An employee of any field sooner or later faces the problem of writing a business letter. The main question is how to start and how to finish? Many sites offer basic rules and examples, with little attention to the final part of the documents.

The letter must be perfect in every way. Even the slightest non-compliance with the rules can harm your credibility or the prestige of the company.

In a brief form, we suggest that you familiarize yourself with the main rules of business letters and dwell in more detail on the final part of an official letter.

You will need:

General rules for business letters

1. When writing a letter, remember that you are not expressing your own opinion, but speaking on behalf of a legal entity (institution, organization or enterprise).
2. It is your responsibility to clearly present the results that you want to achieve with this letter and use all the possibilities of the text effectively.
3. Clearly define the presentation plan, highlighting the information for the introduction, body or ending.
4. In the introduction, after the appeal, we prepare the addressee for perception. This may be a summary of the events that led to the creation of the document. The main part contains a statement of the essence of the problem with the necessary arguments (explanation, numerical calculations, references to legislative acts).

A more effective and easy-to-understand text, in which, first, a proposal, request or demand is stated, then an argumentation, and there is no introductory part at all.

Part of the ending - applications

Certain documents have appendices that supplement, clarify, or detail particular issues. They are necessarily noted at the end of the letter, retreating from the last paragraph a few lines.

App design methods:

1) Applications that are mentioned in the text, then a mark on this is drawn up as follows:

Appendix: on 5 pages, in 3 copies.

2) Applications not indicated in the text must be listed, be sure to indicate the title, the number of pages in each application and the number of copies.

Appendix: "The act of appraisal of the cost of construction in progress", on 2 pages, in 3 copies.

3) Sometimes there are several applications. Then they are listed by name and numbered. With a large number of applications, their list is compiled separately, and in the letter after the text they note:

Appendix: as listed on … p.

Attach copies of documents to the letter in the order in which they were numbered in the attachment.

The application, as a rule, is signed by the heads of structural divisions. In the case where appendices are bound, there is no need to indicate the number of pages.

Politeness and correctness are the basis of the ending

There are various options for constructing the ending. It depends on what was said in the letter.

The most used completion examples:

1) Repeat the thanks given at the beginning or just thank for the help:

Thank you again...

Let me thank you again...

We would like to once again express our sincere gratitude to...

Thanks for the help …

2) Express hopes:

We hope that the agreement will be mutually beneficial ...

We hope that our offer will interest you…

We look forward to close and mutually beneficial cooperation...

I hope to be able to meet you in person soon...

Hope to get your reply soon...

3) Reassurance of the addressee (usually, it has a psychologically positive effect on the addressee):

We assure you that you can count on our support...

We look forward to working with you...

I would be glad to cooperate with you and waiting for your reply...

4) Request:

Please read carefully and answer...

Please let us know urgently...

Please take immediate action to improve the situation...

Please call me at any time convenient for you...

5) Repetition of an already expressed apology for the inconvenience:

Once again, I apologize for the inconvenience caused...

We sincerely apologize for this involuntary delay in payment...

Parting

1) In official correspondence, you can say goodbye in different ways:

Sincerely…

With regards and best wishes…

Sincerely yours…

We wish you success.

2) If you are well acquainted with the addressee or successfully cooperate with him, then you can end the letter with friendly phrases (not cronyism):

Yours sincerely…

Best wishes…

With gratitude and best wishes.

You can finish the document without using these constructions!

English letter completion features

1. Usually they end a formal letter like this: Sincerely Yours (Sincerely yours) or simply Yours(Yours) and signature, indicating under it your name and position.
2. In order not to put your partner in a difficult position and not make you make assumptions about your gender, take the trouble to write your name in full, that is, not P.R.Dovzhenko, but Pavel Dovzhenko.

Signature

Officials sign documents within their competence.

The requisite "signature" consists of the title of the position, initials and surname of the person who signed the document.

Director of the Mramor plant (signature) A.B. Koval

Documents that are concluded in institutions operating on the principle of unity of command are signed by one official (head, deputy or employee who is entrusted with this).

Documents of collegiate bodies (minutes, decisions) are signed by two signatures (head and secretary). The order is signed by the leader.

Two or more signatures are put on documents for the content of which several people are responsible:

• Monetary and financial documents are signed by the head of the institution and the chief accountant;
• Agreements are signed by representatives of the contracting parties.

Signatures of several persons on documents are placed one under the other in sequence corresponding to the service hierarchy.

Director (signature) S.P.Antonyuk

Chief Accountant (signature) V.T.Dudko

If the document is signed by several persons holding the same position, their signatures must be placed at the same level.

