1. The letter is printed on white paper or paper light colors A4 (210 x 297 mm) or A5 (148 x 210 mm) format.
2. The sheet must have fields of at least:
20 mm - left;
10 mm - right;
20 mm - top;
20 mm - lower.
The date of the letter is the date it was signed. The date is written in Arabic numerals in the sequence: day of the month, month, year. The day of the month and month are written in two pairs of Arabic numerals separated by a dot; year - four Arabic numerals.
4. Outgoing number.
The registration (outgoing) number of the letter consists of its serial number, which can be supplemented at discretion with an index (for example, the initials of the head of the direction). The registration number of a letter compiled jointly by two or more departments consists of the registration numbers of the letter of each of these departments, separated by a slash.
6. Addressee
The recipient may be organizations, their structural divisions, officials or individuals. When addressing a letter to an official, the initials are indicated BEFORE the last name. The name of the organization and its structural unit is indicated in the nominative case.
For example:
LLC "Company "Name"
Planning department
The position of the person to whom the letter is addressed is indicated in the dative case, For example:
to CEO
LLC "Company "Name"
A.A. Ivanov
LLC "Company "Name"
Planning department
B.B. Petrov
The letter should not contain more than four addressees. The word “Copy” is not indicated before the second, third, fourth addressees. If the number of recipients is larger, a mailing list is created.
The “Addressee” attribute may include a postal address. Elements of the postal address are indicated in the sequence established by the rules for the provision of postal services.
When addressing a letter to an organization, indicate its name, then the postal address, For example:
LLC "Company "Name"
Yaroslavsky Ave., 12, Yaroslavl, 150001
When addressing a letter to an individual, indicate the recipient's surname and initials, then the postal address, For example:
Sidorov V.V.
st. Svobody, 5, apt. 12,
Yaroslavl, 150000
7. Text of the letter
The text of the letter is drawn up in the form of a table, coherent text, or a combination of these structures.
Columns and rows of the table must have headings expressed by a noun in the nominative case. Subheadings of columns and rows must be consistent with the headings. If the table is printed on more than one page, the columns of the table must be numbered and only the numbers of these columns must be printed on subsequent pages.
A connected text usually consists of two parts. The first part indicates the reasons, grounds, goals of writing the letter, the second (final) - decisions, conclusions, requests, proposals, recommendations. The text may contain one final part (for example, a request without explanation).
In the text of a letter prepared on the basis of documents of other organizations, their details are indicated: name of the document, name of the organization - the author of the document, date of the document, registration number of the document, title to the text.
The following forms of presentation are used in the letter:
First person plural ( “please send”, “send for consideration”);
First person singular ( “I consider it necessary”, “please highlight”);
Third person singular ( “society does not object”, “Name” LLC considers it possible”).
8. Application
A note indicating the presence of the attachment named in the text of the letter is issued in the following way:
Application: for 5 l. in 2 copies.
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, For example:
Appendix: 1. Lease agreement for 5 l. in 2 copies.
2. Transfer and acceptance certificate for 1 liter. in 2 copies.
If applications are bound, then the number of sheets is not indicated.
If another document is attached to the letter, which also has an attachment, a note indicating the presence of the attachment is issued in the following way:
Appendix: letter of the Ministry of Internal Affairs of the Russian Federation dated 05.05.2007 N 02-6/172 and an appendix to it, only 3 pages.
If the application is not sent to all the addresses specified in the document, then a note indicating its availability is issued in the following way:
Application: for 3 l. in 5 copies. only to the first address.
9. Signature
The “Signature” detail includes: the title of the position of the person who signed the letter (full if the letter is not drawn up on a letterhead, and abbreviated for a letter drawn up on a letterhead) and a transcript of the signature (initials, surname), For example:
When a letter is signed by several officials, their signatures are placed one below the other in the sequence corresponding to the position held, For example:
When signing a document by several persons of equal positions, their signatures are placed at the same level, For example:
10. Print
The seal imprint certifies the authenticity of the signature of an official on documents certifying the rights of persons recording facts related to FINANCIAL funds, as well as on other documents PROVIDING certification of an authentic signature.
11. Performer
The mark about the executor includes the initials and surname of the executor of the document and his telephone number. A mark about the performer is placed on the front or back side of the last sheet of the document in the lower left corner, For example:
A cover letter is a form of business etiquette. In addition to a simple register of transferred documents, it contains recommendations for handling them. In addition, according to the registration data, you can determine the execution time and the fact of sending. For an example of how to write a cover letter for documents, see the article.
How to write a cover letter for documents
There is no single unified form of writing. Requirements for the preparation of organizational and administrative documentation are described in GOST R 6.30-2003. The requirements of this standard are recommended.
