Covering note. Compiling a cover letter with an HR specialist

In addition to business letters, an entrepreneur regularly has to send various documents to government officials and his counterparties. These can be contracts, invoices, protocols, promotional materials... Sometimes these papers can be sent without accompanying notifications and explanations, but it is better to be more prudent and attach a covering letter to the documents.

What is it and what is it for?

Covering letter to documents - this is the view business letter, which lists and briefly describes documents (primarily those that do not have an address part) sent to the addressee. The accompanying message indicates the names of all documents being sent, and also contains instructions (or recommendations) on what the recipient should do with these papers.

A cover letter serves three purposes:

1. Confirms that documents have been sent. The application indicates full list sent papers, so the addressee will not be able to claim that he did not receive any important act.
2. Provides necessary explanations to the recipient. The text must contain instructions on how to deal with certain papers: sign, seal, make changes and return to the sender, etc.
3. Allows you to determine the due date thanks to registration data.

In what cases is this document indispensable?

• in business relationships with contractors and partners (document flow is inevitable here);
• when updating a tax return;
• when filing a claim in arbitration court;
• when contacting the bank (in some cases).

Let's look at the above points in more detail.

Why do government employees need a letter?

Very often, such a letter is required by Federal Tax Service employees. The most interesting thing is that there are no such requirements in the Tax Code, and the practice of submitting an updated declaration along with an accompanying message was unofficially introduced by the inspectors themselves. In the cover letter they require the reasons for the adjustments in the statements to be indicated. Moreover, the more significant the error, the more details will have to be explained.

Ideally, the entrepreneur needs to provide explanations for each adjusted line of the declaration. If there are too many of them, then you can only indicate the total amounts of tax, additional debt and penalties. For additional payments, along with these data, the letter must include the details of the relevant payment orders(or even attach copies of the payments themselves). In general, tax authorities require an almost lengthy explanatory note, but it is still called a covering letter. This is incorrect, but what can you do?

When applying to the arbitration court, this message is attached to statement of claim. Along with the claim, businessmen always have to submit a bunch of documents - extracts, constituent papers, copies of contracts, etc. All these documents must be listed in the covering letter, otherwise the claim will not be accepted due to violation of the established procedure.

Banks require a letter when opening a current account or in cases where important changes occur with the company (for example, the composition of participants, the organizational and legal form, etc. changes). In all these cases, the entrepreneur brings a package of basic documents, the list of which is indicated in the accompanying message.

Structure and details

You should not think that a cover letter is just an additional notice that has no special significance. No, this is a full-fledged official message, therefore it should be formatted according to the same principles as a classic business letter. It must be written on company letterhead and assigned an outgoing registration number. There is no unified form or single sample, so when drawing up they usually rely on general principles business messages.

The structure is like this:

• at the top (in the header) the position, information about the company (or territorial government agency) and full name of the recipient and sender;
• Below is the date of compilation and document number, and then the title is written;
• in the content part there is an appeal to the addressee;
• then – a list of applications;
• at the very bottom - position, signature and surname with the initials of the sender.

The full list of details looks like this:

• name of your organization (full and abbreviated);
• reference information about the company;
• organization code;
• OGRN/TIN;
• registration number letters;
• information about the addressee (not as complete as about your company - just indicate the position, name of the organization and full name);
• date of;
• title;
• signature;
• notes about the artist and the availability of applications.

Since there is no established sample letter, these details cannot be called mandatory. If you send a letter with documents to partners and contractors, you don’t have to write down all the information about your company. The title is also not always written - it may well be replaced by an appeal like “Dear Ivan Ivanovich!” But when writing a cover letter for documents to the tax office, it is better to use all the details.

The main part of the letter is the list of attachments. The text is short and includes two parts:

• message about sending documents;
• a request for a timely response (or for review, approval, return of a signed copy - based on the purpose of sending the papers).

The text of the message begins with standard phrases:

• “we will send it to you”;
• “we present to you”;
• "we are sending you".

