Longitudinal letter form sample. With angular and longitudinal arrangement of details. Other details of the service letter

Also, details can be placed on the document form in one of two ways:

Centered (the beginning and end of each attribute line are equally distant from the boundaries of the attribute location area)

Flag (each line of details starts from the left border of the area where details are located).

Exists 3 types of forms:

General form - details 01,02,03,06,12.

Letter form - details 01,02,03,04,06,07 and, if necessary, marks to indicate the locations of details 09,10,11,14,17,18.

Form specific type document (except for a letter) - details 01,02,03,05,06,08,12, as well as marks of location of details 09,10,17,18.

The area of ​​a unified form or document blank intended to be filled in with details is working area of ​​the document, and the area intended for securing the document in technical storage devices, for applying special images - document service field.

4) Requirements for registration of details:

01. State Emblem of the Russian Federation - placed on document forms, in accordance with the Regulations on the State Emblem of the Russian Federation;

02. Coat of arms of a subject of the Russian Federation - placed in accordance with the legal acts of the subject of the Russian Federation;

03. Organization emblem or trademark- on the organization’s letterhead in accordance with the charter. The emblem is not reproduced if there are 1,2;

04. Organization code - entered according to the All-Russian Classifier of Enterprises and Organizations (OKPO);

05. Document form code - according to the All-Russian Classifier of Management Documentation (OKUD);

07. Reference information about the organization - postal address, telephone number, fax, email address, etc.;

08. The name of the type of document is regulated by the charter. The letter does not indicate the name of the type of document;

09. Document date - the date of signing or approval, the date is issued digitally or verbally;

10. Registration number - consists of the serial number of the document;

12. The place of compilation or publication of the document is indicated if it is impossible to determine it using details 06.07;

13. The access restriction stamp (secret, confidential) is placed without quotation marks on the first sheet of the document;

14. Addressee - organizations, structural units, officials and individuals.

15. Document approval stamp – located in the upper right corner, consists of the word APPROVED (without quotes), name official, approving the document, signatures, IOF, dates.

16. Resolution – contains instructions regarding the resolution of the issue. It is written by the manager and includes the full name of the executor, the contents of the order, the deadline for execution, signature and date.

17. The title to the text is summary document, answers the question about what? or what?

18. Control mark – mark on the execution of the document (letter “K” or CONTROL stamp)

20. Mark on the presence of applications - after the text from the left margin: Application:

21. Signature – includes job title, signature, IOF

22. Approval stamp – review of a document by a third-party organization, consists of the word AGREED, name of the organization, official, signature, IOF, date of approval.

23. Approval visa - approval of a document within one organization shows that the official has familiarized himself with the content and expressed his attitude towards it. It is drawn up with the name of the position, signature, IOF, date.

24. Print.

25. Mark on certification of the copy - Correct, position of the witness, signature of the witness, IOF, date. If a copy is handed out or sent to another institution, a stamp is affixed.

26. A note about the executor - the author of the document, who can be contacted to clarify any questions that have arisen (full name, phone number).

27. A mark on the execution of the document and its sending to the file is affixed to the executed documents that are subject to filing in the file.

28. Mark on receipt of the document by the organization - No., date of receipt.

29. Electronic copy identifier – is placed in the lower right corner of the page and contains the name of the file on computer media.

List of documents subject to approval:

Treaty

Quests

Instructions, rules

Standards

Lists

Provisions

Standards

Structure and staffing

Tariff rates

Forms of unified contracts

Staffing schedules and changes.

List of documents that are certified by seal:

Powers of attorney

Treaty

Statements

Writs of execution

Travel certificates

Samples of seal impressions

Submissions and motions

Letters of guarantee

Orders

Protocols

Registers

Cost estimate

Inquiries

Title lists

Charters, staffing schedules.

