Drawing up a cover letter of a certain sample when sending documents to companies or government departments is an optional, but desirable step. About how to correctly develop the correct form of such a document and some of the nuances of working with it - right now.

The document is drawn up in any form, since there is no unified template. The main purpose is to give correct presentation to the addressee, what documents were sent and, most importantly, what purpose is pursued by the sender.

Although the company is not formally required to write cover letters, in business document flow this is a fairly well-established norm that should be followed. It allows you to solve several problems at once:

1. First of all, it contains the basic explanations of the sender that he wants to convey to the addressee. IN in this case this matters because business correspondence is indirect communication that must be completely understandable to both parties.
2. The cover letter also contains a list of documents - in fact, the list itself is duplicated full name and the number of documents that were sent. This eliminates possible errors during registration.
3. By specifying a list of documents, it is possible to avoid certain difficulties in restoring them in the event of loss. In addition, it indicates outgoing and incoming document numbers, thanks to which you can easily find them and control the direction of movement.
4. Finally, the addressee, who has accepted not only the documents, but also the accompanying letter, will be able to quickly understand the essence of the sender’s wishes and quickly respond to them in accordance with the situation.

Therefore, we can say that competently preparing a cover letter for documents, creating your own uniform samples to make the process uniform is in the interests of the sender himself.

Cover Letter Sample 2019

Despite the fact that there is no approved form for such a document, and each organization has the right to determine for itself how to draw it up, there are generally accepted rules that should be followed.

1. In the “header”, as usual, full official names addressee (“To…”) and sender (“from…”).
2. Next comes a note about the number under which the letter is registered with the sender’s company.
3. Then comes the actual text of the document. It is very important to start a phrase correctly. In this case there are 3 options:

• "We'll send it to you"– for those cases when documentation is sent to the same companies (for example, counterparties);
• "we present to you"- the letter is sent to tax office, courts, head office - i.e. all institutions having a higher position;
• "we are sending you"- If we're talking about about documents that are sent, on the contrary, to subordinate departments (for example, departments, branches of the same company).

1. After describing the purpose of sending, you need to provide full list documents (inventory), which is conveniently presented in table form. It should contain the following columns:

• full title of the document;
• number of copies;
• if necessary, it is also indicated in what form the document was sent - original or copy (certified or uncertified).

1. At the end of the table, the total number of documents sent along with the covering letter is indicated.
2. Finally, an appendix is ​​indicated, which lists additional documents, if any are also sent to the addressee. It is important to understand that the word “Appendix” is written in the singular only when there is only one document. If the documents plural, then “Applications” is written. Along with the title of the document are given:

• date of acceptance of the document;
• total number of copies sent;
• the number of pages in each document (the total number of sheets for all copies is written);
• if necessary, indicate the need for firmware.

Signs a cover letter for documents, regardless of its sample, not only CEO, but also corresponding authorized person. The signature is traditionally placed by the employee whose activities are directly related to the documents being sent:

1. The general director or head of a branch or division signs general documents that apply to the entire company, as well as documents of particular importance (for example, annual reports that are sent to the head office).
2. The chief accountant signs letters that accompany financial documents - usually they are sent to the tax office.
3. The company's in-house lawyer sends cover letters in the case of documents that are related, for example, to legal proceedings, to the conclusion of agreements with potential counterparties, etc.

NOTE. In cases where it concerns mass mailing documents of the same type (for example, several invoices or contracts of the same type with counterparties), you can combine them into one group and write down the total number of sheets in all copies at once.

How to Register a Cover Letter

It is important to observe the specifics business etiquette from the point of view of preparing cover letters - first of all, it is better to use the same sample, document template, and it must be signed by the sender by the same person whose signature is on the letter itself.

It is sent using Russian Post or private mail - as a rule, it is better to do this by registered mail. The number of the shipment must be entered, which is recorded in the document flow log of the sending company. Under this address number he puts his own number - and thus the risk of confusion is significantly reduced.

As a rule, a cover letter is prepared in at least 2 copies - 1 for the addressee, 1 for the sender. Such a document is stored for a period of time, the feasibility and duration of which are determined by the company itself. Typically, in modern document flow of companies, all documents have backups V in electronic format– this allows you to quickly find them and reliably store them until needed.

Response time

As for the timing of the response, this is a less clear-cut question. On the one hand, it works general rule, according to which the processing time for any request to government bodies, as well as in firms, companies, public associations, should not exceed 1 month, i.e. thirty calendar days . The countdown of the deadline begins on the working day following the day when the correspondence reaches the addressee.

On the other hand, very often in practice cases arise when the sender expects the addressee to respond to his request as quickly as possible. Then you need to write down such a wish separately, for example: “We kindly ask you to sign Required documents and give a substantive answer within 7 working days.” In the case of a branch, structural unit, which is directly subordinate to the sender, the wording is more categorical: “The deadline for response is 3 business days from the date of official notification of receipt of this cover letter.”

