Now many people receive parcels, parcels and letters (departures) at the offices of the Russian Post (the official name of the Federal State Unitary Enterprise Russian Post). According to the postal rules, only the person in whose name it is addressed (addressee) or his representative has the right to pick up correspondence. The right to receive any registered shipment (that is, with a track number) can be entrusted to another person if you give him a power of attorney to receive it at the Russian post office.

Let's first understand why the other person cannot receive correspondence without written confirmation of authority. Issuing a shipment to an unauthorized person is a gross violation of postal rules, and a communications worker who has committed such a violation can be severely punished and fined. Transferring a letter to a stranger will lead to the disclosure of the secret of correspondence, and the issuance of a parcel will lead to property damage. Therefore, in post offices there are requirements for the issuance of items to “non-addressees” only after verification of authorization. The rule on the need to verify a document with authority applies, including to spouses and close relatives living together with the recipient.

Rules for issuing items

Mail delivers different items and for each of them there are certain requirements for a power of attorney:

• Simple departures(letters, simple parcels, postcards) do not have a track number and are delivered to the recipient's mailbox. An authorization document is not required to receive such shipments.
• registered shipments (registered letters, registered parcels) have a unique track number. They are received personally by the addressee or his authorized person. You can receive registered correspondence by power of attorney, certified by a postal employee or certified at the place of work, study or treatment, or certified by a notary.
• Valuable items(valuable letters, valuable parcels and parcels with declared value) also have a track number. They are handed over personally to the recipient or his representative. Valuable correspondence can be picked up by power of attorney, certified by the post office or certified by a notary.
• Remittances, allowances, subsidies, pensions, monthly payments and compensation for the addressee is entitled to receive only a representative by power of attorney issued by a notary.

For ease of perception, information on the possibility of obtaining various kinds shipments under different forms of powers of attorney is summarized in the table:

Rules for issuing and certifying powers of attorney

Let's take a closer look at how to make a power of attorney to receive mail:

- notarized power of attorney. May contain the maximum possible authority to receive any letters, parcels and Money. For registration, the principal must contact the notary with his passport and the passport data of the authorized person. The notary will independently prepare a draft document based on the data received from the principal. The notary will charge a fee for the services.

- power of attorney certified by the post office. Allows you to receive any items other than money. You can draw up such a document yourself in a simple form () based on a sample filling. After filling out the form, you will need to go to the post office with it and ask the employee to certify it. You must have your passport with you. Possibility of certification of the power of attorney directly in the post office is provided Working instruction, which is internal document Russian Post. This service is provided free of charge. In this order, you can issue a power of attorney to receive a parcel by mail from China from the aliexpress website (ru.aliexpress.com).

Sample Fill:

When a citizen contacts with a request to certify a power of attorney, the post office employee must act in the following order. Prior to the provision of assurance services, the head (or deputy) of the post office checks the passport of the principal. After that, he performs the following actions: checks the correctness of filling out the form of the document, makes the inscription “I made sure of his identity” on the power of attorney, enters his position, last name, first name and patronymic, signs and stamps the calendar stamp of the post office. When applying with such a power of attorney to the department in which it was issued, the authorized person can receive all, without exception, postal items(except for pensions and money transfers).

Power of attorney to receive mail, certified by the organization in which the principal works, studies or is on treatment. To draw up such a document, an employee can contact his employer, a student can contact the administration of an educational institution, and a patient who is undergoing inpatient treatment has the right to contact the administration of a medical institution (hospital). The power of attorney is drawn up in a simple form (), after which it is transferred to the head of the organization to certify the signature. Considering that getting to the head of the organization for a personal appointment may not be easy, it is advisable to first contact the organization’s lawyer with the prepared draft with a request to certify it in the manner prescribed by paragraph 3 of Article 185.1. Civil Code RF. The lawyer will tell you how to sign the document with the head of the organization and help to comply internal rules organizations. The assurance service should be provided free of charge.

Design sample:

A power of attorney to receive a parcel by mail or a letter can be issued for any period. If certification is required, then you need to be prepared that the principal will have to sign the document in the presence of an official (head of the employer, educational or medical institution, notary, postal worker).

