Covering letter for documents- this is a letter that accompanies the documents being sent and which contains the name of the document being sent and the further actions of the recipient.
At the very top, in the header of this document, the position, company name and full name of the recipient of the letter are indicated.
Then the date and document number are entered, and the title of the letter is also written.
Below is a message to the recipient.
The text of the cover letter for documents usually begins with the words:
- We are sending you…
- We send you...
- We present to you…
Here you need to indicate the name of the documents being sent, their date, number and write down instructions for the recipient: what to do with the received documents.
The main part of the cover letter for documents may also contain. In this case, the following template phrases are used:
- Please confirm receipt...
- Please pass...
- Please inform...
- Please return...
- Please be guided...etc.
Under the main text of the letter there may also be a note about the presence of attachments in order to facilitate mail processing and reduce the likelihood of losing sent copies of documents (see sample).
The final part of the cover letter for the documents contains the sender’s signature, his position and full name.
Sample cover letter for documents
To the director
LLC "Standard"
E.S. Kuzmin
27.07.2013 № 23
Dear Evgeniy Stanislavovich!
We are sending you a signed and sealed agreement No. 2013-25-07 dated July 25, 2013 with a protocol of disagreements. We ask you to sign the protocol of disagreements, seal it and send one copy to our address within 10 days.
Applications:
1) contract in 2 copies. (only 6 sheets);
2) protocol of disagreements in 2 copies. (only 2 sheets).
| Director | Dykov | CM. Dykov |
A cover letter for documents is prepared on the organization’s letterhead.
Most email clients, including Gmail, Yahoo, Mail.ru, Microsoft Outlook, Mozilla Thunderbird, provide the ability to send one email to a large number of recipients. Usually you can do this using the function Copy(in English, the abbreviation used to denote it is SS), or Hidden copy (CCB). When sending a message to Copies Recipients can see the email addresses of other people who also received the email. In the second case, the identity of additional recipients is hidden.
Adding a recipient's address
To specify the recipient(s) of the email, enter their email address in the field To whom (That):Some email clients allow you to simply enter your username into a field, which is then automatically filled in by the program.
If you use this field to send email to multiple people, each of them will be able to see the full list of other recipients.
How to create a copy of an email
Field CC or Copy used to exchange electronic messages in a more indirect way than the field To whom. If you are not directly addressing the person in your email, but would like that person to follow the conversation in the email thread or simply be aware of the topic, the field Copy would be a great option. The addressee, who is in Copies letters, receives an unread letter in his mailbox, just like the one who was placed in the box To whom; the only difference is who you address the letter to first in the body of your email. In the professional world, mailing to Copies is used very widely and serves to keep colleagues informed about various events and topics.You can list email recipients by simply entering a list of addresses in the field Copy, which is usually located immediately below the field To whom. Everyone in this chain of recipients will be able to see the names and email addresses of all other recipients:
How to BCC an Email
Every email client (Gmail, Outlook, Mozilla Thunderbird, Yahoo, etc.) allows the sender of an email to reach a large number of people without exposing their information to other users in the email chain. This function is called BCC or Hidden copy. You can hide recipients by entering their addresses in the field Hidden copy instead of using fields To whom And Copy:You can use this feature for both individual and group emails. This is especially useful if you want to keep your contacts private, protect them from spam and unwanted emails, or simply if you don't want your recipients to know who received the same message.
Field Hidden copy not always available by default for all email clients. For example, in Outlook You will need to go to Options to access settings; V Thunderbird you will need to select this function from the drop-down menu; V Gmail need to press a button Copy And Hidden copy; V Windows Live Mail You will need to press the keys simultaneously Alt + B.
Image: © Ruslan Nesterenko - 123RF.com
Tamara Vorotyntseva – development director of the training company “BUSINESS PARTNER” (Moscow). Practicing business coach, author of the book “Building a Personnel Training System” and publications in business publications in Russia, Kazakhstan and Ukraine. Creator of the Internet newsletter: “E-mail correspondence in business” on the subscribe.ru server! The book is a practical guide for business people who actively correspond with clients and partners. It presents tools that will help make electronic communication effective, optimal in time and results, and most compliant with the norms and rules accepted in the modern business community. The author gives practical advice, illustrates his observations with real-life cases, and provides reasoned conclusions. The text of the book is rich in recognizable examples of real business correspondence. The author shares his observations, techniques, and “tricks” that can significantly affect the effectiveness and efficiency of a business email. If you are a business person and it is important for you to write promptly, concisely, competently, in accordance with the rules of good business manners, this book will become your reliable assistant.
Book:
When working with the fields “To” (“To”), “Cc” (“CC”), “Bcc” (“Bcc”), remember that this is an important part of the email that affects the further actions of the participants in the correspondence.