NOTE. If the agreement between the companies initially stipulates a certain procedure for handling claims, pre-trial settlement possible disagreements, it is necessary to proceed from the text of such agreements. An example of the text is given below.

Storage procedure

Covering letters refer to private documents of an organization, the contents of which it can disclose or classify at its discretion (this applies to both incoming and outgoing documents). Therefore, the choice of a specific storage method depends on the decision of management.

IN general case adhere to the following rules:

1. Since the main legal significance is not the cover letter itself and its sample, but rather the documents that it precedes, the main attention is paid to their safety.
2. After all attachments (i.e. the documents themselves) have been seized, the storage period is determined individually.
3. In some cases, companies create a special “Covering Letters” folder in which they place the relevant documentation. This option is suitable for small firms with low document flows.
4. If the document flow is too large, and the company has several branches, then special nomenclatures of cases are drawn up - i.e. lists of documents, grouped general purpose, for example, “Supply agreements”, “Rental agreements”, “Judicial”, etc.

Thus, the most best option- this is to create your own uniform sample of cover letters for documents and organize a system for their storage that is adequate to the volume of the company’s document flow.

Anna Sudak

# Business nuances

Sample documents

Covering letter- This short story about you. It is written in free form and demonstrates your interest in a specific employer.

Article navigation

• How to write a cover letter for a resume
• Cover letter sample
• Cover letter from an accountant
• Sample cover letter from a lawyer
• Cover letter from a candidate for the position of manager
• Cover letter for a secretary position
• Cover letter for driver vacancy
• Sample cover letter for a sales assistant position
• Cover letter of a candidate for the position of office manager
• Cover letter from administrator, sample
• How to write a cover letter to an employer
• How to write a cover letter to a recruitment agency
• Cover letter from an internship candidate
• Cover letter in English
• Example of a cover letter for documents
• Short cover letter for resume
• Cover letter without work experience

What is a cover letter? This is an important element of your image as a candidate. Therefore, it is always advisable to write it. And the approach to writing it should be creative.

So, a cover letter is a short story about you. It is written in free form and demonstrates your interest in a specific employer. The letter should answer the questions: “Why do you want to work in the company?”, “What are you willing to do to develop the company?” and “Why they should hire you.”

We would like to draw your attention to the fact that you don’t have to write a cover letter at all, but then:

• It is not a fact that your resume will be looked at. Having a cover letter increases the likelihood of a response to your resume (even if it is a rejection).
• It is not a fact that you will be invited for an interview. A cover letter increases the likelihood of an invitation to a personal interview, where you will already reveal 100% of your potential.

And also writing a cover letter will help you prepare for your personal interview. The main thing is to write the truth and stick to one line. Well, if it turned out that you had to embellish reality, learn what you yourself wrote. Just in case. So as not to forget.

How to write a cover letter for a resume

How to write a cover letter? At this stage, the applicant often experiences a certain stupor. This is human nature. He cannot appreciate himself. But if you want Good work, you need to push your modesty far away and learn to present yourself, your knowledge, skills and practical experience. To make this difficult task easier, we will tell you how to write cover letters correctly.

Essentially, there is no right or wrong letter template. Why? Because it reflects personal and professional quality applicant. But there are still some recommendations for its design:

• When it's time to look at job openings, don't rush to immediately send your resume to every open position. Choose the ones that really interest you and do a mini-research. Find information about the company (for example, on the website hh.ru you will find a brief summary of the employer and links to sources about the company). Read reviews from clients and employees of the company. Analyze and draw conclusions. Did you like the employer? Start writing your cover letter. And don't forget to indicate why you chose this employer. If you don't do this, the hiring manager won't see your interest, which reduces your chances of job success.
• Address the recruiter by name. If he is not in the vacancy, just say hello.
• Don't tell, just show! Show that you are the right person for this position. Justify why your best skills and abilities will be useful to the company. Support your reasoning with facts. But you shouldn’t scatter the letters across the paper. Try to present the information briefly but succinctly.
• When writing a cover letter for a resume without a vacancy (and with a vacancy too), make sure that the cover letter does not repeat the information in the resume, but does not diverge from it. These two documents should complement each other. That is, we leave dry facts for the resume, and emotions for the cover letter.
• Even if creativity flows out of you like a fountain, it is better to tighten its power (before entering office). Many companies (especially large ones with a long history), although they say that they need young and informal personnel (creative people), adhere to the basics of business communication. And it is better to follow the canons. But if you “ran into” a vacancy in a young progressive company, where “decent” chaos reigns and there are no restraining factors, experiment!
• A good example of your work increases your value in the eyes of the company. Try to show your potential in one or two sentences and back up your competence with facts.
• Properly lead the HR person to the final part of the letter. Take the initiative and ask feedback. And you should end with gratitude for your time.

