Sample clarification letter for payment. Cover letter for documents. Sample letter of request

In a streamlined workflow, organizations often find themselves mistakes. It mostly happens in accounting departments Keywords: statistics, economics, accounting, taxes. A rather unpleasant event is the failure of the payment system, funds and their payment documents.

The need to send

The obligation of the owner to indicate the purpose of the payment in his payment documents is fixed in accordance with the Regulations of the Bank of Russia. This is done for disclosure of the essence of the operation.

The same provision requires accurately and carefully indicate the purpose of the payment in the payment order. There may be noted the name of the work, details of accounts, contracts and other primary documents.

Letter of clarification of the purpose of payment does not have a single form, therefore, it is compiled in an arbitrary or according to a template approved by the organization. You can write a letter on a company sheet or a regular A4 sheet.

The text is allowed both handwritten and printed. The stamp of the organization on such a letter is not required, but the signature of the head or authorized person in official capacity needed.

Key information necessary to indicate are: the name of the sender's enterprise, its legal address, information about the addressee (name, position, full name of the head), reference to the erroneous payment order (number and date of compilation), the essence of the inaccuracy, the corrected version.

With several erroneous information, you should enter them various points. The amounts entered into the form are written in numbers and deciphered in words. The writing style is business-like, so the content is short, understandable, accessible, the wording is clear.

Sending letters is possible everyone comfortable ways: personal delivery, courier delivery, delivery by Russian Post by registered mail with acknowledgment of receipt, delivery over the Internet. But sending over the Internet requires an official electronic digital signature.

In IFTS

In Art. 45 of the Tax Code of the Russian Federation are allocated two categories of errors in payment documents, the presence of which leads to non-crediting of the amount in state system and obligations to make the payment again from the very beginning:

1. Incorrect indication of the beneficiary bank.
2. Invalid Federal Treasury account number.

These cases will entail a re-payment for the relevant details, and those sent by mistake are returned according to the law.

The resulting debt will grow from the accrued penalties that will have to be paid.

Subsequently, sending a letter to the IFTS to clarify the payment, this will be an effective measure if the tax order incorrectly indicated: CCC, TIN, taxpayer status, checkpoint, name of organization, etc.

Grounds for declaring a tax liability unfulfilled: incorrect BCC and payer status.

Finding out the CCC is not complicated if the code, correct and erroneous, refers to the same tax. Otherwise, sanctions are expected. Thus, if there is an indication of different tax codes, letters about the wrong purpose of payment in, most likely, won't be enough.

According to the erroneously indicated OKTMO, when deducting tax to the local budget, the problem can be eliminated by transferring penalties and tax to the necessary details.

When making payments to a regional or federal budget it is possible to correct OKTMO by providing a letter of payment assignment.

There is no standard letterhead. The legislator does not specify its form. The sample is developed by payers, based on the rules of workflow.

First of all, before submitting a letter to the IFTS, the taxpayer must receive from the bank, from the banking service, payment documents with execution mark. When checking documents, the IFTS may request an application for reconciliation of payments.

Limited Liability Company "Romashka" 635468, Barnaul, Korneeva street, 21, building 4 TIN 7719123453 / KPP 771901002 Ref. No. 04 of 09/03/2017 In the Federal Tax Service of Russia No. 3 in Barnaul The Romashka Limited Liability Company, when transferring personal income tax from 08/04/2017 to 08/29/2017, in payment orders erroneously indicated the status of the payer 01 "Taxpayer (payer of fees) - legal entity". Data on the transfer of personal income tax to the IFTS No. 3 for the city of Barnaul: p/n dated 06/05/2017 No. 447 in the amount of 313,136.00 rubles; payment order dated June 30, 2017 No. 105 in the amount of 36546.00 rubles. The request in the specified payment orders to consider the correct status of the payer 02 "Tax agent". General Director ___________ Valin ____________ / K.A. Valine/ Applications: Payment orders for the transfer of personal income tax (copies) on 2 (two) sheets.

