In modern life, the ability to write texts and letters correctly is very important. And specialists who know how to do this are highly valued. It is important to be able to write letters in an international format - in English business language. By writing them there are a number of requirements that are important to observe. There are rules for writing business letters. Examples of this are the requirements for writing documents in court or in other state institutions.
Clerical work
In order to properly conduct paperwork, one must be able to provide documentary work and organize the sphere of relations with official documents. There is even a GOST for this kind of activity, which governs record keeping and archiving. Any movement of documents, their accounting is called one concept - workflow. If there is control in any company, the movement of a wide variety of documentation is also implied. In other words, in each company there is a DOU - documentation management. For help there are scribes. These are such collections of acts, letters, petitions and other essays for all occasions with detailed descriptions, an explanation of what form to write, examples of who and how to write. The scribes collected a variety of business letters, examples of writing a variety of petitions, congratulations and other documents. At the moment, a certain official style of business correspondence has formed, there is a kind of official letter genre.
Correspondence past
Some GOSTs, a business style of writing, an example of business correspondence existed back in the time of Peter I. Then there was such a document - "Institutions for managing provinces", and all correspondence between different institutions was conducted according to it. It was a kind of ritual, without knowing which, it was impossible to count on a place in a certain system. There was a hierarchy in correspondence between the authorities and various ministries and departments. In another way, gradations in terms of importance were among the documents. They were of different types, which depended on the situation of the institutions themselves. Everyone who stood at the top of the hierarchical ladder was always “ordered” in letters, and those with a lower rank were “informed” to the department. Equals corresponded on equal terms, assumed and reported.
In clerical work, there are names of different types of business correspondence: conducting, a report, a rescript, a full report, a relational report, a promeria and others. Different types of letters were used for correspondence of different institutions. Maintenance, notification, in other words, was used for relations between equals, but different in areas of activity (church and state). Promeria - between equals in one area (public administration). The denunciation was used by those who stood in the ranking card below. The report talked about something in the form of a report on events. Relation is the same as the report, but it was used in the military and diplomatic spheres. With the help of the rescript, the high leader corresponded with his associates. In the light of the emergence of such business correspondence, a peculiar business language of everyday speech was formed.
History of paperwork
In ancient times, the paperwork itself was not regulated by any law. And only in 1720 was the “General Regulation” issued, which regulated the document circulation system at the legislative level. In those days, the collegial management systems of Sweden, Germany and Denmark were carefully studied. As a result of the materials studied, it was proposed to take as a basis such a management as in Sweden. And taking into account the current state system at that time, they began to step by step apply the collegial management system.
Letters and Requirements
Since ancient times, there is a certain etiquette in writing official letters. Various business letters, examples, methods, types of letters and appeals, forms and much more have been developed over the years. Some types of letters have their own history of origin. It so happened that some types of letters were a guarantee of the fulfillment of what was described there.
How to write business letters? There are examples in history. Back in Byzantium, there was an instruction for the adoption of various delegations, which said that if a delegation arrives with a letter of credence, then delegates should be received with all outgoing honors, and if they are without a letter, they will be detained until they are identified. Important letters have always been kept with treasures.
Letter structure
Not such an easy task - writing a letter. To write an official business letter, an example for this should be found in various information directories. There are various informational reasons for writing a letter. There are letters that touch upon one problem, but there are also those that solve multifaceted tasks. When writing multi-faceted, each new task must be written with a new paragraph. Business letters are mainly multifaceted in setting the tasks that they solve. The standard scheme for writing letters is the introduction, the main part and the conclusion. In the introduction, I recall the document that served as the reason for writing the letter, its date, number, title, type of document. And in the main part the reasons are indicated for which it is necessary to take the side of those who address in the letter, various arguments are given in favor of the correctness of their proposal.
The conclusion usually includes various conclusions, such as requests, refusals, reminders.
Example
Consider a business letter, an example in Russian. Business messages are different. Let us consider how a letter of guarantee is written in which guarantees against any surprises are considered, agreement with some facts or denial of these facts.
| Ref. No. 210913-3 | Provided at the place of requirement |
dated September 21, 2013
Letter of guarantee
With this letter, Market Plus LLC confirms its consent and readiness to conclude an employment contract with Valentin Viktorovich Belyaev, to accept him for work in our organization as a key account manager from October 10, 2013.
We guarantee to provide him with an official salary (24,000 rubles - salary) + monthly bonus, registration under the Labor Code of the Russian Federation, social package: insurance from the National Assembly, payment of sick leave and leave.
| Director of Market Plus LLC | Filyaev | A.P. Filyaev |
| Chief Accountant | Frost | E.P. Moroz |
In letters, one must adhere to the politeness formula both at the beginning and at the end. In the end, it is necessary to express confidence that the requests, reminders indicated in the letter will be heard and taken into account. Business letters, examples of official letters are written in an official business form.
It is expressed in the following conclusions:
- The participants in business correspondence are usually officials and legal entities.
- The content and nature of the papers are strictly regulated.
- The letters mainly deal with the activities of the participants in the correspondence.
The information contained in the letters should be:
- Formal and emphasize the distance between the participants.
- Address, so you can see who they mean.
- Actual, so that only the necessary information is present.
- Objective and reliable to correctly assess the situation.
- Convincing and backed by facts.
- Exhaustive.
These are the requirements that business letters must meet. Examples: standard presentation, tone neutrality, accuracy and uniformity of wording, conciseness and brevity, skillful use of language terms and formulas, targeted use of correct abbreviations, and more.
English in letters
English business letter example consider now. All business correspondence now uses the block type. It fully meets modern requirements. Saves time and at the same time serves to maintain the uniform form of the entire correspondence. The letter consists of the following blocks: date, address, title and greeting, end. Using a block structure when writing a letter is about the same as writing an essay using a work plan.
RIVER BANK HOUSE
Your ref: RM / si
Our ref: DB / ap / 175 | | 67, UPPER THAMES STREET,
London, EC 4 V 3AH
Telephone: 01 248 2217 (30 lines)
Telex: 886678 LDN |
Mr R. Morrison
P. Marlow & CO. LTD
21 Bird Street
London E1 6 TM | | May 17, 2007 |
Dear MR Morrison
_Order 345
Unfortunately, we have not yet received the compurters "OPTIMA 133" which were a part of this order. We would be grateful if you could deliver these as soon as possible or refund our money.We look forward to hearing from you. Yours sincerely
D. barker
Mr Derec Barker
Manadger Encl. Order 345 Carbon copy M. pryor |
When writing such letters, they also often use open punctuation, the absence of dots and commas, where this is not required. All this allows you to write and read letters much easier. Now it’s very important to study the example of a business letter in English,
as this language is considered international in correspondence between foreign speakers. It often happens that firms require
a letter of recommendation. This is essentially a characteristic of the individual. There are also letters of invitation, guarantee, requests, answers, thanks, accompaniments, offers and others.
Response to letters
After reading this article, many will be able to take advantage of the tips given here. You should be very careful about writing a business letter. Indeed, often the execution of requests and orders depends on the correctly composed and written message. An incorrectly written letter has a great chance of being in the basket. Nobody wants to spend their precious time on the analysis of such opuses. Therefore, scrupulously approach the writing of business letters.