Director of the plant "Luch" Director of the plant "Svet"

(signature) V.R. Sakhno (signature) L.P. Kotov

The signature begins with initials (placed before the surname), then the surname. Deciphering the signature in brackets is not necessary!

Seal

On some documents, in order to consolidate legal force, they put an imprint of the seal: contracts, decrees, conclusions, etc. The imprint must capture part of the job title and a personal signature.

date

The date is placed below the signature on the left.

The official letter is dated on the day of its signing or approval by the head of the institution.

There is a generally accepted order of dating:

1. Date elements are written in one line with three pairs of Arabic numerals in sequence: day, month, year;
2. if the ordinal number of the day or month is the number of the first ten (from 1 to 9), then a zero is put in front of it: 03.01.15 .
3. Word year, reduction G. do not put.

• At the end, check the letter for grammatical errors and see if there is anything superfluous.
• Have a colleague or, if possible, a supervisor read the letter. A look from the outside will help to identify flaws that might not be noticed.
• Don't forget to include your phone/email address. This is often necessary to quickly resolve the problem identified in the letter.
• In addition to the general universal requirements and design rules, it must be borne in mind that each type of document has its own design features.

Remember that not all documents have a complete list of the details listed above, but only a certain set of those that ensure the legal force and completeness of this particular type of document.

Good luck with your transactions and the desired answers!

Frequently Asked Questions

What is nice to write at the end of a business proposal?

Do not use words and phrases in the final stage that can be considered manipulation (“we hope for mutually beneficial cooperation”, “thanks in advance for your answer”, “we will wait for your response letter”, etc.).

What to write at the end of the letter "with best wishes" or "respectfully"?

Definitely, "with respect", you need to adhere to the business style of communication.

What do they usually write at the end of a letter if they ask for a quick answer?

Nothing like this is written in a business letter.

Should I write in the signature of an e-mail: "respectfully" or "best regards"?

"Sincerely".

How to replace the signature "with respect"?

"With all due respect", "With respect."

How to end a presentation letter?

Thank you for your attention.

What is another way to write "would like to notify"?

"I would like to inform", "notify", "inform", "announce", "bring to the notice".

The phrase: "I will end my report with words", correct?

Imagine that the conversion of the text posted on your site skyrocketed. The resource operates at full capacity, daily giving a positive result in the form of high sales.

Represented? And now come down from heaven to earth and really appreciate the "work" of the text located on the pages of your web-representation.

Surely not everything here is as cloudless as you would like. This is equivalent to driving an expensive car that does not accelerate more than 40 km / h.

Many do not even realize that they have a high-speed car with great potential at their disposal. However, such a quiet and unhurried movement suits them perfectly.

But it is enough to allocate one day to pass the technical inspection, go through all the details, detect and eliminate the malfunction that slows down the car's power.

All! You are the king of the highway - speed is your second "I". You can safely rush through life in a luxury car, and not carefully trail behind the rest.

That's what we're going to do today. We will fix the "breakdown", namely, remove the phrases that reduce the conversion of the text.

Conduct with us a "technical inspection" of your text material, which is not working at full capacity.

10 Phrases That Reduce Text Conversion

№1. We are sure that our offer will interest you.

And where, in fact, such confidence (or already self-confidence)? You can be confident in your own abilities, but in the feelings of strangers, and even with "remote contact" - this is, perhaps, on the verge of clairvoyance.

We should not forget about the spirit of contradiction inherent in every person. Remember, when we are stubbornly assured that we will definitely evaluate the proposed product, we, against our will, want to do the opposite.

№2. We invite you to take advantage of the exclusive opportunity - to order the service ____ in our company.

I wonder if your business is focused ONLY on one client? That is, the service is provided to a one-time chosen person and no one else can use it?

Agree, in the conditions of mass character, ordering a service can hardly be called an exclusive opportunity (the texts are posted on websites, and far from one user reads them). And if so, then you are misleading potential customers with this phrase.

№3. All you have to do is pay for the goods and receive the ordered ____ at the nearest post office.

Who likes to feel like they're in debt? This situation is annoying, a person feels discomfort and slight irritation. When referring to potential customers, it is better to avoid the words “should” and “must”.

And where did you get the idea that a person owes you something? Rather, on the contrary - take on obligations, and do not force visitors to "pay the bills".

№4. We have very competitive prices that allow our customers to reduce costs by up to 20%.

Profitable, low, democratic and loyal. And also nice, sweet, amazing and the best PRICES. All these are streamlined and empty words that do not carry any value.

An absolutely superfluous part of your high-speed car, which you should immediately get rid of. Remember! Either specifics or nothing. And you don’t need to “allow” your customers either.

№5. If you do not want to overpay for ____, then welcome to our company.

