How to write a cover letter for documents: sample

Why do you need to do it?

In general, a cover letter is understood as a kind of information certificate that is drawn up when sending documents, commercial proposals, material assets, a resume, etc. to another person.

The main tasks that this paper is intended to solve:

1. If necessary, it can act as evidence that the documents were sent to the addressee at the right time.
   The cover letter must include the date of preparation.
2. If any of the sent documents are lost, again this letter will serve as proof that the papers were originally sent in full package. To do this, the letter is marked with the “Note on the presence of an attachment”, where all attached documents are listed sequentially.
3. Allows the sender to control the deadline, and, if necessary, by referring to the date of sending, request a response (if it is necessary in a particular case).

The covering letter must be registered with the addressee to whom it was sent.

However, if there are doubts as to how conscientiously this procedure will be carried out, you can send it by mail and request notification of receipt. In this case, you no longer have to worry about registering the cover letter with the recipient.

When is it necessary to write an attached text to send a package?

There is a very large variety of documents, the sending of which requires the preparation of a cover letter. To a greater extent, this need arises in the sphere of business relations (for example, during contact between an organization and the state, between business partners, between a supplier and a buyer, etc.). In addition, there has been a recent trend in writing a cover letter for a resume.

So, let's look at some common situations that require writing a cover letter :

1. Sending documents to the tax authorities (For example, various types of tax reporting, a copy of the license to carry out a certain type of activity, etc.). You can read about how to write a cover letter for your declaration here.
2. Sending documents at the request of ministries, state statistics service, etc. (For example, financial statements, order “On approval of the organization’s accounting policy”, etc.).
3. Interaction between business partners (sending an agreement, work regulations for the provision of certain services, etc.).
4. Sending documents to the buyer from the supplier (agreement, various acts, delivery note, invoice, etc.).
5. Transfer of goods and materials (agreement, contract, specification, product samples, etc.), as well as many other types of documents.

Benefits of accompanying your resume

In addition to meeting the higher business standards that the applicant will demonstrate by providing his resume with a cover letter, it will help achieve several other important goals:

• demonstrate your writing skills: the strict structure of a resume does not provide the opportunity to show off the construction of beautiful sentences;
• emphasize motivation: this is especially important for people changing their field of activity or having relatively little experience in their chosen field;
• highlight your aspects that are especially beneficial for a given company: in your resume, this information is presented as a general block among all your skills and abilities;
• individualize the approach to job search: the resume is standard, it can be sent in almost unchanged form to any company, and the text will show interest in this particular one;
• show that you were interested in the company, were looking for information about it, and the data turned out to be attractive to you.

NOTE! No matter how brilliant your resume is, the company needs a motivated and loyal employee who is interested in developing and promoting it in the market, rather than just a qualified specialist. This will help highlight the text accompanying the resume.

We suggest you read How to fight off a recourse claim from an insurance company

Contents of the paper

It should be noted that the cover letter does not contain any special features, and is compiled using Word or another convenient editor, in accordance with the general requirements for a business document.

So, let’s list how to draw up a paper to accompany and explain the documents submitted for consideration :

• Document header (the details of the recipient and sender of the documents are reflected here).
• Sending date and document number.
• Title of the letter.
• The “body” of the document (contains the message to the recipient, as well as its purpose).
• Applications.
• The final part (full name, position and signature of the sender).

Who signs the letter

And finally, let’s clarify an important issue. Who signs the accompanying document? To do this, a hierarchy rule is used: it is better to contact the president of the company than the director of the enterprise; the chief accountant can submit the documentation to the bank; The “accompanying information” to the employment center can also be signed by the Deputy Director for Human Resources.

A cover letter can become an indispensable business card if designed correctly!

The appeal can be signed by the head of the department, manager, chief accountant, or head of the organization. In this case, communication ethics should be observed. If the text contains an appeal to the head of the company, then it must be signed by an equal manager. It should also be remembered that the manager delegates the execution of instructions to the performers.

Upon receipt, the recipient will assign the document an incoming number and date, which the clerk will enter manually or using a stamp. Using this information, it will be possible to easily track the stages of its passage and clarify at which level of consideration the application is at one time or another.

Filling procedure

Currently, there is no regulatory legal document that would contain the procedure, as well as the basic requirements for drawing up a cover letter.