Topic 4: Business correspondence

1. Writing, its types.

2. Structure of a service letter.

3. Language and style of official writing.

4. Etiquette business correspondence.

5. Other types of text transmission.

1.) Letter(official, business) - a generally accepted name for a large number of information and reference documents used to solve mainly current management problems. The main feature by which they are combined into a generalized group is sending by mail.

proactive(letters of inquiry, letters of request, letters of claim, reminders, notices, circulars, covering letters)

and response(informational and explanatory letters, prohibition letters).

Letters of inquiry In general, they are drafted in the same way as request letters, but require a response letter.

Circular letters – sent by superior organizations, which communicate certain information to subordinates. They are of a managerial nature.

Letters of guarantee are sent to confirm previously given promises or conditions.

Cover letters are drawn up when sending any documents to the addressee or material assets. These letters are also a means of monitoring the movement of documents.

The text of the cover letter begins with the words: “We present to you...” (to a higher organization), “We are sending you...” (to a subordinate organization), “We are sending you...” (to a third party).

A mandatory requisite is the application mark.

Confirmation letters sent to confirm receipt of documents or material assets, or if a previously concluded message remains in force. The following phrases are often found in confirmation letters:

We confirm:

Receiving documents

We gratefully confirm:

We receive your order and begin to fulfill it.

LLC confirms:

Your request for bridge construction

Terms of delivery of VCRs.

Contract letters – This is a type of accompanying, because they confirm the fact that agreements or contracts have been sent.

Reminder letters are sent in cases where it is not possible to obtain the desired result through other negotiations. The letters contain not only a reminder of the fulfillment of the undertaken obligations, but also talk about possible measures that will be taken if they are not fulfilled. The key word is "remind". The “secondary” mark already emphasizes the fact of the reminder. This mark is placed in cases where the sender admits the possibility that the addressee has not yet received the letter.

Notification letters – letters in which something is communicated or stated.

Information letters – This is a type of letters, notifications that promptly inform an interested person or organization about a fait accompli.

Letters of invitation – letters can be addressed individually or to a collective addressee.

Commercial letter – drawn up on behalf of legal entity. When concluding and executing a commercial transaction, there are three types: request and response, offer (proposal), complaint (claim).

2.) The service letter form includes the following details:

Emblem

Name of the Ministry,

Name of organization,

Name of the structural unit,

Reference data (document form code, enterprise code, postal address, account number,

- No., date of the incoming document,

Destination,

Resolution

Control mark,

Title to the text, text,

A note about the presence of the application,

Signature, visas,

Approval stamp,

A note about the performer.

Service letters are classified into simple and complex.

Logical elements business letter are:

1) introduction or introduction, which provides the rationale for the issue, information about the goals, objectives and reasons for writing the letter.

2) presentation of the essence of the case, evidence, evidence must be convincing.

3) findings and conclusions, a decision is attached, but this is not mandatory.

The letter is drawn up on letterhead and, as a rule, should not occupy more than one page in A4 and A5 format (if the letter does not exceed 8 lines).

3.) C The official letter is the most common management document. Unlike other documents, the letter reveals the personality of the performer, his professional training, and literacy. The language of the official letter is defined as official business.

The text of the letter must be stated accurately, clearly express thoughts, and use industry terminology.

Words that have an emotional or expressive connotation (interjections, words with suffixes, exaggerations), as well as words that have fallen out of use (not this year, but the current year) are excluded from the language of official writing. The use of new words and borrowed ones must be justified.

The stylistic design of a letter is not difficult to construct if you have a set of practice-tested phrases that explain the motive for writing the letter:

In order to provide technical assistance. help...

In accordance with protocol...

In response to your request...

To confirm the agreement...

In business correspondence there are Typical “standard” options for starting a business letter:

We inform you that... (we have reduced the delivery time by a month)

We would like to inform you that... (our factory has stopped supplying equipment)

If the author is a legal entity, then the actions are conveyed from the third person singular (the Board of Directors, the administration of our enterprise kindly requests...); first person plural(we inform, confirm).

As final The following phrases can be given:

We ask you not to delay your response.

Please forgive us for the delay.

