Every company, regardless of its size and scope of activity, must adhere to business ethics. This not only speaks of its legal literacy, but also confirms the status of a serious counterparty who complies with all the rules in the business environment. An integral part of the relationship between buyers, sellers and other market participants is covering letter.

When sending documents by mail, you must attach a covering letter to them. Some firms that don't want to waste extra time may object and say that this kind of work is pointless. Will they be right? Of course not.

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The role of the cover letter for documents

The role of cover letters in modern business culture is great:

• Firstly, having seen the cover letter, your counterparty will not leave the correspondence received to him without due attention. After all, it will contain the outgoing number. This means that the person who received the letter is obliged to write it down in his journal of incoming documents. Therefore, you, as the sender, can dial the recipient’s number a few days later and ask if he has received a package of documents with the specified outgoing number.
• Secondly, in the cover letter you can clearly write which documents should be sent back to you with signatures. Believe me, you will not only make your life easier (as practice shows, the counterparty always forgets about any copy of the document), but also help the recipient quickly collect documents for sending.
• Thirdly, your counterparty will not tell you that it did not receive any document. Because You indicate in the cover letter all the attachments (with number and date) that you are sending; the recipient will not be able to claim that, for example, he did not receive the protocol of disagreements to the contract.

Writing a cover letter not regulated by regulatory documents, so there is no single model. You can format your cover letter using the example provided at the end of the article.

Given the letter is drawn up in any form, however, you need to consider some points:

• The letter must be printed on company letterhead.
• In the upper right corner, indicate to whom the cover letter is addressed.
• The outgoing number with the date the letter was written should be printed in the upper left corner.
• Be sure to write why you are sending the documents to the counterparty. For example, if you are sending a supply agreement to the buyer, then indicate that you are asking the counterparty to familiarize itself with its contents, and then send the agreement by mail with the seal and signature of the manager. In addition, mention that in case of disagreement with some points, the buyer can draw up a protocol of disagreement and send it in two copies.
• Do not forget about business ethics, including in the letter such words and phrases as “dear”, “we ask you”, “with respect”.

Who should sign the cover letter

If you are interested in who should sign the cover letter, then there are several options. When a director sends a letter along with a commercial proposal for cooperation, then, of course, he must sign it. After all, in essence, correspondence is carried out between two managers.

If the cover letter is drawn up by an accountant in order to send primary documents to contractors, then only the chief accountant should sign it. In this case, the letter must indicate that the documents are intended for the chief accountant of the counterparty enterprise.

At the end of the cover letter you must provide your Contact details so that the recipient of the correspondence can contact you in case of questions regarding the received documents.

Sample cover letter for documents

*Click on the image to view full size image

A covering letter is a universal document used in a variety of areas of business activity of an enterprise. A correctly drawn up “accompanying document” will save all parties from many shortcomings and ambiguities. How to write a cover letter for documents?

When is this necessary?

The work of an enterprise, especially a large one, is accompanied by a wide variety of issues that most often have to be documented in writing. Counterparties exchange messages and notifications with each other, documents are required by the bank, tax office, pension fund, and inspectors. Clients also write requests for a wide variety of information and documentation.

In all these cases, a cover letter will be a lifesaver and at the same time a worthy face of the company. Written on a solid form, competently composed and correctly designed, it will not only make a proper impression on the addressee, but will also perform a number of practical functions for the sender:

• will explain to the recipient who is writing to him and why;
• will take on an informational role, freeing the attached documentation from semantic overload;
• record in detail the list of attached documents;
• will save money by eliminating unnecessary postal items with an inventory;
• will act as compact evidence of the delivery of a whole bunch of documents.

This is how useful a regular “accompaniment” can be with the right approach!

How to write a cover letter for documents?

Not everyone knows how to write a cover letter for documents, although it is important.

Compiling a “accompaniment” should begin with an introductory phrase: refer to the number of the incoming request or state the essence of the issue on which the correspondence is taking place. In the following paragraphs of the letter, it is logical to indicate the basis for the document: regulations, clauses of the contract, inspection reports, regulations of regulatory authorities, etc.

The statement ends with a request, proposal or demand. After the text is compiled, a list of attached documents with numbering, title and details, as well as the number of attached sheets is indicated.

Required details of a cover letter for documents

We discussed above how to write a cover letter for documents. Now a little about its design.

