How to issue a certified letter with a notification sample. How to send a certified letter by Russian post. Helpful video: how to send a return receipt letter

Date of publication: 18.02.2018

Annually, the Russian Post sends several hundred million different postal items. More than half of all mailings are written post. For example, only one Voronezh branch of the Russian Post sent more than 20 million letters in 2017. Agree, the figure is more than impressive.

True, in recent years the epistolary genre as a means of communication has almost completely lost its relevance. Communication between people today occurs due to such modern technologies as the Internet and mobile communications. In view of this, over the past 15 years, the number of sent simple letters and postcards has sharply decreased, but the number of registered letters with so-called business correspondence has increased.

How to send a letter by Russian Post so that it will definitely fall into the hands of the addressee? What types of letters are there? What conditions and restrictions apply when sending letter-post, how to write the address correctly - all this will be discussed below.

What is a letter

Before talking about how to send a letter by Russian Post, you should define the very concept of "letter". Indeed, in addition to it, there are two more types of postal items: parcel and.

So, letter - the type of postal item, with the help of which they conduct correspondence, send documents, papers, photographs. The maximum weight cannot exceed 100 grams. A postal item that contains the same photographs, documents or other paper products, but weighs more than the prescribed 100 grams, automatically falls into the “parcel post” category. Tariffs and rules for sending parcels are already somewhat different.

People often have a question, is it possible to send small objects with the help of a letter? For example, badges, coins, small jewelry, tea bags or magnets. According to the rules of the Russian Post - no! In practice, people sometimes put small items in an envelope and send them safely. There are also unsuccessful attempts to send, when the Russian Post makes a return with a note that the attachment does not correspond to the type of postal item.

Types of letters

There are three types of letters:

• simple;
• customized;
• valuable.

Simple letter - in the literal sense of the word, this is the most ordinary letter, which is most often used to conduct some kind of personal correspondence or send not the most important documents and papers. Those letters that were previously exchanged between relatives or friends living in different cities, were in most cases just simple. A simple letter is not a registered postal item, therefore, it is not assigned an identifier with which it can be tracked.

Plain letter post is delivered by the postman to the recipient's address and dropped into the mailbox. For this reason, this type of letter is considered not the most reliable, since, for example, it can be stolen from the mailbox. In addition, since this shipment is not registered, if the letter is not delivered to the addressee, it will be impossible to submit a claim to the Russian Post, receive compensation or write an application for search.

Registered letter unlike a simple one, it is registered and handed over personally to the addressee (or by power of attorney to his representative). What does it mean? Firstly, after sending the letter through the cashier-operator, a check is issued, which indicates the track number, with which you can track the movement of the postal item and find out when it will be delivered and handed over to the addressee. Secondly, the chances that the letter gets lost somewhere and does not reach the recipient are much less than in the case of a simple letter.

Valuable letter - is the same as a registered letter, but has one difference. For a valuable letter, the declared value is additionally indicated. In the event of damage or loss of a valuable postal item, the amount of the declared value, in part or in full, will be compensated to the sender by the Russian Post. That is, in this case, the declared value is some kind of insurance. Accordingly, if you are sending important documents that are of some value, then it is better to do this with the help of this type of mailing. For example, if you decide to send your passport by letter or some kind of document certified by a notary.

Additional services of the Russian Post (notification of delivery, list of attachments, cash on delivery)

Russian Post offers several additional servicesthat may be necessary or useful to the letter-post sender:

• delivery notice;
• list of attachments;
• c.O.D;
• SMS notification;
• expedited delivery 1 class.

For a simple letter -\u003e only 1 class delivery is available.
For ordered -\u003e all types of services, except the inventory of investments and cash on delivery.
For valuable -\u003e all kinds of services.

Delivery notice - a special document (form) that will inform the sender when (date and time) and by whom (name of the recipient or his representative by power of attorney) the postal item was received. The receipt must be signed by the recipient. This form is attached to the letter and sent along with it. After delivery, it is sent back and also delivered by mail.

Attachment inventory - a document (form), which indicates the contents of the postal item. For each item specified in the inventory, the sender must indicate its value. At the time of delivery of a valuable letter with an inventory of the attachment, the recipient has the right to open the envelope in front of the employee and check the contents against the inventory. If any item is damaged or lost, the organization pays compensation. The list of attachments is of maximum relevance when sending postal items by cash on delivery.

C.O.D - the amount of money that is collected on behalf of the sender from the recipient of the postal item. Cash on delivery is often used to pay for goods purchased over the Internet. In this case, the buyer pays for the ordered goods by mail only at the time of receipt. The recipient has the right to open the envelope or box before payment only if there is a description of the attachment.

SMS notification - the service of informing the addressee about the arrival of the letter at the post office and notifying the sender about delivery. Available only in Russia.

1 class - expedited type of delivery of postal items, assumes air mail. You can find out about the delivery time in the usual way and in the 1st class on the official website of the Russian Post. You should not use this type of delivery within one locality, and also if there is no air connection between your city and the destination city, since the delivery speed will most likely be the same as in the usual case. At the same time, sending in 1 class will cost more.

