A letter of inquiry is a part of business correspondence between organizations or between organizations and citizens. Its main purpose is to obtain by the author from the addressee any official information or documents. When making a written request, certain rules must be followed.
It is necessary
- - company's Form;
- - A4 paper;
- - the computer on which the text editor is installed;
- - Printer;
- - the envelope.
Instructions
Step 1
Prepare a draft letter. If you are submitting a request on behalf of an organization, use letterhead. A private request can be handwritten or printed on plain A4 paper.
Step 2
Create a header for the letter. It includes the details of both parties, the title, the appeal. Place information about the addressee of the letter to the right, in the upper corner of the sheet. List the position, surname and initials of the official to whom the request was sent, for example, “To the head of the department of education of the administration of the Tomsk region, II Ivanov”.
Step 3
The way of presenting the details of the author of the letter depends on his legal status. If the sender of the request is an organization, then information about it is given on the form in the upper left corner. A citizen who independently prepares an official appeal must immediately after the details of the addressee list his data: full surname, name and patronymic, registration address and actual place of residence, contact phone number. For example: “To the General Director of LLC“Management Company”I. I. Ivanov Sidorov Petr Petrovich, registered at the address: Izhevsk, st. First, d. 1, apt. 1, residing at the address: g. Izhevsk, Vtoraya st., 2, apt. 2, phone: 33-33-33.
Step 4
Formulate the title of your email. It should briefly reflect the essence of the request, for example: "On the provision of information on the average staff of the team for the first half of the year." Type a heading on the left under your organization's details. This element is not used in a private request.
Step 5
Depart from the heading of the letter or from the details of the parties 2-3 lines and type an appeal to the addressee. In the request of the organization, use the business form: "Dear Ivan Ivanovich!" or "Dear Mr. Ivanov!" An individual can indicate in this line only the type of appeal, without mentioning the correspondent's name and patronymic, for example, “request”, or “information request”, or “request for information”.
Step 6
Write the body of your letter. In it, briefly describe the situation in connection with which you are sending this request, justify the need to provide you with the requested information. Express thoughts and facts correctly and without emotion. If necessary, refer to applicable laws guaranteeing your right to receive official information.
Step 7
You can attach copies of documents to the letter. In the text after the main part, be sure to indicate the number of attachments and the volume of each of them, for example: "Attachments: 1. A copy of the passport of a citizen of the Russian Federation on 1 sheet. in 1 copy 2. A copy of the marriage certificate, 1 sheet. in 1 copy."
Step 8
Please add the date and personal signature at the end of your request. The document sent on behalf of the organization is signed by the head. Indicate the number and date of the outgoing letter in the special line of the form.
Step 9
Review the draft request and correct any errors. Organizations often need to coordinate a letter with responsible employees. Then print the edited version and mail it.
