The response letter is drawn up in free form and has a lot in common with the certificate. The page provides the opportunity to download a free sample of the paper discussed.
A written request requires a motivated, detailed response from the addressee. Letter of response - the one required document, which is worth writing in such cases. The message is written in free form and has much in common with a certificate. The information sheet contains a limited narrative framework and should only answer the question posed in the requirement. A response letter is easy to write even for an inexperienced person, with a computer and printer at hand. The page of this resource provides the opportunity to download and apply a sample of the paper discussed for free and apply it in your life.
Let's consider the main features included in the concept of a response letter. The meaning of the response lies in the business communication of the counterparties. An excellent way to resolve problems out of court allows you to save significant money and time of participants in legal relations.
The legitimacy of communication lies in a paper medium of information, compiled in accordance with all the rules of office work and having a genuine management visa. Electronic correspondence is an unreliable option for evidence in court.
- Address and name of the institution to whom the response letter is sent;
- Author's own information, contact numbers;
- Number, date and title of the story;
- A brief summary of the request to which the response letter is being drawn up;
- Clear and specific answers to the questions asked. There is no need to write too much;
- A respectful tone is encouraged, but rigor is also important;
- Fixation of the executor of the paper, signature and transcript of the head, seal of the institution.
It is best to send a response letter personally to the addressee. In return, you need to get a receipt stamp on the second copy. If it is not possible to deliver the response letter personally, you need to use postal services by sending a document with a notification and a description of the attachment. The available sample and a set of other forms and examples on the site will help you create the desired appeal. on our own. Most templates have the simplest format and can be easily edited in Microsoft Word. Enjoy using it.
Date: 2015-11-04
50 golden rules of business correspondence checklist
The email you send on behalf of yourself (or your company) is the “touch point” that shapes the impression. So think for yourself what impression you want to form about yourself, and what you do for this.
This article has been overdue for a long time. And the more often we come across business correspondence projects in our work (for example, developing standard letter templates), we realize that very few people and companies pay attention to (seemingly) little things that have dire consequences.
We'll talk about printed ones.
Business correspondence
A letter of response is a service letter that is written as a response to a letter of inquiry or a letter of request. The answer may be negative (rejection letter) or positive.
The text of the response letter should use the same language and vocabulary that the author used in the initiative letter, provided that the request letter was written correctly in terms of language.
You should not include a link to what was received in the text of the response letter (“To yours dated_______№__…”).
Business letters
The response letter acts as a text dependent in composition and subject matter in relation to the request letter.
In a rejection letter, it is especially important to use language that helps the sender remain polite and concerned about maintaining the recipient's self-esteem.
How to write a response letter?
A response letter is a business letter that is written in response to an official request or letter of request. Such a letter may contain both positive and negative decision(in this case it is a refusal letter).
If you receive a letter of request or request, you must give an official response as quickly as possible. Delay can, firstly, show your organization in an unfavorable light and give your associates or clients a reason to consider you an unreliable partner.
How to start a letter?
When writing a letter, the main difficulties often arise from its beginning and completion. In the latter case, the article How to end a letter will help you. Well, we’ll talk about how to start a letter in this article.
The beginning of any letter depends entirely on its type: official, love, this or that letter to foreign language. It doesn’t matter whether it’s paper or electronic, we’ll just clarify that we’ll be talking about the first phrases after contacting, since there is already a separate article about applying to How to contact.
If you follow the recognized terminology, then business letters are classified as official.
How to carry out a purchase and sale transaction
In any state, the procedure for registering various transactions is regulated by relevant legal documents. All purchase and sale transactions are carried out by drawing up a special agreement. Depending on how correctly this agreement is drawn up, the outcome of the transaction will depend, and subsequently the resolution of issues and conflicts that arise when fulfilling obligations under such an agreement.
Remember that a contract of sale is an agreement under which the seller transfers some goods, and the buyer acquires the right of ownership of these goods, and also undertakes to accept the item specified in the contract by paying a certain amount of money.