“To whom” (“That”). This field contains the address of the recipient to whom the letter and the information contained in it are directly addressed. The author of the letter is waiting for a response from the main recipient. If two recipients are placed in this field, then the author of the letter is waiting for a response from each or some of them (keep this in mind if your name is on the list of recipients). At the same time (if you are the sender), keep in mind that it is not very advisable to include more than one addressee in the “To” (“To”) field. A letter sent to several recipients may not receive a single response, since each will think that the other will respond.
If the letter is addressed to you, but contains copies of other recipients, be sure to use the “Reply ALL” button when replying! This will allow you to maintain the circle of recipients that the initiator of the correspondence designated.
“Copy” (“Cs”). IN In this field, place the addresses of recipients who, in your opinion, should be aware of correspondence on this issue. These recipients receive information only “for your information.” The cc recipient usually does not have to respond to the letter, but can do so if necessary.
NOTE. IT IS IMPORTANT!
If your name is in the “Cc” (“CC”) field, then when entering into correspondence, remember that there are situations when it is extremely important to be polite. Use the phrases: “Let me join the discussion,” or “Let me join your dialogue,” or “Let me express my opinion.”
"Blind carbon copy" ("Bcc"). This field is prohibited for use in some companies, as it is a tool that contradicts ethical standards of communication. The purpose of this field is to invite the recipient to become a “secret witness.”
If your business practice is to use this field in your work, consider the following. The BCC recipient remains invisible to the primary recipient and the BCC recipients. Sometimes it is useful for the sender and the “secret recipient” to have a preliminary agreement (or subsequent awareness) about the reason and purpose of this method of information.
NOTE. IT IS IMPORTANT!
The “hidden” recipient should absolutely not enter into correspondence from this field.
Business communication is its own world with its own laws. A lot depends on how we comply with these laws: the impression we make on colleagues and partners, work productivity, and even career advancement.
A special place in business communication is occupied by business correspondence, which is the daily responsibility of most office workers and not only. The ability to conduct business correspondence correctly can be a good help for concluding profitable deals and building your business image.
Let's look at some features of a business letter. So, business correspondence is:
- use of template phrases and cliches
- emotional neutrality,
- semantic accuracy and conciseness of presentation,
- well-constructed argumentation.
Business correspondence in English is the same set of rules and clichés, some of which we recommend using for everyone who works with foreign partners or in international companies. We bring to your attention several useful phrases that will decorate your business correspondence. These phrases will emphasize your professionalism and help shape the image of a business person. Let's begin!
1.Please find attached
Let's start with the classics. Often you have to attach various documents or other files to a letter. In order to notify the recipient about the presence of an attachment, this phrase is perfect. After all, the word “Attachment” in translation means “attachment”. The phrase should be used at the end of the letter.
Here are a couple of examples of use:
- Please find attached my portfolio.
- Please find attached copy of the agreement/contract.
2.I have forwarded
This phrase can be used if you need to forward an email to other recipients. To notify the recipient about this, the phrase “I have forwarded” is perfect. For example:
- I have forwarded Anna’s CV to you.
- I have forwarded John's email to you.
3.I've cc'ed
A person uninitiated into all the secrets of the peculiarities of business correspondence may not understand what this strange abbreviation means. But we are professionals. “I’ve cc’ed” is an abbreviation that stands for I have carbon copied. The phrase means "to copy someone to receive letters."
So if you need to inform someone that you have copied other recipients, feel free to use this phrase. Eg:
- I've cc'ed Sara on this email.
- I’ve cc’ed Jack and Jimmy on these emails.
As for abbreviations that cannot be used in business correspondence, an exception is usually made for this case.
4.For further details
This phrase is a proven way to politely end your letter in English. “For further details” means “for more detailed information”, “in more detail”. Examples of using:
- For further details contact me any time.
- For further details write to our Sales-manager.
Another phrase that will help you finish politely is “If you have any questions, please do not hesitate to contact me.” Translated, this means “If you have any questions, feel free to write to me.”
5.I look forward to
The phrase “look forward” means “to look forward.” So if you are looking forward to a response or some other action from the recipient, then it would be quite appropriate to use this phrase. Eg:
- I look forward to your answer.
- I'm looking forward to your reply.
The phrase is best used at the end of the letter.
When writing a letter, you need to be polite even when you don't really feel like it. The ability to write competent letters in any situation reflects your professionalism, good manners and knowledge of business ethics. In conclusion, let us remind you that in business correspondence you must show precision of wording and impeccable literacy. The use of abbreviations is also unacceptable (with rare exceptions).
Write emails in English correctly, dear friends! Good luck!