How to send a simple, certified or valuable letter by Russian Post

General information.
All letters are sent in envelopes, which may vary in size:

• minimum size 110 × 220 mm (Euro envelope) or 114 × 162 mm (C6 format);
• maximum size 229 x 324 mm (C4 format).

Envelopes can be:

• no stamps and
• with a printed stamp.

The printed stamp can be with a different letter (letter): A, D, B.
These envelopes allow you to send some types of letters without additional stamps. It is forbidden to send letters in an envelope on which there are no stamps at all! Brand - is a kind of payment for a delivery service.

If you purchase an envelope without a stamp, then you will need to buy additional stamps for it, the cost of which should be equal to the cost of sending one or another type of letter at the rate of the Russian Post. For example, if you send simple letter weighing up to 20 grams, then a tariff of 23 rubles (for 2020) applies to it. That is, on an envelope without a stamp for such a letter, it will be necessary to stick stamps for 23 rubles. If this is a certified letter up to 20 grams - 50 rubles.

Postage stamps are sold in different denominations: 10, 15, 25, 30, 50 kopecks; 1, 1.5, 2, 2.5, 3, 4, 5, 6, 10, 25, 50 and 100 rubles. Their appearance may differ.

How to send a simple letter

For a simple letter weighing up to 20 grams, purchase either an envelope with an already printed stamp (stamp with the letter A), or an envelope without a stamp and additionally stamps for 23 rubles. You need to stick them in the upper right corner. Indicate all data on the envelope (index, full name, address of the recipient and the sender). Seal the letter and carry it to send. To send, drop the envelope either into the mailbox located inside each post office, or into the street box of the Russian Post, or pass the letter to the operator of the Russian Post.

To send a simple letter weighing 20 grams or more, you should contact the Russian Post operator for help. The fact is that for such letters, each subsequent 20 grams are charged. The operator will weigh your letter and add the required number of stamps himself.

If you have scales, you can weigh a letter heavier than 20 grams yourself. For each subsequent 20 grams, you will need to glue 3 rubles worth of stamps.

How to send a certified letter

You can send a registered letter weighing up to 20 grams in an envelope you bought with a printed stamp (with the letter D); or in an envelope on which you yourself stick stamps for 50 rubles. You cannot send a letter as well as a simple one by dropping it into the mailbox. Moreover, in this case, you will not receive a check. According to the rules, it is necessary to send it at the post office through an employee.

Written correspondence weighing over 20 grams must also be sent through the operator. The employee will independently weigh the letter and calculate the amount of payment for it. If you decide to weigh the letter yourself, then you should know that for the next every 20 grams you need to glue stamps for 3 rubles (tariff of 2020).

If you want to send a letter in 1st class, then notify the operator immediately.

If you decide to send a certified letter with acknowledgment of receipt, then take a free form and fill it out, then give it along with the letter to the operator.

How to send a valuable email

A valuable letter must be sent through an employee of the Russian Post. Only in this case will you receive a check, according to which you can file a claim if something happens to the letter.

Based on the mass of the letter, the declared value you specified and the additional services you have chosen, the cashier-operator will calculate the exact cost of your shipment.

For a valuable letter on an envelope, in addition to the details of the sender and addressee, you will most likely be asked to indicate the declared value.

A letter with a declared value weighing up to 20 grams at the tariff of 2020 costs 110 rubles without VAT and 132 with VAT. Each subsequent 20 years will cost 3.00 excluding VAT and 3.60 rubles. with VAT, as in the case of ordinary and registered letter correspondence. Payment for the declared value: for each complete or incomplete 1 ruble of the assessed value: 0.03 and 0.04 rubles.

If you want to send a letter from - then ask the operator for the form for the inventory of attachments f 107 and fill it out. If a letter with an inventory, then provide it to the operator in an unsealed form. The postal clerk should check that the contents of the envelope match what you specify in the inventory.

If you want to send a letter by cash on delivery - ask for a form for postal order f 112 and fill it out.

If you want to send a letter with acknowledgment of receipt - fill it out.

How to correctly indicate the address on the letter

The main rule when writing an address is to write as legibly as possible! Only in this case you can count on the fact that your shipment will definitely fall into the hands of the addressee.

The recipient's address must be indicated in the lower right corner of the envelope. The sender's address is in the upper left corner.

The address must include:

1. full name of the recipient (in the format “Surname First Name Patronymic) or the name of the organization;
2. street name, house number, apartment number;
3. name of the settlement;
4. the name of the district, region, territory or republic;
5. postcode.

We write the index according to the sample:

On demand letters - the street name, house number and apartment number of the recipient do not need to be indicated. Instead of this data, you need to write "On demand".

An example of a correctly completed address is below:

When filling out the address, most people write the name of the region (region, republic) at the beginning, then the name of the settlement and only at the end the street, house number and apartment. There is nothing wrong with that.

Many people write the name and patronymic of a person in abbreviated form (Ivanov N.I.) - this spelling is not correct, but for simple letters it is generally acceptable. For valuable and registered letter correspondence, always write the name and patronymic in full.

Some people write the name of the sender and the recipient in the nominative case, and not in the genitive and dative, as it should be according to the rules. This is not entirely correct, but it is valid for all types of letters.