The names of the documents and their details: date and number are also indicated. In the second part of the letter, you need to inform the recipient how he should dispose of the documents. For example:

• “Please sign, seal and send one copy to our address...”;
• “We ask you to familiarize yourself with the sent acts as soon as possible and inform about your decision”;
• “Please send by reply letter one copy of a duly executed document...”;
• etc.

The final part is drawn up according to standard scheme: on the left is the sender’s position, on the right is the full name, in the center is the signature. The letter can be signed either by you (as a manager) or Chief Accountant(if we are talking about accounting documents, and the recipient is the Federal Tax Service). In the final part, you can indicate the performer if you want the recipient to address any questions that arise to him.

A sample cover letter for documents can be found and downloaded here.

When composing a letter, adhere to the following principles.

1. Always write for what purpose you are sending the paper and what it means for the recipient. Forcing him to remember what you agreed with him about and why he needs these documents at all is impolite. Instruct the recipient as specifically as possible. There is no need to write something like “Please think about what you can do about this.” There must be a clear goal - to sign, transfer to a third party, draw up an agreement based on the received papers. The purpose does not need to be indicated only in cover letters for the court and the Federal Tax Service.
2. After reporting the documents, you can make clarifications and make additional requests. But all comments of this kind must be “to the point,” that is, relate only to the documents being sent. There is no point in mentioning other business issues.
3. Sometimes there are several recipients, and some of the applications need to be sent to only one of them. In such cases, a note can be made to the corresponding application, for example, “Appendix 3: for 5 l. in 2 copies. only to the second address."
4. There are cases when it is necessary not only to prove the fact of sending, but also to meet a specific deadline. We'll talk more about this below.

Responsibility for the timely preparation and sending of a cover letter falls on the entrepreneur, and the organization of sending the documents themselves falls on the office management service.

Business ethics

As in a classic business letter, ethics should not be forgotten in the cover letter. Both the address to the recipient and the request to perform certain actions with documents must be presented in a polite and correct form. Some managers like unceremonious phrases like “The response time for a letter is 3 business days.” You shouldn't write like that. Remember that the standard response time for business letters (in accordance with the norms) business ethics) varies from one to thirty days. You have no right to reduce it, especially with such an ultimatum.

The wording “Please respond within as long as possible.” three days" is quite acceptable. But only in cases where there are compelling reasons for limiting the period, and these reasons must be indicated. The final phrase will look something like this: “Please, if possible, respond within three working days, since we must provide a response to the Federal Tax Service by October 10, 2015.” Politeness is required not only in the covering letter for documents to the arbitration court (or other government bodies), but also in the message to counterparties and other addressees.

Storing Cover Letters

You received a cover letter from your partner, checked the list of documents received against it and made sure that everything was correct. What to do with the message next? Mark the execution and place it in the file. It is better to store the letter separately from the attachments so as not to create confusion with the papers.

In many companies, a “Covering Letters” file is simply created, which is used as a “basket” for such messages. It doesn’t matter what was attached to them. There is also a more “civilized” option - create several cases using cover letters and place them in the list of cases structural divisions. How it works?

• the partner sends you a delivery agreement (for example);
• You place this act in the “supply agreements” file;
• and send a letter to him to the file “covering letters for supply agreements.”

It also happens that the letter remains in storage at the company, but the application itself does not.

In cover letters, as in other (at first glance) simple acts, the devil is in the details. Lack of a clearly stated goal, incorrect design of the list of applications, incorrect handling - all this refers to gross violations. Of course, no one will fine you for the wrong header of the letter, but even a couple of small flaws can make it difficult to understand the letter and provoke the wrong reaction to it. This is especially sad if you are in “correspondence” with the tax office or other government representatives.

Previously, in the era of full-fledged bureaucracy, even a first-grader could write a cover letter, but now many have difficulties in the question of how to write in order to get noticed. Correctly structure the text, do not cross the permitted line, but at the same time present information from the necessary and advantageous side, important point any business contact.

Accepted rules for writing a letter

The cover letter should be written in a free style; in the letter itself, the main task is to arouse interest in your person and focus on reading the main document, for example a resume. At the same time, this is an official letter, so it must be drawn up according to all the rules of business communication.