In the FIU

In a situation where the company made a mistake on the insurance contribution to the Pension Fund, and this caused the non-receipt of funds to the state budget, it is written clarification letter to the fund. This document does not have a form, but the foundation has developed a letter of recommendation template to be completed.

Both payers of goods or services and recipients of payments often face situations where the purpose of payment is indicated incorrectly, and, accordingly, it is required to clarify in a letter to the counterparty and the bank according to a certain model. About how to write such a letter and other nuances right now.

An approved form does not exist, therefore, according to general rules it is presented in an arbitrary way. You should proceed from the established traditions of business practice and adhere to the following recommendations:

1. First, the full name of the company is indicated in the center (for example, Cherry Limited Liability Company).
2. At the top right, the name and address of the bank where the letter is sent is written.
3. Next, the name is written, which should contain the phrase "on clarifying the purpose of the payment."
4. After that, the circumstances are briefly described with all the details of the document where the mistake was made, as well as detailed description bank account details.
5. Then, specifically, with the help of quoting, an error is prescribed and also by quoting it is indicated which entry should be considered correct.
6. Attachments are indicated at the end - as a rule, this is the erroneously executed payment order itself and a sample letter from the recipient, who agrees that the payment needs to be clarified (corrected).
7. At the very end - positions, signatures and transcripts of signatures of responsible persons (as a rule, this is the director or head of the branch, as well as the chief accountant).

Here is an example of a document that you can refer to as a reference.

In most cases, organizations use print in their work. Therefore, the sample may look like this.

Description of the procedure

In legislation and other normative documents there is no such procedure - formally, the possibility of clarification is not provided. However, in practice this phenomenon is very common, since a violation in payment document not particularly critical and as a rule, the situation is solved quite simply.

In general, the sequence of actions is as follows:

1. First you need to contact the second party, which made the mistake.
2. Then notify the bank by sending him correspondence according to the model given above (or in your own form).
3. Then you need to receive a written response from the bank, which is filed with the payment order. The second party receives the same answer, which also saves the document in case of a possible verification or litigation.

NOTE. Such a procedure is not prescribed in the legislation, however, judicial practice in most cases describes this particular procedure. Therefore, notification of all parties is a mandatory step.

Second party notice

There are two options:

1. If your firm receives a payment, then you need to contact the person who sent the funds.
2. If you yourself are the sender and found an error, then you need to notify the recipient about it.

First case

When you received a payment, but the documents indicate its purpose incorrectly, often associated with supply situations (for example, when an advance payment was sent, but already completed deliveries have not yet been paid). Then the recipient has reason to think that new payments must first satisfy the previous requirements (as well as interest on the penalty) and only after that can advance payments for future deliveries be credited.

However, in practice, the firm cannot arbitrarily, i.e. unilaterally, change the purpose of payment. The fact is that the payer's funds are his property, which he disposes of solely at his own discretion. So, there is only one way - to get his written consent to clarify, for which send a letter according to a model that completely matches the examples above.

NOTE. Often, contracts provide for the possibility of self-determination of payment and unauthorized change of this indicator if necessary. However, judicial practice shows that such a provision is often recognized as contrary to civil law. But if the transfer is larger than expected, then the difference can be transferred to pay debts on your own, without asking for consent.

Second case

And in the case when you yourself are the payer, but for some reason made a mistake, you will need to perform 2 actions at once:

1. First, a written request is sent to agree on this change with the counterparty who received the funds in his account.
2. Then you need to send a letter to the bank through which this financial transaction was made.

If the bank refuses or ignores

The bank has the right to refuse the request. Moreover, such a right is fully justified from the point of view of legislation. It is believed that the credit institution has already fulfilled its obligation when it made the transfer to the specified account, and the funds have already been credited.

As a rule, banks are quite loyal to such an error and correct it at the first request. But even if the organization refuses to do this, the most important thing is to make sure that the letter reached the bank, and he refused. Thus, the presence of a written response from representatives of a credit institution is the main purpose of writing a clarification letter. If the bank ignores the request, a written refusal must be obtained. And in the case when the credit institution refuses to accept the document, it is sent by registered mail. The notice of delivery is kept until the situation is fully resolved.