If you made a grammatical mistake or missed a letter in the address (name of the district, city, street), this is bad, but your mail will most likely reach the addressee anyway. The main thing is not to make mistakes in the index, house and apartment numbers.

Is it obligatory to write a return address in the letter? According to the rules of the Russian Post - mandatory. But sometimes they can accept a letter without the sender's data. Some people deliberately misrepresent their address and name.

Remember, ordinary people work at the post office, not robots. Therefore, the employee can simply “close his eyes” to some permissible violations of the rules.

If you have any questions or do not understand how to send a letter by Russian Post, write in the comments.

Date of publication: 09.02.2018

A registered letter delivery notification is a special document that informs the sender that his mail has been delivered and received by the final addressee. The return receipt is a special mailing form of form 119 (f 119). This form is filled in by the sender of the registered letter and sent with him.

In addition to a registered letter with notification f 119, you can also send: a valuable letter, including a valuable and registered letter of the 1st class, a registered and valuable parcel post, as well as parcels. In each case, the form must be sent with the mail to the place of delivery.

A registered letter, like any other type of mailing with an acknowledgment of receipt, is handed over to the addressee (recipient) in person against signature. At the time of delivery by the employee of the mail, the reverse side of the form is filled in, which indicates when and by whom this postal item was received. In the "Received" line, the recipient puts his signature. Then the notification form is sent back to the sender of the letter.

Both the addressee and his legal representative can receive a letter, parcel post or a parcel sent with the form f 119, on the basis of a power of attorney. Both the first and the second upon receipt must show a passport. A legal representative, in addition to an identity document, will also have to show a power of attorney. If another person receives the letter by proxy, then this moment is also indicated in the notification form.

The return receipt can be simple or customized. In this case, a simple notification is the same as a simple one - that is, the postman will simply drop it into the sender's mailbox; customized - will be delivered personally.

Notification of delivery of a registered letter is an additional service of the Russian Post, which is paid by the sender. From January 1, 2020 rate following:

• the cost of a simple notification is 28.50 rubles;
• the cost of a registered notice is 72 rubles.

Compared to the previous year, the price increased by 1-4 rubles, according to the type of notification. You cannot pay for delivery notice with stamps from 2019. Therefore, you will not be able to save 20% on VAT.

Terms for delivery of notification the sender is exactly the same as a plain or custom postcard.

Attention: today, in addition to the "delivery notification" service, the Russian Post offers the service SMS notifications on the arrival of the shipment at the department and delivery to the addressee. Cost: 10 rubles for each message.

How to correctly fill out the notification form for delivery of a registered letter f 119

Form f 119 is issued free of charge at post offices. Those who have an agreement with the Russian Post are allowed to independently produce and print forms in compliance with all standards. True, such "homemade" forms are very often accepted from ordinary citizens. You can fill out the online receipt notification form and later print it using various services that can be found on the Internet.

Below is a sample of filling out the form of notification of receipt of a certified letter:

You need to fill out the form on both sides. On the front, the sender must indicate the following:

• type of notification (simple or customized);
• type of postal item (letter, parcel post, etc.);
• your address, zip code and full name.

The reverse side indicates:

• type of postal item;
• recipient's address and index (at the end, you should also write your full name).

Attention: on the front side, the data is indicated by the sender of the postal item. That is, if you send a certified letter with a receipt confirmation, then indicate your data, since you will be the recipient of this document.

On the reverse side, the data is indicated to whom the shipment is intended. In this case, the reverse side of the form, as already mentioned above, will be supplemented by the postal officer at the time of delivery of the letter and signed by the recipient.

You can download a blank form f 119, which can be printed and filled out, at the link:

Traditionally, much attention is paid to the processes of preparation and accounting of documents, but their delivery to the addressee, in particular by postal services, is practically not considered. Meanwhile, there are plenty of difficulties here. The more a company sends letters, the more urgent is the question of how to streamline the sending procedure and make it as efficient as possible at a minimum cost.

In this article, we will consider the types of postal items, the procedure for accounting and searching, as well as ways to automate the process of sending correspondence by mail.

Who should be responsible for sending mail?

If the volume of correspondence in the organization is large enough, the process of sending mail needs to be centralized. Usually these duties are assigned to a secretary or courier. It is their task to organize this process in such a way as to spend as little time as possible on it.

Indeed, such an approach to sending letters, when the performers themselves go to the post office, is irrational and suitable only for those organizations where the volume of mailings is calculated in units. The disadvantages of this approach are obvious:

• it is difficult to track whether the performer really went to the post office;
• the more often the performer writes letters, the more often he is forced to visit the post office, spending his working time, and therefore the employer's money, on the road;
• with a large amount of work, performers are forced to go to the post office after the working day, which, because of this, increases accordingly.

We work with Russian Post

Most organizations work with Russian Post today mainly because it offers the most favorable shipping rates, delivers items anywhere in the country and can document the receipt of correspondence by the addressee, which is very important in the event of legal proceedings.

For comparison: non-state express postal services work only with those settlements where they have branches; sometimes they can only notify of delivery by SMS and their services are more expensive.

