Initiative proposal sample. Examples of initiative letters. Initiative letters example

Composing various kinds of business letters is a necessary part of the business of business representatives. Thanks to such messages, they acquire the ability to solve commercial issues in the most accessible, fast and optimal way.

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What business letters are there

Conventionally, business letters can be divided into several main categories:

• congratulatory letter;
• information mail;
• etc.

A separate item can mark the answers to all these letters, which are also part of official business correspondence and are also written according to certain canons.

Who should be the author of the letter

Business letters must always contain a signature. At the same time, any employee of the company, whose competence includes this function, or who is authorized to do so by the order of the director, can directly write the letter. Usually this is a specialist or the head of the structural unit in charge of the topic of the message. However, regardless of who exactly is busy writing, the letter must in any case be submitted for approval to the manager, keeping in mind that it is being written on behalf of the company.

General rules for writing business letters

All business communications should relate only to the activities of the company or the circumstances associated with it. Moreover, regardless of the content, they must obey certain requirements.

First of all, it is a certain structure. The message should always indicate:

• date of writing,
• details of the sender and recipient,
• polite address appeal (in the form of the wording "Dear Ivan Petrovich", "Dear Elena Grigorievna"),

It should be noted that letters can be addressed to both individual employees and entire teams (in this case, it is enough to restrict ourselves to the greeting “Good afternoon!”).

Various additional documents, photo and video evidence may be attached to the letter - if any, this must be reflected in the main text.

The letter can be drawn up both on a regular standard A4 sheet and on the company letterhead. The second option is preferable, since it does not require manually typing in the company details, in addition, such a letter looks more solid and once again indicates that the message belongs to official correspondence. It can be written in handwritten form (letters written in calligraphic handwriting are especially successful), or printed on a computer (convenient when you need to create several copies of a letter).

The letter must be certified by a signature, but at the same time it is not necessary to stamp it, because since 2016, legal entities have been exempted from the need to use stamps in their activities.

Before sending the message, if necessary, it is registered in the journal of outgoing documentation, in which it is assigned a number and the date of departure.

What to look for when composing a letter

When composing a letter, you need to carefully monitor the spelling, adhere to the rules and norms of the Russian language in terms of vocabulary, grammar, punctuation, etc. Recipients always pay attention to how competently the thoughts are expressed and framed in the message.

Do not forget that the research conducted unequivocally suggests that people are not ready to spend more than one minute reading this kind of letter.

The letter must be written in the correct form, not "spreading thoughts along the tree", rather short and succinctly, to the point. Each new topic should be framed in a separate paragraph, which, if necessary, should be divided into paragraphs. In addition, a concise and clear letter will make it clear to the recipient that the author values ​​his time. Here the saying “brevity is the sister of talent” is appropriate.

What should not be allowed in a business letter

In business letters, a cheeky or frivolous tone is completely unacceptable, just like too dry text and banal "cliches". You should also avoid complex formulations, the abundance of participial and adverbial expressions, special terminology that is understandable to a narrow circle of specialists.

It is impossible to include unverified, unreliable and, even more so, deliberately false information in the letter.

It should be borne in mind that this type of messages is not only part of routine business correspondence, but also, in many cases, refers to official documents, which may subsequently acquire the status of legally significant.

How to send a letter

Any official message can be sent in several main ways.

1. The first, the most modern and fastest, is through electronic means of communication. It is convenient and efficient, and it also allows you to send information of almost unlimited volume.

   There is only one minus here - with a large amount of mail at the addressee, the letter can easily get lost or end up in the "Spam" folder, therefore, when sending letters in this way, it is advisable to additionally make sure that the letter has been received (through a simple phone call).

2. The second way: conservative, which allows you to send a message by Russian Post. At the same time, it is recommended to use the function of sending by registered mail with acknowledgment of receipt - this form guarantees that the letter reaches the addressee, about which the recipient will receive a special notification.

   Usually, sending through standard mail is used in cases where originals of documents, letters certified with living signatures and seals are sent.

3. Also, a letter can be sent via fax or various instant messengers, but only on the condition that the relationship between partners is close enough and fully admits such a way of correspondence.

Business letters are compiled when communicating with partners for almost any reason. Ready examples and rules for drafting such documents can be found in the article.

A business letter can be defined as a document that is sent on behalf of the entire company to another company, individual entrepreneur or individual (for example, an investor). In fact, any company correspondence is business letters. Their purpose is very different:

1. about cooperation.
2. cooperation, negotiation.
3. Reminder of the need to fulfill obligations under the contract.
4. An explanation of their position, a response to a previously sent letter and many others.

The document is usually drawn up on the company's letterhead, it is allowed to send it by regular or e-mail. However, if the partner is of particular importance, it is preferable to print it on high-quality, thick paper and hand it in person or by courier. The structure of the letter resembles a typical business document - you can schematically represent it in this way.