NOTE. In any case, it is important to check that the bank actually granted the request and made the appropriate amendment. To do this, the company has the right to request an account statement - in most cases, this procedure is paid (the cost at the bank's rates).

Arguments in the event of a dispute

A dispute may arise not only between your company and a counterparty, but also in connection with tax audits. In this case, it is better to prepare in advance to defend your position, for which you can use the following legitimate arguments:

1. First of all, it must be stated that the payment order refers to strict reporting documents, which means that no corrections are allowed in it. Accordingly, since the bank has already transferred the funds, you could not do anything otherwise than to start the procedure for clarifying the purpose of the payment.
2. Similarly, no corrections or strikethroughs in cash and bank documents are also allowed.
3. Banks cannot intervene in the procedure, since they are only authorized to carry out transfers and other types of financial services in accordance with the contract.
4. It is also impossible to renew an obligation that has been terminated. This means that if you have already sent funds for the purchased goods or services, then the obligation to pay formally ceases. And then, when you wish to change the appointment and agree on this with the counterparty, the obligation to pay for the goods, as it were, becomes unfulfilled (because the money went to another purpose). But the obligation has actually already taken place - therefore, it is no longer possible to terminate it.

Thus, despite the absence of a legally established procedure for clarification and a sample of the corresponding letter, in practice this issue is resolved quite simply - it is only important to notify all interested parties and obtain their written consent.

In business workflow, the request letter format is used very often when it becomes necessary to obtain the consent of the second party or a certain service from it. Ready-made samples and examples different situations, as well as the rules for compiling such letters, you will find in this article.

The tradition and rules for writing a letter of request have developed exclusively in practical document management - i.e. at the legislative level, no forms or instructions have been approved. However, in general, the following structure should be followed:

1. As usual, the “header” is filled in first, which indicates the full name of the sending organization with the corresponding contact details, as well as the name of a specific employee (usually the director of the company) and the name of the receiving organization.
2. This is followed by the text itself, which consists of a description of the situation and the rationale for the request. The text should be as short as possible - usually 1-2 paragraphs are enough. It is important to specifically and unambiguously state your request so that the interlocutor understands the essence of your appeal well.
3. This is followed by a signature, a transcript of the signature and the date of compilation.

Thus, it is drawn up according to the standard version for such documents - the form is given below.

The finished sample can be used as an example of this.

NOTE. The decision to indicate or not to indicate the name of the document (i.e., write in the middle “Request Letter”) is made by the sender himself. As a rule, this is necessary in cases where it is appropriate to emphasize the nature of the document and the purpose that one company is trying to achieve from another.

Since in this case we are talking about the fact that one company is counting on some service or even a concession on the part of its partner, of course, writing a letter, formatting it, and even sending it should be taken very seriously. Any detail can make an impression, so it is better to take into account even the nuances that are insignificant at first glance:

1. First of all, it is better to send it using physical mail - regular Russian Post or even better. private organization, which delivers mail door-to-door and much faster. Message in in electronic format or, even more so, faxed messages are often perceived more impersonally as spam.
2. In addition, the physical way the document is issued (i.e., as a regular postal item) allows you to make a favorable impression due to more expensive paper, an envelope, a stamp, and other means of registration.
3. To write the text, a letterhead is always chosen - this allows you to give the request more formality.
4. In the text, it is better to avoid obvious bureaucraticisms - i.e. set words and expressions that are commonly used in the business environment. They literally "dry" the story and make a generally negative impression. They are easy to replace original versions- for example, "Please consider" to "I hope for your understanding and assistance in resolving this issue."
5. Finally, it is worth adhering to the traditions of business correspondence in general, i.e. the text is predominantly written in a formal business style. Lyrical digressions, too complex syntactic constructions, double (in meaning) phrases should not be. Care should be taken to make it very easy for the interlocutor to perceive the message - both in terms of understanding and psychologically.

