Request letter for assistance in resolving the issue: drafting rules, business writing style and sample

To write a letter of request for assistance in resolving the issue to a person holding a high position, you need to know the rules for the design of such a letter. It is advisable to briefly and clearly state the essence of the appeal. From this article you can learn how to write a letter of request for assistance in resolving the issue to the governor. You can write, for example, about solving problems related to the city and the region, be it flaws in housing and communal services or a personal request. It is important to note that the petition should not go beyond the capabilities of the authorized person.

General information

Such a letter of assistance in resolving the issue is useful when you need to get information, documents or make a deal. You can write a request to improve the quality of work of any state organization. Typically, such letters are sent to someone else's name. In some cases, they contact the organization directly.

A letter to the governor asking for assistance should fully comply with the rules of business correspondence. Responsibly, you need to treat everything: from the font of the text to the content of the letter. If the problem affects not only one citizen, but several, you can collect signatures and relevant documents. The more convincing the submitted documents will be, the more likely the administration will respond to the request. Such a letter of assistance in resolving an issue may be accepted or rejected. In any case, employees of the state agency should send an answer with detailed information and an explanation of the reasons for the refusal.

The following items will be needed to write and send a letter:

1. PC with network access.
2. Paper.
3. A pen.
4. The envelope.
5. A printer.

The form

There is a special form for writing a letter to the governor asking for assistance, which indicates the name of the applicant, as well as the name and position of the governor, a summary of the letter and other important points. It is advisable to print the appeal on a separate sheet. You can find the form on the administration website or in the reception of the governor. In some areas, it may be absent, then you need to write it yourself using a PC or manually. When sending a letter of request for assistance in resolving the issue without such a form, you may not receive an answer.

Statement

After you finish working with the form, you need to start writing the letter itself.

1. First, a hat is made out. On the right are the position, last name, first name and patronymic of the official. The full name and all contact information (address of residence, phone, email) of the author of the appeal are written below. All data of a public servant are indicated in the dative case. Personal data - in the genitive case.
2. Further, stepping back a little, in the middle you should start the appeal with the word "respected".
3. After you can state the essence of the problem.

The letter does not have to be big. Do not write the main part on several pages. One A4 sheet is enough for this. The main thing is to state the essence of the problem so that, while reading, a person understands what is at stake. All necessary information can be specified in the appendix. It should not be stretched to ten pages, you can write several sheets, fully revealing the problem. Do not write in the application something extra.

It depends on how the main part is written, whether the letter will be read by the governor or not. At the end of the letter, it is necessary to make the inscription “Appendix” and indicate sheets with additional information. At the end of the letter, again, you need to describe the request in two or three sentences and sign it. For example, you can write a letter of request for assistance in resolving the issue in the city sphere.

Statement Structure

The letter is written in a standard way. It should contain:

1. The reason for petition. The reason is briefly described: in connection with which the citizen addresses this official, as well as why he addresses this official.
2. Goal. What is the letter written for. Here it is necessary to state the essence of the problem, and also to show why the addressee needs to respond to the request.
3. Link. Description of the outcome of the decision. If the governor responds to the problem, what changes will occur in the company, the life of society, etc. This is the most important part. She convinces the recipient of the need for assistance, it depends on her whether they will respond to the request.

If the request is not one, it is best to make a few paragraphs for each of the problems. All details can be written, as mentioned above, in the appendix. The structure of the statement is written for its main part.

Dispatch

After the work with the letter of request for assistance in resolving the issue is completed, you need to put in the envelope all the certificates and official appeals, as well as the letter itself. All additional attachments only increase the likelihood of the recipient reading the letter.

After packing everything in an envelope, you need to find out the legal address of the administration of the region or district and send a letter. Before sending it, you should make copies of all papers. It is best to send them, since the letter itself with important documents may be lost in the mail or in the administration.

Shipping options

You can send a request letter to help solve your problem not only by regular mail. If there is concern for the safety of the papers or for the fact that the letter will not reach, you can do the following:

1. Order delivery to the representative of the office of the governor. This function has the “Russian Post” and commercial enterprises for the delivery of letters. Thus, the letter will be delivered much faster and go straight to the governor.
2. Email. In the courtyard of the 21st century. Any appeal can be sent by email. You just need to visit the administration’s website, find out the mail for public relations and, having completed all forms and forms, having scanned all documents, send them in the form of files by mail. On some sites there are electronic reception rooms, where there is no need to attach files, you can fill in personal data and leave an appeal there.

According to official figures, the response period is 30 days, but usually the answer comes within two to three days.

What is the best way to write

You can write a letter of request for assistance in solving any problem, but whether the assistance will be provided or the letter will be postponed to the archive, depends only on the addressee. To increase the chance of a successful outcome, it is better to touch on the positive personal qualities of the addressee. It is necessary that a person understands why they are turning to him.

