The accompanying letter is an additional document to the resume.
If you send yours to a serious company with a famous name (brand), then

the compilation of the accompanying letter is made sufficiently high demands.

The document must be issued by a separate sheet; All details that include the date of drawing up, title, signature, the name and address of the recipient - must be placed in accordance with the rules and requirements for the design of business letters.

If PO is sent e-mail I. transmittal letterAccordingly, you should attach in the format of Word document.

Sent by e-mail resume in less famous and prestigious companies, can accompany the letter in the body itself competently compiled text, without registration separate sheet.

At the same time should be in mind contact Information, initials (or name and surname) and surname.

Approximately as follows the brief version of the accompanying letter (examples 1-3):

The accompanying letter to the resume Example 1.

Dear Valeria,

in response to your "specialist in attracting wholesale clients", published in the magazine "Salary and work", send my resume. Ready if necessary to provide any additional information To consider my candidacy.

Regards,

Petrova Elena, tel. 8-917-121-12-12

Example 2.

Good afternoon, Anastasia.

In the summary file attached to the letter. I claim the position of lending manager. Information about the vacancy is taken from the site will be extremely grateful if you leave a summary without attention.

Example 3.

Dear Ivan Ivanovich,

please consider my vacant position system administrator, Deputy Head of the IT Department.

I am glad to receive an invitation to an interview from you.

With respect, Petrova Elena, tel. 8-917-121-12-12

Deployed version of the accompanying letter

(which is designed for confessing the style of personnel management of European and American organizations) is compiled by a similar scheme. It is necessary in the text of the accompanying letter to reflect:

1. The name (name) position (permissible - two similar or adjacent positions), to which resumes is sent; It is also desirable to mark, from which source (site, newspaper) you learned about the vacant position (positions); Offer yourself as a candidate.

Example 4:

After reading the information on your Internet site, I learned that your company opened a set on vacant posts In the sphere of San. Controllery meat and dairy raw materials.

In this regard, I would like to suggest to consider my candidacy for a vacancy associated with the implementation of the function of sanitary and veterinary control, quality control finished products and raw materials.

I believe that my knowledge and experience can be useful both on the position of a specialist for the purchasing of meat and dairy raw materials and as a head of the sanitary control.

2. Very concise, but meaningful and accurate summary, which has its goal to confirm the compliance of your personal and professional Qualities The job on which you are applying.

3. Your desire and willingness to return, work and professional growth in the area of \u200b\u200bthe direction specified in the position, and better - in this particular firms.

Example 5:

All my professional skills and knowledge, as well as the expectations of subsequent promotion are in the field of working with clients and active direct sales (both administrative and at the executive level).

Currently, I have in my asset more than 6 years experience in direct sales in the B2B market in manufacturing area, as well as experience in governing position in this area during the last two years of work.

In the post of work manager at the last place of work, I personally answered the results and activities of the sales department in the field of B2B (cosmetology and medical equipment).

Example 6:

I implement successful activities for several years in this area in the system of state customs and veterinary regulatory bodies, there are experience of cooperation and accommodated connections both with leading domestic food industry companies and largest foreign suppliers. Attached resume will give an idea of \u200b\u200bmy potential, qualifications and professional experience.

4. Your willingness to, in the process of which you are more detailed to present information about yourself.

5. Contact details.

Example 7:

I will gladly accept a proposal to meet and tell a little more about your possible potential and experience. You can contact me by email ... either by phone ...

Yours faithfully,…

Example 8:

I am pleased to answer all your questions in the event of your interest. You can contact CO by email ... Thanks in advance for your time.

Yours faithfully,…

Sample accompanying letter

The accompanying letter is not versatile for all directions and types of vacancies you are interested in.

Due to the fact that the addressees of the letter are different people, the text of the letter will also differ, in accordance with each job of interest, will be slightly modified.

Always in the accompanying letter we are talking about a specific position in a particular organization.

In addition to business letters, the entrepreneur regularly has to send various documents to civil servants and its counterparties. These can be contracts, accounts, protocols, promoters ... Sometimes these papers can be sent and without related notifications and explanations, but it is better to do more prudently and attach the accompanying letter to the documents.