ADVICE. If it is possible to write the text by hand, it is better to use this method. A handwritten letter allows you to distinguish it from the background of all the others. However, it is better to entrust the writing to a specialist who knows the techniques of calligraphy.

Varieties

Depending on the specific situation, there are different types of letters. Most of the requests are related to financial issues, such as a discount, a reduction in the payment for a service, or a deferment. A smaller part of the letters of request is devoted to assistance in resolving any other issues. The most common cases and ready-made examples letters are discussed below.

About the allocation of funds

Asking for money, even for charitable purposes, is a pretty serious request. Therefore, when drawing up, it is important to describe the situation as specifically as possible and, moreover, clearly indicate what exactly the money is required for, and for what reason it cannot be taken from another source.

When compiling, you can take such a sample as a basis.

From NGO "Rainbow"

Member of the Legislative Assembly

St. Petersburg Miloshnikov I.N.

Dear Ilya Nikolaevich! Welcome to the director non-profit organization Rainbow". Our organization was founded in 2012 and throughout all these years has been continuously providing financial assistance to children suffering from acute forms of leukemia. The main direction of our activity is the purchase of appropriate medicines and the implementation of complex operations.

All these years, the main source of financing for our activities has been the enterprise LLC “…”. However, in April of the current 2017, the volume of funding dropped sharply, and at the moment we cannot carry out charitable actions in the same volume.

According to our data, the annual budget of the fund, taking into account private donations, should be 10 million rubles. Thus, due to the termination of financing, it is necessary to cover the difference in the amount of 8 million rubles. annually. We look forward to your cooperation, as it is not possible to find sponsors at the moment.

Sincerely, Svetozarov V.K.

About the delivery of goods

Here it is important to demonstrate your interest and desire to cooperate. Therefore, you need to find the right words so that the interlocutor is imbued with trust and makes an appropriate decision. As a basis, you can take such a sample.

General Director of LLC "…"

Nekrasov N.K.

From the director of the company LLC “…”

Elizarova V.M.

Greetings, Nikolai Konstantinovich! At the regional agricultural exhibition, which was held in May this year, our company became interested in the samples of machinery and equipment that were offered by you.

We would like to start cooperation with you with the delivery of a trial batch of goods ( full list attached as a separate document to this letter). We guarantee timely payments for goods and services. We look forward to a long and mutually beneficial cooperation.

Our contact details:

Sincerely, Elizarov V.M.

About the discount

Currently, this is a fairly common type, since economic conditions have deteriorated in many ways. As experience shows, convincing the counterparty to provide a discount is especially good in such cases:

• if the companies have been cooperating for a long time, for example, more than a year;
• if purchased immediately a large number of goods.

to CEO

Avantage LLC Filippov G.V.

From the director of Veres LLC

Alexandrova K.N.

Hello, Gennady Viktorovich. We are pleased to note the fact that our companies have been cooperating for more than 2 years. We thank you for your continued high quality for your services, as well as for assistance in resolving a number of current issues.

We believe it is no secret to you that Last year the economic situation in our market niche has deteriorated significantly. Unfortunately, at the moment we are experiencing a certain lack of income, which is associated with a decrease in quarterly profit.

In connection with these circumstances, We hope for your understanding and consent in providing a 10% discount on services that will be provided in the next 2018 calendar year. Of course, such a measure is temporary, and we are committed to full-fledged cooperation on mutually beneficial terms in the event that the economic situation stabilizes.

Sincerely, Alexandrov K.N.

About rent reduction

In this case, the rationale for your request in the letter will be approximately the same as discussed in the previous example.

to CEO

Avantage LLC Filippov G.V.

From the director of Veres LLC

Alexandrova K.N.

Hello, Gennady Viktorovich. In the financial year ended in 2016, our company suffered losses that exceeded expectations by 10%. We are forced to state that our company was affected by the financial crisis. This translates into a decrease in client flow by 15-20% of owners.

