“Where does it say that we must write a cover letter for the submitted documents?” This question will have to honestly answer: "Nowhere." Writing a cover letter is an unwritten business rule and custom. business turnover, but not a requirement contained in binding documents. However, if you look at it, it becomes clear: the cover letter is needed primarily not by the recipient, but by the sender.

USE AND EXPECTABILITY OF A COVER LETTER

How can a cover letter be useful to the sender? Transmittal letter:

It has the requisite “Date of document preparation”, which means that, if necessary, it can serve as proof that the documents were sent on time;

Contains a complete list of documents to be sent (props "Mark of the presence of an attachment"), so that if some important document is lost, no one can say that it was not sent;

It is subject to registration with the addressee, in contrast to the documents sent with it, and since the deadline for execution is counted from the date of registration, the sender can be guided by this date if he wants to receive a response.

The cover letter to the documents, as well as all other incoming correspondence, is subject to registration with the secretary of the recipient organization. But if you know from experience that there can be problems with this, it is better to avoid an unpleasant conversation and simply send the entire package of documents by mail, having received a notification of receipt of the letter. Having a notification in hand, the sender may no longer worry about whether the letter was registered, and leave it on the conscience of the recipient.

WE PROVIDE THE DETAILS OF A COVER LETTER

The rules for issuing details can be found in the following documents:

GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Documentation requirements";

Organizational and administrative documentation. Documentation requirements. Guidelines for the implementation of GOST R 6.30-2003 (hereinafter - Guidelines for the implementation of GOST).

■ Blank letter. The finished letter form, drawn up in accordance with GOST 6.30-2003, already contains the necessary details.

The required details of the form include:

OKPO, OGRN, TIN / KPP;

Name of company;

Reference data about the organization.

The emblem of the organization or trademark(service mark) is optional.

A cover letter can be prepared on a letterhead (see Example 1), letterhead structural unit(see Example 2) or on official letterhead (see Example 3).

■ Text. The text of the cover letter is often formal and only informs about the direction of the documents. The most important part of the information is contained in the application description. However, cover letter texts can vary in complexity.

Elementary. The simplest text of an accompanying letter might look like this:

As you can see, this text contains only a message that some documents have been sent to the recipient.

With justification. If the direction of the package of documents attached to the letter is prescribed by a regulatory legal act or an agreement between organizations, then the text of the cover letter begins with the words "In pursuance of ..." or other wording containing a reference to the standard:

With indication. The text of the cover letter of the next level of complexity also contains an indication of what the recipient should do with the documents sent to him:

Thus, the text of the cover letter can be divided into two parts:

Notification about sending documents (mandatory);

Instructions for handling submitted documents (optional).

■ Marking the presence of the application. The peculiarity of the cover letter is that its semantic center is not the text at all, but the list of attached documents. In this regard, remember general rule registration of this requisite: in cover letters, a note about the presence of an attachment is issued under the text of the letter from the border of the left field (Appendix No. 11 to clause 3.3.2 of the Methodological recommendations of the Federal Archive) (see Examples 1-3).

We will pay special attention to the correct design of this requisite in particular cases.

The first case is simple. If the attached document is already named in the text of the letter, it is enough to indicate only the number of sheets and copies of this document in the props "Mark of the presence of the application", for example:

The second case is difficult. If there are several application documents, then each of them receives its own serial number, followed by an indication of the number of sheets and copies. Documents are listed either in random order, or from the main document to the secondary ones. In the text of the letter, the attached documents are not named, for example:

The third case is printing. When sending a catalog, brand book, methodological manual, made in the printing house, that is, any bound document, the number of its sheets is not indicated:

The fourth case is electronic. Neither the Methodological Recommendations of the Federal Archives, nor GOST 6.30-2003, nor the Methodological Recommendations for the Implementation of GOST contain rules for attaching external information carriers to the letter. At the same time, the practice of organizations sending flash cards or CDs to each other is quite widespread. You have to invent your own design rules, guided by elementary logic. So, it makes no sense to indicate the number of sheets and copies electronic document. It will be enough to have its name, format (so that the recipient knows in advance whether the file will open on his computer) and, perhaps, the volume. Do not forget about specifying the type of media, for example:

The fifth case is combined. There are complex letters that are both informational and cover at the same time. If one letter is sent to several addresses, and all recipients receive information, and some also receive documents-attachments, then the requisite is drawn up as follows:

The sixth case is descriptive. If there are so many applications that their listing will take more than one page, it is advisable to make an inventory of them and arrange it as the only attachment to the letter. This is done so that the employee responsible for executing the assignment according to the letter receives their inventory along with all the attachments, because the cover letter and attachments to it almost always go in organizations by different routes. The inventory will be called "Inventory of attachments to the letter dated ... No. ...".