What is it for what?

Accompanying letter to documents is a species business letterwhere documents are listed and briefly described (first of all those that do not have an address part) sent to the addressee. The accompanying message indicates the names of all sent documents, and also contains instructions (or recommendations) that the recipient with these securities to do.

The accompanying letter performs three tasks:

1. Confirms the fact of sending documents. The appendix indicates full list Paper sent, so the addressee will not be able to argue that he did not receive any important act.
2. Gives the necessary explanations to the recipient. The text must necessarily contain indications on how to do with those or other papers: put a signature, copp the seal, make changes and return the sender, etc.
3. Allows you to determine the execution time thanks to the registration data.

In what cases without this document can not do?

• with business relationships with counterparties and partners (the document flow is inevitable here);
• when clarifying the tax declaration;
• when submitting a claim to the arbitration court;
• when contacting the bank (in some cases).

We will analyze the listed items in more detail.

Why do you need a letter to civil servants?

Very often such a letter requires employees of the FTS. The most interesting thing is that Tax Code There are no such claims, and the practice of the refined declaration, together with the accompanying message, the inspectors themselves informally introduced. In the accompanying letter, they require indicate the reasons for adjustments in reporting. Moreover, the more significant error, the more details will have to clarify.

Ideally, the entrepreneur needs to give clarification for each adjusted row of the declaration. If there are too many of them, then you can only specify the final amounts of taxes paid by debt and penalties. With additional charges, along with these data, in the letter it is necessary to name the details of the corresponding payment orders (or even attach copies of the payment collections themselves). In general, the tax authorities require almost a lengthy explanatory note, but it is also called the accompanying letter. This is incorrect, but what to do.

When contacting the arbitration court, this message is attached to the claim. Together with the claim, businessmen always have to give the champion of documents - extracts, constituent papers, copies of contracts, etc. All these documents should be transferred to the accompanying letter, otherwise the lawsuit will not be taken due to the violation of the established procedure.

Banks require a letter when opening a calculated account or in cases where important changes are happening with the company (for example, the composition of the participants, organizational and legal framework, etc.). In all these cases, the entrepreneur brings a package of basic documents, the list of which is indicated in the accompanying message.

Structure and details

Should not think that the accompanying letter is just additional noticehaving no particular importance. No, this is a full official message, therefore it should be issued on the same principles that a classic business letter. It needs to write on corporate Blanca With the assignment of the outgoing registration number. Unified shape and single sample is not, so when drawing up is usually based on general principles Business messages.

The structure is as follows:

• upstairs (in the header) indicate the position, information about the company (or the territorial state body) and the FIO of the recipient and the sender;
• below is the date of the compilation and number of the document, and then the title is written;
• in the meaningful part, appeal to the addressee;
• then - list of applications;
• at the very bottom - position, signature and surname with the initials of the sender.

The full list of details looks like this:

• name of your organization (full and abbreviated);
• reference data about the firm;
• organization code;
• OGRN / INN;
• registration number letters;
• address information (not so complete as your company is enough to indicate the position, name of the organization and FULL Name);
• date;
• header;
• signature;
• artist and availability of applications.

Since the established sample of the letter does not exist, these details cannot be called compulsory. If you send a letter with documents to partners and counterparties, you can not fully paint all the information about your company. The title is also not always written - it may well be replaced by the appeal like "Dear Ivan Ivanovich!". But when writing the accompanying letter to the documents in the tax, it is better to use all details.

The main part of the letter is a list of applications. The text of the brief and includes two parts:

• message about the direction of documents;
• a request for timely response (or about familiarizing, coordination, returning the signed copy - based on the purpose of sending securities).

The text of the message begins with standard phrases:

• "We send you";
• "We present you";
• "we are sending you".

Immediately indicate the names of the documents and their details: the date and number. In the second part of the letter, you need to tell the recipient how it should be managed by documents. For example:

• "Please sign, cross the seal and send one instance to our address ...";
• "We ask you to get acquainted with the expelled acts as soon as possible and report on your decision."
• "Please send a response letter One copy is properly decorated ... ";
• etc.