• "Head" of the document. This indicates the position of the head or other representative of the addressee, the name of the enterprise or the full last name, first name and patronymic of an individual; full address and postal code.
• The date the cover letter was written, and if the sender is a legal entity, then the outgoing registration number.
• Addressing the addressee in accordance with the rules of a business letter. Whether a private individual or the head of an enterprise, he is addressed by his first name and patronymic, adding the address “dear.”
• Detailed list of attached documents, because from the name itself it follows that the letter “accompanies” a certain main item.
• The letter is signed by the first person or an authorized representative of the organization who has been granted such right by the manager. If the letter is from a private person, then the sender himself or his representative by proxy signs the “accompanying document”. Before signing, it is customary to add the assurance “with respect” by hand.
• Last name, initials and means of communication of the executor of the letter.

These are the basic requirements for the form of the letter.

Sample cover letter for documents

A practice-tested example of a cover letter for documents will be an excellent guide when drafting. Of course, its content will change depending on the needs of the compiler, but the general outline remains unchanged.

Hitrun I.V.

st. Vasilyevskaya, 3,

Kukino - 31005

No. 562 from 04/05/2015

Dear Ivan Vasilievich!

In response to your order No. 12/389 dated 04/01/2015 on the issue of conducting a counter unscheduled non-visit inspection, we inform you of the following.

Some of the documents on contractual legal relations with the private enterprise by the company "Gedeon" were seized on the basis of the seizure protocol dated 03/02/2015 (a copy is attached). We send you the documents at the disposal of the enterprise in the form of duly certified copies according to the attachment.

Application (total for 6 sheets):

1. A copy of the payment order with bank mark No. 3 dated January 15, 2015 - on 1 page.
2. A copy of the payment order with bank mark No. 6 dated 02/14/15 - on 1 sheet.
3. A copy of the reconciliation report under supply agreement No. 56/P dated 12/15/14 - 1 page.
4. A copy of the seizure protocol dated 03/02/15 - 3 pages.

Golokhvastov F. E.

Performer: Pupko A.V.

This “accompaniment” is suitable for many outgoing materials at the request of government, regulatory and law enforcement agencies, you just need to slightly adjust it to your needs.

Covering letter for contract documents

When concluding business contracts, a situation often arises when the counterparties are geographically remote from each other and cannot afford to travel to another city to sign the contract.

In this case, the execution of a cover letter becomes a kind of beacon that allows you to conclude a legally correct agreement at a distance, without a personal meeting of representatives. With the help of a cover letter, one party can not only send signed contract forms for review, but also state in writing its position on the significant issues of the agreement.

In addition, the cover letter allows you to record what and in what quantity was enclosed and sent to the addressee. For example, the content can be stated as follows.

"We are sending you two copies of the agreement for the provision of information services, signed and certified by our seal. We suggest that you consider the specified draft and, if you agree, sign the agreement, returning one of the signed copies to our address. Appendix: draft agreement in 2 copies on 6 sheets each ".

Your cover letter should explain and complement your resume. The purpose of a cover letter is to show your best side and interest the employer, thus increasing the chances of successful employment.

For some vacancies, especially those that require written communication skills, employers will not consider resumes without cover letters.

It is important to understand that there are no universal tips for writing a cover letter, since the nature of the cover letter depends on the position you are applying for and the requirements of the specific employer. Therefore, this article provides general recommendations - vectors that you can focus on when creating a cover letter.

1. Carefully study the text of the vacancy. Before writing a cover letter, be sure to read the vacancy text to understand the employer’s requirements and the specifics of the job. This way you can support your cover letter with additional arguments.

2. Try to make your cover letter as personal as possible. Don't write the same cover letter for every occasion.

3. Say hello, introduce yourself and tell them what position you are applying for. This will make life easier for the recruiter, since large companies may have dozens of different vacancies open.

4. Explain to the employer why you are interested in the position. Tell us how your experience and skills relate to this position, how you can apply that experience, and why you think you are a good candidate.

4. Be sure to include your contact information: mobile phone number where you can be contacted. Sometimes it happens that an employer decides to invite a candidate for an interview after reading a cover letter, without looking at his resume.

5. The cover letter should be positive and without complaints.

Examples of good cover letters:

By writing such a cover letter, you have a better chance of getting hired.

Mistakes when writing a cover letter

1. Copying the same template when responding to different vacancies.

2. Imitation of a cover letter.

3. Chaotic text.

4. Excessive frankness, self-confidence, talking about irrelevant experiences.

5. The desire to seem witty.

6. Carelessness, spelling and punctuation errors.

7. Demonstration of disrespect for a possible employer. Despite the obviousness of this error, such letters, unfortunately, cannot be called an exception to the rule. Is it necessary to explain why such a response to a vacancy deprives the applicant of hope for employment?

Good luck in your job search!