In this regard, we hope for your consent to provide a 10% discount on rent. I draw your attention to the fact that we are fairly large tenants and, at the same time, during the entire period of our five-year cooperation, we have not allowed a single delay in payment, and also filled out all the other conditions of the contract. We proceed from the fact that this measure is temporary, therefore we are ready to continue to pay in full as soon as the market situation stabilizes.

Sincerely, Alexandrov K.N.

About deferred payment

In this case, it is important to acknowledge that you really did not make the payment on time and explain in detail the reason. Of course, you need to accurately specify the terms of repayment of the entire amount.

Director of LLC "Gruzodar"

Vakulov N.Yu.

From the Director of Parabolia LLC

Aksakova T.G.

Hello, dear Nikolai Yuryevich. In September 2017, we did not make another payment for your services in the amount of 100,000 rubles. We officially notified you about the impossibility of making a payment one month in advance. At the moment, we explain that the company has found funds for the payment. We ask you to provide an installment plan for two months: October and November (50,000 rubles each).

We do not shy away from our financial obligations and debts and draw your attention to the fact that for all 3 years of our cooperation we have never violated the contract. We hope for your understanding and look forward to further mutually beneficial cooperation.

Sincerely, Aksakov T.G.

Please pay for another company

Such requests may arise in cases where one company undertakes to fulfill the financial obligations of another company under certain conditions. As an example, you can use this template.

IP Blagodarov A.K.

In practice, there are situations when an error in the purpose of the payment can be found in the executed payment order. Despite the fact that the order has already been executed, the mistake can and should be corrected. The legislation does not establish a procedure for actions in this case, however, further we will analyze how to correct the error.

How to change the purpose of payment in the executed payment order

The error can be detected by the payee. Since he cannot independently correct the purpose of the payment, he needs to apply with this request to the payer. There are cases when the recipient independently corrects the error and notifies the payer about it. However, in case of disputes, the truth will not be on the side of the recipient, so it is better not to do this.

It is the payer who can send a letter about changing the purpose of the payment (we will give a sample at the end of the article) to the bank. Thus, if the payer himself found an error in the payment, it is necessary to proceed as follows: agree on a change in the purpose of the payment with the recipient, consent must be asked for in writing. Simply notifying that you want to change the purpose of the payment will not be enough in this case. After receiving the consent of the recipient, send a message to your bank about changing the purpose of the payment.

Letter on changing the purpose of payment to the counterparty (sample)

There is no unified form of the letter, so writing it is often difficult, especially when a company encounters it for the first time. How to change the purpose of a payment in a payment order, how to correctly compose a message to the bank?

The message is in free form. The letter must contain the following information: the number of the payment order, the date it was drawn up, the amount of the transfer, the payer, the recipient of the funds and his current account. In addition, in the text of the message, it is mandatory to indicate the purpose of the payment, which must be considered incorrect, and the purpose that the payer asks to be considered correct.

The message about changing the purpose of the payment must be sent to the bank in two copies. The message must be signed by the same persons who signed the primary payment with the wrong purpose of payment. The message can be sent to the bank by a valuable letter with a description of the attachment or delivered during a personal visit. If you decide to send a message by letter, it will not be superfluous to attach to the letter a copy of the corrected payment order and the written consent of the recipient to make corrections. If you send the message to the bank in person, then ask to put a mark on the receipt of the message on your copy of the letter.

Usually banks do not refuse a request to correct the purpose of the executed payment. However, the bank may ignore the request of the payer or refuse. In this case, it is important that the payer has confirmation of sending the message in the form of a copy with a bank mark on receipt or a mail mark on sending a letter. In case of disputes, this will be proof that the payer applied to the bank with a request.

One more point should be taken into account: despite the fact that there are no deadlines during which you can clarify the change in payment, you should not put it off indefinitely. In the event of disputes, the court may invalidate the change in the purpose of payment due to the long period of time that has elapsed from the moment the money was transferred to the date when the payer requested to change the purpose of payment.