We hope that our comments will be taken into account.

In addition to the typical nature, some phrases stand out. As legally significant. For example, in a letter of guarantee:

We guarantee loan repayment in…..

We guarantee payment.

4.) Business etiquette- this is the order of behavior established in business communication. Business etiquette, in particular, manifests itself in the form of presentation of the text of the letter, primarily in the formulas of appeal, expressions of requests, reminders, refusals, claims, methods of argumentation, wording of instructions, and concluding words.

Appeal- a mandatory element of commercial correspondence. The address has now begun to be used in official letters, if the letter is addressed directly to an official. Common conversion formulas are:

"Dear Sir..."

“Dear colleagues...”

“Dear (name, patronymic)...”

Great value To form a positive image of the organization, it is necessary to comply with such norms of business etiquette as timely response to a request or business proposal. If for objective reasons you cannot give an answer in deadline, inform the addressee about this, as well as when you can give a final answer.

If you are approached with a request that you cannot fulfill, explain your refusal, recommend that the recipient contact another organization or contact you, but later.

If you need to remind your partner about the need to fulfill his obligations, formulate the reminder in a calm manner, without harsh language. A manifestation of etiquette is also the use of final formulas of politeness. If the text of the letter begins with a formula of personal address to the addressee, then at the end of the text, before the signature, there should be a final politeness formula:

"Sincerely..."

“Sincerely yours...”

When preparing a response letter, you should pay attention to the design of the “addressee” details; if the received letter is signed by the manager, then the response should be addressed to him.

5). Telegram- this is a generalized name for documents of different content, distinguished in connection with a special method of transmitting text (by telegraph, teletype). The text should be short and clear. Exclude prepositions, pronouns, and conjunctions from the text. Punctuation marks are abbreviated as “tchk”, “zpt”. Quantitative data is written in numbers, because... at the beginning of the reporting telegram there should be an index of the document to which the answer is given, and at the end of the text - its number. It is drawn up on a form, the address, text and signature are written in capital letters, and punctuation marks in lowercase. A line is placed below the signature, the sender's address and the date of departure are indicated under it, the text is certified by a seal.

Types of telegram:

1) photo telegram

2) telegram with certified signature

3) telegram-power of attorney

4) telegram with paid response

To transmit operational information they use telephone messages- official messages. They are transmitted orally via telephone channels and recorded (printed) by the recipient.

Fax– convenient because at the speed of a telephone message you can transmit a text with all its features. Any A4 document can be sent via fax. There are no special requirements for the transmitted material, except for one thing - the text must be understandable and have all the necessary details.

Topic 5: Organizational and administrative documentation

1. The concept of operational activity.

2. Organizational documentation

3. Administrative documentation

1.) When documenting management activities, several dozen types and varieties of documents are used, and among the huge variety of these official documents circulating in enterprises and organizations, organizational and administrative documentation (ORD) occupies a special place. When registering ORD details, there are certain similarities and differences. To consider them, we will divide the ORD into 3 groups:

1) organizational documents(charters, agreements, regulations, instructions);

2) administrative documents(orders, decisions, resolutions, extracts from them, instructions and instructions).

3) information and reference documents(business correspondence + acts, protocols, memos, etc.)

OKUD also includes in the number of ORD documents on personnel (personnel): application, certificates, personal cards, orders (instructions) for employment, etc.

General requirements registration of operational documents is carried out in accordance with the norms and requirements of GOST R6.30-2003 “Unified system of organizational and administrative documentation. Requirements for document preparation"

Organizational documents

They determine the status of the enterprise and the order of their work. They are fundamental in the activities of any enterprise and have the highest legal force. Organizational documents are of unlimited duration (except for the staffing table); they are valid until they are canceled or until new ones are approved. Organizational documents are developed by management and are subject to mandatory approval and approval (endorsement). The majority of the text consists of sections that have their own headings and are divided into paragraphs and subparagraphs. Depending on the organizational and legal form of the organization, the constituent documents include: the Charter, or the Memorandum of Association and the Charter, or only the constituent agreement.