Directly at the office, the representative will need to present his passport and power of attorney to receive the parcel at the post office or other type of shipment. The legislation does not oblige to leave the original or a copy of the power of attorney in the communications organization, but employees often make such a requirement. Therefore, in order to save your time and nerves, it is better to have a copy with you.

Power of attorney to receive mail from a legal entity

A power of attorney from an organization can be drawn up in the usual form and does not require certification. Such a document is signed by the head of the addressee's organization and can be issued to any adult citizen, even if he is not an employee of the company. Authority may be granted to one or more representatives. According to such a document, you can receive any correspondence and parcels arriving at the address of the recipient's organization. It is recommended to put the seal of the organization on the signed form. The design rules are described in detail.

In recent decades, it has become an integral part in any business area. In addition to drawing up contracts, acts and annexes to them, document specialists are involved in the preparation of various kinds of appeals and letters. At the legislative level, the principles of their design and the general template, of course, are not defined. In such a situation, the question arises: “How is it correct to draw up this or that legally weak, but business document?”. The answer to it is extremely simple and comes down to compiling such papers according to generally accepted standards in office work.

Today our resource decided to consider the principles of compiling official letter and features of this document. Information on the summarized topic and the template of the paper itself can be found below.

Official or - this is one of the basic types of documents in the field of office work modern business. It is a universal way to transfer information, implemented in the simplest possible mode, but in compliance with all rules and regulations. business relations.

Naturally, the information presented in official letters is not entertaining. Such papers can be invitations, partly advertising, informational and others, but by no means entertaining.

There are many differences between an official letter and a regular letter. The main one is purpose. While a business document always has the exact purpose of sending or transmitting to an addressee, ordinary letters are often used for "communication for the sake of communication." In addition, business messages:

• are not anonymous - they always have information about the sender and recipient
• are written on behalf of a specific person or an organization, association represented by him
• (if the sender has a seal)
• compiled according to generally accepted rules in office work
• cannot be entertaining as mentioned earlier

An optional, but also common difference between an official letter and a regular message is the compilation of the first one on letterhead. This approach gives the appeal the highest level of solidity and generally indicates its business status.

A few words about the details and the general content of the document

Official letters are drawn up for various reasons, as a result of which the content of those naturally varies. Despite this, a common structure cannot be taken away from business messages. It is she who is defined in the field of office work as true, is not subject to dispute and forms the basic requirements for the relevant documents. Typical details of an official letter include:

• full name of the sending company or full name of a particular citizen
• information about, checkpoint, and OKUD (for organizations)
• address and all possible contacts of the sender
• similar information about the addressee
• the essence of the message
• the date of its compilation
• and printing (for organizations)

Important! The type of business documents we are considering today is one of the few that does not require a title. The absence of the latter is by no means a mistake, but the observance of basic standards of office work.

The letter itself is desirable to draw up on letterhead, of course, if its sender is a certain company. For government agencies, such forms have an image of the coat of arms, for commercial organizations- their emblem.

1. Clear and understandable to the recipient.
2. Without the use of profanity, not to mention insults and obscenities.
3. Neat, concise and smart.

In principle, document specialists do not impose other requirements on official letters. Enough compliance with the noted norms, rules and the general content of the document.

You can download the official letter template to the organization below:

Types of official letters

An official letter is a rather extensive group of business papers. Among the most used of them are:

• reflecting the desire of the sender to do something for the benefit of the addressee
• Request Letters
• Requests
• Event Invitations
• Invitations for cooperation
• Papers that remind the recipient of something
• Commercial offers
• Requirements
• Instructions
• Advertising and information letters

By the name of each type of official letter, one can understand its general purpose and the purpose of sending the message. As practice shows, the transfer of various kinds of appeals in the business environment is carried out for a variety of reasons, and the list of their types noted above is far from final.

Features of the design and transmission of the message to the addressee

At the end of today's article, let's pay attention to the transfer of official letters to the Russian Federation. First of all, the main nuance of successful business relations should be noted - this is a competent approach to their management. In the case of the execution of the relevant documents, we are talking about them:

• accuracy
• full compliance with business regulations
• purposefulness (an official letter sent to someone in the form of spam will significantly undermine the authority of the sender)

In addition, it is desirable to approach the preparation of the message very responsibly. Its text should be literate, concise and understandable. The use of complex verbal structures and terms is undesirable. The general tone of the appeal should be kept within limits. Restraint is welcome, but familiarity is never.