The text and mark about the presence of the application will look like this in this case:

■ Other details

The remaining details of the cover letter are drawn up in the general manner prescribed by GOST 6.30-2003 and the Methodological recommendations of the Federal Archive.

Mandatory details include:

Document date;

Registration number of the document;

Destination;

Title to the text;

Signature;

Artist note.

Optional details in this case are:

Document approval visas, which usually remain on a copy of the document with the contractor.

TRACKING THE ROUTE OF A COVER LETTER

Cover letters move through organizations exactly the same routes as everyone else business letters of the most varied types.

2. Together with visas and a package of applications (this is a must!) the draft letter gets to be signed by to CEO or other authorized official.

3. The signed project turns into a full-fledged document with legal force, and goes through the registration procedure in the office or with the secretary of the signing head.

4. Delivery of the cover letter and all documents attached to it to the addressee is organized.

5. In the office of the addressee organization, the received cover letter and attachments to it undergo the initial review procedure. The purpose of this procedure is to ensure that all delivered applications match those listed in the "Application Flag" prop.

6. If everything is in order, the letter is registered (what to do if not everything is in order is described below).

7. A registered incoming letter is submitted for consideration to the first person of the organization or another authorized manager, as a general rule - along with attachments. But the organization may have its own rules in this regard. For example, if the letter is typical and it is known exactly which of the officials will be appointed as an executor for it, the secretary can agree with the director and transfer applications to the executor immediately, without waiting for a resolution. In extremely rare cases, if the standard letter contains “abnormal” information, the attachments are promptly delivered to the manager for consideration.

8. With or without attachments, the cover letter is submitted for consideration to the management of the addressee organization.

9. The head appoints the executor, making the usual resolution, and returns the document to the secretary.

10. The secretary transfers the task to the executor according to the rules adopted in the organization. At this moment, most often the cover letter and its attachments are separated: the performer is interested in the latter, and not in the letter, and he most likely knows what to do with the attachments. If the letter contains any special instructions for working with the attached documents, then the performer receives a copy from the secretary, and not the original letter. The original remains with the secretary (in the office) and filed into the file.

11. Application between so goes its own path, which is determined by the type of document and can be arbitrarily long.

If something went wrong. If during the initial examination in the office, even during delivery, it turns out that the attached package lacks one or more of the documents stated in the cover letter, an act is drawn up about this (see Example 4), and the letter is returned to the sender.

KEEP COVER LETTERS

Cover letters are kept separate from attachments that come with the organization. In system electronic document management when registering these applications, a link is placed to the registration card of the incoming letter, but this is not necessary: ​​the cover letter completes its function exactly at the moment when the performer picked up the documents attached to it in order to start working with them.

With regard to retention periods cover letters, then they fall under the articles of the List of typical managerial archival documents generated in the course of the activities of state bodies, bodies local government and organizations, indicating the periods of storage (approved by order of the Ministry of Culture of Russia dated 08.25.2010 No. 558; hereinafter - the List 2010):

Correspondence with government agencies Russian Federation, state bodies of subjects

Russian Federation, local governments in the main (profile) areas of activity - 5 p. EPC (Article 32 of the 2010 List);

Correspondence with a higher organization in the main (profile) areas of activity - 5 p. EPC (Article 33 of the 2010 List);

Correspondence with subordinate (subordinate) organizations in the main (profile) areas of activity - 5 p. EPC (Article 34 of the 2010 List);

Correspondence with other organizations in the main (profile) areas of activity - 5 p. EPC (Article 35 of the 2010 List).