The final part is drawn up according to the standard scheme: on the left - the position of the sender, right - FULL NAME, in the center - signature. You can sign a letter either you (as a manager) or chief Accountant (If we are talking about accounting documents, and the recipient is IFTS). In the final part, you can specify the artist if you want the recipient to address the questions that have arisen about it.

The sample of the accompanying letter to documents can be found and download here.

When drawing up a letter, follow the following principles.

1. Always write, for what purpose you send paper and what it means for the addressee. To make it remember him, and what you agreed with him and why he should generally do these documents, impolite. Instruct the recipient as specifically as possible. No need to write something in the Spirit "Please think about what you can do with it." There must be a clear goal - to sign, convey to a third party, draw up an agreement on the basis of the paper received. The goal is not necessary to indicate only in the accompanying letters for the court and the IFTS.
2. After reporting documents, you can make an explanation and express additional requests. But all comments of this kind should be "in the case", that is, to concern only the documents sent. Mention others business questions Do not.
3. Sometimes there are several addressees, and some of the applications should be sent to only one of them. In such cases, the appropriate application can make a mark, for example "Annex 3: 5 liters. in 2 copies. Only in the second address. "
4. There are cases when it is necessary not only to prove the fact of sending, but also to withstand a specific period. We will talk more about this just below.

Responsibility for timely preparation and sending of the accompanying letter falls on the entrepreneur, and the organization of sending the documents themselves is to the office work.

Business ethics

As in the classic business letter, in the accompanying should not be forgotten about ethics. As an appeal to the recipient, and please produce certain actions with documents must be carved into a polite and correct form. Some leaders love the unceremonious phrases in the spirit of the "answer deadline for a letter - 3 working days." Do not write like that. Recall that the standard response period to business letters (in accordance with the norms business ethics) varies from one to thirty days. You are not the right to cut it, especially - so ultimatically.

The wording "Please, if possible, answer for three days"It is quite acceptable. But only in cases where there is good bases to limit the deadline, and these bases must be specified. The final phrase will look like this: "Please, if possible, answer for three working days, because until 10.10.2015 we must provide an answer to the Inspectorate of the Federal tax Service" Politeness is obligatory not only in the accompanying letter to documents to the arbitration court (or to other states. Organs), but also in the message to counterparties and other addressees.

Storage of accompanying letters

You received an accompanying letter from the partner, the list of documents received over it and made sure that everything is correct. What to do with the message next? Put the mark on execution and place in business. Store the letter is better separately from applications not to create confusion with papers.

In many firms, the case of "accompanying letters" is simply created, which is used as a "basket" for such messages. What was applied to them - no difference. There is a more "civilized" option - to create several cases on accompanying letters and put them in the nomenclature of cases structural units. How it works?

• the partner sends you a contract of delivery (for example);
• this act you place in the Delivery Contracts;
• and the letter to it is sent to the case "accompanying letters to delivery contracts."

It also happens that the letter remains for storage in the company, and the application itself is not.

In the accompanying letters, as in other simple (at first glance) acts, the devil lies in the details. Lack of a clearly prescribed purpose, incorrect design of the list of applications, incorrect appeal - all this refers to gross violations. Of course, no one will finish you for the wrong head of the letter, but even a couple of small shortcomings may make it difficult to understand the letters and provoke an incorrect reaction to it. This is especially sad if you are guided by "correspondence" with tax or other state representatives.

With a feedback letter, this is a type of business letter that is needed to describe the documents sent to the addressing address, if the address part is missing in these documents.

In this way, the information load does not carry the accompanying letter, but performs three important functions:

• confirms the fact of sending;
• provides a list of sent documents and instructions for applying to them;
• thanks to the registration data, it allows you to determine the deadline.

Like most business letters, the accompanying letter is drawn up on the branded form and receives the outgoing registration number of the sender. The rules for registration of official letters We have repeatedly disassembled in the journal, so now we will focus on the peculiarities of the accompanying letter.

The balanced analysis of the service letter with many samples of its compilation is in the article "We decorate a service letter"

Speech patterns

The basis of the accompanying letter is a list of applications. The text of the color of the brief and is conditionally divided into two parts:

• message about the direction of documents
• request for timely response (familiarization, coordination, return of the signed copy, etc.).