Charter is a constituent document establishing legal status legal entity required by law for its state registration. It is developed and approved by the founders of public, industrial, cooperative and other legal entities.

The charter is a complex document, it includes the following details:

Organization emblem

Organization name

Reference documents about the organization

Name of the document – ​​CHARTER

Place of publication

Approval stamp

The structure of the text is determined by the developers of the charter. Operational sections include:

1) General provisions

2) Organizational structure

3) Organization regulations

4) Financial and material base

5) Reporting and audit activities

6) Liquidation procedure

Regulations on the organization– a document regulating the organization of the enterprise’s work. Includes the following sections:

1) General provisions - the specific purpose for which the provision was developed, lists the constitutional guarantees of personnel in the field of employment;

2) The procedure for hiring and dismissing personnel - includes hiring procedures, a list of documents, issuing an employment order, etc. The rights and responsibilities of employees are explained.

3) Main responsibilities of personnel - lists the range of responsibilities in the specialty;

4) Main responsibilities of the administration - determines the list of responsibilities of the organization’s management;

5) Working hours and its use, starting and ending work, rest breaks;

6) Rewards for successful work results;

7) Responsibility for violation of labor discipline.

The enterprise is also developing regulations on the structural division.

Structure and staffing– a legal act regulating the composition of structural divisions of organizations and staffing levels. The preparation of the document is provided for by the Charter, prepared by the personnel service, endorsed and approved (usually for a year) by the head of the organization.

The text of the document indicates the codes of structural units, their names and staffing levels.

Staffing table – a legal act establishing the organization’s staffing levels, the composition of positions and the amount of remuneration. Form of staffing according to Goskomstat Resolution No. 26.

The staffing table records the following information:

Structural unit (name and code)

Profession (position)

Number of staff units

Salary (tariff rate)

Allowances

Monthly Fund wages

Notes

The staffing table is approved by order of the manager and endorsed by the heads of departments, the chief accountant, and deputy managers.

Job Description is an organizational and legal document that establishes the rules for the activities of enterprises, their divisions and individual officials. Designed for long time and therefore does not contain indications of specific performers and deadlines. The text of the instructions consists of sections that are divided into paragraphs and subparagraphs.

1. The instructions begin with the section “General Provisions”

2. “Job responsibilities.”

3. "Rights"

4. "Responsibility"

5. "Relationships"

The instructions contain the following details:

Name of organization and structural unit

Name of the document type (instructions)

Date and index (number)

Place of publication

Title, text, signature, approval stamp

The instruction is subject to mandatory approval by an administrative act or the direct signature of the manager in the approval stamp. Job descriptions are endorsed by department heads and the head of the human resources department (lawyer).

After approval, the employee writes on the instructions: I have read the instructions, date, signature.

Job Descriptions there are typical, exemplary and individual. They have a unified form and the same text structure for all positions. Done on a form.

Related information.

Document forms can be produced on the basis of the longitudinal or angular arrangement of details identifying the organization, and other details of document execution that supplement information about the organization. The use of a corner or longitudinal form does not affect the validity of the document or its legal status.

When positioned longitudinally ( longitudinal forms ) details “Name of organization”, “Type of document” and other necessary details on the form are placed along the top field and centered (centered).

Longitudinal arrangement of details on the form

Longitudinal forms in practice are used primarily for the preparation of normative legal acts.

An example of document formatting on a longitudinal form

It is advisable to use a longitudinal letter form in cases where the name of the organization contains large number printed characters, for example, may be the case when the form details are given in two or more languages. At the same time left details should be printed in Russian, and right - at the national level, at the same level. If the number of national languages ​​used is more than one, the details should be indicated in Russian at the top, and in the national language below, extending the line to the border of the right margin.

Longitudinal document form with details in two languages

Corner form

At an angular location ( corner forms ) details “Name of organization”, “Type of document” and other necessary details on the form are placed in the upper left corner.