How to write a cover letter for documents? Let's start with the basic rules:
- on company letterhead;
- indicating the date and registration number.
Let's take a closer look at a sample cover letter about sending documents, what main sections the text can be divided into and what information should be reflected in them.
|
Letter section |
Short description |
|
|
Introduction |
About sending a response to a claim |
|
|
Heading |
Theme that defines its purpose |
Covering letter of submitted documents |
|
Appeal |
A specific appeal to the manager, preferably addressed, indicating the name and patronymic |
Dear Ivan Ivanovich! |
|
Purpose of the message |
Brief formulation |
In response to your claim, I am enclosing confirmation that the stated requirements were met within the time limits specified in the Supply Agreement. |
|
Main part |
Statement of the essence with summing up and expression of hope, gratitude, etc. |
According to the information received from you, there were facts of violation of clauses 2.3 and 3.6 of the Agreement. In turn, I inform you that the components were transferred on time, which is confirmed by the Invoice, and the work was completed on time, which is confirmed by the date of acceptance of the work on the Work Order. I consider the requirements set forth in claim No. 2, sent to us on July 14, 2017, to have been fulfilled in full. I ask you to consider and send information about your decision to us within the period established by law. I express my gratitude to you for using the services of our company, and I hope for further cooperation. |
|
Conclusion |
List of applications. Polite signature |
Applications:
Head, Sidorova Maria Ivanovna. Full name and contact details of the performer. |
Example of a cover letter for documents
Enterprise employees not only have to send such requests to counterparties, but also receive them from them. It makes sense for business clerks to develop a form for an incoming cover letter for documents. It will be required if the counterparty provides the package without explanation. This often happens in collaboration with individuals, but for legal entities this case is no exception. To optimize document flow, the counterparty will be able to fill out the proposed form, which will indicate all the necessary information.
Sample cover letter for transfer of documents. Form designed to be filled out by the counterparty:
What not to indicate
The text of the appeal is kept in business style. Despite the fact that the message is not an independent form, you should not allow familiarity when composing it. The covering letter for documents should not evaluate what is happening, be emotional and contain phrases that in one way or another may offend the recipient. An example of phrases that cannot be used and options for replacing them:
Who signs the letter
The appeal can be signed by the head of the department, manager, chief accountant, or head of the organization. In this case, communication ethics should be observed. If the text contains an appeal to the head of the company, then it must be signed by an equal manager. It should also be remembered that the manager delegates the execution of instructions to the performers. Therefore, when signing, the director should indicate the contractor’s contacts so that the recipient does not have to waste time searching for the person responsible. Printing in this case is not mandatory.
Upon receipt, the addressee will assign the document incoming number and the date, which the clerk will enter manually or using a stamp. Using this information, it will be possible to easily track the stages of its passage and clarify at which level of consideration the application is at one time or another.
Do you want to know how to pass your coursework without problems? It is enough to properly design the application in course work.
If you have already read all the necessary materials on our telegram channel and decided to complete it yourself, we will give you some tips on what the correct design of coursework drawings, tables, graphs and other documents included in the application should look like.
Design of an application in course work
Rules for completing coursework and thesis largely coincide. For example, you will have to follow the same GOST recommendations.
Rules for designing multiple applications
If you plan to make several applications (graphs, drawings, tables, graphic images), then place each of them on a separate sheet of paper.
Moreover, the order in which appendices are presented in the work must be consistent: each new sheet with an appendix appears in the order in which it is referenced in the main text of the work.
Heading rules
Each new sheet with an application has its own title. At the top center of the page, write the word “Appendix”, and then its numbering (according to the order of use in the text).
Application numbering rules
Applications are numbered not in Arabic numerals, but in capital letters Russian alphabet (for example, APPENDIX A). You can also use the Latin alphabet in application names.
In this case, the letters I are not allowed to be used. Any letters of the Russian alphabet can be used as numbering, except: Ё, З, И, О, Ш, ь, ы, Ъ.
If there are so many applications that all the letters of the alphabet (Russian or Latin) have already been used, the numbering can be continued using Arabic numerals.
By the way! If numbering and numbers have not been going well for a long time, our readers now have a 10% discount on any type of work
Rules for designing one and several application sheets
If the application includes only 1 document (sheet), it is designated as follows: Appendix A.
If in one application they plan to divide information into blocks, then the component parts of the document can be divided. This occurs by adding index No. to the name (for example, Appendix A No. 1, etc.).
If there are several applications in the course work, each page will have its own numbering (end-to-end).