A few compliment inserts will be appropriate. The letter should make it clear to the person that only he will be able to help with the solution of the issue set forth in the paper. For example, if the addressee writes a letter of assistance in resolving the issue of housing and communal services, it can be shown that such a problem is important and the governor, like no one else, will be able to help not only the specific citizen who wrote the appeal, but also all the citizens in solving this problem.

Be sure to argue your point of view. It is advisable to choose several justifications why it is necessary to respond to the request. It is better to build these justifications according to the scheme: medium persuasiveness, weak, most convincing - this is the standard psychological method of persuasion in the field of business communication.

It is necessary to interest the addressee in fulfilling the request. Carefully consider this aspect. Perhaps the proposal will somehow be connected with the benefit of the addressee? If there is an important problem, it can be shown how the stated request will help to solve either the given question in full or its part.

If you have nothing to offer, do not despair, this also happens. It is necessary to show the importance of the request. This will put pressure on emotions. The essence should be stated as clearly and understandably as possible so that, reading the letter, a person wants to help in solving this particular issue.

What is the best way to present a request

After preparing the addressee for the acceptance of the request, it is necessary to state the essence very concisely. The text should be short. Long sentences will not fit such a letter at all. All numbers and exact data must be provided.

If the request is to order equipment for the company, for example, then the price, quantity and brand must be reflected in the letter. Any obscure words or data is best explained. When expressing thoughts, do not write sentences with a double meaning. The point should be clear right away. This is a business style storytelling letter.

How to write a conclusion

In the end, it is necessary to summarize all of the above. It is worth writing what benefit the company or a particular citizen will receive if the request is fulfilled. And to do it better in the form of a logical chain. For example, when ordering 5 new machines 5 jobs will appear, so many tax deductions will go to each budget or a particular enterprise will receive such and such profit.

In conclusion, it is important to repeat the request and what it will lead to. Throughout the letter, you should follow the business style of the narration. This shows the addressee's attitude to the problem and the case as a whole.

Sample letter requesting assistance in an event

Dear Ivan Ivanovich!

The enterprise * name of the enterprise * for several years in a row has been organizing practical training for students of higher educational institutions. This helps not only to consolidate the knowledge gained, but also to put it into practice.

You, as the head of the human resources department, are a person interested in finding new candidates: young, energetic and promising specialists. This profession is very in demand. I, like most students, would like to know about all the nuances of such work.

In this regard, I ask you to arrange a meeting of the chief engineer, Petr Petrovich Petrov, with applicants on May 10 at 16.00 in the educational building of our institute.

By showing young people the prospects of the profession today, you help them learn more about it, and also lay the ground for the right choice in the future. Probably, having chosen this profession, some of them will begin to work at your enterprise and will help them reach a new level.

With respect and gratitude,

Rector of the Institute V.V. Astapov.

What language constructs are best to insert

When writing a letter, you should use the language constructs described below:

1. Introductory part. In this part of the letter of assistance in any issue, it is necessary to state the essence of the matter, indicate the reason for the appeal and the request itself. To do this, it is best to use the phrases below. To describe the reason: due to non-receipt, taking into account, etc. For the statement of purpose: based on the results, in order to agree, etc.
2. Request. It can be stated both in the first and in the third person. The phrase used in its description is quite standard, and it begins with the word "I ask."

Recommendations

The following points should be considered:

1. In the presentation, attention should be paid to the interest in fulfilling the request by both parties.
2. You should never start a letter with the word "I ask", it is best to first explain the motive for the appeal, and then state the essence of the request.
3. It is undesirable to immediately thank the recipient. This can put him in an awkward position. It is best to thank a person after he has responded to a request.
4. The significance of the problem should be described. It must be made clear that the solution to the problem satisfies the needs of not only the addressee, but also other people as a whole. However, the negative side of the request should never be noted.
5. It is impossible to include threat suggestions in the appeal text (contact another authority if assistance is refused, for example). This will definitely push away the addressee, and the letter will be sent to the archive.

Conclusion

Having studied the style of business narration in more detail, as well as having made sketches of your own thoughts, you can easily write a letter, having read which, the addressee will respond to the request contained in it.

It should always be remembered that a letter is written to the head on assistance in resolving the issue. Moreover, this issue is primarily interesting to the addressee. And only in his power to do everything to respond to the letter.

Thus, you can write your appeal using the above example, observing all the excerpts and design rules.

1. Do not forget that the seal of administration must be put on the form. It is best to purchase a form at the regional administration.
2. You can also use the opportunity to submit an online application.
3. It is necessary to collect all possible documents and certificates, as well as signatures, if the problem affects not only a specific citizen.
4. To write about the request for assistance in resolving the issue, you should use the business style of narration, and also do not forget about the respectful tone of the letter.
5. From the very beginning, the letter should interest the official.
6. After writing the original, you need to make copies of all documents, certificates and signatures, as well as the letter itself, send copies of the documents to the administration, after having learned its legal address. In this case, send the letter in the original. It is best to do this with the help of a courier. Then reviewing the document will take much less time.
7. After sending, you should patiently wait for an answer.