The work of the Russian Post is strictly regulated. It is advisable for the employee responsible for sending correspondence to familiarize himself with the following regulatory documents:

• Federal Law of 17.07.1999 No. 176-FZ "On Postal Communication" (as amended on 06.12.2011);
• Rules for the provision of postal services, approved by Decree of the Government of the Russian Federation of April 15, 2005 No. 221;
• The procedure for receiving and handing over internal registered mail, approved by order of the Federal State Unitary Enterprise "Russian Post" dated 05.17.2012 No. 114-p;
• The procedure for receiving, delivering and handing over internal parcel mail, approved by order of the Federal State Unitary Enterprise "Russian Post" dated January 24, 2007 No. 28-p;
• Guidelines for accepting international mail (as amended on 10/17/2013 at the time of this writing).

If the volume of letters does not allow them to be handed over on a general basis, standing in a queue, it is possible to conclude with the mail corporate service contract... In this case, on the set days, the post office employee will come to the organization and pick up the letters prepared by the secretary or courier. At the next visit, the postal worker will bring the completed shipping documents. Detailed information about this service is posted on the mail website www.russianpost.ruand is also readily provided by the hotline operators.

What kind of letters are there?

All postal items are divided into two categories: registered and unregistered... The difference between them is fundamental: at the request of the sender, the mail is obliged to find the registered item or provide information about its location. The trace of an unregistered item is lost at the moment when the sender drops it into the mailbox. In turn, a letter registered in the mail will be delivered to the addressee against signature, an unregistered letter will be dropped into a box or simply handed over to the secretary, and no one will prove that the letter was received.

Therefore, it is better to send documents with an unregistered, or simple, letter, the loss of which will not entail any legal or financial consequences, for example, greeting cards for the holidays. And everything that at least theoretically can become the subject of a dispute is strongly recommended to be registered in the mail.

The main type of registered correspondence is registered lettersand parcels ... Unlike simple letters about the receipt of a registered one, the recipient will be notified with a special receipt and will receive an envelope from the hands of the postal worker, as already mentioned, against signature.

You can add a registered item inventory of attachments... This is a document describing the quantitative and cost characteristics of the postal item. One copy of the inventory is put in an envelope over the attachment in the postal item, the other is given to the sender along with the receipt. Having received a letter with an inventory, the addressee will not be able to claim that he was not sent any documents.

Note!

It is not necessary to seal the envelope with the list of attachments before sending: the operator of the post office is obliged to make sure that all the documents indicated in the inventory are indeed in the envelope.

Finally, special attention should be paid to simple notifications on receipt of registered letters. The notice is a card that is glued to the envelope. Upon receipt of the letter, the addressee signs on the card, after which it is sent to the sender. The returned notification is a document that officially confirms the fact of receipt of the letter. The storage period for notifications is 5 years.

After the notification is returned, information about its availability can be recorded in the Mailing Log (see below). It is hardly necessary to scrupulously copy from the card who received the letter and on what date. If the performer needs this information, he can always contact the secretary. Most often, there is enough information that the letter was received. It makes sense to scan notifications only if the company has implemented an electronic document management system (EDMS). The EDMS has the ability to "tie" the notification file to the information about the outgoing document. This is very convenient: the contractor can check at any time whether the letter was delivered to the addressee.

We put it on the shelves

Executors who bring letters to the secretary for sending, in addition to indicating the full address with an index, must make a note on the letter about the type of sending. Alternatively, in the office you can put trays with the inscriptions: "Plain letters", "Registered letters", "Registered letters with notification", "Registered letters with notification and inventory", etc. Then the performers at any time will be able to leave letters to be sent without distracting the office workers.

Our advice

It is recommended to indicate in the regulations for sending correspondence that incorrectly executed correspondence, as well as letters without an address or index, will be returned to the contractor, despite their urgency.

Preparing mail for sending

If there is an opportunity to automate a process, you should not neglect it. So, if the secretary still signs mail envelopes by hand, he should pay attention to the set of functions of the Microsoft Word text editor for labeling envelopes, giving them a corporate identity, and also printing envelopes from the mailing list. In other words, instead of handwriting each envelope, you can specify once in the program:

• sender's return address;
• corporate identity of the envelope.

After the list of recipients' addresses (mailing list) is entered into the program, all that remains is to put a stack of envelopes into the printer and set the "Print" command. The described functions can be found in the tab Mailings (Create ® Envelopes, Stickers).

By the way

In addition to the address, you can also print the recipient's index on the envelope, and arrange it according to the rules for writing indexes. To do this, you need to install a special font on your computer. It is easy to find it on the Internet - just enter the query "Index font" in a search engine. The font file has the extension .ttf. After downloading it, you need to go to the "My Computer" folder, then in the "Control Panel" folder, find the "Fonts" folder and place the font file in it.

In fig. 1 you can see how a print-ready envelope looks like, created in MS Word.

Figure: one

When the set of letters to send is ready, you need to fill in first two columns Form 103 "List for sending batch mailings". This mail requirement applies to all organizations if they send 5 or more letters. The dispatcher must list all registered emails to be sent. The rest of the columns are filled in by the post office operator. The list is printed in two copies, signed by the person responsible for sending, after which his signature is certified by a seal. One copy of the completed register will remain at the post office, the second will be returned to the organization. It will contain the tracking ID of the items.