As for the transmission of business letters, the sender has no restrictions here. You can deliver a message to the addressee:

• over the Internet electronically
• via mail
• by courier or even in person

The transmission of official letters is a vast field. All senders will be able to choose a convenient message.

This concludes the most important provisions on the topic of this article. We hope that the information provided has helped all readers to understand the essence of official letters in the Russian Federation and the rules for their execution.

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Any organization, be it a state plant, small shop or a huge holding, sooner or later there is a need to enter into correspondence. To do this, you need to be able to correctly write, arrange and send business letter. In this article, we will analyze the types of business letters and talk about how to draw up the main details of this document.

First, let's define what types of business letters exist. Indeed, depending on this, the rules for writing letters also differ: what to write, how to write, to whom to write, and so on.

You can list several dozen varieties of business letters, but the most common are:

• information mail;
• covering letter;
• letter of guarantee;
• thank you letter;
• complaint;
• claim;
• offer (not commercial);
• Commercial offer;
• invitation;
• congratulation;
• apology;
• message;
• statement;
• confirmation;
• warning;
• notification;
• reminder;
• recommendation;
• refusal;
• order;
• request;
• reference;
• request;
• job offer.

There is one more separate category Letters are court letters. We will not consider them, since only lawyers deal with such letters, and they know a lot about writing them. All the rest of the organization needs to know, especially those who work with the mail: if you get such a letter (it is marked “judicial”), keep both the envelope and the letter.

Business letter: structure

A business letter, among other things, differs from a regular letter in that it has a clear structure, which consists of the following parts:

1. Destination.
2. Letter subject.
3. Title or title.
4. Introductory part.
5. Main part.
6. Final part.
7. Application (if any).
8. Signature.
9. Executor.

This is the most common format for business letters, but, of course, some points are subject to change.

Destination

This is the one to whom we are writing a letter. Here you can indicate the name of the company, its head or the official with whom currently you are in correspondence. In the case when a business letter is sent for the first time to an organization, the addressee is CEO. A letter can also be sent to an ordinary person - an individual. There can be several recipients, but it is better not to put more than five. In this case, it would be more correct to do.

Depending on who we send the letter to, we arrange the details in different ways. If the addressee is the head of the enterprise, first of all, you should indicate his position, followed by the name of the enterprise and initials with a surname, and all of the above should be in the dative case.

to CEO

Energotras LLC

O.R. Zazublin

If the letter is addressed to a certain person at the enterprise, you must first write the name of the organization in the nominative case, then the position of the person, initials and surname, but already in the dative:

CJSC Butil-Express

production manager

R.N. Taburetkin

If the letter will be sent without a specific addressee to the organization, then indicate the name of the organization in the nominative case:

JSC "Mystic Pro"

If a business letter is intended for an individual, then first we write the surname in the dative case, then the initials, and on the following lines - the postal address to which the letter will be sent. If the postal address is unknown and the document is planned to be sent in some other way, we leave only the surname and initials:

Komarova S.V.

st. Polevaya, d. 5, apt. 457,

Moscow, 123456

You do not need to put a dot at the end or change the font, it must be the same as the text of the letter. The text of the attribute "Recipient" is aligned to the right.

Letter subject

This summary letters. You need to write it above the main text.

There are some documents in which it is not necessary to indicate the subject of the letter, namely: notification, complaint, claim, congratulations, letter of guarantee or warning. In all of these documents, the type of letter should be placed in the header, the only exception is for congratulations.

The subject text should not exceed 50 characters, it should be very brief, but at the same time it is clear to write what this document is about. Often, the topic can be expressed in 2-3 words, for example, "Request for information" or start with the preposition "about" and write in the prepositional case.

The theme font can be one point smaller than the main text font, but no more, and this is not required. Alignment should be left.

For example:

On the harmonization of the procedure for the actions of organizations in emergency situations

Information request

Heading or address to the addressee

The title or appeal is written in the center, one empty line from the subject of the letter.