Next, we will consider how to carry out a purchase and sale transaction, for which no contract is required, and all actions related to the acceptance and transfer of such goods are carried out at the time of conclusion of the transaction.
How to respond to an official letter
This list of goods is uniform throughout the territory. The name of the organization has reviewed your application from.
and cannot be expanded. Covering letters. Considering the above, your request cannot be granted. A covering letter is usually drawn up on A5 format. and. which we ask you to consider as an integral part. Your application for privatization of the bakery cannot be accepted, since the property of this enterprise included in the list of objects not subject to privatization.
We inform you that your company cannot act as a buyer in accordance with the article of the law.
How to respond to official letters
A letter of request, undoubtedly, will disdain the answer: you can inform that you are studying the received request, send catalogs, price lists, offer to change the conditions specified in the request, refuse the supply of goods or other requests.
An offer is a written proposal for the supply of goods made by the seller to the buyer. It expresses the desire or readiness to enter into a sales contract
Deadline for responding to official letters
CONSENT IN RESPONSE TO A REQUEST AND SUGGESTION
| Expressions speech etiquette | |
| Fine. | In response to the invitation; accompanied by words of gratitude (thank you, good) |
| Please. | More often in response to a polite request (such as: - If it’s not difficult for you, bring me a book, please. - Please.) |
| OK. | Consent is easy |
| Now. Just a minute (just a minute) | Agreeing to do something immediately. |
| I will do it, write it, bring it, etc. | Often accompanied by the word “okay” (Okay, I’ll do it. Okay, I’ll write it.) |
| Let's). Let's go (- those), etc. Let's (- those) go. Went. | In response to an invitation to do something or go together (such as: - Let's sing. - Let's go. - Let's go to the cinema. - Let's go.) |
| With great pleasure. With joy. Willingly. | With a hint of desire |
| Mandatory + 1st person bud. time (I’ll come, we’ll do it). Don't doubt it. Don't worry (- rest). What doubts can there be! You can be calm (you can be calm) You can be sure (you can be sure). You can count on me. | In response to a request, be sure to do something (like: - Don’t forget to bring me this book on Tuesday. - Absolutely. Don’t hesitate.) |
| (I do not mind. (I) don't mind (this) I'm ready. | To a request, an invitation (like: - Do you mind... - I don’t mind.) |
| I'm not averse! I am for! | Relaxed |
| Agree. Yes. Certainly. | When asked about desire, agreement to do something (such as: “Do you agree to give a report at the department?” “I agree.” Of course.) |
| Still would! | When asked about the desire to do something (such as: - Do you want to sleep during this performance? - Of course!) Emotional |
| Agreed! It's decided! | During preliminary negotiations (like: - Shall we go to the cinema today? - What time? - What time? - Agreed.) |
| So be it. You will have to + (give, etc.) | With a hint of concession, reluctance to do anything (like: “Well, give me this magazine for at least a few days.” - So be it.) Unforced. |
| Well, what can you do (you can do it, you can do it), you have to + inf. (to do, etc.) |