What to look for when drawing up

There are no specific rules and samples of such letters, so their structure, volume and design largely depend on the specific case. For example, a notification letter will be rather concise (3-4 paragraphs), and an employee's recommendation or business proposal may take more than one page.

However, there are several general rules that you should pay attention to when drawing up a paper:

1. The document itself does not have any legal force, however, it is drawn up in accordance with all the rules for registration. Its structure and style of presentation should correspond to the generally accepted principles of modern document flow.
2. The proposals are built logically, in a clear sequence. Ornate, complex, emotional and even more colloquial phrases are absent. The tonality is neutral.
3. The presentation is always conducted only from 1 person - either in the singular, if the text is written directly from the head, or in the plural, if it is written on behalf of the entire company.
4. The specific purpose of drawing up and the expected actions of the addressee are discussed (send a response, consider the candidacy of an employee, agree to negotiations, send a document, etc.).
5. The paper does not reflect the individual interests of the manager or other employees, but the goals of the company as a team. If you need to establish personal contact, it is advisable to do it differently and not position yourself as a representative of the company.

TOP 5 spelling mistakes

Errors can be divided into 2 large groups - some are associated with writing as a text (violation of logic, vocabulary, other language norms), others - in violation of proper business etiquette:

1. Spelling and punctuation mistakes are not allowed - the text of the letter should always be checked at least 1-2 times before sending.
2. Violation of the business style of presentation, the presence of emotional phrases, excessive politeness or, conversely, severity.
3. Negative tone - even threats must be written without unnecessary words - for example: "We reserve the right to go to court within 30 days from the date you receive this letter."
4. Too large or, conversely, too small a volume. Usually all the text can fit in 1-2 pages. However, this does not mean that the partner does not need to convey all the important information. Bulky data, diagrams, forms of documents can be taken out in applications.
5. Deprivation of the interlocutor of the right to choose. For example, you should not write: "Please consider and approve the final version of the contract."

Typical template phrases

The use of standard phrases typical of business speech in the text is completely normal and even desirable. Below is a list of the most common clichés used in various situations.

Samples 2020

Here are some ready-made examples of letters that you can use when composing your own version.

Data request

Request

Commercial offer

Letter of guarantee

Claim

Gratitude

Apologies

LETTER OF CONFIRMATION

Such a letter contains a message about the receipt of any item (letter, telegram, transfer, parcel post, goods, valuables, etc.), stating that the previously drawn up document remained in force (agreement, instruction, etc.). The letter is a confirmation of any fact, action, telephone conversation. Such a letter begins with words formed from the verb "confirm".

For instance:

Confirming the receipt of your proposals, set out in the letter dated June 25, 2005, we send you copies of the necessary documents.

Sending such letters is a required part of a business relationship. Timely sending them allows the addressee to remove from control and exclude sending them reminder letters.

REMINDER LETTER

The letter contains an indication of the approaching or expiration of the deadline for the fulfillment of any obligation or the holding of an event. Such a letter can be especially laconic, contain one final part and, as a rule, begins with the word "Remind."

For instance:

We remind you that in accordance with contract No. 12/68 of 12.05.2005 you must complete the repair and construction work no later than the deadline specified in the contract, namely 20.08.2005.

LETTER OF GUARANTEE

Such a letter is a document ensuring the fulfillment of the obligations set out in it.

In it, the addressee is usually guaranteed payment or provision of something (place, work, research, etc.). These letters have an increased legal function, so the presentation of the text should be extremely clear and clear.

For instance:

Please allocate a room for the seminar on 14.07.2005 from 14.30 to 18.00.

We guarantee payment for the lease of the premises from an account ... in ... a bank.

INITIATIVE LETTER

This is a letter requiring a response. Most of the categories of these letters express a request (proposal, request) to the addressee in resolving any issue.

This is the most common type of letters, the subject of which is unlimited. However, their nature suggests the possibility of a positive or negative solution to the problem posed.

For instance:

We invite you to take part in the work of the expert group.

We ask you to inform about your decision in a letter no later than 20.12.2005.

LETTER-ANSWER

In terms of its content, such a letter has a character that depends on the initiative letters, since the topic of their texts has already been set and it remains to propose the nature of the solution to the questions raised in the initiative letters: acceptance or rejection of the proposal, the fulfillment of the request.

The answer must always be stated in a specific and clear form: can all requests be satisfied, to what extent, in what time frame.

If the letter contains a refusal, it must be briefly argued.

From the outside, the state financing system looks like a dense forest in which it is easy to get lost, and even easier to break something for yourself. However, from time to time people leave this "forest" loaded with state money. This means that this is a completely feasible task. And scientists, that is, by definition, smart people, are quite capable of solving it. You just need to know what to do and when.