This form is available on the Russian Post website. The only drawback: the file can only be downloaded in .jpg format, i.e. as a picture, so the form will have to be manually reproduced and saved as a template.

Tracking emails

Registered postal items can be tracked on the Russian Post website. On the left side of the main page there is a link "Tracking postal items" (Fig. 2). We pass on it by clicking on "More", and find ourselves on the desired page.

Figure: 2

Now you need to enter a unique code (postal identifier), which is assigned to each shipment by the operator. You can find this code either in the receipt or in the list in form 103 (column 3). The code consists of 14 digits. We will enter it in the “Postal identifier” field, then in the field below we will enter a five-digit security code and click “Find” (Fig. 3).

A table will open that allows you to trace the path of our letter (Example 1).

Example 1

Information about the movement of the letter

Operation	the date	Location of the operation		Attribute surgery	Weight, kg)	Announced value (rub.)	Superimpose. payment (rub.)	Addressed to
		Index	OPS name					Index	Address
				Unit
Treatment				Left the sorting center
Treatment				Came to the place of delivery
Handing over				Delivery to the addressee

By the way

The issue of the legal validity of information about the movement of the letter is rather controversial. It appears to be exhaustive for an organization that monitors its letters, but may not be accepted as evidence in court.
Correspondence with Russian Post will have guaranteed legal force. You need to send an official letter of inquiry to the post office, attaching a copy of the receipt or form 103. In response, you will receive a letter on the Russian Post letterhead with the necessary information, which will not raise any questions as evidence in court.

Accounting for sent emails

Any exit of documents from the organization must be recorded, regardless of what kind of documents they are and what the path of their exit is. Letters are no exception. We recommend that the employee responsible for sending mail take into account each letter in a special journal (Example 2). Since the obligation to keep such a journal is not enshrined in regulatory documents and it is only a matter of convenience and control, each company can develop the form of the journal independently.

Our advice

In order not to enter the same text in the log every time, you can use abbreviations, for example: "Post office" - ETC , express Mail - EP , simple letter - P , customized - Z , notification - Have , inventory - ABOUT etc.
The names of departments can also be abbreviated.

Example 2

Mailing log

	Postal service	Letter type	Destination	Index	Address	Content inventory	Executor	departure date	Tracking number	Notification	Note
			Ivanov K.I.		st. Pushkin, 56, apt. 43, Moscow	Invitation to the exhibition
			Tea plantation, OOO		st. Shipbuilders, 454, office. 34, Volgograd	Ref. No. 3324-3 dated 14.06.2014	Production Department
			Zerkalo, OOO		st. 7th Sadovaya, 33, Togliatti, Samara region	Ref. No. 3354-2 dated 15.06.2014	Technical department
			Promregiongaz, JSC		st. Shkolnaya, 3, office 353-B, Irkutsk	Ref. No. 3465-6 dated 17.06.2014	Legal service				Refund - the recipient did not show up for the letter

Filling in the table columns

1. Serial number.The column is important for the formation of a report on the work of the office: you can immediately see how many letters were sent through the postal channels.
2. Postal service.Relevant in the event that the organization uses the services of not only Russian Post, but also express mail.
3. Type of letter.The column is useful in controversial cases or when you need to prove that the addressee received the letter.
4. Destination.The column contains the surname and initials of the individual or the name of the addressee organization. For the convenience of filtering, we recommend filling in the column starting with the name or name of the organization, for example Ivanov K.A.... or Tea room plantation, OOO.
5. Index.Made in a separate column to make it easier to copy and paste it in the right place when creating an envelope (see earlier). If the secretary prefers to hand-write the envelopes, the zip code can be written along with the address.
6. Address.The postal address of the recipient is indicated.
7. Content inventory.In this column, information is entered, especially necessary in cases where there is an active correspondence with the counterparty. Allows you not to get confused in the shipments and know exactly which document was sent on a particular day. It is not necessary to fill in the column in too much detail - just the registration data of the document is enough, for example Ref. No. 4543 dated 23/05/2014.
8. Executor.Indicate the name of the department whose employee brought the letter for dispatch, or the surname of this employee. We recommend to specify the department, because it is a more permanent unit in the organization than the employee.
9. Departure date.The day is indicated when the letter was sent to the mail operator or dropped into the mailbox.
10. Tracking number.The column for specifying the code by which you can trace the fate of the letter on the Russian Post website.
11. Notification.A box to mark that a notification of receipt of a letter has been returned.
12. Note.Traditional column for specifying additional information (for example, about the return of the letter, as in Example 2).

Search by magazine

Since no handwritten signatures are required in the journal, it is kept in electronic form (for example, in MS Excel). The purpose of this magazine is to be able to quickly find any letter sent by the company. For this you need:

• fix the top line with the name of the graph so that you can always see it;
• provide it with a filter.

All this will significantly speed up the search for letters in the table.

To ensure that the top row of the table is always visible when scrolling through the log, you need to go to the tab View... Here in the toolbar Window choose a team To fix areas, and in the dropdown menu - Pin top line (fig. 4). Now, even if there are many positions in the register, the names of the columns will be fixed at the top of the table.