However, there are a number of generally established rules of business ethics that should still be followed. Let us present in the form of a list the basic requirements, how to write and the procedure for drawing up this type of paper :

1. To write a cover letter, you should use the organization’s letterhead (if available);
2. you should write using exclusively business style of communication;
3. the letter must indicate the contractor’s contact information in case the recipient of the documents has any questions;
4. The appeal should be presented competently, clearly and concisely.

Templates on how to correctly format and compose a cover letter for documents when sent for approval and consideration can be downloaded below.

How to write a cover letter for documents sample

The cover sheet, like all business letters, must be on company letterhead.

Its text part contains informing the addressee about the sending of papers and a request to respond to the proposal or requirement. The document is based on a list of applications. In the first part of the letter, the writer informs the recipient that he is sending, providing or sending information. In the following phrase, you must indicate the purpose of drawing up the document: for approval, for review, for filling out or for signing. The second part of the letter displays a request or requirement for any actions that the recipient must take to achieve the goal previously specified by the sender. It always begins with the words “we ask”, “I ask”, after which the phrase from the section of the purposes of compiling the paper is repeated.

What is a cover letter

The main section of the document is “Appendices”. It must fully list the documentation attached to the letter, indicate the number of sheets in each of them and the number of copies provided. Without this information, there is no point in preparing the cover sheet.

When listing several documents in an application, each of them should be numbered. The numbered list begins with the following line after indicating the name of the section “Attachment:” To format a letter correctly, you can first study an example of its composition on a similar occasion.

Who is it addressed to?

Letters of this kind can be sent to a variety of authorities with which a particular organization interacts in the course of its activities.

So, let’s list who it’s addressed to :

1. To government bodies (tax, statistics service, ministries, departments, etc.).
2. Business partners.
3. Suppliers.
4. Buyers;.
5. To branches, parent organization.
6. Investors, etc.

Read this article to learn how to write cover letters for various companies.

Response time

As for the timing of the response, this is a less clear-cut question. On the one hand, there is a general rule according to which the processing time for any appeal to government bodies, as well as to firms, companies, public associations, should not exceed 1 month, i.e. 30 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 the following request separately, for example: “We kindly ask you to sign the necessary documents and give a substantive answer within 7 working days.”

https://youtu.be/Lv3MYCp6Bgo

Methods of transmission when sending for consideration, approval

The methods of delivering a cover letter along with documents are not particularly different from the generally accepted ways of interaction between various organizations and authorities. We list the most common options:

1. Sending a document via mail. This method is the simplest and is used for ordinary documents that are not urgent and do not contain particularly valuable information.
   To send, you simply need to drop the letter with all attachments (pre-packed in an envelope) into the mailbox.

   This method is the cheapest, but at the same time it is not very effective and reliable, since letters can often take too long to reach the addressee or are completely lost.

2. Sending by registered letter containing notice . A more reliable delivery method. After the letter is delivered to the addressee, the sender receives a notification (the detachable part of the sent letter) containing the date of receipt of the document and the signature of the recipient.
3. Sending by a valuable letter containing a description of the attachment . It is usually used if it is imperative to deliver important documents somewhere (For example, to the judicial authorities).
4. Using a courier service – this delivery method is used for urgent delivery of documents.
   The amount of payment is affected by the ordered speed of service. Large organizations often create their own courier service, which is designed to ensure timely delivery of all documents to the final addressee.
5. Using email . To do this, you need to make scans of all documents sent with the cover letter.

Thus, composing a cover letter for documents is an integral part of business correspondence. This document allows you to systematize paperwork and avoid confusion.

Edis

It allows you to solve several problems at once:

First of all, it contains the basic explanations of the sender that he wants to convey to the addressee. In this case, this matters, since business correspondence is indirect communication, which should be extremely clear to both parties. The covering letter also contains a list of documents - in fact, the list itself duplicates the full name and number of documents that were sent.

This eliminates possible errors during registration.

By specifying a list of documents, it is possible to avoid certain difficulties in restoring them in the event of loss. Representative of the Plaintiff: In pursuance of the ruling of the district court of the city on leaving the statement of claim without movement for a year, we ask you to accept the clarification to the statement of claim and to and, on the recognition of the concluded gift agreement as concluded and on the recognition of the right of ownership for proceedings.

2. clarification of the statement of claim regarding the number of persons participating in the case 3. Receipt for payment of the state fee 4.

https://youtu.be/jAygC0WyW9A