Magazine“Office management and document flow at the enterprise” September 2013

Covering letter for documents

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Kozhanova Evgenia | specialist in preschool educational institutions and personnel records management

In addition to regular correspondence, we send various documents to contractors every day: contracts, protocols, invoices, presentation materials... The rules of business etiquette and basic caution in handling documents require writing a cover letter in these cases. What does this give and how to apply for it? What are the deadlines for its implementation? How to store it later?

WITH a covering letter is a type of business letter that is needed to describe a package of documents sent to the addressee if these documents do not contain the address part.

Thus, The cover letter does not carry any information load, but it performs three important functions:

confirms the fact of sending;

provides a list of sent documents and instructions for handling them;

Thanks to registration data, it allows you to determine the deadline.

Like most business letters, the cover letter is on letterhead and receives the sender's reference number. We have discussed the rules for preparing official letters in detail more than once in the magazine, so now we will focus on the features of the cover letter.

A detailed analysis of a service letter with many examples of its composition is in the article “We draw up a service letter»

Speech patterns

The basis of a cover letter is a list of attachments. The text of the document is short and conditionally divided into two parts:

message about sending documents,

request for a timely response (reading, approval, return of a signed copy, etc.).

The first part usually starts like this:

“In fulfillment... we direct you...”,

"We are sending you..."

“We present to you...”

Next, you can indicate the purpose of sending documents: "for approval", "for information", "for signature", "for filling"(if we are talking about a survey form or questionnaire). We recommend using the cliche “we send you” or “we send you”, because... You can submit something only for information, but not for signing or approval.

The second part may contain the following words:

“Please sign, seal and send one copy to our address...”

“We ask you to consider and send to us within the period established by law...”,

“Please send to our address one copy of a duly executed…”.

Requisites “Mark about the presence of applications”

As we have already determined, the main thing in a cover letter for documents is the attachments. Therefore, we will pay special attention to the issue of designing this particular requisite. Regardless of how the application is formatted, business practice requires a complete listing of the documents attached to the letter, indicating the number of copies and the number of sheets in each of them. Without this information, the cover letter will lose all meaning.

So, when the documents being sent are already reported in the body of the letter, there is no point in listing their names again. It is enough to indicate the number of sheets and copies. See Example 1.

Example1

A fragment of text and a note about the presence of an application (the name of the application is indicated in the text of the letter)

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

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Example2

A fragment of text and a mark indicating the presence of the application (the name of the application is indicated in the mark indicating its presence)

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Although GOST R 6.30-2003 states that when listing multiple applications in a mark about their availability the generalizing word before the colon is in the singular “Appendix:”; in such cases, we still recommend writing it in the plural “Appendices:”, as we showed in Example 2.

Firstly, this is correct from the point of view of the rules of the Russian language. And secondly, the developers of this GOST themselves later “corrected themselves” when they began to give explanations regarding its application in their methodological recommendations. See quotations from these two documents below. But many people stubbornly continue to write the word “Application:” in the singular, even if it is followed by a list of several documents. Don't do this and we've explained why.

Document fragment

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GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for document preparation"

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

Document fragment

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Organizational and administrative documentation. Documentation requirements. Guidelines for the implementation of GOST R 6.30-2003

3.16. ...If the letter has an attachment that is not named in the text, then indicate its name, the number of sheets and the number of copies; if there are several attachments, they are numbered:

There are also discrepancies regarding how to write the word “attachment” in the body of the letter: with a small or capital letter, with or without the “No” sign. The fact is that you can indicate the name of the attached document in the text of the cover letter in different ways; compare for yourself by 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 we show how this can be done in different ways. All options are correct, it’s just important to maintain uniformity in the letter. And it’s even better to choose and fix one option in your organization’s office management instructions (or other local regulations on similar issues), then there will be uniformity in all documents and there will be less confusion for performers.

Example3

Various ways to indicate the name of the application in the body of the letter

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For a bound application, the number of sheets need not be specified (Example 4).

Example4

Description of the bound application

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When there are so many attachments that it is more convenient to list them on a separate sheet (it will be called “Inventory of attachments to the letter dated... No...”), it will be enough to refer to such an inventory in the letter (Example 5).

Example5

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

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If you attach to your letter another letter that has its own attachment, you need to inform the addressee about this (Example 6).

Example6

The letter attachment has its own attachment

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Finally, if your letter is addressed to several organizations at once, and the attachment is addressed to only one of them (others receive the letter only for review), this should also be mentioned (Example 7).

Example7

The attachment is sent to only one email recipient out of several

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A note about the presence of attachments is placed below the text of the letter and above the signature. Usually these distances (indents) are made identical and equal to approximately 2-3 line spacing (this is clearly shown in the example of the design of an entire letter in Example 9).