2. ANSWERS IN ADVICE
3. DISAGREEMENT IN RESPONSE TO A REQUEST OR PROPOSAL.
| Expressions of speech etiquette | Situation of use and comments |
| (I can't. There's no way I can. No I can not. Unfortunately... Unfortunately... | The most common forms of refusal: Please go to the store. — Unfortunately, I can’t, I’m very busy right now. |
| I would love to... but I can’t. I would love to... but I can't. I would love to... but I can’t. It’s awkward for me to refuse..., but... I would like..., but... I would like..., but... I’m very sorry, but... I’m sorry, but... | Regrets upon refusal: Can you lend me 20 rubles? — I would love to, but I can’t afford the scholarship. |
| I refuse (to do anything). | Official categorical refusal. |
| I am unable (to do anything). I am powerless + inf. Not in my power + inf. | Refusal to a request for help are stylistically elevated statements: Help me prepare for exams! - I can't help you with this. (It is not in my power to prepare you for the exams.) |
| It is forbidden. No. No you can not. Unfortunately, it's not possible. Unfortunately, I can't resolve it. I would allow it, but... | Prohibition to do something: Can I borrow this book from you? — Unfortunately, I can’t allow it, it belongs to a colleague. |
| Of course you can't. Of course not. (I) do not allow... I forbid... I cannot allow... I am forced to prohibit (not allow, refuse)... | Categorical refusal or prohibition: Can I read your diary? - Of course, you can’t. I don't allow you to do this. I cannot allow you to read my diary. |
| In no case! Never! Under no circumstances! It's out of the question! This is absolutely impossible! No no and one more time no! | Emotionally expressive categorical prohibition: |
Topic 7. Agreement/disagreement with the opinion of the interlocutor
| Expressions of speech etiquette | Situation of use and comments |
| Oh yeah! You're right. I completely agree with you. I completely agree with you. This is exactly what I wanted to say. Without any doubt. Sounds plausible. I thought so. Very reasonable. Certainly. Exactly. That's it. Agreed. Don't continue. All clear. That's what I assumed. I'm afraid this is exactly the case. I hope this is the case (that this will be the case). This seems to be the case. Looks like it's going to happen (it's going to happen). Quite likely (possible). All the better! | The most common forms of agreement with the opinion of the interlocutor |
| I completely agree with you. I completely agree with you. Basically I agree with you... In some points I agree with you... In some points I agree with you... This point does not cause our objections. I completely share your point of view on... My idea completely coincides with yours. Your terms are generally acceptable to me. | Official Consent Forms |
| No and no. I can't agree with you. You are wrong. I have a different opinion. This is where you are exactly wrong. Of course not. Not at all. It's out of the question. It's just the opposite. I'm against. I don't know this. I'm not to judge. Well, here you are again! God forbid! You are unfair. Nothing like this. No good This can't be! | The most common forms of disagreement with the opinion of the interlocutor |
| I'm afraid you missed the main point of what I wanted to say. This is not exactly what I had in mind. I can't agree with you. Our point of view is somewhat different from yours. We see the solution to this problem in a slightly different light. We greatly appreciate your efforts, but unfortunately we cannot accept the offer. This point of view seems convincing to me, however (nevertheless / meanwhile)... I have an objection... | Official forms of disagreement |
| Yes? Really? This is true? Do you really believe that... I doubt that... It is unlikely that... I very much doubt it. Are you serious? It sounds tempting, but... It sounds incredible, but... Anything can happen. Are you joking. I can't make up my mind. I doubt. Hardly. And you want me to believe this? I would not say. You know better. To some extent. I'm not sure. (It's hard for me to say. Well, well... Yes and no. Are you sure? Is this all really true? How I wish... |
The most common forms of doubt regarding what the interlocutor expressed |
| Do you really believe that... I would really like to ask you to clarify... since I have exactly the opposite information about this. I have not yet formed a final opinion on this matter. It seems to me that this solution is somewhat premature. | Formal forms of expressing doubt about the point of view of the interlocutor. |
Appendix 4
SAMPLES OF INTRODUCTORY PHRASES IN THE TEXT OF A BUSINESS LETTER
Thank you for the letter from... In response, we inform you...
In addition to our letter dated... this year. We inform you that...
In response to your letter, we inform you that... In confirmation of our telephone conversation, held ... this year, we inform you that ...
In confirmation of our telegram from ... we inform you that ...
In connection with your letter from... we inform you that, to our regret...
We are pleased with the quick response to our request.
Unfortunately, we still have not received your response to our letter from ... and are forced to once again remind you (ask you) about ...
We would like to inform you that...
We thank you (we are grateful to you) for the service provided (help, support).
We are forced to notify you (remind you) ...
We are extremely surprised by your letter from ..., in which you report that ...
We received your letter dated... this year, from which we were pleased to learn that...
We have received your letter from ... along with the documents attached to it.
We regret (express regret) about your refusal (silence) ...