Figure: 4

It remains only to enable the option to filter the contents of the columns. To do this, in the toolbar Editing click on the icon Sort and filter, then in the drop-down window - Filter (fig. 5).

Figure: five

A button with an arrow will appear in the lower right corner of the column name - this is the filter. By clicking on the arrow of a specific column, you can sort any of its values. For example, we need to view all letters sent to Promregiongaz OJSC. Click on the arrow - and we see the entire list of addressees entered in the register. Uncheck the "Select all" value and put it in the checkbox opposite Promregiongaz OJSC. Click the button OK and we see all the letters sent to this organization (Fig. 6).

Figure: 6

If the email was sent to someone only once, it will be easier to press the keyboard shortcut Ctrl + Fto display the search bar, enter information (surname, name, city, etc.) into it and press Find Next (fig. 7). The program will find and highlight the desired cell.

Figure: 7

Regulation of sending documents by mail

The rules for sending documents by mail can be either part of the paperwork instructions, or an independent document. At its discretion, the organization can supplement them with the procedure for sending documents by express mail. Here is a fragment of the paperwork instructions, which describes the procedure for sending letters by mail (Example 3).

Example 3

Fragment of instructions for office work

"Rules for sending documents by express mail"

7. SENDING OUTGOING DOCUMENTS BY POST

7.1. Sending documents by post (including express mail) is carried out by the Chancellery.

7.2. Reception of letters for sending is carried out daily, except weekends and holidays, from 9:00 to 13:00 and from 14:00 to 18:00 (on shortened and pre-holiday days - until 17:00).

7.3. Before sending the documents, the contractor is obliged to check the presence of all pages of the document and the correctness of their location, design and addressing, the presence of signatures, visas, attachments, registration data, links to the number and date of the request (if a response to the request is given). The address of the dispatch, including the postal code, is attached to the document, and a note is made about the type of mailing: simple letter, registered letter, certified letter with simple notification, certified letter with a list of attachments, express mail, etc. If the specified information is missing, the correspondence is returned to the contractor. Incorrectly executed correspondence and correspondence of a non-official nature will not be accepted for dispatch and returned to the performer.

7.4. Documents are sent by mail twice a week: on Monday and Thursday at 15:00. The contractor can send urgent correspondence independently. Correspondence received by the Chancery after 15:00 on Monday and Thursday will be sent on the day of the next dispatch.

7.5. Sending documents by express mail is made on the day the shipment is received by the Office or the next business day if the shipment was received after 15:00 (after 14:00 on shortened working days).

7.6. Upon receipt of documents for sending, a specialist of the Chancellery checks for signatures, outgoing numbers, as well as attachments specified in the main or accompanying document.

7.7. Correspondence accepted for dispatch is entered into the Journal of Mailings (Appendix 5), after which it is converted.

7.8. The wrapped correspondence is entered into the List for sending batch mailings (Appendix 6). The list is printed in duplicate and signed by the employee of the Chancellery responsible for sending correspondence. The signature is certified by the seal "For documents". The columns are filled in by the postal operator. One copy of the list is returned to the Chancellery and placed on file.

7.9. After receiving the notification of the delivery of the correspondence, the employee of the Chancellery puts a mark in column 11 of the Register of mailings and files the notification into the file.

We have covered the main components of the process of sending documents by mail. We hope this information will help you to better organize your work.

Contractual relations imply the fulfillment by the parties of their obligations in full. If one of the parties, let's call her the offender, violated the terms of the contract, then the victim begins to take measures to eliminate the contradictions. In most cases, the dispute can be resolved before the court, all the more so in most civil disputes it is important to comply with the claim (pre-trial) procedure for their settlement, without which the arbitration court will return the statement of claim.

Usually "debriefing" begins with the delivery of a claim (complaint) to the offender, which is often impossible or very difficult to convey personally. The reasons may be different: the parties are geographically far from each other; the health of the victim does not allow him to visit the abuser personally; the latter refuses to accept the claim, and so on. The post office comes to the rescue, there is a branch in almost every settlement. In this article, we will consider how to properly send a claim by mail, what types of mail are used for these purposes, and which one will be most preferable?

Certified letter with acknowledgment of receipt

Any certified letter is a registered postal item (RPO). This means that all stages of its passage from the place of reception to the place of delivery to the addressee are documented (each RPO is assigned a track number for tracking), and the fact of delivery can be proved by requesting the relevant information from the Russian Post (letters are handed to the addressee with a receipt). But if suddenly the case comes to trial, then such a request can take time and delay the consideration of the case. Therefore, it is recommended to send any letter of claim with a return receipt.

The notification is a special postal form (for shipments within Russia - form 119), on which the recipient's signature is put at the time of delivery. It is sent with the letter, and then returned to the sender with a receipt, a mark of the mail and the signature of the person who delivered it.

Notifications, like letters, can be simple and ordered. A simple card will follow the way back to the sender in the same way as a simple letter - it is not taken into account and registered anywhere, it will simply be dropped into the mailbox. A registered notification must be received by mail, but at the same time the risk of its loss will be eliminated due to the addition to the documents at all stages of the route.

