When preparing a joint project between various organizations or divisions of one enterprise, it is often necessary to discuss individual details and conditions for implementation. In this case, a coordination mechanism is launched, which allows, taking into account the interests of the parties, to work out a common position on the entire list of issues. The design of such a letter is subject to the general laws of office work, but it has some peculiarities.
Instructions
Step 1
Prepare a list of issues to be agreed upon. As a rule, a letter containing such conditions is an independent document preceding the conclusion of the main contract. In some cases, it can be used as an internal document necessary to develop a general solution and requiring confirmation of eligibility from different services (security, legal, financial, design, etc.). In other cases, it is prepared to discuss controversial issues with partner organizations in the work on a joint project.
Step 2
To draw up a letter of appeal to a counterparty, you will need its details and the very conditions that are subject to agreement. Begin the letter by specifying the addressee in the upper right corner (name of the partner organization, title, last name and initials of the person in charge). Here, briefly inform the subject of the letter "on approval …". In this case, you do not need to write the name of the document. The first phrase of the letter will be an appeal by name and patronymic to the person responsible for the development of the part of the project that their organization leads. Of course, not forgetting to add the word "Dear". Next, ask to consider the proposed conditions, giving a list of them, and make a decision on approval.
Step 3
In the final part of the letter, inform the deadline in which it is necessary to carry out the agreement and make the necessary amendments or accept the proposal in full. This is followed by the date the letter was compiled, the signature of the person in charge and its transcript in brackets.
Step 4
Please note that the letter of approval can be either the main document securing the terms of the preliminary agreement, or an accompanying one. The letter to which the approval protocol or other document in the form of a list or list will be attached will have to contain the "Appendix" item. In it, name the attached documents (having previously numbered them) proposed for agreement by the parties.