It can be the title of the letter, which, in fact, replaces the subject. For the most part, this applies to complaints, claims, letters of guarantee, statements, warnings or notices. It can also be a personal appeal to the addressee of the letter.

If you write a title, it is better to type it in capital letters and put it in the center. You do not need to highlight the title in the form of an increase in font, it should be exactly the same as the body text. It is allowed to make the font bold:

NOTIFICATION

CLAIM

As for appeals, you should start with the word “Dear (s)”, then the name and patronymic of the addressee:

Dear Galina Viktorovna!

Dear Evgeny Borisovich!

If the name and patronymic individual unknown, they are not replaced by initials, but written like this:

Dear Mr. Petrov!

Dear Ms. Lisitsyna!

If the business letter goes to an organization, neither the surname nor the name and patronymic of the head of which are unknown to you, write neutrally “Dear colleagues” or “Dear gentlemen”. Do not forget to put an exclamation mark at the end, but only one, you don’t need to put them three or more times, showing your respect, it will look completely childish.

Text of the letter

The text of the letter is divided into three parts: introduction, body and conclusion. It doesn't have to be three paragraphs, maybe more. Each part of the text smoothly transitions into one another. If your organization does not have a corporate font for writing the body of the letter, it is better to choose the Arial or TimesNewRoman font, choose either 12 or 14 point size. It is worth starting to write from the red line, justified. The text needs to be justified. It can consist of simple or complex sentences, and each of them must have some idea, not be empty. The business style of speech does not tolerate any "water". Each paragraph begins with a red line.

Introduction

The introduction can point to the addressee's letter that came earlier, to which you are writing a response, or indicate that you had previously agreed with the addressee that you would send a letter. If a letter is written to a person for the first time and there were no agreements, the introduction can be skipped.

The introduction is one sentence or even part of it.

For example:

To your ref. No. 175-8/3-15 dated 05/25/2015 we inform you the following

According to our agreement…

Main part

This is part of the letter, where it is written about the main thing, that is, about the essence of the problem. Conventionally, it can be divided into two parts: "justification" and "request". The rationale states the reason for writing the letter, the "request" states what you want to achieve from the recipient of the letter.

"Request" should be written from a new paragraph and from a red line.

For example:

We are sending you for consideration a package of documents on the maintenance of the TC "Kometa" and the territory adjacent to it for June 2015.

We ask you to review the documents, sign them, certify the signatures with seals and send one set of documents to the address of Cleaning Systems LLC.

Conclusion

The letter must end with a politeness formula that smoothly flows into a signature, for example:

Sincerely,

With deep gratitude

Best wishes

The presence or absence of a closing phrase depends on how close you are with the recipient, and on corporate culture the author, and the content of the letter. If we take, for example, religious organizations, then they end their letters with rather voluminous and emotional phrases. But if you write “Respectfully” in the claim, it will not look appropriate. Therefore, you should consider whether such a phrase is necessary.

Depending on the situation, the type and text of the letter, the final phrase will either be or not. Since this phrase will be followed by a signature, you should put a comma, not a period. An exception is if the author of the letter managed to arrange the final formula in the form of a short but full-fledged sentence. Then a period or an exclamation point is put at the end.

You should not change the font, it should be the same as in the body of the letter. The politeness formula is written from the red line. You should deviate from the main part or list of applications by 2-3 lines, also aligned in width.

Signature

The red line is not drawn up here. The position is written on the left. If it is too long, it is better to break it into two lines. The initials and the surname are placed on the right, aligned along the edge. As a result, between the position and full name we get a free space for the signature.

For example:

Chief Architect of OAO Stroy-City A.D. Semenets

Head of Client Department

support LLC "Telecontact" A.V. Gavrilenko

Application

An application can be documents that are completely independent, carry certain information that is needed in the work. Be sure to indicate all attachments to this letter, number them, indicate the number of pages and copies.

If a business letter has attachments, they are written after the main text of the letter, through one empty line of the line. The word "Application" or "Applications" is indicated from the red line, after which you need to put a colon. If there is more than one application, then each of them is written on a new line and numbered. In the application, the name comes first, then the number of sheets, copies. Nothing changes in the design of the text, the font, size, and alignment remain the same.

For example:

Appendix: Application for participation in the festival for 1 sheet. in 2 copies.