On the corner form are the details “Name of the organization” (08), “Reference data about the organization” (09), “Name of the type of document” (10), “Place of preparation or publication of the document” (14), limiting marks for the details “Date of document” (11), “Document registration number” (12), “Link to registration number and the date of the document" (13) within the boundaries of the location zones of the details are placed in one of the following ways:

· centered (the beginning and end of each line of details are equally distant from the boundaries of the area where the details are located);

· flag (each line of details starts from the left border of the area where the details are located).

Centered method of arranging details on a corner form

Flag method of arranging details on a corner form

The corner form is the most convenient for processing and economical in terms of use of sheet area. In this case right side The top of the sheet can be used to place the details of the “Document Approval Statement”, resolutions, mailing marks, etc.

General form

The general form is used to produce any type of document, except for letters (there is a special type of form for letters). The general form, depending on the constituent documents of the organization, includes the following details:

· 01 - State emblem Russian Federation;

· 02 - coat of arms of a constituent entity of the Russian Federation;

· 03 - emblem of the organization or trademark (service mark);

· 08 - name of the organization;

· 14 - place of compilation or publication of the document.

There are special requirements for processing outgoing correspondence. This is due to the fact that it is of an informational and reference nature. When drawing up a service letter, you should take into account the requirements of GOST R 7.0.97-2016. This will allow you to maintain a clear structure of the document and maintain the required style of business communication, as well as correctly arrange the details of a business letter.

It is important to note that GOST R 7.0.97-2016 is advisory and organizations can themselves develop letterheads for business correspondence. Compliance with the specified GOST is mandatory only for federal bodies executive power.

The header of the document can be positioned either longitudinally or have an angular position (the details of the letter form, telephone numbers and addresses of organizations are usually located here). A sample letter with a corner arrangement of details is the most common option in modern office work.

Sample letter form with corner details

At the top of the document it is indicated:

• date;
• number;
• reference to the registration number and date of the document (if the correspondence is a response);
• title to the text, stated in one phrase.

The header of the service letter is located under the registration number. It contains an appeal to the addressee. Full name and the addressee's position should be located in the upper right corner of the document. A message to the recipient is written in the center.

From whom and to whom

The sender's company details are most often indicated on the company's letterhead. It is also necessary to correctly indicate the recipient of the correspondence, in other words, the addressee’s details:

• company name;
• name of the structural unit to which outgoing correspondence is sent;
• recipient's position;
• surname and initials of the recipient;
• postal address of the organization.

Sample letter on company letterhead

It is important to note that if a letter with the same content needs to be sent to several recipients, then first of all it is necessary to indicate the address of the main recipient and only then the others.

For example:

LLC "Elki-Palki"

Legal department

Moscow, Zelenaya street, 5

COPY

General Director

LLC "Green Branches"

Simakov V.A.

Saint Petersburg,

Frunze Street, 3

Date and number

After the outgoing document has been signed, a date is stamped on it. The date can be in the format 05/17/2019 or May 17, 2020. In cases where the date is indicated several times in a document, it is recommended to maintain the same writing style.

The registration number is assigned in accordance with the system for registering outgoing documentation adopted by the organization, and only after signing the document. The registration number consists of the serial number of the document, which can be supplemented by a case index or letters.

It is important to note that registering an outgoing document makes it easier for both you and your recipient to process mail.

When responding to received official correspondence, it is necessary to fill out the details “link to registration number and date of request.” In this case, the response letter indicates the date and number of the received message. This will ensure faster processing of correspondence at the recipient company.

Who signs

Official correspondence is mainly signed by managers, and in the event of his absence from the workplace - by his deputies or other officials who perform the duties of the manager during his absence.

It is important to note that modern business correspondence is sent not only by mail, but also by telegraph, faxes and email.

Do I need to indicate the artist?

Despite the fact that each business message is signed by the head of the company or his authorized officials, the correspondence itself is conducted by an ordinary ordinary employee, i.e. the executive. It is his name and contact information that we indicate in this part.