As you can see, cover letters are stored for 5 years, after which it is necessary to conduct an examination of their value and either extend their shelf life or destroy them. Destruction is also carried out in a general manner.

SUMMARY

1. The main purpose of the cover letter is to confirm that the documents attached to it were sent and delivered to the addressee.

2. A cover letter is drawn up according to the same rules as other business letters; special attention should be paid to the design of the requisite "Mark of the presence of the application."

3. If an incomplete package of documents is delivered with the cover letter, a special act is drawn up about this.

4. Document flow of cover letters is carried out according to general rules work with incoming documents accepted in the organization.

5. The cover letter and the documents delivered with it are stored separately from each other for the periods established for them.

Business etiquette dictates writing cover letters (or, as they are also called, accompanying letters) when sending documents to partners, in government bodies and in other cases. This is especially useful in situations where it is necessary to confirm the transfer of a package to the addressee, pay attention to fundamental points, send a request or a guide to action, and also fix the timing of response actions. All important information can be stated in the accompanying document.

Most often, support is issued:

• when transferring important documents(for example, return after signing);
• to the reconciliation act;
• to commercial offer;
• to documentation in tax office;
• to reports, forms and requests of regulatory authorities;
• to executive documentation;
• to personnel records.

You can write them both when transferring documents personally, and when sending by courier, regular mail or by mail. e-mail.

Compiled, as a rule, by the employee responsible for the sent documents or the secretary of the organization. A signature is sufficient for certification, but a seal can also be affixed. Today, organizations are not required to have a round seal (82-FZ of 04/06/2015). Stamping is at the discretion of the business, unless required by the recipient (eg financial institutions).

Separately, we highlight another important function of accompanying - an inventory of documents that are sent to the addressee. It is advisable to carefully list all the papers, indicating not only their full name, but also how many sheets they are drawn up on, whether there are applications and which ones, how many copies of each document have been sent. If the paper is subsequently lost, the accompanying paper will confirm that you passed it on to the addressee. Therefore, it is important to make an accompaniment in duplicate and ask the recipient to indicate on your copy the date and time of receipt, as well as agreement with the inventory.

Cover letter structure

Correspondence of organizations is regulated by GOST R 6.30-2003 dated 03.03.2003. The structure and requisites may vary in detail, depending on the type of escort, but in general they look like this:

1. Addressee (name and address of the organization, name and position of the employee to whom the documents are sent).
2. Number and date of application.
3. Content.
4. List of attached documents.
5. The person who confirms the authenticity.
6. Contacts.

Accompaniments are numbered according to the organization's office work rules, as well as other correspondence. Currently, office work rules relate to internal issues of the enterprise and are established by local acts. The Gosstandart rules require companies to formulate and fix the principles of office work (GOST R ISO 15489-1-2007 SIBID). When sending an escort in response to an addressee's request, you can indicate its outgoing number and date under the departure number. You can also start the text with the phrase: “On your appeal, ref. No. ... from ... ".

In cases where communication should take place with the direct executor, his contacts must be indicated. This information is most often affixed in the lower left corner of the form. It is recommended to indicate the surname, initials (full or short), phone number or e-mail address.

Let's figure out what to write in a cover letter. It is recommended to start the text with the phrases: "We are sending you ...", "We are sending you ..." followed by a brief generalized name of the papers to which the accompaniment is attached. It is not necessary to list each element by name in this particular part of the text, since another section is provided for this.

• please confirm receipt;
• please sign and return on time;
• I ask you to agree and return with comments or send a protocol of disagreements;
• please use in accordance with its intended purpose;
• I ask you to ensure the safety of confidential information;
• please let me know in due course.

It is not forbidden to bold or italicize important places to emphasize.

List of attached documentation

An inventory of papers that are transferred to the recipient is given after the text in a simple list with the numbering of each position. When designing a list, it is important to keep in mind the uniqueness of each item. In this case, it is desirable to fully specify the details. Depending on the purpose of the cover letter, the application can be made out indicating the number of copies and sheets of each document, or by a total count.

For example:

1. Agreement No. 4 dated 06/01/2017 in 2 copies. on 10 sheets.
2. Technical task b / n dated 06/01/2017 in 1 copy. on 3 sheets.

Total 2 documents on 13 sheets.

