Experienced secretaries know that business correspondence consists of two thirds of inquiries and responses to them. The main purpose of a written question is to obtain any information from the addressee. The author of the letter expects to receive the fullest possible answer, which will be provided to him within the time period prescribed by law or indicated in the request. There are no strict rules for processing written questions. However, there are several general requirements for business correspondence that should be followed when preparing them.
Necessary
- - company's Form;
- - A4 paper;
- - pen;
- - computer;
- - Printer.
Instructions
Step 1
Print a question letter on the organization's letterhead if you are applying on behalf of a team and for an official reason to another organization or to an individual. A citizen sending a request to any institution must write it legibly or print it on an A4 sheet.
Step 2
Indicate in the upper right corner of the letter information about the addressee: full name of his position, surname and initials, postal address of the organization (if necessary). Information about the sending company is on the left side of the form. In a special line, the clerk must put down the number and date of the outgoing document. If you apply on your own behalf, below list your own data: last name, first name, patronymic (without abbreviation), home address, contact phone number. For example: "To the Director of LLC" Early morning "VV Petrov Semenov Vasily Vasilyevich, residing at the address: Nsk, Pervaya st., 15, apt. 15, phone 00-00-00 ".
Step 3
Write a heading for your email. It should briefly reflect the essence of the written appeal, for example: "On the minimum lot size of daisy seeds and the wholesale price for them." On letterhead, place this props on the left. When speaking on behalf of a private person, you can simply indicate the format of the letter by typing in the middle of the line the phrase “letter of question”, “written request” or “letter of request”.
Step 4
Go to the statement of the request itself. This will be the main body of your letter. In the first 1-2 sentences, explain the reason and purpose for which you want to receive this or that information. For example: “In May, members of the garden partnership“Sad”are planning to conduct a bulk purchase of daisy seeds. After examining your company's advertising brochure, we decided to use the services offered. In this regard, please send the following information to the address below."
Step 5
Formulate each question. Try to be precise and concise. Don't make sentences too long, including 2-3 questions at a time. Be sure to put a question mark at the end - this will visually highlight the main topic. If there are several questions, fill them out with a numbered list. For example: “1. What is the minimum seed lot size? 2. How much is 1 bag of seeds wholesale and retail? 3. How long will it take for the purchased batch to be delivered? 4. What documents are required to conclude a supply agreement between your company and a gardening partnership?"
Step 6
End the letter with a thank you note. You can also tactfully indicate the desired time frame for receiving a response, for example: “Thank you in advance for your response. We hope to receive the price list within a week. On the last line, sign (on behalf of the organization, the head is signed) and the date.