Do you doubt that customers are interested in savings? Perhaps you know some "unique" who dreams of overpaying?

No? Then why question the natural desire of man to reduce his acquisition costs. Assume and assert, but do not doubt the obvious.

№6. If our offer does not suit you, you can safely close the page of our online store.

Most visitors will do just that. They will simply click on the red cross in the upper right corner of the monitor and pay attention to the sites of your competitors.

Do not go to extremes, look for a middle ground and NEVER direct visitors along a route that is unprofitable for you (“you can study the offer of other companies”, “you can leave our store and calmly compare all the pros and cons”, etc.).

№7. Let us revolutionize your life.

I would like to ask the compilers of such "opuses": "Are you going to have plastic surgery for your clients, followed by a change of passport and place of residence?"

Otherwise, you will not be able to change your life radically. And if so - do not disappoint and do not deceive your potential customers with such loud statements.

№8. Forget what was before(long queues, slow delivery, small assortment, etc.).

Hmm…Easier said than done. However, why are you so sure that before all these "charms" in the life of the reader of these lines were? Possibly back in the 80s. Few people remember them anyway.

So don't tell customers what they need to forget. It has nothing to do with your work. It is better to focus the attention of users on your capabilities.

№9. Our services are much cheaper.

Interesting, but what kind of value is this - the order? How to consider it? What to focus on? How to determine the size of this very “order” in order to somehow understand for yourself the price level in your store?

Solid questions. And you force your potential customers to look for answers to them. It can be assumed that hardly anyone will be seriously puzzled by solving your "rebus".

№10. Don't miss this great opportunity to buy ____ at a good price.

We don’t know about you, but this phrase already dazzles us in the eyes. A hackneyed, flashy and formulaic expression (don't miss your chance or great opportunity) that strikes with its "novelty".

It is especially surprising when the text posted on the site is constantly “flaunting” with such statements. How is it possible to “miss the opportunity” in such a case?

Plus, let customers evaluate how interesting your offer is for them.

Conclusion

So our "technical inspection" came to an end. We would like to remind you once again that we are talking about correcting only high-quality texts (if you drive an old car, then it is likely that it produces the maximum speed for its condition).

All the considered phrases were taken by us from real texts, from which it follows that they are still actively used in writing with some variations.

Separate phrases touched us, others indignant, there were those that put us in a stupor. But they all have one thing in common - they, one way or another, reduce the conversion of the text.

What controversial and ambiguous phrases have you come across? We will be glad if you share your observations in the comments.

Instruction

In the first part of the letter, which is no more than one paragraph, write who you represent and greet the leadership of the prospective partner on her behalf. Here it is appropriate to use phrases such as “Our company wishes prosperity to your business”, “on behalf of such and such, we express our respect to you”. Be sure to include the name of your organization. Remember that in the form of spam, any company receives more than a dozen letters with a proposal to conclude an agreement, so the addressee must immediately understand whose proposal it is.

In the next part of the letter, remind the potential partner that your companies already had preliminary agreements on a specific contract or service. You can use phrases such as "our negotiations ...", "We have considered your wishes regarding ...". Make it clear to the addressee that this offer is not a template and basic one, as for all clients, but was developed specifically for this company, and takes into account all the features of this particular business.

In the largest part of the offer, indicate exactly what services or goods you offer, what they are, delivery times. The information presented in the tables is easier to perceive. Offer the client several options with different cost, quantity and volume of services provided, so that he can choose the most suitable combination. Highlight the benefits that the client will receive by concluding an agreement with your organization. Here you can indicate discounts, special offers for regular partners, the possibility of concluding contracts for the provision of additional services or the supply of other goods on extra-favorable terms.

Dedicate the last part to wishes and farewell words. Use standard phrases, for example, "We hope for mutually beneficial cooperation ...", "Best wishes ...". Be sure to sign and leave your contact details so that if a positive decision is made, the client does not look for a phone number or email address where you can be contacted.

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note

Business proposals for cooperation are usually made to representatives of various organizations, enterprises and firms. We are driven by the desire to use the opportunity of mutually beneficial cooperation. If you start with a business letter summarizing the nature of your proposal, an offer letter should be included. A positive response to a proposal for cooperation depends on how you make it.

Helpful advice

The fact is that in an ordinary commercial offer, as the main content and semantic component, there is everything necessary for dividing the parties into a seller and a buyer of goods or services. In a business proposal for cooperation, specific positions for market discussion and bargaining can also be presented, but still to a small extent. The text about cooperation should contain an element of persuasion and influence not on the buyer, but on the future partner.