When sending a document by mail or handing it over in person, the letter must be typed or it can be written by hand, but on a separate page, preferably plain, and definitely not a piece of paper torn out of a notebook. Attach your resume separately, cover letter in the same way. To send documents via email the letter must be designated as “Covering Letter” and added as a separate file to the general message. Never forget to write your contact information in the letter, this is an important element; contact information should be on all official documents.

A cover letter in business circles has quite a high value; if you correctly state your position in a few words written on a piece of paper, for employers it can mean your prospects for further growth and career. In addition, this indicates the seriousness of intentions and a responsible approach to work matters. Therefore, such a message should be taken no less seriously than writing a resume.

Brevity is the main motto when writing a cover letter.

A cover letter is a type of business letter that is attached to sent documents, sales proposals, and resumes.

Drawing up a cover letter is not a mandatory requirement for office work, but it is desirable for the sender, as it contains a number of necessary details:

1. Date of departure, which, if necessary, will prove that the documents were sent on time;
2. a list of documents being sent, which will allow you to track their availability to the recipient;
3. the recipient is obliged to register it with himself, which allows him to control the timing of execution.

To be on the safe side about receipt, a package of documents can be sent by mail by registered mail, which guarantees the personal signature of the recipient.

How to properly format a cover letter, drafting sample

• Introduction, which indicates the title of the letter, its purpose, address to the addressee;
• The key part, which contains a description of the main idea of ​​the letter;
• Completion, where the sender’s details are indicated - his position, full name, signature.

The text of the cover letter does not have a mandatory form, but there are unspoken rules:

• cover letters for documents include a list of documents that are being sent;
• the text of the letter accompanying the resume should interest the employer;
• the text of the letter to the trade proposition is to attract the attention of the buyer.

You can draw up a cover letter either on a form on which all the details of the organization are indicated or individual, and on a blank slate.

Here are some tips to help you style your cover letter correctly:

• The list of sent documents must be in the singular - either in the body of the letter or in the attachment;
• The letter and accompanying papers are sent in one way - either on paper or electronically;
• The title “covering letter” is not written; the title “About the direction...” is used.

How to write a cover letter for documents

Cover letter for documents - a letter that indicates the documents sent and the measures that the recipient must take in relation to these documents.

When preparing a cover letter for documents, adhere to the following structure:

• In the header write the addressee's full name and company name;
• Then write the date, outgoing number and title of the letter;
• After this, they address the addressee using the words “send”, “send”, present”, after which the names of the documents, their numbers and dates are listed;
• Next they indicate what should be done in relation to the documents;
• The letter may contain a request regarding a package of documents, for example, their return or something else;
• This is followed by application notes;
• Conclude the cover letter with the sender's full name, position and signature.

A cover letter is usually drawn up on company letterhead.

Sample cover letter format

Job title
Company name
Full name
Date ref.N

Dear ________________!

We are sending you _________________ documents (name of the document, its number and date) with ______ (attachments are indicated). The following contains instructions on what needs to be done with these documents.

Applications:

The numbered list indicates the names of the documents, the number of copies and the total number of sheets.

Sender's position ________

Signature ________________

Initials, surname _______________

How to properly format a cover letter for a resume. Sample

In the cover letter to the resume, the sender provides information about his professional qualities, success, best sides of your personality. All this aims to interest the employer.

For example, you can format a cover letter for your resume like this:

• The header of the document indicates the full name, position of the personnel representative or director of the company, and the name of the company.
• Then follows the address: “Good afternoon!”, or “Hello!”.
• Next, it should be written what position the applicant would like to occupy, and how it became known. You can also touch positive aspects companies.
• Then you should mention why this company was chosen, describe your qualities in the profession and other useful knowledge.
• Then you should express gratitude for your attention to the letter.
• In conclusion, they express their respect, indicate their full name and method of contact.

Sample of writing a cover letter for a resume

Hello, dear _____________ (addressed by name or by first name and patronymic)!

On the website (indicate the source of information about the vacancy) I found out that the vacancy _______ is available.