1) A business letter usually consists of:
title;
main text;
endings.
The header contains:
name of the company (institution) sending the letter;
postal and telegraphic address;
teletype and telefax;
phone numbers;
checking account;
date of departure: the month is written as a word. Usually these details are present on the letterhead.
In the header, next to the date, a link to the content of the letter or the reason for which it was written is usually placed.
Example:
"Regarding (regarding)..."
"On the issue of delivery (order)."
"On no. from..."
"On your no. from..."
The original number is put on the business letter. Putting an outgoing number on letters addressed to foreign countries is not recommended. They are limited to the date of sending and the content of the letter.
In business correspondence, in addition to the address and name of the company or institution written on the envelope, the named attributes are also placed in the header (in the upper right part of the letter).
If the letter is addressed to a company or founder, then the name of the company (institution) in the nominative case is indicated first, and then the postal address. In the document sent to the name of the head (organization), the name of the organization is included in the title of the position of the head.
Example: “To the President of the company ... Mr. ...” In a letter addressed to a private person, the postal address is written first, and then the surname and initials of the addressee. The name of the recipient can be preceded by the word Attn., for example Attn. Mr. Black (To the attention of Mr. Black).
If the position of the addressee is known, it is advisable to indicate it after the name. For example: Attn. Mr. Black, Head of Department (For the attention of Mr. Black, Head of Department). When referring to individuals, the informal expression Dear is used. For example, Dear Sir, Dear Madam, Dear Mr. Brawn, Dear John, and when addressing a company - formal Dears Sirs (Europe), Gentleman (USA).
It should be borne in mind that names, addresses, addresses, every word official name, positions, names of objects of correspondence are written with a capital letter (ABC of business communication // Business for everyone. M., 1991. Issue 1.C. 33, 34).
The introduction is usually followed by an introductory phrase. It is formulated depending on the type of letter and its purpose.
In the upper right part of the letter, the name of the company - the recipient of the letter in the nominative case, and then the postal address are placed.
In the document sent to the name of the head, the name of the organization is included in the title of the position of the head.
In a letter addressed to a private person, first write the postal address, and then the last name and initials of the addressee.
After the appeal, an introductory phrase usually follows, which is formulated depending on the type of letter and its purpose.
Therefore, the introduction is characterized great variety. At the same time, there are a number of etiquette turns that are used most often when writing and are stereotypical. Knowing them or having them at hand shortens the time of writing a message and in many cases enhances the culture of writing. Examples from some sustainable etiquette formulas:
We have received your letter No. ... dated November 1 of this year, from which we were glad to learn
(happily to know) that...
We have received your letter dated May 15 this year. along with the documents attached to it.
We express our satisfaction with the prompt response to our inquiry.
Thank you for the letter from ... or for No. ... In response, we inform ...
We acknowledge receipt of your letter from ... with all attachments
We hereby confirm that we have received your letter dated March 14 this year, and inform you that...
We are extremely surprised by your letter of... in which you inform...
We were surprised to learn from your telegram (telex) that.
In addition to our letter dated February 12 this year. we announce that...
Let me write to you...
We have to remind you...
We hereby remind (report) once again ...-
We regret (sorry) your refusal (silence).
Unfortunately, we still have not received your answer to our letter from ... and we are forced to remind you (ask) once again.
In connection with your letter of... we inform you that, to our regret...
In response (responding, referring) to your letter, we inform you that...
In confirmation of our telegram from ... we inform you that ...
In confirmation of our telephone conversation, held on June 5 this year, we inform you that...
We take note of your letter of. and inform.
We are compelled to notify you that.
We inform you that...
We inform you...
Please be informed...
At your request, we send you...
We apologize for the delay in responding to your letter of...
Please accept our apologies for.
We thank you (we are grateful to you, express our gratitude) for the service (help, support) provided.
The content of the letter depends on the problems and tasks that have to be solved through correspondence. It should not be lengthy in a business letter. Often the content is limited to one or a few sentences expressing a request, consent or refusal.