We were surprised to learn from your telegram that...
We hereby remind (notify) once again that...
We hereby confirm that we have received your letter dated... this year. and we inform you that...
We confirm receipt of your letter from ... with all attachments.
At your request, we will send you...
Please accept our apologies for...
We take note of your letter from ... and inform you that ...
We apologize for the delay in responding to your letter...
We inform you... We notify you...
Examples of phrases that can form the basis of a business letter
Your order will be completed if you...
Your request (proposal) is under consideration. Upon receipt of the results of the review, we will inform you immediately.
Your proposal will be accepted with pleasure (gratitude) if you agree to make changes...
Your request for... is granted...
In response to your letter from ... we inform you that your request for delivery ... has been resolved positively.
In response to your request (order), we regret to inform you (we are forced to inform you) that we are unable (we cannot) to fulfill it due to the following circumstances.
Unfortunately, your request cannot be granted for the following reasons.
Unfortunately, we are forced to reject your offer. We need additional information O …
We kindly ask you to inform us about the timing...
We hereby inform you that your offer has been accepted...
We ask you to send...
Please let us know about...
Please let us know about your decision on the issue...
Please let us know if our offer is acceptable to you...
We ask you to expedite the fulfillment of your obligations regarding...
Samples of couplings
Moreover …
You undoubtedly (obviously) know...
In view of the above (stated above), we should (we want, we must, we need) to add (notice, note) ...
In addition to the above (stated, noted above), we inform...
Finally ….
To avoid delay...
In response to your reproach, we would like to inform you that...
Firstly Secondly …
First of all …
Otherwise we are forced...
In our defense, we would like to inform...
In connection with the above...
In connection with (according to) your request...
In the current situation...
In accordance with your request (attached documents) ...
We express our regret (doubt, bewilderment, satisfaction)…
The fact is that …
Besides …
Besides …
We express confidence...
We are having difficulty with...
We do not agree with your point of view for the following reasons...
We acknowledge...
We are absolutely sure...
We regret …
We would also buy from you...
It is necessary (should, necessary) to admit...
Draw your attention to …
Summing up (concluding, summing up, summarizing) ...
We confirm receipt...
Besides …
In our opinion...
Deliveries will be made (carried out) ...
It goes without saying...
It is necessary (necessary, needed, must, would like, we consider it necessary) to add (mark, notice) ...
Thus, …
However (despite)…
In fact...
Regarding your request (comment), we draw attention to the fact that...
Examples of letter endings (without a welcoming conclusion or politeness formula)
Thank you in advance for the service provided.
In the hope of a favorable (positive) solution to our issue.
Hoping for fruitful cooperation.
We would appreciate your prompt response.
We expect your response in the coming days.
We hope for a quick response.
We hope to receive a response in the near future and thank you in advance.
We hope that you will fulfill our request.
We are waiting for your orders (your approval, consent, confirmation).
We ask you to inform us about the measures you have taken.
We ask you to confirm receipt of the letter.
Please let us know.
We ask you to confirm receipt of your order and give it due attention. Please write to us about your decision on this issue.
Please contact us if you need help (assistance).
Please indicate your consent.
We kindly ask you not to delay your response.
"all books" to section "contents Chapters: 57 Chapters:< 50. 51. 52. 53. 54. 55. 56. 57.
Customs business communication, as well as current legislation requires communication between legal and individuals by means of sending correspondence. Currently, communication through electronic means has become widespread, but this is not always correct. In the case where the correspondence is of an official nature and its results, in the future, can be presented as evidence of a particular fact, then such document flow should be carried out exclusively through written correspondence, properly executed.
When choosing a suitable sample response letter (form) on the Internet, you need to pay attention to the following points.
In civil law, in some cases, before documents are sent to the court, pre-trial correspondence between the parties is mandatory. Sent letters (claims), as well as response letters, are evidence of the commission of procedural actions. The response letter, as well as other documentation, must be signed by the responsible person of the organization, and also certified by the official seal. Such documents can be transmitted either through a courier or sent by post.