Sources:

• business proposals for cooperation
• Positive response to a letter with a proposal for cooperation
• How to write a letter of cooperation proposal

A few years ago, the ability to express your thoughts on paper was regarded as an invaluable gift. Today, this is not such an important quality, because it is so easy to agree, and just talk over the phone. But still, in some areas, the ability to write letters remains an important aspect. Business communication is impossible without correspondence, for example, many have to write letters of cooperation that determine whether it will take place. That is why it is very important to write such a letter correctly and correctly.

Instruction

The letter must be written on the letterhead of the organization. It’s great if the heading of the letter is printed in colored ink, since from the point of view of psychologists, this attracts the attention of the reader.

It is known that some organizations introduce registration of incoming and outgoing correspondence, so the next step is to write the registration and date of the outgoing message.

After that, in the center in the middle, in bold and highlighted type, write an appeal, for example, Dear Sirs! Then proceed to the appeal, it must be written correctly, for example, “you, you, you” must be capitalized.

After that, indicate the reason for writing a commercial proposal, for example, it could be a past relationship or a discussion at a meeting. Then proceed to writing the proposal itself, you do not need to write large proposals with a detailed analysis of further commercial relations. You can put all this information in applications, while referring to them in the text.

Then describe the financial side, while not forgetting to indicate the benefits of cooperation with your company, perhaps this is a significant difference in price or any special conditions. Also indicate the period for which your rates and offers will be valid.

Next, go to the description of the conditions, for example, how you will contact the client, how the cooperation will take place. You can also tell a little about your company, for example, present achievements and successes in the field of commerce.

At the end, sign and date. Sign a letter about cooperation should the head of the organization, do not forget about the decryption of the signature.

If the letter has several pages, it is advisable to number them so that the client does not get confused. When designing applications, remember that the main thing is simplicity, as piling up facts may tire your future client.

Related videos

Sources:

• how to write a good letter

Instruction

Pay great attention to every little thing in the design of the letter. Its text should be large enough to read comfortably. Try not to make it gray, as it happens when the printer runs out of a cartridge. The paper must be white and of good quality. Read the rules for processing business documents set out in GOST R 6.30-2003 to make the correct margins. It is better to write it on the letterhead of your company. And, of course, perfect literacy is simply necessary here.

Even if you offer your cooperation to a legal entity, be sure to find out the name and patronymic of the head by mentioning him in the greeting after the word “Dear”. After that, common courtesy requires you to introduce yourself. You can also do this by giving your last name, first name and patronymic, as well as the position that you hold in the enterprise on behalf of which you are writing. Then tell us about your company, mention how long it has been on the market and list your business partners with whom cooperation has been successful.

Before you proceed to the presentation of your proposal, just briefly mention that you, for example, have long been watching with interest the activities of the enterprise headed by your addressee or that this enterprise is known for its innovative developments. This will please him and endear you, as well as explain why you have come to this address.

State the proposal itself clearly and specifically, confirming it with economic and statistical calculations. But here, try to strike a balance so that the text is clear and convincing, but at the same time not too long. The undoubted economic benefit should be immediately clear to those who read your proposal for cooperation. If you are counting on long-term cooperation, then maybe there is a reason to take on a little more commitment.

After the conclusion, be sure to include your contact phone numbers and email address in the last paragraph.

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letter, call or personal meeting - you need to say what the person will be interested in. In this situation, the cornerstone of the entire business proposal should be a statement of the partner's benefits, and you need to start your speech with this.

A proposal for cooperation must be promoted competently so that there is a chance to interest. The order of the proposal blocks should be in the following order: a description of the interests of the future partner, the main text of the proposal, questions and unclear places (although you should try to speak or write in such a way that there are no or few questions left), please contact in person, contact information and coordinates .

The letter should not be too long - the manager may not have enough time and patience to read it to the end. But short too - it will look like spam or an unsubscribe. There must be an appeal, even if the proposal is sent to a legal entity. You can contact the head or top manager of the company. The letter should not be faceless.

What you are offering should be brief. After that, you should also briefly outline the benefits of working with you, you can give recommendations and reviews. Next, you can describe your product or service. In addition, you need to state the conditions of work.

Questions may remain

After you make your offer, you should definitely ask the interlocutor if he has any questions, whether he understands everything. At the end, you can ask a simple question that will immediately show if you have future prospects with this company: “Would you like to work with us?” or “Can we hope to work with a company as respected as yours?”

If refused

In case of refusal, take the situation lightly. You can’t show a failed partner that you are very offended and angry. And here's a bit of frustration at the missed opportunity to work together can be demonstrated. In any case, the interlocutor should have a good impression of you. Showcase your professionalism. Who knows, maybe your paths will cross again?