When registered mail arrives at the post office at the location of the addressee, the letter is delivered to the address of the legal entity (the delivery procedure is determined by the contract between it and the postal operator) or a notification is dropped into the organization's mailbox. The notice is a special form (form 22), which is designed to inform the recipient that there is a registered mail item in his name (or company address). In this case, registered letters are delivered at post offices upon presentation of a notice, as well as a passport and power of attorney (if the recipient is a legal entity).

By sending a certified letter of notification, you will provide conclusive proof that your application (or claim) was delivered to the recipient. However, here we cannot exclude the possibility that during the trial the recipient will declare that he has received an envelope with a blank sheet or with completely different information from the victim, in general, he will say that he has not seen the claim in his eyes.

Indeed, the very fact of the delivery of a certified letter with a confirmation of delivery does not mean that there really was a claim, and not a declaration of love or a wish for a long and happy life. And if the delivery guarantee is an undoubted advantage of registered mail, then the absence of an evidence base regarding the investment is an undeniable disadvantage. Therefore, in order to competently resolve controversial issues, it is better to send an application with a letter with a declared value.

Valuable letter with a list of attachments and notification

A valuable letter (with a declared value) also belongs to the RPO and is protected from the risks of loss in transit due to the fault of postal workers. When sending such a letter, its "declared value" must be indicated - this is the amount that will be paid to the sender in case of damage to the correspondence or its loss as a result of force majeure.

Valuable letters are delivered exclusively at post offices upon presentation of a notice. Delivery and delivery at the location of the organization or at the place of residence of an individual is not possible.

The return receipt, as in the case of registered mail, will indicate the fact that the addressee has received the letter. But the problem of proving the content of this letter will remain open. Therefore, it would be better to send a valuable letter with an inventory of the attachment and a return receipt.

Attachment Inventory - a special postal form (form 107), which is filled out before sending the letter (this "option" is possible only for valuable letters and does not apply to registered letters). The list contains the names of the documents contained in the envelope and their number.

To send such a letter, you must prepare an envelope with a claim enclosed in it. You DO NOT need to seal the envelope. Fill in all the required fields on the envelope (your address and recipient's address). Fill in two copies of the inventory form, form 107. This can be done on the mail site, after which they can be printed. Or take blank preprinted forms directly from the department, where you can fill them in.

In the column "Name of items" enter the name of your claim, for example, "Claim for refusal to return a part of the insurance premium after early repayment." In the column "Number of items" write 1 (unit). And in the column "Declared value, rubles." we enter a small amount in rubles (no more than 10 rubles).

What the postal worker does:

• verifies the inventory with the contents of the letter;
• puts an authorization signature on the inventory and a seal with the date and index of the department;
• one copy of the inventory is returned to the sender;
• seals the claim with the second copy of the inventory in an envelope and draws up the acceptance of the postal item.

Thus, it will be confirmed that you sent exactly the claim, and not something else or even an empty sheet. In this case, all responsibility for the compliance of the inventory with the actual attachment is borne by the postal worker who certified the inventory. The receipt of payment, the inventory and the receipt of the receipt of receipt will be conclusive evidence that you sent a claim to the abuser. And it will be possible to compensate for your expenses at the expense of the recipient of the letter (if, of course, the sender wins the court).

Note! In order for the second party to not be able to dispute the content of the claim letter in the future, it is advisable to indicate the most detailed name of the attached documents when drawing up the inventory. For example, “Claim on demand”.

Even despite the presence of an inventory, the addressee can open a dispute over the content of the received request. How can you fight your opponent in this situation? It's very simple - download the inventory form from the Russian Post website and fill it out on your computer. In this case, the content of the entire claim is entered in the text of the inventory in small print. Then the name of the attached document will look like this: "Claim of the following content:".

The main disadvantage of valuable registered mailings with an inventory is the lack of a guarantee of their delivery. It is possible that the message will be returned to the sender with an expired retention note. The main thing here is not to print the letter, but to save it until the trial. During the session, you can present the envelope to the judge for review and open it in his presence. This will be a guaranteed proof of sending "what is needed" and your good intentions.

If the recipient claims that he did not receive anything, or received, but not what you sent him, then the burden of proving these circumstances lies entirely with him. In this case, the judge will certainly side with the sender.

Using the above methods, you can send any claim letters:

• application to the court;
• complaints to Rospotrebnadzor, prosecutor's office, FAS;
• claims to the bank;
• requirements for borrowers, etc.

How to properly send a claim by mail? Additional measures

Let us assume that all measures for the delivery of the claim by mail have been carried out. But the addressee stubbornly refuses to receive the letter. Maybe because he suspects about its contents, or maybe everything is much more commonplace. Employees of the organization are simply too lazy to go to the post office, or, as knowledgeable people write in the reviews, legal. persons draw up powers of attorney for their employees only to receive registered letters (according to the standard letterhead of a power of attorney), but unfortunately they forget about valuable ones or are too lazy to draw them up. How do you get the other party to receive the shipment?

The first thing the forums recommend doing is to send a telegram after the complaint. In the text of the message, you must indicate that you sent the letter by mail and ask to receive it (just indicate the letter number). The telegram is handed directly to the addressee, without prior notice of its arrival. Therefore, there is practically no chance that they will not receive it. Thus, you will properly notify the defendant about the receipt of the claim. And if he refuses to receive a certified (or valuable) letter, this will be regarded as deliberate evasion of obligations.