Direction of the letter - Postal services have a number of advantages over other methods of delivering correspondence.
First of all, these advantages are:
The participation of a third party (postal employees) will subsequently allow them to be involved in the trial (if necessary) as witnesses.
Possibility to create an inventory of attachments in a letter. An inventory of the attachment will allow you to prove what kind of correspondence was sent in the response letter.
When using a return receipt with a response letter, prove the fact of delivery of such a letter to the addressee.
Using the cash receipt number, you can track the process of delivering correspondence to the end consumer.
Currently, many commercial structures provide correspondence delivery services. When choosing among them, you must remember that not all of them allow you to make an inventory of the investment, and also certify it with their seal. Many of them do not issue original documents, but only copies. In this situation, the best option is our regular mail (Federal State Unitary Enterprise "Russian Post"), despite all its disadvantages, only its documents are recognized by judicial authorities as evidence of sending documentation to their counterparties. A valuable letter with a list of attachments and a simple notification of delivery - the best way delivery of correspondence in modern Russia.
The response letter in question, a sample of which is located below, can be downloaded for free using the link at the end of the page. If necessary, we are ready to draw up the necessary document for a personal order. We wish you good luck!
Letter response form:
to CEO
LLC "Monolittrest No. 689"
O.V. Brazhny
Dear...!
In response to your letter dated January 28, 2014 No. VA/44968/-2014, I report the following.
In pursuance of the contract No. 11/456/VK/2013 dated June 10, 2013 “for the implementation of a full range of construction and installation works for the construction of the Facility at the address: Moscow Region, Domodedovo-3” (hereinafter referred to as the “Agreement”), we carried out work, according to the attached documents. However, for unknown reasons, these works were not accepted by you.
On December 23, 2013, we received a notice of unilateral termination of Agreement No. 033105/MSKH-13 dated December 10, 2013. In pursuance of this notice, as well as your request, on November 25, 2013, all supporting documents about the work performed and materials used were sent to your address (copy cover letter and a description of the attachment is attached).
On January 15, 2014, we received claim No. 0582/MSRKH-14 dated January 09, 2014, demanding the return of the advance payment transferred to us under the Agreement and payment of penalties. Please note that the cost of the work actually performed by us and the materials used exceeds the amount of the advance payment.
Based on the above, we propose to take into account the documents sent and accept the actual work performed in in full. If you have any questions, we invite you to contact ... if necessary, we are ready to take part in a joint meeting dedicated to resolving the dispute out of court.
Appendix (all documents in copies):
CEO
LLC "Stroytrest No. 546" A.L. Gradochkin
We have received your letter from ... along with the documents attached to it. We regret (express regret) about your refusal (silence) ... We were surprised to learn from your telegram that ... We hereby remind (inform) once again that ... We hereby confirm that we have received your letter dated ... this year. and inform you that... We confirm receipt of your letter from... with all attachments. At your request, we are sending you... Please accept our apologies for... We take note of your letter from... and inform you that... We apologize for the delay in responding to your letter... We inform you... We notify you... Examples of phrases that can form basis of a business letter Your order will be completed if you... Your request (offer) is under consideration. Upon receipt of the results of the review, we will inform you immediately.
In response to your letter, we inform you
Your proposal will be accepted with pleasure (gratitude) if you agree to make changes... Your request for... has been satisfied... In response to your letter from...
we inform you that
Attention
Your request for delivery... has been resolved positively. In response to your request (order), we regret to inform you (we are forced to inform you) that we are unable (we cannot) to fulfill it due to the following circumstances. Unfortunately, your request cannot be granted for the following reasons.
Unfortunately, we are forced to reject your offer. We require additional information about... We hereby request that you inform us about the timing...
We hereby inform you that your offer has been accepted... We ask you to send... We ask you to inform us about...
Please inform us about your decision on the issue... Please inform us about the acceptability of our proposal for...