Writing a cover letter

According to the generally accepted norms of correspondence, all outgoing correspondence is drawn up on the official letterhead of the organization, indicating the name, details, full postal address (this is especially important if a response is expected by regular mail) and other contact details.

There are no requirements for the design and content of the text, the letter is drawn up in free form. But it is necessary to follow the rules of business correspondence, as well as avoid ambiguity in the wording.

A cover letter for a resume is an element of business correspondence that many job seekers neglect: they either don’t write it at all, or don’t take it seriously enough. It is worth noting that this approach is fundamentally wrong, because. A cover letter for a resume is a great chance to make yourself known among many similar ones, attract the attention of the employer and interest him in your candidacy. Attached to the resume, a cover letter will show your knowledge of business etiquette, will be a manifestation of good taste.

The main purpose of writing a cover letter is to answer the question: “Why should I be preferred over others?”. The text of the cover letter to the resume is short, without excessive emotionality, competent, correct in relation to the previous place of work and managers. Also, do not praise your person - your knowledge, experience, professional achievements are already described in the resume sent.

The cover letter should contain the following information: from whom the letter is written and for what purpose it was written; a source of information about the vacancy, why you are interested in this particular company, how you can be useful for it.

1. First of all, you need to welcome the person to whom your resume is directed. The greeting uses the words "Hello" or "Good afternoon" and address by full name or first name and patronymic. If the name and patronymic of the personnel department employee are unknown, then in this case the personnel from the personnel department is greeted: “Dear employees of the personnel department”, “Dear head of the personnel department”, etc.
2. The following is the disclosure of the key points of your appeal: what position do you want to occupy in the company, how you can be useful to it, what interests you in the activities of this particular company, mention your positive qualities that are not described in the resume.
3. The letter concludes with an expression of respect and an indication of the contact details.

Items No. 1 and 3 are mandatory, because this is a good practice. They usually consist of one or two phrases and should be written on a new line. The total amount of text should fit in a maximum of four paragraphs, be read easily and quickly, and not contain complex turns of speech. You should not write a cover letter according to a template - the text is set out freely, in your own words, but adhering to spelling and literacy.

Examples of cover letters for a sales manager resume

Dear Inna Ilyinichna!

On the employment site (- - - - - - - -) I became interested in the vacancy for a sales manager offered by your company. Taking into account the wishes presented to the candidate for this position, I express my confidence that my experience and competence in this area correspond to them.

In addition to the stated wishes, I also own (list the possession of additional skills and knowledge).

I would really appreciate an invitation for an interview.

Thank you for your attention to my resume,

Sincerely, Andrey Borisov. Tel. 3-56-56, e-mail _______________.

Good afternoon, Oksana Nikolaevna!

My resume has been sent to you in the attached file. I would like to take the post of the head of the sales department in your company, which I learned about from the newspaper "Employment".

I am ready to apply my experience in trade, as well as a wide range of clients, to the benefit of the company.

I will gladly accept an invitation to a personal conversation.

Sincerely, Bobova Kristina. Tel. 78-98-99.

“Dear employees of the personnel department of the Raduga company!

After listening to a job advertisement for the position of sales manager in your company on television, I send my resume. Working in your company attracted me with the prospects for professional growth and the opportunity to apply my rich experience.

I would be grateful if you could read my resume, which provides information about my achievements in sales at a previous job.

Sincerely,

Kolosenko Maria. Tel. 90-90-89.”

Head of the Human Resources Department Barykina A.R.

Dear Antonina Romanovna!

I am interested in the vacancy of a chief sales manager for dairy products, which I learned about from the Rabota.ru website. About myself I can say that I have extensive knowledge in this area, because. I have two higher education- economic and in the meat and dairy direction, as well as 5 years of experience in this field. This information is detailed in the summary.

At the moment I am in charge of the sales department of the Ferma company. Unfortunately, at present, our company does not have the capacity to increase production, while there are prospects in your company.

Thank you for your attention to my resume, I will be glad to accept an invitation to a meeting.

You can contact me by phone 77-66-00.

Sincerely,

Golubeva Veronika Petrovna

When writing a cover letter for your resume, it is important to remember that it can be the very key that can change your life dramatically.