The first part usually begins:

• "Pursuant ... We send you ...",
• "We send you ...",
• "We present you ...".

Next, you can specify the purpose of the direction of documents: "For coordination", "To get acquainted", "for signature", "for filling" (If we are talking about a questionnaire or questionnaire). We recommend using cliché "We guide you" or "send you", because Represent anything you can only for familiarization, but not for signing or approval.

The second part may contain the following words:

• "Please sign, cross the seal and send one copy to our address ...",
• "We ask you to consider the deadline and send to our address ...",
• "Please send one copy to our address with a properly decorated ...".

Props "Marker on the availability of applications"

As we have already identified, the main thing in the accompanying letter to the documents is an application. Therefore, we will pay special attention to the issue of this requisite. Regardless of how the application is issued, the practice of business circulation requires a complete transfer of documents attached to the letter, indicating the number of copies and the number of sheets in each of them. If this information is not, the accompanying letter will lose all meaning.

So, when the documents sent already reported in the text of the letter, re-transfer their names is not worth it. It is enough to specify the number of sheets and instances. See Example 1.

Example 1.

Fragment of text and mark on the availability of the application (the name of the application is indicated in the text text)

If the application is not indicated in the text of the letter, in addition to quantitative data, you must specify its name. If the package includes several documents, applications are numbered. See Example 2.

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Example 2.

Fragment of text and mark on the availability of the application (the name of the application is indicated in the mark of its availability)

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Although in Guest R 6.30-2003 it is written that when listing multiple applications in the level of their availability The generalizing word before the colon is in the singular "Appendix:", in such cases, still recommend writing it in the plural "Application:", as we showed in example 2.

First, it is correct from the point of view of Russian rules. And secondly, the developers of this GOST themselves later "corrected" when they began to explain about its application in their guidelines. See quotes of two of these documents below. But many persistently continue to write the word "Appendix:" in the singular, even if it follows a list of several documents. Do not do it, and we explained why.

Fragment of the document

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GOST R 6.30-2003 "Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork »

3.21. ... if the letter has an application that is not named in the text, then specify its name, number of sheets and the number of copies; If there are several applications, they are numbered:

Fragment of the document

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Organizational and administrative documentation. Requirements for paperwork. Guidelines on the implementation of GOST R 6.30-2003

3.16. ... if the letter has an application that is not named in the text, then specify its name, the number of sheets and the number of copies, if there are several applications, they are numbered:

Discussions are found on how to write the word "application" in the text of the letter: With a small or larger letter, with the sign "No." or without. The fact is that to specify the name of the attached document in the text of the accompanying letter can be different; Compare, looking at example 3: in the second case, it is appropriate to indicate in brackets that the document is an application, and in subsequent cases show how this can be done differently. All options are correct, just in the letter it is important to adhere to uniformity. And even better in the instructions for the office work (or other local regulatory act dedicated to such issues), choose and fix a single option, then the uniformity will be in all documents and confusion from performers - less.

Example 3.

Various ways to specify the name of the application in the text of the letter

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For a discrepanted application, the number of sheets can not be indicated (Example 4).

Example 4.

Description of the shipped application

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When applications are so much that it is more convenient to list them on a separate sheet (it will be called "Inventory applications to a letter from ... № ..."), in the letter it will be enough to refer to such an inventory (Example 5).

Example 5.

If applications are so many that it is more convenient to list them in a separate inventory

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If you apply another letter to your letter, which has its own application, you need to inform the addressee (Example 6).

Example 6.

The application to the letter has its own application

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Finally, if your letter is addressed to several organizations at once, and the application is only one of them (others receive a letter only to familiarize themselves), it should also be said (Example 7).

Example 7.

The application is sent only to one recipient of the letter from several

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The set of applications is drawn up below the text of the letter and above the signature. Typically, these distances (indents) are made in the same and equal to about 2-3 interval intervals (this is well shown on a sample design of a whole letter in Example 9).