Applications:

1. Scale and criteria for evaluating sound files for 3 liters. in 1 copy.
2. Plan for the training "Management of conflict situations" for 2 sheets. in 2 copies.

Executor

Despite the fact that each business letter is signed by the head of the company or officials authorized by him, the correspondence itself is carried out by an ordinary ordinary employee, i.e. executor. It is his name and contact details that are indicated in this part.

Information about the artist is always located at the very bottom of the letter, in the last lines. The full name, patronymic and surname of the employee is written, with a new line his contact phone number, and even lower - the email address. We leave the font the same.

For example:

Edited by: Anton Solomonovich Leprikov

When the letter is completely ready, print it on letterhead and register, after which you can send it.

GOST 7.0.8-2013 “System of standards for information, librarianship and publishing. Office work and archiving. Terms and definitions” fixed the main meanings of the concepts that we will use further:

• destination- requisite containing information about the recipient of the document;
• document details- document design element.

In addition, it is necessary to pay attention to the new term attribute, which is actively used when working with electronic scientific and technical documentation and is considered as obligatory part of props document. The rules for formatting the requisite "addressee", established by GOST R 6.30-2003, provide for various options for its design - the main attributes of the requisite "addressee" are formatted or not formatted differently in them.

And finally the term destination must be distinguished from the obsolete concept addressee, which nevertheless is mentioned in the appendix to the Rules of office work in the federal executive bodies (approved by Decree of the Government of the Russian Federation of June 15, 2009 No. 477) in the meaning author, i.e. document sender(and above all letters).

Since correspondence usually occupies more than 80% of the document flow of organizations, we will consider the rules for issuing the “addressee” requisite using the example of official service letters, which are drawn up in paper form and sent to the recipient mainly by mail.

In the process of conducting correspondence, managers, employees and office management of the organization should consider the following factors:

• technological, which means that the organization will send its letter through post offices or using the services of companies that deliver correspondence. These companies and Russian Post act as independent third parties during the delivery process. When composing a letter, it is necessary to take into account how it will be sent, packaged, that the order and sequence of registration of postal address attributes are established by the Rules for the provision of postal services, which are approved by decrees of the Government of the Russian Federation and are periodically updated;
• managerial, because The letter may include:
  • specific managerial decision, offer, report or claim - it can be addressed to a higher organization or an equal partner, client;
  • a binding order or a normative legal act that is sent to subordinate organizations for execution or for information.
    That is, the purpose of creating and the content of the document, the place of the author organization in the management system and relations with the recipient of the letter affect the design of the "addressee" attribute. In addition, the letter should be sent to the point (organization, official, specialist, structural unit) where there is authority to resolve the issue set out in the document, finally and on the merits. If you have several questions / suggestions for this organization that are not linked to each other and the solution of which is in the competence of different persons, then it is better to write a separate letter to each “final recipient”. And if you don’t know who will be assigned to work out your questions, then you can state them in a letter addressed to the general director or address him as a whole to the organization;
• etiquette factor- the need to comply with the accepted rules of courtesy, taking into account the specific situation business communication, status and position of the addressee (legal or natural person, superior or subordinate organization, the letter is sent for the first time or to a permanent correspondent, etc.).

Form of the letter of the organization

For correspondence, almost every organization develops and approves its own letterhead. The composition of its details and examples of design can be found:

• in GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Requirements for paperwork” (Figures B.2 - B.4) and
• Guidelines for the development of instructions for office work in the federal executive authorities, approved. by order of the Federal Archive of December 23, 2009 No. 76 (clause 3.3.1 with annexes).
  Organizations pay a lot of attention to the design of the letterhead and even include it in the "corporate" style book, which is absolutely right, because. he is the "face" of the legal entity, forms the image of the author of the letter and the impression of him. But it's not just the quality of the paper and the colors of paint used to make the letterhead. The form indicates the full and abbreviated names of the organization, legal form and subordination. The most important thing is to follow the correct design of the information about the author that is indicated on it, listing all ways to contact the author. In external environment it conveys signs of stability, readiness for contacts, openness and "goodwill" of the organization.

The location of the details in the form can be:

• longitudinal(as in Example 1) either
• corner:
  • centered(as in Example 2) or
  • flag(attributes are located in the same side zone, but the text of each line starts from the border of the left margin).

