The complexities of business correspondence are familiar to many. When drawing up a written appeal to your suppliers, not a single detail should be left out. It is from a correctly composed letter that it sometimes depends on how further relations with the company will develop.
It is necessary
- Company details;
- addressee details;
- company regulations on business correspondence;
- delivery contract;
- legislation of the Russian Federation (civil code).
When composing a letter to a supplier, the first step is to write a stamp indicating the details of the company. A faceless letter may not have any effect on the addressee. Correctly fill out the name of the organization, if necessary, write the department and position of the person who contacts the supplier. The details of the organization should be indicated at the beginning and at the end of the letter. There must be a legal and physical address, telephone number. Also, write to whom this letter is addressed.
Be sure to indicate on the basis of which documents the cooperation between organizations is valid. So the addressee will quickly find the necessary documents and understand what is being said in the text of the letter.
Treat the addressee with respect, if you know the name and patronymic, then it is advisable to name the addressee in the letter that way. State the essence of your appeal in the body of the letter. All the necessary details should be described in detail, in dates and facts. End the letters with a message about exactly what you want from the supplier. Specifically and addressably write your requirements, request, appeal. It is impossible to allow ambiguity in what has been said, because an incorrect reaction may follow to ambiguous phrases.
Subscribe at the end of the text. Enter the date of the request, a signature is also required. In most cases, the letter to the supplier is certified by a company seal or stamp. Some organizations have a regulation, check if your organization has such a regulation.
Print out two copies of the letter so that the text and date of the letter are at hand at any time, it is advisable to file a copy in outgoing documents.