By general ruleif the document has applications, it is drawn up on it about their presence below text and above the signature, and on the accompanying documents (each in the upper right part of the first sheet) is written, the application to which document they are (with the designation of the application number, if their Several), as in Example 8.

Example 8.

Application number and main document data on 1 sheet application

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But the accompanying letter carries the accounting function of sent documents, acting in the role of some kind of investments in the envelope, the documents recorded in such a letter as applications are really sent. If the letter had another function (for example, it was an offer, making a proposal to sign the contract and listing the conditions of the proposed cooperation), then the "key" within the meaning of the document would be a letter, and the accompanying documents would only help him fulfill its function. But we are talking about the accompanying letter, and in this case it is not worth "spoil" sent documents with information about "inventory investments in the envelope" - i.e. You do not need such a mark on them!

Signing and registration from the sender

The signatory of the business letter is the same as an official as business correspondence (as a rule, either the head of the organization or an authorized top manager). If we are talking about sending primary accounting documents, the chief accountant may sign.

In order for the recipient of the letter later, he did not apply with all the clarifying questions to its signed (marked number 1 in Example 9), it should be specified in this document and performer (in the same place, see figure 2).

Before sending the accompanying letter, you need to assign the outgoing number (designated 3).

And the addressee will assign him to his incoming number when registering the fact of receipt of the document, while it is the date of receipt and the input number may be indicated (handwritten or with a stamp, as in Example 9, see the figure 4).

Example 9.

Transmittal letter

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Example 11.

The form of the accompanying letter for applicants - individuals

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Surprise for applicants - individuals

The need to write the accompanying letter to the documents concerns all, regardless of whether the organization is or an individual. Meanwhile when the organization comes a common person, no letter to his documents is usually not compiled. And it's a pity, because it would be more convenient to memorize and somehow fix it yourself, but to have information written by the visit: from whom, what documents, to whom from your employees and why convey. If you systematically deal with individuals, especially for a number typical questionsAnd at the same time receive documents from them with whom your organization should then do something, we recommend that you develop an appropriate letter form for such cases and ask for it to fill every such visitor. See sample form in example 11.

You will register a copy of the letter with the incoming number to the applicant and the package of documents received from it on the proper route. Then, by calling cope of their documents, a person will ask no longer about the "cottage in Malinovka", but about a certain letter with a unique index.

Please answer for a certain period

Many organizations like to immediately put the deadline for execution in their accompanying letters, and the ways can vary from polite "Please sign documents and return to ten-day deadlines" to imperative "Answer the answer to the letter - 5 working days". Should I write like that? And how to react to such conditions yourself?

Recall that according to the rules of business circulation. This landmark should be remembered if there is no other term in the accompanying letter.

Put mandatory time Performances can only a higher, controlling organization or any state bodyrequired for your execution regulatory document. Other parties may agree and fix the obligations documented:

Example 10.

The deadline for an email can be set in the contract

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The contract provides for the mandatory pre-trial procedure for resolving disputes and disagreements. Party that believes that its rights under this Agreement are violated, is obliged to send a written motivated claim to the other party. The party that received a written motivated claim is obliged to consider it and give a written motivated response within 10 (ten) calendar days Since its inception ...

When equal in the status of the company communicate (if no one has previously installed the interaction rules for themselves for themselves), you can ask for an acceleration of the answer, but for this you need a good reason. For example: "Please send a filled questionnaire in a fourteenty-day period, because until 01.10.2013 we must provide an answer to the Ministry of Health of the Russian Federation ". Orders in such cases are incorrect, including in terms of business etiquette.

Storage of accompanying letters

The accompanying letter becomes unnecessary as soon as the performer takes his application to his hands and is convinced of their full completeness. From this moment, the work will go on them, and in the letter it should be put on the mark on execution and put it in the case.

It often raises the question of how to store accompanying letters and applications to them: separately or together? Typically, the application to the letter is placed in a special, designated precisely for this kind of documents. There are no places for accompanying letters in it: acts of work performed, invoices, contracts and many other documents are stored separately and often for different times.

