When performing services - especially remote ones - the entrepreneur usually sends a whole set of documentation. These can be acts of acceptance and transfer, packing lists, invoices, adjustment invoices, offers. In the event that the counterparty is new or there are especially many papers, it is advisable to send a cover letter to the documents.
How to compile it and what to indicate?
List of applications
Most often, document invoices or contracts and various additional agreements to them are involved in the workflow. In this case, it is simply necessary to describe in detail what is in the parcel, how urgently the papers should be sent to the sender, what the recipient should do with them, etc. The role of such an instruction is and carries out a cover letter to the documents. In it, for example, you can indicate that one copy of the contract with the seals and signatures of authorized persons must be sent to the sender.
If an invoice is attached to the product, it should be emphasized that it must be paid within a certain period. Cover letters, as a rule, indicate a list of documents with a list of applications and recipients. The list should be numbered so that upon receipt you can immediately check the completeness. It also happens that a cover letter to the documents indicates that they contain, for example, a revised production contract and a separate transfer of copyright, but in fact the sender forgets to attach these papers. That is why, upon receipt, it is necessary to reconcile and immediately inform the counterparty of the error.
How to formulate a cover letter to the documents?
Most often, a special template is used for such purposes. An example of a cover letter to documents can be found directly in Word, OpenOffice, or any of your choice. It remains only to insert your data, specify the addressee and sender - and the package is ready. A cover letter to the documents can be compiled independently without any problems. Thank you for your cooperation in the first paragraph. In the second, you can indicate that “organization X sends the following documents to company Y” (the list goes on) and “asks to sign and send to the address”, “treat as confidential,” “if necessary, correct” ... It all depends on the specific situation . But business etiquette implies clear and transparent rules of the game. Your counterparty should not think about what to do with the received papers, whether they contain the final versions or options for discussion. Everything should be written in black and white.
Graphic design
Cover letter to documents usually first
catches the eye of the counterparty. It should not be long and lengthy. It is enough to indicate on one page what is included in the set of documents, what the addressee asks to do with them and for how long, as well as the full address of the sender. It is advisable to ensure that the recipient is correctly named, not to mention the fact that an error in such delicate matter as a business relationship can be very expensive. It is unacceptable to send a cover letter to one counterparty to documents intended for another. It is advisable to issue it on letterhead, with signatures and seals, although the latter requirement is optional. Do not bother the counterparty also by reading long messages in small print. Therefore, the cover letter should be written as concisely, readably and accurately as possible.