A service letter is a common way to inform third parties through mail. It is used when it is necessary to have a written confirmation of the transfer of important information to the partner or when it is impossible to use other types of communication. This document has many varieties, but there are general rules that must be taken into account when preparing such a letter.
Necessary
Letterhead letterhead
Instructions
Step 1
To get started, get your organization's letterhead specially designed for such letters. Its main difference from the standard letterhead is the presence of postal details along with bank details. If this is not the case in your enterprise, prepare your own version. Place the logo here and indicate the name of the organization, bank details, postal address, telephones, fax and e-mail for communication.
Step 2
In the upper right corner, indicate the addressee of the letter (name of the company, postal address, position, full name of the head). If the letter is addressed to several organizations, their addresses are placed one after the other, but no more than four in a row and without specifying the leaders. Now go directly to the text of the letter, since its name is not written in this document (unlike acts, memos, etc.). Instead, you can briefly indicate the subject of the letter, the essence of your appeal - "about late payment", "about changing the terms", etc.
Step 3
The text of the letter should be in a business style. State the essence as briefly and accurately as possible in order to avoid confusion when conveying important information. One letter should address one issue. Do not try to solve all the problems between you and your partner in one letter. Each should be considered separately, since there may be different performers and, in addition, this can be important in the event of disputes requiring a decision in court. Accordingly, it is best not to display the volume of the letter beyond the bounds of one page.
Step 4
Finally, list any additional documents in the Appendices section. Leave a place for the signature of the manager and decipher his signature in brackets (surname, initials). Be sure to indicate the full name of the performer and the office phone number for communication. Sign the original document with your supervisor and register the letter with your organization secretary as an outbound document.