The longitudinal and corner forms have a different location of the “addressee” attribute, it is indicated by orange shading (compare Examples 1 and 2).

Attributes of the attribute "addressee"

Moreover, the answer to the question “Where?”, i.e. registration of the "postal address" attribute, GOST considers it optional. If it fits, then its elements are written in the sequence provided for by the Rules for the provision of postal services (this is established methodological recommendations on the development of instructions for office work in federal executive bodies, Appendix No. 11). Indicating the postal address on the letter itself becomes convenient when using an envelope with a window in which all the data about the addressee (to whom and where the letter should be delivered) will be visible, then this information will not have to be duplicated on the envelope manually or by sticking a “label”. With large volumes of correspondence, this approach significantly saves time and money.

If the letter is addressed government agency, local government, supreme body authority, superior organization, then the "postal address" attribute is still not drawn up (it is indicated only on the envelope). See examples 3 and 4.

If the letter is sent to the first the head of this "superior organization", then the name of the organization is included in the position, see Examples 5 and 6. Both the position and full name are written in the dative case.

Example 1

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Example 2

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Example 3

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Example 4

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Example 5

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Example 6

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If the letter addressed to a third party peer or downline organization, then the “addressee” attribute of the letter can include a postal address, which is better separated from the name of the organization by 1.5–2 line intervals and start with a small letter as prescribed by GOST R 6.30-2003 (for example, “st.” or “pr. "):

Example 7

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If the letter is addressed leader organization, then the position includes the full name of the organization with an indication of the organizational and legal form:

Example 8

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If the letter is addressed to the head of the organization with which communication is not the first time, then it is better not to indicate the postal address.

If the letter is addressed deputy head or other official (and not the first head), then options are allowed (with or without the addition of a postal address), and you should pay attention to cases, line spacing. Addressing to an official is always done in the dative case; if the name of the organization is separated from its position, then it is written in the nominative case:

Example 9

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Example 10

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If the letter is addressed structural unit of the organization, then in the requisite "addressee" first indicate the name of the organization (established abbreviations are allowed), and only then - this structural unit in the nominative case.

The line spacing in Examples 7, 10 and 11 for separating the attributes of the "addressee" attribute is desirable to do to speed up the perception and isolation of information by the recipient, but this is not a strict requirement.

Example 11

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Example 12

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If the letter is addressed to the head of a structural subdivision, then the name of the organization (in the nominative case) is included in the requisite "addressee", and the name of the subdivision is included in the full name of the position in the dative case:

Example 13

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GOST R 6.30-2003 establishes a method of generalized design of addressees when sending letters to several homogeneous organizations or several structural divisions one organization. This method provides:

• on the letter itself, the design of the generalized name of the addressees;
• additional compilation of a separate list for mailing letters, which includes their specific names and postal addresses.

Example 14

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Example 15

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See the article “Creating Envelopes in MS Word” to learn how to customize your sender address, quickly create many envelopes according to a given template and mailing list, decorate them with a background or pattern (ideas are suggested for designing an envelope by February 23 and March 8

Mailing List or Mailing List is formed by the executor of the letter on the basis of the classifier of organizations and their addresses, which is usually accumulated in the clerical service as a result of document registration operations (in the EDMS or in Word, Excel tables). On each envelope in which each copy of the letter is sealed, the specific name and address of the organization is indicated in accordance with the mailing list. Based on this list, printing information on envelopes can be configured automatically even through Word.

It should be noted that this method is usually used by a higher organization when sending letters to its subordinate bodies.

However if there are no more than 4 recipients of one letter, then all recipients are drawn up on the document itself, then you can do without the mailing list (the word "Copy" does not fit in front of the 2nd, 3rd and 4th addressee). This limit on the number of recipients in one letter is established by GOST R 6.30-2003 and common sense. Addressing is made in this case in the right upper corner as a listing of the “addressee” details for each body / organization, but all copies of such a letter are signed as originals, and each copy is sealed in a separate envelope, on which the corresponding specific postal address is issued.

This method of addressing is convenient to use when it is necessary to notify about the facts of violations, about significant events, first of all, higher, supervisory and regulatory authorities. So all recipients will see who else this letter was sent to.