This moment should be taken into account when drawing up the nomenclature of cases. Some companies (with a small amount of document flow) create one case "accompanying letters" and put all the letters of this kind in it, regardless of what was applied to them. Others have to create several cases of accompanying letters and place them in the nomenclature of the structural units. Then, for example, a submitted agreement will go into the case of "contracts for the provision of services", and the accompanying letter to it is the case "accompanying letters to contracts for the main activity."

It also happens that the letter remains in the company on storage, and the application is not. This applies to, for example, document projects (as in Example 9). The draft status is not yet a document and probably will be subjected to corrections, it is not necessary to store it.

As we see, nothing complicated in the compilation of the accompanying letter, but it can save not only your documents, but also time.

A small complexity, as usual, may occur when implementing the rules in the company, and to send to sending together with a package of documents a properly decorated accompanying letter. But this problem is solved quite simply by establishing this rule in the local regulatory act. And the benefit of it is difficult to overestimate.

Footnotes

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The accompanying letter is a form of business etiquette. In addition to the simple registry of the transmitted documents, it contains recommendations for applying them. In addition, on registration data, you can define the deadlines and the fact of sending. Sample, how to write an accompanying letter to documents - see the article.

How to write the accompanying letter to documents

There is no single unified form of writing. Requirements for the design of organizational and administrative documentation are described in GOST R 6.30-2003. The requirements of the specified standard are recommended.

How to write the accompanying letter to the documents? Let's start with the basic rules:

• on company letterhead;
• with the date and registration number.

Consider a detail the sample of the accompanying letter on the direction of documents, on which basic sections you can smash the text and what information to reflect them.

Example of accompanying letters to documents

Such appeals to employees of the enterprise have not only to direct counterparties, but also receive from them. The business producers of enterprises makes sense to develop a form of an incoming accompanying letter to documents. It will be required if the counterparty will provide a package without explanation. This often happens when cooperation with individuals, and for legal entities This case is no exception. To optimize document management, the counterparty will be able to fill out the proposed form in which all the necessary information will specify.

Sample of the accompanying letter on the transfer of documents. Blank designed to fill in the counterparty:

What not to indicate

The text of the appeal is withstanding in business style. Despite the fact that the message is not an independent form, you should not allow familiarities in the preparation. The accompanying letter to the documents not to appreciate what is happening, to be emotional and contain phrases that can somehow offend the recipient. An example of phrases that cannot be used, and their replacement options:

Who signs the letter

To sign the appeal can leader, manager, chief accountant, head of the organization. In this case, the ethics of communication should be observed. If the text contains an appeal to the company's head, then the leader should sign it. It should also be remembered that the execution of orders the manager delegates to the contractors. Therefore, when signing, the director should indicate the contacts of the artist, so that the recipient does not have to spend time on the search responsible person. Printing in this case is not mandatory.

Upon receipt of the addressee, the input number and date is assigned the document, which the clerk will manually enter or with a stamp. According to this details, it is easy to track the steps of passage and clarify, at what instance of the consideration appeal is at one time or another.

ave. Nikolsky, 1000

tel.: 60-00-06, fax: 30-00-06

e-mail This e-mail address is protected from spam bots. To see it, you need to be enabled Java-script

p / s 85436086593857683857

in the Security Council of the Russian Federation in Arkhangelsk

Inn 2904220391

The Federal Tax Service

in Arkhangelsk

28.03.2011 № 12

We will send you the accounting statements of OJSC "Footwear" for 2010.

Applications:

• 1. Balance (shape number 1) on 2 sheets in 1 copy.
• 2. Profit and loss statement (Form number 2) on 2 sheets in 1 copy.
• 3. Report on changes in capital (form No. 3) for 3 sheets in 1 copy.
• 4. Movement Report money (Shape No. 4) on 2 sheets in 1 copy.
• 5. Appendix K. accounting balance (Shape No. 5) by 6 sheets in 1 copy.
• 6. Explanatory note on a sheet of 1 copy.

Total on sheets

Leader: general director Lobur K.N. / /

Form number 1 "Accounting Balance"

Approved by order of the Ministry of Finance of the Russian Federation

(taking into account the order of the State Committee of the Russian Federation on statistics

and Ministry of Finance of the Russian Federation of November 14, 2003 N 475 / 102N)

Form 0710001 C.2.