Information about the artist is always located at the very bottom, in the last lines. The full name, patronymic and surname of the employee is written, with his contact phone number on a new line, and even lower - his email address. We leave the font the same.

Is there a stamp?

Letters are usually not stamped, but if outgoing correspondence is of an official nature, issued on the organization’s letterhead and is intended to enter into legal relations with someone or another organization and be responsible for all positions expressed in the letter, management may wish to add additional details in the form of a seal.

GOST R 6.30-2003

Group T54

STATE STANDARD OF THE RUSSIAN FEDERATION

Unified documentation systems

UNIFIED SYSTEM OF ORGANIZATIONAL AND ADMINISTRATION DOCUMENTATION

Documentation requirements

Unified systems of documentation. Unified system of managerial documentation. Requirements for presentation of documents

Text Comparison of GOST R 6.30-2003 with GOST R 7.0.97-2016, see the link.
- Database manufacturer's note.
____________________________________________________________________

OKS 01.140.30
OKSTU 0006

Date of introduction 2003-07-01

Preface

Preface

1 DEVELOPED by the All-Russian Scientific Research Institute of Document Management and Archival Affairs (VNIIDAD) of the Federal archival service Russia

INTRODUCED by the Scientific and Technical Directorate of the State Standard of Russia

2 ADOPTED AND ENTERED INTO EFFECT by Resolution of the State Standard of Russia dated March 3, 2003 N 65-st

3 INTRODUCED FOR THE FIRST TIME

4 REPUBLICATION. March 2007

1 Application area

This standard applies to organizational and administrative documents related to Unified system organizational and administrative documentation (USORD), - resolutions, instructions, orders, decisions, protocols, acts, letters, etc. (hereinafter referred to as documents) included in OK 011-93 "All-Russian Classifier of Management Documentation" (OKUD) (class 0200000) .

This standard establishes: the composition of document details; requirements for the preparation of document details; requirements for document forms, including document forms with reproduction of the State Emblem of the Russian Federation.

Layout diagrams of document details are given in Appendix A; Samples of document forms are in Appendix B.

The requirements of this standard are recommended.

2 Composition of document details

When preparing and processing documents, use the following details:

01 - State Emblem of the Russian Federation;

02 - coat of arms of a constituent entity of the Russian Federation;

03 - emblem of the organization or trademark (service mark);

04 - organization code;

05 - main state registration number (OGRN) of a legal entity;

06 - taxpayer identification number/reason code for registration (TIN/KPP);

07 - document form code;

08 - name of the organization;

09 - reference data about the organization;

10 - name of the document type;

11 - document date;

12 - registration number of the document;

14 - place of compilation or publication of the document;

15 - addressee;

16 - document approval stamp;

17 - resolution;

18 - title to the text;

19 - control mark;

20 - text of the document;

21 - mark about the presence of the application;

22 - signature;

23 - document approval stamp;

24 - visa document approval;

25 - seal impression;

26 - mark on certification of the copy;

27 - mark about the performer;

28 - mark on the execution of the document and its sending to the file;

29 - mark on receipt of the document by the organization;

30 - identifier of the electronic copy of the document.

3 Requirements for the preparation of document details

3.1 The State Emblem of the Russian Federation is placed on document forms in accordance with the Federal Constitutional Law “On the State Emblem of the Russian Federation” (Collected Legislation of the Russian Federation, 2000, No. 52, Part I, Art. 5021).

3.2 The coat of arms of a constituent entity of the Russian Federation is placed on document forms in accordance with the legal acts of the constituent entities of the Russian Federation.

3.3 The organization’s emblem or trademark (service mark) is placed on the organization’s letterhead in accordance with the charter (regulations of the organization).

3.4 The organization code is entered according to the All-Russian Classifier of Enterprises and Organizations (OKPO).

3.5 The main state registration number (OGRN) of a legal entity is affixed in accordance with the documents issued by the tax authorities.