Appendix 4
Just below are the date and number, and if necessary, then links to online resources (for example, if the terms of the contract or tender documentation are posted on the official website). It is better to provide a column for the subject of the letter. Make it bold.
This will enable your recipient to quickly navigate the documents that are received daily for him to sign. 5 Specify the last name, first name, patronymic and position of the person to whom the letter is intended. Many companies have their own websites or at least home pages on the Internet.
There are probably contacts there. You can call the secretary and find out which employee is dealing with this or that issue. There may be namesakes at an enterprise and even employees who have the same last name and initials.
6 Begin the letter with a personal address by name and patronymic.
Commas in the phrases “in response to your...”
We have difficulty with... We do not agree with your point of view for the following reasons... We acknowledge... We are absolutely sure... We regret...
We would also buy from you... It is necessary (should, must) admit... We draw your attention... Summing up (concluding, summing up, summarizing)...
Important
We confirm receipt... In addition... In our opinion... Deliveries will be made (made)... It goes without saying...
It should (necessary, need, must, want, consider it necessary) to add (note, notice) ... Thus, ... Nevertheless (despite) ... In fact ...
Regarding your request (comment), we draw attention to the fact that... Examples of letter endings (without a welcoming conclusion or politeness formula) Thank you in advance for the service provided.
In the hope of a favorable (positive) solution to our issue.
Steady turnover of business correspondence
You will need
- — a computer with an Internet connection;
- - phonebook.
Instructions 1 State the purpose of your message. It is not necessary to write it down, but you must clearly understand whether you want to achieve a new contract, get new clients, attract a new employee, make a claim, or simply congratulate your partners on the holiday.
2
Think about who exactly should receive your letter. Its shape largely depends on this. Maybe you don’t need to write anything at all, but just make a phone call, discuss the situation on a specialized forum, or resolve the issue in a personal meeting.
3 Select a letter type. For the consumer, this may be an offer of a product or service, or other advertising information. You can conduct a survey.
Business letters
In response to your letter from ... we inform you that your request for delivery ... has been resolved positively. In response to your request (order), we regret to inform (we are forced to inform) that we are not able to fulfill it (we cannot) due to the following circumstances. Unfortunately, your request cannot be satisfied for the following reasons. Unfortunately, we are forced to reject your offer. We require additional information about ... We hereby request that you inform us about the timing ... We hereby inform you that your proposal has been accepted ... We ask you to send ... We request that you inform us about ... We request that you notify us of your decision on the matter ... We request that you inform us about the acceptability for You of our proposal for ... We ask you to expedite the fulfillment of your obligations regarding ...
Best sayings: For students, there are even, odd and test weeks.
What is a response letter and how to write it correctly?
It must contain information about the status, general focus, specifics of the enterprise’s activities, characteristics, novelty of the product, an indication of the addressee (recipient, consumer), nature of availability, location, etc. name password I agree with the Privacy Policy K.T.V., Moscow, 15.04 23:32 A.I.A., Moscow, 13.03 12:10 Ch.Yu.V., Magnitogorsk, 10.03 08:15 S.V. Yu., Magnitogorsk, 26.02 08:29 K.A.V., Magnitogorsk, 15.02 09:49 Yu.Yu.Yu., Magnitogorsk, 05.02 21:08 Z.M.N., Russia, 01.01 16:39 D. A.N., Gatchina, 25.12 14:11 T.S.A., Prague, 25.12 12:48 Sh.O.N., Ulyanovsk, 13.12 11:48 Rating of terms Palm oil Mutual investment fund (UIF) Banking secrecy Latest updates Hyaluronic acid (Acid Hyaluronic) Vitamins (from lat.
Samples of introductory phrases for a business letter
Let me thank you Let me express my (sincere) gratitude... We gratefully acknowledge... Expressing gratitude on behalf of... We are grateful to you for... We are grateful to you for... Expressing gratitude for your letter from... we inform you that... We have received your invitation to... for which we are very grateful (grateful) We gratefully confirm... Letter of guarantee (drawn up to confirm certain promises or conditions) The word “guarantee” may not be contained in the text, which does not detract from the meaning and purpose of the letter, which is entirely of a legal nature. We guarantee We guarantee that... The company “X-Igrek” guarantees... Please send to us by cash on delivery (type of guarantee) Letters of inquiry (sent when it is impossible to resolve the issue in person or by telephone, used in business relationships legal entities) Consists of two parts: 1. Introduction outlining the essence of the issue.2.