Always pay attention to the guidelines. They indicate the design features of applications specifically for your university. For example, some higher education institutions recommend formatting applications as follows: Appendix 1, Appendix 2...Appendix 7.
Rules for formatting links to applications in coursework
When writing the main text at the end of the phrase for which an application is being made, it is necessary to make a sign indicating where to look for an explanation of the above. For example:
Or like this:
Now you know how to format an application in your coursework. In general, if you don’t want to understand the sea of information, contact a professional student service. And if not, then just follow the above rules - and you will be happy.
At first glance, it seems that application, as well as props " Marking the presence of the application“It’s simply impossible to format it incorrectly. There is GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for the preparation of documents" (hereinafter referred to as GOST R 6.30-2003), which sets out the rules for preparing the details of organizational and administrative documents. And if there are any questions related to application design, then the majority turns to the text of GOST R 6.30-2003.
This fragment of the document may indeed clarify some points related to application design. But, unfortunately, all questions cannot be answered there. For example, it remains unclear:
- Where exactly in the documents should the “Appendix Availability Mark” attribute be placed?
- Is it always necessary to write “Appendix” on the first sheet of the application in the upper right corner, indicating the document, its date and registration number?
The answers to these questions can be found, but in other documents. Let's try to do this together.
Where should I place the “Application Availability Mark” attribute?
As you know, Appendix A of GOST R 6.30-2003 contains layout diagrams for the details of organizational and administrative documents. If you look at them, you can come to the conclusion that 21 the “Mark of the presence of the application” attribute must be in the range of 60-40 mm from the border of the bottom field(See Figure 1). Actually it's not like that. The boundaries, which are marked with dotted lines in these diagrams, can be moved both up and down. Moreover, there are cases when registration of props « Marking the presence of the application» in the range of 60-40 mm from the border of the lower field can lead to disastrous consequences(See Example 1).
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Imagine a situation where a letter of notification about an exhibition-conference is drawn up, consisting of two pages, and the text on the second page occupies no more than one-fourth of the total area of the sheet. Accordingly, if props « Marking the presence of the application» placed in the interval of 60-40 mm from the border of the lower field, then there is a lot of free space between this prop and the text (see Figure above). It is in this free space that “cunning craftsmen”, both on the part of the organization that authored the document and on the part of the recipient organization, can, after training, add any text that will allow them to get their benefit. At the same time, the management of both organizations may not even know that any additions have been made to the text of the letter. Compare the two versions of the same letter shown on this spread. |
So, to prevent anyone from adding any new text to an already signed document, It should be placed not closer to the border of the bottom margin, but after the text of the document. Moreover, the indentation should be 2-4 line spacing, the indentation size is fixed in Methodical recommendations on the implementation of GOST R 6.30-2003, which were published by the developer of GOST - the All-Russian Research Institute of Documentation and Archiving (VNIIDAD).
If you look again at the layout of the details of organizational and administrative documents (see Figure 1), you can note that detail 21 - “Mark of the presence of the application” and detail 22 - “Signature”located on the same level. However, the signature should be placed underrequisite “Mark of the presence of the application” at 2-4 intervals. This must be done so that no one can add another attachment to the document after signing the document.
Speaking of location “App availability mark” requisite, it is worth noting a number of other points. If you look at the fragment of GOST R 6.30-2003, published at the beginning of the article, you will see that GOST provides examples of design, where it is clearly visible that the props we are considering are located from the border of the left margin with an indent . However, there are no clear indications of this in the GOST text. But they are in the Methodological Recommendations for the implementation of GOST R 6.30-2003, and this is what is written there:
Thus, we can conclude that the arrangement we demonstrated in Example 2 will be correct.
In which organizational and administrative documents can the “Stamp of the presence of an application” attribute be used?
The text of GOST R 6.30-2003 states that “App availability mark” requisite can be issued in letters (see paragraph 3.21 given at the beginning of the article). That is, if the letter contains any application, then this detail must be formalized without fail. Moreover, in cover letters, the main purpose of which is to send documents that do not have an address part, “App availability mark” requisite must always be completed (see Example 2).
Also props « Application availability mark", if necessary, may be present in the following forms information and reference documents: certificates, memos, explanatory notes, memos.
But there are types of organizational and administrative documents in which props « Marking the presence of the application» is not issued, because information about applications is indicated directly in the text. This is stated in the Methodological Recommendations for the implementation of GOST R 6.30-2003 and in the Standard Instructions for Office Work in Federal Executive Bodies. Such documents, for example, include a protocol.
Props « Marking the presence of the application» is not issued in administrative documents: orders, instructions, instructions, resolutions and decisions.