When sending the document, go through the text again. Check it for errors and bloopers. Make sure that the letter is logical, without losing thought and jumping from one thing to another. Overall, you should like this letter enough to hire yourself.

Cover letter sample

So, we have already said that the form of the letter is free, but at the same time official (or close to official). A letter is being written with a focus on strengths, does not repeat the information in the resume (on the contrary, it reveals the main points) and shows your desire to devote all your efforts to the development of the company you have chosen.

Download sample

Cover letter from an accountant

Example of a document for a chief accountant:

Download sample

Sample cover letter from a lawyer

Download sample

Cover letter from a candidate for the position of manager

Download sample

Cover letter for a secretary position

Download sample

Cover letter for driver vacancy

Download sample

Sample cover letter for a sales assistant position

Download sample

Cover letter of a candidate for the position of office manager

Download sample

Cover letter from administrator, sample

Download sample

How to write a cover letter to an employer

For an employer, a cover letter is the first impression of a candidate. Therefore, to the question of writing it you need to act responsibly.

When submitting your resume, show all sides of yourself. But try to avoid templates. Remember, the examples given here are just that: examples. There is no need to write the same, in the same words, in the same sequence. Show off your personality. Otherwise, no one will read your resume.

Important! The most common mistake applicants make is formulaicity. All cover letters are written as if they were carbon copies. Therefore, try to write sincerely. With soul and humor (if appropriate).

How to write a cover letter to a recruitment agency

A recruitment agency is a filter used in three cases:

• To get quality applicants;
• To avoid searching for a job on your own;
• When the company does not have its own HR person.

If for some reason you want to work with a recruitment agency, you will have to give 200% when creating your resume and writing your cover letter. After all, a recruitment agency is an intermediary between you and the employer. And very often, unfortunately, it plays the role of a damaged phone.

Therefore, to avoid unpleasant surprises, it is better to establish contacts with direct employers. Well, if it doesn’t work out, try to present yourself as clearly and clearly as possible using a resume, cover letter, imagination and ingenuity. In fact, the criteria are the same as for a direct employer, but there should be more details for the agency to help you find your dream job.

Cover letter from an internship candidate

You are a young and inexperienced student who is taking his first steps in Big world? Get ready to fight.

It is possible to write a good cover letter even if you have no experience. See example:

Download sample

Cover letter in English

If you want to work for a foreign company or foreign project, knowledge of the language is simply necessary for you. And even if the company’s representative office is located in your region, your resume and cover letter must be written in English.

When writing this document, try to adhere to simple rules:

1. The letter should not be more than one page;
2. The document needs to be printed;
3. The content should be structured, professional and concise;
4. Write the qualities and skills that you possess that are important for a specific vacancy;
5. Focus the employer's attention on your strengths;
6. Show your interest in the company;
7. Do not overdo it in praising your loved one;
8. Check the letter before sending. The bigger, the better.

Example of a cover letter for documents

When sending documents to someone with a request to carry out any actions with them, take the trouble to write a covering letter for them.

Download sample

Short cover letter for resume

Every recruiter has seen their fair share of Everest-sized cover letters in their time. In fact, anyone can write a long letter, but not everyone can make it interesting to read. Therefore, many applicants never wait for a response to their resume.

Alternatively, you can go the other way - the way of brevity. That is, not to write memoirs about life, but to clearly define your position. For example, like in this example.

Magazine“Office management and document flow at the enterprise” September 2013

Covering letter for documents

0 comments

16901 views

Kozhanova Evgenia | specialist in preschool educational institutions and personnel records management

In addition to regular correspondence, we send various documents to contractors every day: contracts, protocols, invoices, presentation materials... The rules of business etiquette and basic caution in handling documents require writing a cover letter in these cases. What does this give and how to apply for it? What are the deadlines for its implementation? How to store it later?

WITH a covering letter is a type of business letter that is needed to describe a package of documents sent to the addressee if these documents do not contain the address part.

Thus, The cover letter does not carry any information load, but it performs three important functions:

confirms the fact of sending;

provides a list of sent documents and instructions for handling them;

Thanks to registration data, it allows you to determine the deadline.

Like most business letters, the cover letter is issued on company letterhead and receives the sender's outgoing registration number. We have discussed the rules for preparing official letters in detail more than once in the magazine, so now we will focus on the features of the cover letter.

A detailed analysis of a service letter with many examples of its composition is in the article “We draw up a service letter»

Speech patterns

The basis of a cover letter is a list of attachments. The text of the document is short and conditionally divided into two parts:

message about sending documents,

request for a timely response (reading, approval, return of a signed copy, etc.).

