In many cases, you need to write official letters of appeal to one or another authority. Now many of them are being sent electronically, although the compilation rules remain the same as with the physical options. So, how do you need to properly draw up such documentation?
Instruction manual
1
Start by specifying the position and name of the addressee. For example: "To the chief engineer of OJSC Polad Ivanov S. S." Then write an appeal at the top of the letter. It usually begins with the word "Dear". Next is the full name and patronymic of the addressee. You can also write "Dear Mr. Ivanov, " without indicating his name. The treatment should be exactly in the middle.
2
Write the preamble to your letter of appeal. Indicate clearly and concisely the reasons and purpose of this letter. The addressee from this paragraph should understand the essence of the letter. For example, start like this: "I am writing to you about the unsatisfactory quality of the bearings that you send us within
by …".
3
Fill in the main body of the letter. As a rule, it consists of two to four paragraphs expressing concern about the problem outlined in the preamble. Also in this part, state all thoughts on this matter and on a possible solution to the problem. Indicate what specific actions the addressee should take in order to resolve this issue in the near future. Use clear deadlines, numbers, and sentences.
4
Write a conclusion. In this part, formulate the results of the entire letter of appeal. Example: "I am sure that you will resolve this unpleasant situation, and in the near future our cooperation will be the same as before."
5
Put the official signature, which consists of the name of the position, as well as your name. This is usually set up: “With Respect, ” “Sincerely Yours, ” “With the hope of further cooperation, ” etc. Choose according to the situation.
6
Make a postscript or postscript. This small section is located just below the signature. It is rarely used in letters of this format, but still sometimes there is a place to be. The postscript informs the recipient of some significant event in the life of the organization of the author of the letter. For example: "PS I inform you that the percentage of rejects in the consignment of raw materials received 2 days ago increased to 19%!".