. basic rules for writing business letters
Correspondence with individuals Some enterprises, by the nature of their activities, have direct contact with individuals. This could be an organization operating in the service sector or a company producing consumer goods.
Such an enterprise may receive information from citizens about the of different nature, both positive and negative. Nevertheless, it requires an appropriate response and a mandatory response.
In such cases, you cannot limit yourself to a personal conversation or a telephone call. The citizen must be given full explanations on all issues of interest to him.
This should be a detailed response to the letter. A sample of such a document must meet certain requirements:
- For any business correspondence, it is better to use official letterhead.
- It is necessary to take into account the peculiarities of drawing up such documents.
We ask you to expedite the fulfillment of your obligations regarding... Samples of binding statements Moreover... You undoubtedly (obviously) know...
In view of the above (stated above), it is necessary (we want, we must, we need) to add (notice, note) ... In addition to the above (stated, noted above) we inform ...
Info
Finally …. In order to avoid delay... In response to your reproach, we would like to inform you that... Firstly..., secondly... First of all... Otherwise, we are forced...
In our defense, we would like to inform you... In connection with the above... In connection with (in accordance with) your request... In the current situation... In accordance with your request (attached documents)... We express regret (doubt, bewilderment, satisfaction)... Next you write... Next we are forced... The fact is that... In addition... In addition... We express confidence...
Our usual terms - cash, no discounts, no shipping documents. Terms of payment are set out in detail in the attached copy of the general terms of delivery (copy of the contract) Other terms - according to general conditions supplies (sales) Please confirm (consider) this offer by (date) (within... days from the date of receipt of the letter) Please send a response no later than (date) (within... weeks from the date of sending this letter) This offer is valid Until (date) ... months from the date of receipt of the letter, subject to receipt of your acceptance by fax within ... days from the date of receipt of this letter only if the goods are not sold before receiving your response Please send a response (to us) by return mail (consider our offer, let us know if you are interested You are in the purchase of the offered product) Please take into account the deadline for the sale of the product and make a decision as quickly as possible.
In response to your letter, I inform you that
Thank you for the letter from... In response, we inform you... In addition to our letter from... this year. we inform you that...In response to your letter, we inform you that...In confirmation of our telephone conversation that took place...this year, we inform you that...In confirmation of our telegram from...we inform you that...In connection with your letter from... we inform you , which, to our regret... We express our satisfaction with the quick response to our request. Unfortunately, we still have not received your response to our letter from... and are forced to once again remind you (ask you) about... We bring to your attention, that ... We thank you (we are grateful to you) for the service provided (help, support). We are forced to notify you (remind you) ... We are extremely surprised by your letter from ..., in which you report that ... We received your letter from ... s. city, from which we were pleased to learn that ... We received your letter from ...
A number of correspondence received by the organization require the sending of answers on certain issues. In this article we will look in detail at how to correctly compose a letter in response to a request.
From the article you will learn:
In what cases is a response letter required?
The incoming correspondence of each organization consists of various documents, certain types which require sending response messages. At the same time, it is necessary to have a good understanding of the types of incoming documentation and the letters that require a response. We invite you to familiarize yourself in detail with the types of incoming letters to which you need to send a reply message.
Letter of request
Already from the title of this document it becomes obvious that it contains some kind of request addressed to the addressee. Typically, the purpose of this document is to obtain specific information, goods or services that the author of the letter needs. This category incoming documentation is drawn up on letterhead and contains phrases such as: “We ask you to notify about...”, “We ask you to inform...”, “We ask you to take action...”, etc.