As a general rule, if a document has attachments, then a mark indicating their presence is placed on it below the text and above the signature, and on the attached documents (each in the upper right part of the first sheet) it is written which document they are an attachment to (indicating the attachment number , if there are several), as in Example 8.

Example8

Application number and main document data on 1 sheet of application

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But the covering letter has the accounting function of the documents being sent, acting as a kind of inventory of the attachments in the envelope; in reality, the documents named in such a letter as attachments are sent. If the letter had a different function (for example, it was an offer, making an offer to sign an agreement and listing the terms of the proposed cooperation), then the “key” document in its meaning would be the letter, and the attached documents would only help it fulfill its function. But we are talking about a cover letter, and in this case you should not “spoil” the documents being sent with information about the “inventory of contents in the envelope” - i.e. There is no need to put such a mark on them!

Dear friends! Due to the large number of requests received, the service suspends its work until they are completed. Perhaps among those requested there are resume samples that interest you. Stay tuned.

Covering letter

The cover letter is a supporting document for the submitted resume.

If you are sending your resume to a world-famous foreign company (brand), then the requirements for writing a supporting one are quite high. The document must be drawn up on a separate sheet; all details, which, in particular, include the title, date of compilation, name and address of the recipient, signature - are affixed in accordance with the rules for drawing up business letters. If information is sent by e-mail, then a cover letter, like a resume, should be attached in Word format.

A resume sent by E-mail to less pretentious structures can accompany the correct text in the body of the letter itself, without putting it on a separate sheet. Last name, initials (or last name and first name) and contact information must be visible.

A short version of the cover letter looks something like this (examples 1-3):

Example 1.

Dear Maria,

In response to your vacancy for “refrigeration equipment sales manager” published in the magazine “Work and Salary”, I am sending my resume. I would be very grateful if you do not ignore it.

Best wishes,
Ivanova Anna, tel. 8-916-111-11-11

Example 2.

Good afternoon, Maria.

Attached is the resume file. I am applying for a position as a financial analyst. Source of information about the vacancy www.zarplata.ru I am ready to provide any additional information necessary for consideration of my candidacy.

Example 3.

Dear Sirs,

Please consider my resume for the vacancy of accountant, deputy chief accountant.
I will be glad to receive an invitation from you for an interview.

Sincerely, Anna Ivanova, tel. 8-916-111-11-11

The full version of the cover letter (intended for companies that follow the Western style of personnel management) follows a similar pattern. The text of the cover letter must reflect:

1. The name of the position (possibly two related or similar positions) for which the resume is being sent; It is also advisable to indicate from which source you learned about the vacant position(s); proposal of your candidacy.

Example 4:
After reviewing the information on your website, I learned that your company has opened vacancies in the field of sanitary control of meat and dairy raw materials. In this regard, I would like to propose my candidacy for consideration for a position related to the implementation of the function of quality control, sanitary and veterinary control of raw materials and finished products. I believe that my work experience can be in demand both as an expert in the procurement of meat and dairy raw materials, and as a head of the sanitary control service.

2. A very brief, but accurate and informative summary of the resume, aimed at justifying the compliance of your professional and personal qualities with the position for which you are applying.

3. Your readiness to work, dedication, and professional growth in the area indicated in the vacancy, or better yet, within the walls of this particular company.

Example 5:
Over the past years, I have been successfully operating in my chosen area as part of the state veterinary and customs regulatory authorities, I have established connections and experience of cooperation with both the largest Russian food industry enterprises and leading foreign suppliers. The attached resume will give an idea of ​​my professional experience, qualifications and potential opportunities..

Example 6:
All my work experience, professional knowledge and skills, as well as expectations for further advancement lie in the field of active direct sales and working with clients (both at the executive and administrative levels). At the moment, I have more than 5 years of experience in sales on the B2B market in the manufacturing field, as well as management experience in this area during the last year of work. At my last job, as head of the sales department, I was personally responsible for the activities and results of the sales service in the B2B field (medical and cosmetology equipment).

4. Willingness for a personal interview at the company, during which you will more fully present information about yourself.

5. Contact information.

Example 7:
I would be happy to accept the offer to meet and tell you a little more about your work experience and possible potential. You can contact me by phone... or email...
Sincerely,…

Example 8:
If you are interested, I will be happy to answer all your questions during the interview. You can contact us by phone. Thank you in advance for your attention and time devoted to my candidacy.
Sincerely,…

A cover letter cannot be universal for the entire range of vacancies that interest you. Since the addressees of the letter are different people and different organizations, the text of the letter, in accordance with each requested vacancy, should be slightly modified. The cover letter always refers to a specific vacancy in a specific company.