Example 16

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If a letter of the same content (an offer letter, for example) needs to be sent to several "independent" organizations, then it is better to issue each letter in the status of the original, i.e. on each indicate an individual addressee. Wherein registration numbers these letters will be different.

Registration of the requisite "addressee" when maintaining correspondence with individuals has its own characteristics. The first attribute is the surname in the dative case, followed by the initials and then the postal address:

Example 17

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When addressing a letter to an official with an indication of his position, the initials are drawn up before surname (see Examples 9, 10, 13), since the main identification of the recipient is carried out by the title of the position. When addressing a letter to a private person, his initials are indicated behind surnames (Example 17), since our identification as citizens is primarily by surname. When designing the surname and initials, they are separated by a space, the initials are not separated by a space, i.e. “I.I. Ivanov", but not "I. I. Ivanov.

How to abbreviate double names and double patronymics of the addressee written with a hyphen in business correspondence, for example, Khozh-Ahmed Sultanovich, Khalimat Abrek-Zaurovna? See the answer to the question “How is it correct to abbreviate double names and double patronymics of the addressee written with a hyphen in business correspondence? »

In order not to be mistaken when addressing, it is necessary to find out on the websites of organizations the exact postal addresses, full names and titles of managers, and other information that will help to best establish communication at the first stage of document perception. You can try to get similar information from the secretary, glean from documents received from this organization.

Pay special attention to the use of uppercase and lowercase letters in the names of organizations and positions. The norms of the Russian language suggest writing a position with a lowercase (small) letter, but a specific high position can also be written with a capital letter, if it is provided founding documents and local regulations recipient organization. Pay attention to these subtleties.

The etiquette factor

Appeal- a conditional etiquette phrase, a speech formula that expresses respect and a friendly, polite attitude towards the addressee. It is recommended to finish exclamation mark, emphasizing the significance of both the question and the appeal to this person.

Contacted most often by name(Example 18), much less often - by position(Example 20). The second option is strictly business in nature and is used when referring to a person holding a high position. official position in state and municipal bodies, a large organization. Even less frequent last name without initials(Example 19) - this emphasizes the "distance", the formality of the relationship between the author and the addressee, rather typical for correspondence with a private person.

Example 18

Address by name

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Another way of especially respectful attitude towards the addressee is manifested in the “etiquette frame”: "Deeply respected...." – "With deep respect,", which is used when addressing a higher person (chairman of the board of directors, head of a higher authority or administration, etc.), as well as in the case of congratulations, for example, on an anniversary date.

Appeal "Expensive..." even in the case of congratulations to the addressee, it should be used with caution, because. V official relations Still, some management distance must be observed.

Appeal "Dear" is currently considered obsolete, redundant - not meeting the standards of modern business style Russian literary language.

Special rules of treatment gradually formed when dealing with citizens' appeals. In response to their letters « best practics» government agencies and local governments recommend the following speech formulas:

Example 22

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But regardless of the issue raised in the citizen’s appeal, on the situation (conflict, complaint or appeal on a personal issue, for the first time or again, etc.), it is still universal formula for addressing citizens is an address by name and patronymic (as in Example 18).

Commercial organizations, when corresponding with customers and considering their complaints, can be guided by the same recommendations.

The Civil Code of the Russian Federation obliges employees tax office verify the authenticity of the information contained in the documents submitted for the registration of the LLC. Among other things, they must check the legal address of the organization being created. To simplify this task, the employees of the registration authority require from the applicant a letter of guarantee to the legal address.

Letter of guarantee upon registration of LLC

By the text of such a letter and the signature, a legal or natural person guarantees that it is ready to rent out the assets belonging to it legal grounds area, as soon as the LLC passes the state registration. The landlord also guarantees that the premises belong to him by law and, by concluding a lease agreement, he does not violate the interests of third parties. Attached to the letter is a copy of the state registration ownership.

The “office” space does not have to be an office space. As legal address address allowed production premises(warehouse, workshop), if the only executive body of the LLC can really be located there and if it ensures the unhindered receipt of correspondence sent to the address of the LLC. If the applicant tries to register an LLC in a garage, the registration authority may have claims - the reality of the office arrangement will have to be proved.