Having taken into account the conditions presented to the candidate, I concluded that I can work in this position in your company, taking into account that I have experience in this field.

The salary level I am applying for is _________.

Details of my professional achievements are included in my resume. I will be glad to meet you and tell you in detail about your work experience in personal communication. You can contact me on _______ (contacts provided).

Thank you for your attention and time.

Sincerely, (indicate full surname, first name, patronymic).

How to write a cover letter for a sales proposal

In a covering letter to trade proposal express an invitation to cooperation in a concise form. It is compiled if the trade offer itself has a large volume.

• Start writing a letter by contacting a representative of the company.
• Next, they describe the company, its offer, how joint work will be mutually beneficial, and contacts.
• Conclude writing a letter with an expression of respect and indicating the sender's coordinates.

Sample cover letter for a sales proposal

Good afternoon, dear ___________ name, patronymic!

I am glad to welcome you to the company (name of the company), the following describes the type of activity of the company. We send you the terms of our partnership with you for your consideration.

Our offer:

• Listing the main characteristics of the proposal.
• The attachments contain (list of attached documents).
• We will be happy to answer questions at (indicate contact details).

Sincerely,
Sender's position
Last name, first name

It is advisable to draw up a cover letter for a trade proposal on the company’s letterhead.

Many documents sent by mail include a cover letter. In this article we will look in detail at its purpose, design rules and examples.

From this material you will learn:

• what is a cover letter for documents;
• how to prepare a cover letter for documents;
• list of attached documents.

What is a cover letter for documents

A covering letter is a mandatory attribute if it is necessary to send a package of documents. It has several purposes at once.

Confirmation of the fact of sending. The covering letter for the documents is registered in the company's outgoing documents and has a corresponding number. Thus, the fact of sending documents is recorded on the basis of this letter. Moreover, the addressee also records this letter and the package of documents attached to it.

List of attached documents. Each cover letter about sending documents must contain their complete list and number of copies.

Instructions for handling documentation. It is important to understand that when sending documents, some of them may be returned. In this case, the cover letter should indicate what actions need to be performed: review the documents, agree, fill out, sign and leave or send back. Let us remind you that you can additionally use special stamps for these purposes.

First you need to fill out the address part. It indicates the name, title, address of the company, the surname and initials of the employee and his position (if the documents are sent to a specific person). Next, you need to indicate the date and number of the outgoing document.

The first part of the content of the letter should be a message about the sending of documents. It begins with the words: “We send you ...”, “We present to you ...”, etc. After this, you can indicate the purpose of sending the documents (for review, completion, approval, etc.). If there is one document attached to the letter, then it can be indicated in this part; if there are several, you can use the concept of a “package of documents”, the composition of which will be disclosed below.

The second part of the content consists of specific tasks for working with documents. For example, it may contain instructions about which copies need to be returned, which require a signature, etc.

As can be seen from the example, the deadlines for the execution of documents can also be indicated in the cover letter.

The most important stage In the design of the cover letter there is a note about the presence of attachments. The mark is placed after the end of the text of the letter, no lower than 2–3 lines later. The mark must contain the name of the document, the number of attached copies and the number of sheets.

Application mark must have a complete list of attached documents, the number of copies and sheets. If the attached documents are bound or filed together, then the number of sheets is not required to be indicated (only the number of copies is indicated).

It should also be understood that when indicating the names of attached documents in the text of the cover letter, there is no need to indicate them again in the attachments. IN in this case the presence of an application (Appendix 1,2, etc.), the number of sheets and copies is simply indicated.

List of attached documents

There is a possibility that the number of documents attached to the cover letter may be so large that the note about their attachment is not included on the letter sheet. In this case, we recommend making an inventory of the attached documentation on a separate sheet. When compiling an inventory, the composition of the package of documents attached to the letter is indicated in it. The note about attachments in the cover letter indicates the list of attached documents and the number of sheets. This is formatted as follows:

Appendix: according to the inventory for 2 sheets.

After the “Note on the presence of attachments” detail, the “Signature” detail of the employee who compiled the letter follows.