The first part usually starts like this:

“In fulfillment... we direct you...”,

"We are sending you..."

“We present to you...”

Next, you can indicate the purpose of sending documents: "for approval", "for information", "for signature", "for filling"(if we are talking about a survey form or questionnaire). We recommend using the cliche “we send you” or “we send you”, because... You can submit something only for information, but not for signing or approval.

The second part may contain the following words:

“Please sign, seal and send one copy to our address...”

“We ask you to consider and send to us within the period established by law...”,

“Please send to our address one copy of a duly executed…”.

Requisites “Mark about the presence of applications”

As we have already determined, the main thing in a cover letter for documents is the attachments. That's why Special attention We will focus on the issue of designing this particular prop. Regardless of how the application is formatted, business practice requires a complete listing of the documents attached to the letter, indicating the number of copies and the number of sheets in each of them. Without this information, the cover letter will lose all meaning.

So, when the documents being sent are already reported in the body of the letter, there is no point in listing their names again. It is enough to indicate the number of sheets and copies. See Example 1.

Example1

A fragment of text and a note about the presence of an application (the name of the application is indicated in the text of the letter)

If the application is not indicated in the body of the letter, in addition to quantitative data, you must indicate its name. If a package includes several documents, the attachments are numbered. See Example 2.

Collapse

Example2

A fragment of text and a mark indicating the presence of the application (the name of the application is indicated in the mark indicating its presence)

Collapse

Although GOST R 6.30-2003 states that when listing multiple applications in a mark about their presence the generalizing word before the colon is in the singular “Appendix:”; in such cases, we still recommend writing it in the plural “Appendices:”, as we showed in Example 2.

Firstly, this is correct from the point of view of the rules of the Russian language. And secondly, the developers of this GOST themselves later “corrected themselves” when they began to give explanations regarding its application in their methodological recommendations. See quotations from these two documents below. But many people stubbornly continue to write the word “Application:” in the singular, even if it is followed by a list of several documents. Don't do this and we've explained why.

Document fragment

Collapse

GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for document preparation"

3.21. ...If the letter has an attachment that is not named in the text, then indicate its name, the number of sheets and the number of copies; If there are several applications, they are numbered:

Document fragment

Collapse

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

3.16. ...If the letter has an attachment that is not named in the text, then indicate its name, the number of sheets and the number of copies; if there are several attachments, they are numbered:

There are also discrepancies regarding how to write the word “attachment” in the body of the letter: with a small or capital letter, with or without the “No” sign. The fact is that you can indicate the name of the attached document in the text of the cover letter in different ways; compare for yourself by looking at Example 3: in the second case it is appropriate to indicate in brackets that the document is an application, and in subsequent cases we show how this can be done in different ways. All options are correct, it’s just important to maintain uniformity in the letter. And it’s even better to choose and fix one option in your organization’s office management instructions (or other local regulations on similar issues), then there will be uniformity in all documents and there will be less confusion for performers.

Example3

Various ways to indicate the name of the application in the body of the letter

Collapse

For a bound application, the number of sheets need not be specified (Example 4).

Example4

Description of the bound application

Collapse

When there are so many attachments that it is more convenient to list them on a separate sheet (it will be called “Inventory of attachments to the letter dated... No...”), it will be enough to refer to such an inventory in the letter (Example 5).

Example5

If there are so many applications that it is more convenient to list them in a separate inventory

Collapse

If you attach to your letter another letter that has its own attachment, you need to inform the addressee about this (Example 6).

Example6

The letter attachment has its own attachment

Collapse

Finally, if your letter is addressed to several organizations at once, and the attachment is addressed to only one of them (others receive the letter only for review), this should also be mentioned (Example 7).

Example7

The attachment is sent to only one email recipient out of several

Collapse

A note about the presence of attachments is placed below the text of the letter and above the signature. Usually these distances (indents) are made identical and equal to approximately 2-3 line spacing (this is clearly shown in the example of the design of an entire letter in Example 9).

As a general rule, if a document has attachments, then a mark indicating their presence is placed on it below the text and above the signature, and on the attached documents (each in the upper right part of the first sheet) it is written which document they are an attachment to (indicating the attachment number , if there are several), as in Example 8.

Example8

Application number and main document data on 1 sheet of application

Collapse

But the covering letter has the accounting function of the documents being sent, acting as a kind of inventory of the attachments in the envelope; in reality, the documents named in such a letter as attachments are sent. If the letter had a different function (for example, it was an offer, making an offer to sign an agreement and listing the terms of the proposed cooperation), then the “key” document in its meaning would be the letter, and the attached documents would only help it fulfill its function. But we are talking about a cover letter, and in this case you should not “spoil” the documents being sent with information about the “inventory of contents in the envelope” - i.e. There is no need to put such a mark on them!