indicate the title of the document (i.e. to write “Letter of Request” in the middle) is made by the sender himself. Typically, this is necessary in cases where it is appropriate to emphasize the nature of the document and the purpose that one company is trying to achieve from another.

Since in this case we are talking about the fact that one company is counting on some favor or even a concession from its partner, of course, the writing of the letter, its execution and even its sending should be taken very seriously. Any detail can make an impression, so it’s better to take into account even the seemingly insignificant nuances:

1. First of all, it is better to send it using physical mail - regular Russian Post or even better private organization, which delivers correspondence door to door and much faster. Message to in electronic format or even more so, transmitted by fax is often perceived more facelessly, like spam.
2. Besides physical method document execution (i.e. as usual mailing) allows you to make a favorable impression due to more expensive paper, envelope, stamp and other means of design.
3. To write the text, a company letterhead is always chosen - this allows you to make the request more official.
4. It is better to avoid obvious clericalism in the text - i.e. stable words and expressions that are commonly used in the business environment. They literally “dry” the narrative and make a generally negative impression. They are easy to replace original options- for example, “I ask you to consider” to “I hope for your understanding and assistance in resolving this issue.”
5. Finally, it is worth generally adhering to the traditions of business correspondence, i.e. the text is predominantly written in formal business style. Lyrical digressions, there should not be too complex syntactic constructions, or ambiguous (in meaning) phrases. Care should be taken to ensure that the message is very easy for the interlocutor to perceive, both in terms of understanding and psychologically.

ADVICE. If it is possible to write the text by hand, it is better to use this method. A handwritten letter makes it stand out from everyone else. However, it is better to entrust the writing to a specialist who knows calligraphy techniques.

Varieties

Depending on the specific situation There are different types of letters. The requests mainly concern financial issues– for example, providing a discount, reducing payment for a service or deferring it. A minority of request letters are devoted to assistance in resolving some other issues. The most common cases and ready-made examples letters are discussed below.

About the allocation of funds

A request to allocate money even for charitable purposes is a rather serious request. Therefore, when drawing up, it is important to describe the situation as specifically as possible and, moreover, to clearly indicate what exactly the money is needed for, and for what reason it cannot be taken from another source.

When compiling, you can use this example as a basis.

From NPO "Rainbow"

Deputy of the Legislative Assembly

St. Petersburg Miloshnikov I.N.

Dear Ilya Nikolaevich! The director welcomes you non-profit organization Rainbow". Our organization was founded in 2012 and throughout all these years it has been continuously providing financial assistance children suffering from acute forms of leukemia. The main direction of our activity is the purchase of relevant medicines and carrying out complex operations.

All these years, the main source of funding for our activities was the LLC “...” enterprise. However, in April of this year 2017, funding volumes decreased sharply, and in this moment we cannot carry out charitable activities in the same volume.

According to our data, the annual budget of the fund, taking into account private donations, should be 10 million rubles. Thus, due to the termination of financing, it is necessary to cover the difference in the amount of 8 million rubles. annually. We hope for your assistance, since it is currently not possible to find sponsors.

Sincerely, Svetozarov V.K.

About delivery of goods

Here it is important to demonstrate your interest and desire to cooperate. Therefore we need to find Right words so that the interlocutor is imbued with trust and makes an appropriate decision. You can take this example as a basis.

General Director of LLC "..."

Nekrasov N.K.

From the director of LLC "..."

Elizarova V.M.

Greetings, Nikolai Konstantinovich! At the regional exhibition agriculture, which took place in May of this year, our company became interested in the samples of machinery and equipment that were offered by you.

We would like to begin cooperation with you by delivering a trial batch of goods ( full list attached as a separate document to this letter). We guarantee timely payments for goods and services. We express our hope for long-term and mutually beneficial cooperation.

Our contact details:

Sincerely, Elizarov V.M.

About providing discounts

This is a fairly common type nowadays because economic conditions in many respects they have worsened. Experience shows that convincing a counterparty to provide a discount works especially well in the following cases:

• if companies have been cooperating for a long time, for example, more than a year;
• if purchased immediately a large number of goods.

to CEO

LLC "Avantage" Filippov G.V.

From the director of Veres LLC

Alexandrova K.N.

Hello, Gennady Viktorovich. We are pleased to note the fact that our companies have been cooperating for more than 2 years. We express our gratitude to you for always high quality your services, as well as for assistance in resolving a number of current issues.

We believe it is no secret to you what Last year The economic situation in our market niche has deteriorated significantly. Unfortunately, at the moment we are experiencing a certain lack of income, which is associated with a decrease in quarterly profits.

In connection with these circumstances, we hope for your understanding and consent to provide a 10% discount on services that will be provided in the next calendar year 2018. Of course, such a measure is temporary, and we are committed to full cooperation in the future. mutually beneficial conditions in case of stabilization of the economic situation.

Sincerely, Alexandrov K.N.

About rent reduction

In this case, the rationale for your request in the letter will be approximately the same as discussed in the previous example.

to CEO

LLC "Avantage" Filippov G.V.

From the director of Veres LLC

Alexandrova K.N.

Hello, Gennady Viktorovich. In the fiscal year that ended in 2016, our company suffered losses that exceeded expectations by 10%. We are forced to admit that our company was affected financial crisis. This is reflected in a decrease in client flow by 15-20% of owners.

In this regard, we hope for your agreement to provide a 10% discount on rent. Please note that we are quite large tenants and at the same time, during the entire period of our five-year cooperation, we did not allow a single delay in payment, and also filled out all other terms of the contract. We proceed from the fact that this measure is temporary, so we are ready to continue paying the fee in full as soon as the market situation stabilizes.

Sincerely, Alexandrov K.N.

About deferred payment

In this case, it is important to admit that you really did not make the payment on time and explain the reason in detail. Of course, you need to accurately indicate the repayment terms of the entire amount.

To the Director of LLC "Gruzodar"

Vakulov N.Yu.

From the director of Parabolia LLC

Aksakova T.G.

Hello, dear Nikolai Yurievich. In September 2017, we did not pay the next payment for your services in the amount of 100,000 rubles. We officially notified you a month in advance of the impossibility of making a payment. At this time, we clarify that the company has found funds to pay. We ask you to provide an installment plan for two months: October and November (50,000 rubles each).

We do not shy away from our financial obligations and debts and draw your attention to the fact that during all 3 years of our cooperation we have never violated the contract. We hope for your understanding and look forward to further mutually beneficial cooperation.

Sincerely, Aksakov T.G.

Please pay for another company

Such requests may arise in cases where one company undertakes to fulfill the financial obligations of another company under certain conditions. You can use this template as an example.

IP Blagodarova A.K.

from IP Inina A.A.

Hello, dear Anatoly Konstantinovich. As you know, you have a debt to me in the amount of 100,000 rubles. Over the past financial year, I also incurred a debt to 3 companies in the amount of 50,000 rubles. I suggest you pay my debt in full. For my part, I guarantee the provision of installment plans for the entire balance of your debt for a period of 6 months.