Each organization should pay particular attention to official correspondence. After all, it is part of the image and maintains a business reputation. An information letter is an example of one of the types of such correspondence, and below we will focus on the rules for its design.
As a rule, such letters are official in nature, compiled according to the standard template and have a generalized addressee (mailing is carried out according to the list). By the way, you should immediately make a reservation that the use of the pronoun "You", written with a capital letter, is permissible for a specific appeal to only one person. In all other cases, use the lowercase letter: yours, you.
An information letter is intended for existing or potential partners of the organization. Information that should be communicated to the addressee should be as informative as possible. It is possible that such a document may contain various attachments to the information provided. The letter should be drawn up in accordance with generally accepted rules of paperwork.
On the left, in the upper corner of the letter, the details and contact information of the organization that is the author must be indicated. If the organization has a corner stamp, it should be affixed, as it is the carrier of the necessary information. If the newsletter is initiated by you, indicate the date and outgoing number. In response to the request, you must specify the date and number of the incoming document. The upper right corner is intended to indicate the addressee. Moreover, it would be nice to know the personal data of the head of the organization - the recipient of the letter, and list his position, company name and full address of the location.
Now a little about the text itself. Think over and indicate the subject of the message. For example, about holding an exhibition or considering proposals. Begin the introductory part with the words: "We inform you ...", "We bring to your attention ..." and the like. Entry depends on the type of newsletter and its goals. Further, try to convey as much as possible the main idea of the message. If necessary, add attachments and do not forget to list their names at the end of the letter, as well as write the number of sheets attached. The newsletter should be completed with assurances of respect, as well as an indication of the position and personal data of the author-compiler. Mandatory signature and contact phone number of the contractor.
There are several types of information messages, a brief description of which is given below.
An advertising and information letter (commercial, presentation) draws the attention of the public to goods, events, services. It does not imply a direct appeal to a specific addressee, therefore, it is not required to prepare an answer to it. The purpose of such a message is to indicate any advantages or to encourage action.
A letter-message reflects events that are mutually interesting for both parties, in contrast to a notification letter, valuable only to the recipient.
The main purpose of the letter of notification is to inform the addressee of a public event, such as an exhibition, meeting, conference. Such a newsletter has a mandatory attribute - specific details about the conditions, place and time of the meeting.
Example newsletter :
The training business center "Stella" announces a training seminar on the topic "Taxation of individual entrepreneurs", and invites you to take part in it. The program of the training seminar is attached. The seminar is scheduled in the large assembly hall of the administrative building of CJSC Aggregate on January 12, 2013. Registration of participants will be held from 9-00, the start of the seminar at 10-30. Address: 54, Lenin St. Mozhaisk. In case of your consent, we kindly ask you to confirm your participation before January 11, 2013. All questions of interest will be answered at our office or by phone: 45-16-28.
Application: for 3 liters., In 1 copy.