Typically, if an administrative document has reference or analytical annexes (graphs, diagrams, tables, lists), then in the text in the relevant paragraphs of the administrative part there are links: “(Appendix 1)”, “(Appendix 2)” or “according to the Appendix 1", "according to Appendix 2". If the appendix to the administrative document is an approved document (regulations, rules, instructions, etc.), the following mark is made in the corresponding paragraph of the administrative part: “(attached)” (see Example 3).
Is it always necessary to write “Appendix” on the first sheet of an application?
Is it always necessary to do on the first sheet of the application in the upper right corner inscription « Application» indicating the document, its date and registration number? At first glance it seems yes. But that's not true. Therefore, many people make mistakes when they put this label on all applications indiscriminately.
Let's consider cases when inscription "Application" indicating the document, its date and registration number should not be affixed.
Firstly, it is inappropriate when you are sending any an independent document that does not have an address part, together with a covering letter .
However, if it is not a covering letter that is sent, but, for example, a notification letter or an invitation letter, and the attachment includes additional materials that were specially prepared for this letter, then the above inscription must be placed on the attachment.
Secondly, you shouldn't do it inscription « Application» on a document approved by an administrative document. It is when designing such applications that mistakes are most often made. And look what happens: there are options when there is no necessary information(Example 6) or when it is duplicated (Examples 7 and 8).
Possible options incorrect registration is not limited to this. However, the rules for drawing up annexes to administrative documents are regulated using the example of decrees and orders of the President Russian Federation in the Model Instructions for Office Work in Federal Executive Bodies.
From the above, we conclude that the approved documents must contain the requisite “Document Approval Statement,” which is drawn up in accordance with GOST R 6.30-2003, and not the inscription “Appendix No.” with the data of the administrative document. But if the application is of a reference or analytical nature (i.e., not approved), then in its upper right corner the inscription “Appendix No.” should be written indicating the relevant document, its date and registration number.
How should applications be designed?
At application design The following simple rules should be followed:
- Applications Always are issued on standard sheets of paper, not on letterhead documents.
- Since applications are not registered separately, they should not contain the details “Document Date” and “Document Registration Number”. After all, the date and registration number of the document to which the application relates can be seen in the upper right corner on the first page of the application in the inscription “Appendix...” (see Example 5) or in the details “Document approval stamp” (see Example 9).
- The title to the application text is printed in a centered manner; there is no period at the end of the title. The name of the application type (the first word of the application title) is highlighted in capital letters and can be printed in space (POSITION, LIST, LIST, etc.) . The line spacing between the first line of the title and subsequent lines can be increased by 6 pt.
The title of the application is located under the inscription “Appendix...” or the attribute “Document approval stamp” and is separated from them by two to four line spacing.
- The margin sizes, fonts and line spacing when printing applications are identical to the sizes used when printing document texts.
- The application sheets are numbered independently, starting from the second sheet. Page numbers are placed in the middle of the top margin of the sheet. In this case, the number is written in Arabic numerals without punctuation (dots), without indicating the word “page” or its abbreviated versions “page.” or with." and dashes.
- Organizational and legal documents - instructions, rules, regulations, regulations approved by administrative documents and which are appendices to them - must be signed by the head of the structural unit who developed this application. Other applications, if necessary, may also be signed by an authorized official. If the application is not signed, then it is advisable to end it with a horizontal line located in the center of the text at a distance of approximately 3 line spacing. The length of the line should be several centimeters. This simple trick will protect you from adding any text to the end of the application after signing the main document (see Example 5).
Here is an example of the correct design of the first page of the Regulations on a structural unit, which is an appendix to the administrative document (see Example 9).
* * *
Concluding the article, I would like to note that if questions arise related to the preparation of documents or the organization of work with them, it is better to look for answers in several regulatory documents or sources at once, rather than stop at one. This is the only way to get the most complete answer to your question.
1 Organizational and administrative documentation. Requirements for document preparation: Guidelines for the implementation of GOST R 6.30-2003. - VNIIDAD. — 2003.
2 The location of some details, which should be issued only in specific areas of the document page, are indicated directly in the text of GOST R 6.30-2003 and the above-mentioned Methodological Recommendations. Such details include: “Document approval visas”, “Note on the execution of the document and sending it to the file”, “Note on the receipt of the document by the organization”, “Identifier of the electronic copy of the document”.
3 If there are several applications, they are numbered, i.e. the inscription “Appendix” must include the sign “No” and the serial number of the application (see Example 5).
4 Exceptions are independent documents that do not have an address part, are sent with a covering letter to a third-party organization (see Example 4) and are indicated in the letter as attachments. These documents are prepared in a standard manner, i.e. according to the rules applicable to certain types of documents.
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