In some cases, a business paper may not contain a direct request, but only a wish. For example, “We hope to consider your appeal...”. In this case, the document must also contain the appeal itself or a description of the situation requiring the adoption of certain measures.
There are also situations when one letter of request contains several requests. In this case, the design rules require that each of them be described in a separate paragraph. In this case, each subsequent paragraph containing a request should begin with the words “We also ask you to take measures...”, “At the same time, we ask you to pay attention to...”, “At the same time, we ask you to consider...”, etc.
An inquiry
Perhaps the letter of request is the only document to which a response must be sent. Although letters of request and letters of inquiry are very similar in style and content, a request has one distinctive feature, which cannot be ignored. It's about justifying the document.
Letters of inquiry refer to official letters sent to the addressee in order to obtain certain information, documents and business papers. Such a document in correspondence is distinguished by the presence of a justification, which is indicated by the author of the request. The justification may include a reference to any government document, regulation or law, according to which the author has the right to familiarize himself with the requested information or business papers. Also justified by reference to organizational and legal documents that give the right to familiarize yourself with certain information. And precisely because there is a legal justification, it is imperative to issue an official response to the request. Below we will look in more detail at a sample response to a letter of appeal.
Letters of invitation
Although invitations to various events do not require the addressee to send a response letter, in many cases such a need is dictated by business etiquette. In this case, it is advisable to issue a response message as early as possible. If this is not possible, then you can warn about the possible presence or absence at the event by calling the inviting party.
Structure and format of the response letter
As mentioned above, a letter in response to a request is mandatory, so it is necessary to begin drafting it as quickly as possible after receiving the request. If for some reason the processing of the document is delayed, then it makes sense to warn the author that the request has been received, but its processing takes time. Not only will this be a polite and ethical thing to do, but it will also give you time to formulate your message.
It is important to understand that a letter in response to a request (a sample is presented below) can have either a positive or negative decision regarding this request. Let's look at them in more detail.
A positive response
Letter a response containing a positive decision regarding a specific request or request is formatted in the same style as the request itself. Essentially, it should be written using the same wording and in the same style. The document should mention that the request was considered, on the basis of which a positive decision was made (the decision to grant the request). In this case, if necessary, you can specify the time frame within which the request will be satisfied.
If the response to an official request (a sample is presented below) requires sending certain business papers, they can be attached to the letter. In this case, you should indicate in the main document a list of attached documents, their number and name. If necessary, indicate the number of copies.
Response letter (sample)
A response letter is one of the types of business documentation. Its compilation is due to the need to give some kind of response to the previously received initiative letter. There are two types of responses: positive and negative. A letter containing a negative response is sometimes called a refusal letter.
As a rule, a response letter is drawn up by analogy with an initiative letter, that is, it uses the same vocabulary and similar speech patterns. Of course, this rule applies only if the source code was compiled correctly, in accordance with the requirements business correspondence. In most cases, when creating this type of letter, the letterhead of the originating organization is used.
Compilation
The most common phrases used in a response letter are “Thank you for your interesting proposal,” “We confirm our readiness to...”, “We express our agreement to...” or “Unfortunately, at this time we are not ready to...”.
The date and number of the initiative letter must be indicated in registration number answer. This requirement is necessary because it allows you to organize incoming and outgoing business correspondence. It is not recommended to include this information directly in the body of the letter. A violation of the rules for composing a response letter would be the following phrase: “In response to your letter, number... from... we inform you...”.
When writing a refusal letter, you must indicate the reason. Unreasonable refusal is a manifestation of disrespect for the recipient. Therefore, such a letter should begin with the phrase “In connection with...”. If the author of the refusal letter has information about by whom, when, in what case and under what conditions a positive response may be given to the original letter containing the request or inquiry, it is recommended that this information be included in the refusal.
At the conclusion of the refusal letter, the signature of the originator is placed. In most cases, the letter is signed by the manager or other authorized person. It would also be a good idea to indicate the originator’s contact information so that, if necessary, the recipient can contact this person and obtain additional information.
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