Examples of phrases that can form the basis of short letters:
We kindly ask you to inform us about the delivery time...
Please speed up shipping...
Please let us know about.
Please let us know your decision regarding... We are asking you to send... We need more information about...
Please let us know if our offer is acceptable to you. Please confirm the acceptance of our order for execution. Your request for ... granted.
In response to your letter of ... we inform you that your request for delivery ... has been resolved positively.
We hereby inform you that your request (order, offer) has been accepted by us. In response to your demands ... we inform you that we have taken the following measures ... In response to your request (instruction), we regret to inform (we must, are forced to inform) that we cannot fulfill it (we are not able to). Unfortunately, we have to decline your offer. Unfortunately, your request cannot be granted for the following reasons...
Your request (proposal) is under consideration. Upon receipt of the results of the review, we will inform you immediately.
Your proposal will be accepted with pleasure (gratitude) if you agree to make the following changes to it ...
Your order will be fulfilled on the condition (for example, if you agree to a later delivery date for the goods you need. The date of shipment is acceptable to us.) .
When writing the main text of the letter, turns are used - braces:
In connection with (in accordance with) your request... In connection with the above... At the same time... Firstly... secondly... etc. First of all...
Moreover... moreover.besides that... Nevertheless... in spite of... Next, we have to... Needless to say...
We consider it necessary (important, necessary, expedient).
In accordance with your request (attached documents).
We are absolutely sure.
We express our confidence...
It concerns your request (proposal) ...
The fact is that.
Otherwise, we are forced. Under the circumstances... In our opinion...
We do not agree with your point of view for the following reasons... In case of your refusal (non-payment). Next you write. Besides.
In addition to the above (the above, noted above), we inform ...
It should (necessary, necessary, necessary, desirable, we consider it necessary) to add (mark, notice).
In view of the above (the above), it follows (we want, we must, we need).
Summing up (concluding, summarizing, summarizing). Thus (in conclusion). In order to avoid delay... It is necessary (should, should) be recognized that... We are having difficulty with. Actually...
With regard to your request (remark), we draw attention to the fact that
what...
We express regret (doubt, bewilderment, satisfaction). We regret...
In our defense, we would like to inform... In response to your reproach, we would like to inform you. We acknowledge... We would also buy from you...
Deliveries will be made (carried out).
We confirm receipt...
Draw your attention to...
You certainly (obviously) know.
In the end business letter contain requests to write or inform, as well as wishes, hopes for further cooperation, receiving orders, etc. There can also be apologies and thanks.
The letter ends with a politeness formula indicating the position, surname and initials of the person signing the letter, and in some cases a seal is also affixed.
As in other structural elements of a business letter, stable expressions are used in the ending, for example:
Please indicate your consent. Sincerely. Please write about your decision. Sincerely.
Please confirm receipt of the order and pay due attention to it. Sincerely...
We hope for a speedy reply. Sincerely.
We kindly ask you not to delay with the answer. Yours sincerely. Please let us know. Sincerely. Please keep us informed of the measures you have taken. Sincerely. We expect your response in the coming days. Sincerely. We would appreciate a prompt response. Sincerely. We hope to receive a response in the near future, and thank you in advance. Sincerely...
Hoping for a favorable response. Sincerely. We hope that you will fulfill our request. Sincerely. We are waiting for your orders (approval, consent, confirmation). Sincerely. With respect and hope for further cooperation... Thank you in advance for the service rendered. Yours faithfully... In hope for the positive decision of a question. Yours sincerely. Please contact us if you need assistance (assistance). Sincerely...
Looking forward to fruitful cooperation. Sincerely. Upon receipt of the letter, we ask you to confirm in writing (telegraph, report by telefax.). Sincerely. We assure you that... Best regards.
If documentation, drawings, etc. are attached to the letter, then the presence of an attachment is indicated at the end, for example:
"Appendix: from No...."
According to official etiquette, a response letter is signed by an employee equal (or higher) in position. So, if the initiative letter was signed by the director (president, chairman), then the answer to it is also signed by the same head, in extreme cases, his deputy.
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