The second option is to use the same telegram as the main means of notification. In this case, the entire text of the claim is recorded in the forwarded telegraph message. But this method fully works only in cases where the text size is small, i.e. takes no more than 1 sheet. True, this method will cost you a pretty penny. Alternatively, you can send only the main idea of \u200b\u200bthe claim, an excerpt from it in a few words, for example: “I ask you to recalculate the insurance premium and return part of it in connection with the full early repayment of the loan.”

So what is the correct way to send a claim by mail? Which method will be the most preferable. Those discussing this topic on various forums agree that it has not yet been invented better than a valuable letter with an inventory and notification. You can try all the available options with additional measures, but the most reliable way of transferring claims is still their personal delivery to the offender (just do not forget to receive a copy with a mark of delivery, as an option, you can prepare a second copy of the claim for these purposes). Here, the very fact of delivery cannot be disputed, and the essence of the message conveyed is not in doubt.

If it so happens that you are trading small items on eBay or somewhere else, then a certified letter can be a real solution to your problem with guaranteed and fast delivery.

Let's figure it out in more detail.

Benefits of registered letters

I will highlight the main advantages of this mailing and try to give various areas of work that could be perfectly suited for this type of mailing.

• Registered letters differ from ordinary ones in that they are delivered guaranteed, that is, they are not just thrown into the mailbox, but delivered and handed over personally to the addressee against signature. A useful feature for us is that using this type of letter, we kill two birds with one stone - the addressee of our letter abroad is guaranteed to receive it + such letters practically do not disappear, because they are simply afraid to steal.
• I personally recommend sending registered letters abroad with acknowledgment of receipt. This is a hit to the point! Such a letter is NEVER lost (in my many years of daily experience of such letters, not a single one has ever disappeared) and it allows you to send in its “gut” not only some goods, but also money. For example, for paying for something.
• A registered letter can be a rather large letter with dimensions up to an A4 sheet and even weighing up to 2000 grams. This opens up many opportunities for a fairly quick and, most importantly, guaranteed delivery of goods that weigh more than just a sheet of paper. Full list of tariffs HERE.
• Registered letters are much cheaper than parcels and go by other transport streams, by themselves being delivered somewhat faster.
• A registered letter can be sent by regular mail, or by AVIA. Of course, we will consider only the last option, since it is the fastest and does not differ much in price from a letter sent by land.

How to send a certified letter?

Let's figure it out in more detail in practice.

Let's say that you sell philatelics (postage stamps) or other similar goods, such as popular now, bottle labels or paper numismatics (collecting banknotes and coins). Strictly speaking, here you can recall a lot of very interesting directions that many people are implementing quite successfully ... These could include: trade in electronic circuits and instructions, trade in collectible type paper products, postcards, small and relatively soft and flat souvenir products and many others from the simplest, to the most extreme - trade in kisses (lipstick print on a sheet or photograph) and soft gramophone records (if anyone remembers, these were popular in the middle and end of the last century).

Especially carefully, of course, you need to familiarize yourself with the officially FORBIDDEN goods. But you can always find a way out ... The main thing is to want it.

But now is not about that (although the topic of what and how to trade, I will separately devote many articles. But it will be a little later ...).

Let's go back to registered mail.

Tariffs, as I wrote above, see THIS LINK.

So, if you are selling soft paper products of a small format, registered letters are the best solution for you.

Choose two thin cardboard boxes (I recommend corrugated thin cardboard, at least two-layer), cut out the required size for your letter, put your product between them, carefully glue the two halves of the cardboard with tape, put them in an envelope (do not make the cardboard boxes too small in a too large envelope , it is necessary that the envelope has as less free meta from the edges of the inner part, then the envelope will have a “center of gravity” and it will not tear so quickly if it is suddenly subjected to some external load) and now the main thing is to put it on the scales. (For such purposes, ordinary kitchen scales are very suitable, for example, such as those shown in the photo below)

Such scales have an error of 1-5 grams and are perfect for measuring weight.

Remember, your ceiling is 2000 grams, which is 2 kilograms. In fact, this is a large bundle of papers. Even if you are asked by the post office to show papers to make sure there are no prohibited goods, you can easily do this. The main thing is to hide your product well inside the envelope.

When mailing an envelope, simply say that you need to send the envelope by certified mail with notice. The notification is needed so that you can later prove with absolute certainty that the addressee received the letter. Upon delivery of the letter to him, he will sign for receipt of the notification on the receipt, which will then be returned to you by mail.

Of course, a registered letter has a tracking number, which you can easily "punch" through THIS LINK on the Russian Post website. You can provide the same number to the seller and on eBay in case of a conflict about a long delivery (unfortunately, this is just the scourge of our slow mail). This number, coupled with the return receipt, is your lifesaver. He insures you at the same time against everything at once. No other standard postal item can boast this level of “service” for so little money.

This concludes this small article. If you have any questions about this type of mail, feel free to write them directly in the comments, and I will be happy to answer each of them.

Until next time!
Per Aspera ad Astra!