In the case of “buying” a legal address, you should be careful. Rely only on a company with a good reputation, otherwise you risk being denied registration. Your “office” may turn out to be a place of mass registration of companies, ruins or a building under construction, a military unit or a clinic. It happens that the address does not exist as such. It will be useful to double-check everything.

If the address is slightly different in the certificate of ownership and the letter of guarantee, indicate the one in the letter in the LLC registration documents, since it will appear in the lease agreement.

A letter of guarantee is not among the required documents for registering an LLC, however, its absence may result in refusal of registration. Failed owner own business can defend the case in court, where the tax authorities will prove that they did not get the opportunity to verify the accuracy of the legal address. Indeed, the SAC Plenum does not regard the absence of a letter of guarantee as evidence of the unreliability of the legal address. However, any litigation- the procedure is unpleasant, and at the very first step to own business- especially. Therefore, we recommend downloading a sample letter of guarantee to the legal address, preparing a document and submitting it along with an application for registration of an LLC.

You can find an up-to-date sample letter of guarantee for the provision of a legal address on our website.

The letter of guarantee is not required to be certified by a notary. It is enough that the owner confirms the fact of the existing agreement in a telephone conversation with an employee of the registering authority.

Letter of guarantee from a legal entity

As for the content of the letter, there is no single sample of a letter of guarantee for the provision of an address. You can use our sample, keeping the logic of the document and not forgetting to specify the required information, such as:

• in the "header" - the details of the lessor and the name of the IFTS, where it is supposed to register the company;
• detailed address, area of ​​the leased premises and its characteristics - as will be indicated in the lease agreement;
• the name of the head of the LLC being created and its company name;
• confirmation of readiness to transfer the premises for use under a lease agreement.

It is not necessary to indicate the date in the letter of guarantee for the registration of an LLC. You can specify, but it does not matter - the letter of guarantee does not have an expiration date.

Please note: in the letter of guarantee, the owner states that he will conclude a lease agreement with the head of the LLC when the LLC is registered, but he is not obliged to do so. By a letter of guarantee, he certifies that he has nothing against the fact that a specific legal entity will be registered at the address of the property he owns. Ultimately, whether to enter into an agreement or refuse this idea is the free choice of the owner, and a letter of guarantee is not a decree for him. Therefore, if you want to be sure that the square meters will remain with you, draw up a preliminary agreement with the landlord.

All this works in reverse side: the head of the LLC is not obliged, as a result of the registration of the company, to rent an office from the person who provided a letter of guarantee on the lease during the registration of the LLC. Having refused preliminary agreements, you will have to notify the tax authority about the change of legal address. Do this in the form P13001 or P14001. The first is used if the legal address was indicated in the charter, which means that with its change, the text of the charter will also have to be adjusted. The second form is suitable for those LLCs whose charter does not lose relevance from a change in legal address.

Letter of guarantee to the legal address from an individual

If you are registering an LLC at the head's home address, then you will not need a letter of guarantee to register a legal address. In this case, you will need consent from the owner of the premises and, possibly, other persons registered in it. Specify the requirements in the inspection where you plan to register.

A letter of guarantee to a legal address from an individual is necessary in a situation where an individual is the owner of the premises rented by the organization. It is drawn up by analogy with a letter from a legal entity. Only the details of the company will no longer appear here. Only the last name, first name, patronymic of the citizen, his consent to the registration of such and such an LLC at such and such an address, the assurance that he is the owner, that he does not violate the interests of the state and third parties by entering into a lease agreement, and so on.

Interestingly, the owner of non-residential premises has the right to issue a letter of guarantee to himself if he acts as the founder of an LLC and wishes to use the premises owned by him as the legal address. Such a letter is written as a rental guarantee given legal entity physical. The fact of the coincidence of the name of the head of the LLC and the landlord will not confuse the registering authority.

Whoever acts as a landlord, he must be prepared for the fact that an employee of the registration authority will contact him at the contact number indicated in the letter of guarantee. This is a common procedure, because the employee who accepted the documents for registering an LLC needs to make sure that the information provided is correct. If the landlord is not available or does not respond, there is a chance that the LLC will not be registered, considering the letter of guarantee invalid.