For starters, do not wait until the Ministry of Education and Science starts announcing competitions. Most likely, they will go on topics that lie outside your interests. Or the tasks themselves, laid down in these contests, will turn out to be impossible for you. Therefore, such an expectation is meaningless. Basically, because the main work on obtaining public money for scientific development is at an earlier stage, at which proposals are submitted on the formation of topics and the amount of funding.

Scientists have said many times that officials do not know what is more important for the country, which science is of higher priority, which research is worth developing and which is not. The most interesting thing is that officials do not argue with this. And they say that initiative proposals for the formation of the subject matter exactly solve this issue. After all, scientists themselves submit them, and other scientists assess the importance and relevance. The ministry, however, agrees with the opinion of experts and allocates money.

How to fill out an application

The most important thing in filling out an initiative proposal is to remember that this is also work. Moreover, the work, which no one specifically teaches scientists. Why is a topic for a separate discussion. The main thing is that in this situation you cannot fix it in a minute. Therefore, it makes sense to either hire a person who knows how to fill out paperwork, or sit down and really figure it out yourself. Detailed instructions, although not written in the most accessible language, are available on the website of the Directorate of Scientific and Technical Programs. Moreover, many organizations that monitor the correct execution of contracts (they are called monitoring organizations) release their own manuals for filling out the relevant documents. Some of them are collected in our system. And we will continue to collect them in one place. In addition, in parallel, we will try to present the same thing in an accessible language. True, simple words can only explain the general picture. From some point on, you still have to refer to the directional instructions. Because if a field needs to be filled in this way and not otherwise, then you cannot say otherwise.

When filling out an initiative proposal (and subsequently submitting reports), it is worth remembering several important points.

In all documents, the same part of the work or part, for example, should be called the same. Officials do not understand synonyms. And if you call your molecule a pi-complex in one part and a cluster in the other, you can be sure that the proposal will not work. The same goes for the portal, which was called the system.

If the rules for the design of the proposal say that something should be there and there, be sure - nothing else can be there. But everything that is listed must be there. And exactly in the place where it is indicated. After all, you don't pour water into acid, right? Therefore, do not force other people to pore over your application form, give them the opportunity to think about its content.

But the main thing is to think over all the work ahead from start to finish. If your offer passes, and then you get money for your work, then everything that was not included in the terms of the contract, you will have to do "for your own." A feasibility study, a technical assignment, and a timetable will help to think through everything. And, most importantly, an explanatory note, in which you must explain in popular language what you are going to do and why.

The initiative proposal is not just a haughty thought from the series “We need to grow blue bananas in the Arctic”, but a very clear business plan. It consists, recall, of the following elements:

• Explanatory note
• Technical task
• Feasibility study
• Calendar plan

Together, they create a complete impression of the project, which with the new financing system (without the notorious FZ-94) actually gives a huge advantage to the author of the proposal in the subsequent competition.

What an initiative proposal for the formation of a topic consists of

One of the main monitoring organizations, which has been cooperating for a long time with the Ministry of Education and Science and with the NTP Directorate, explained what each of the documents should contain.

Explanatory note (PZ) should contain basic information about the initiating organization, as well as a detailed justification of the claimed research topic. The sections provided for in the explanatory note should have a detailed justification and description:

1) Why is it necessary to order the implementation of this project:

Relevance of the project;

Description of the problems to be solved, the task and the proposed approaches to its solution;

Brief description of the work;

Characteristics of the expected national economic result

2) What scientific and technical result should be obtained as a result of the work on the project:

Description of planned results;

Description of potential consumers of the scientific result;

3) Which organizations can participate in the competition for the implementation of this project

4) Implementation of indicators and indicators of the programme's activities within the framework of this project

5) Estimation of the timing of this project in full

6) Estimation of the project cost and the amount of financing:

The amount of funds from the federal budget;

The amount of funds from extrabudgetary sources.

Terms of Reference (TOR) - initial document for carrying out scientific research work (R&D). The TK contains the main technical requirements for the result of the work, and the initial data for development; the TK indicates the purpose of the result, the scope of its application, the stages of development of the documentation, its composition, terms of execution, etc., as well as special requirements due to the specifics of the result itself or the conditions of its operation.

Feasibility Study (Feasibility Study)- analyzes, calculations, assessments of the economic feasibility of the proposed project for the creation of a new technical facility, modernization and reconstruction of existing facilities. Based on a comparative assessment of costs and benefits, establishing the effectiveness of use.

The feasibility study should contain:

1. Justification of the scope and timing of work

2. Estimation of the cost of work and justification of the amount of financing, including:

• Justification of the cost of performing work at the expense of the federal budget
• Justification of the volumes and possibilities of attracting extra-budgetary funds

Project calendar plan works on the proposed R&D with an indication of the stages, content, timing and cost of the planned work should become the resulting document, developed and presented by the initiator on the basis of the justifications given in the previous parts of the proposal. The draft schedule should subsequently become the basis for the formation of tender documentation and an integral part of the state contract.