3.6 The taxpayer identification number/registration reason code (TIN/KPP) is entered in accordance with the documents issued by the tax authorities.

3.7 The document form code is entered according to the All-Russian Classifier of Management Documentation (OKUD).

3.8 The name of the organization that is the author of the document must correspond to the name enshrined in its constituent documents.

Above the name of the organization indicate the abbreviated name, and in its absence, the full name of the parent organization (if any).

The names of organizations of the constituent entities of the Russian Federation, which have, along with the state language of the Russian Federation (Russian), the state language of the constituent entities of the Russian Federation, are printed in two languages.

The name of the organization in the state language of the subject of the Russian Federation or another language is located below or to the right of the name in the state language of the Russian Federation.

The abbreviated name of the organization is given in cases where it is enshrined in the constituent documents of the organization. The abbreviated name (in brackets) is placed below or behind the full name.

The name of the branch, territorial office, representative office is indicated if it is the author of the document, and is located below the name of the organization.

3.9 Reference information about the organization includes: postal address; telephone number and other information at the discretion of the organization (fax numbers, telex numbers, bank accounts, email address, etc.).

3.10 The name of the type of document drawn up or published by the organization must be determined by the charter (regulations of the organization) and must correspond to the types of documents provided for by OKUD (class 0200000).

3.11 The date of the document is the date of its signing or approval, for the protocol - the date of the meeting (decision making), for the act - the date of the event. Documents issued by two or more organizations must have the same (single) date.

The date of the document is written in Arabic numerals in the sequence: day of the month, month, year. The day of the month and month are written in two pairs of Arabic numerals separated by a dot; year - four Arabic numerals.

For example, the date June 5, 2003 should be issued as 06/05/2003.

A verbal-numeric method of formatting a date is allowed, for example June 05, 2003, as well as formatting a date in the sequence: year, month, day of the month, for example: 2003.06.05.

3.12 The registration number of a document consists of its serial number, which can be supplemented at the discretion of the organization with a case index according to the nomenclature of cases, information about the correspondent, executors, etc.

The registration number of a document compiled jointly by two or more organizations consists of the registration numbers of the document of each of these organizations, separated by a slash in the order in which the authors are indicated in the document.

3.14 The place of compilation or publication of a document is indicated if it is difficult to determine using the details “Name of organization” and “Reference data about the organization”. The place of compilation or publication is indicated taking into account the accepted administrative-territorial division; it includes only generally accepted abbreviations.

3.15 The addressee may be organizations, their structural divisions, officials or individuals. When addressing a document to an official, the initials are indicated before the surname. The name of the organization and its structural unit is indicated in the nominative case. For example (hereinafter examples of the names of organizations, their reference data, etc. are conditional):

The position of the person to whom the document is addressed is indicated in the dative case, for example:

If a document is sent to several homogeneous organizations or to several structural divisions of one organization, then they should be indicated generally, for example:

It is allowed to center each line of the “Addressee” attribute in relation to the longest line. For example:

The document must not contain more than four addressees. The word “Copy” is not indicated before the second, third, fourth addressees. If there are more recipients, a document distribution list is created.

The “Addressee” attribute may include a postal address. Elements of the postal address are indicated in the sequence established by the rules for the provision of postal services.

When addressing a letter to an organization, indicate its name, then the postal address, for example:

When addressing a document to an individual indicate the recipient's last name and initials, then the postal address, for example:

3.16 The document is approved by an official (officials) or a specially issued document. When approving a document by an official, the stamp of approval of the document must consist of the word APPROVED (without quotation marks), the title of the position of the person approving the document, his signature, initials, surname and date of approval, for example:

It is allowed in the “Document approval stamp” attribute to center elements relative to the longest line, for example:

When a document is approved by several officials, their signatures are placed at the same level.

When approving a document by resolution, decision, order, protocol, the approval stamp consists of the word APPROVED (APPROVED, APPROVED or APPROVED), the name of the approving document in the instrumental case, its date, and number. For example:

The document approval stamp is located in the upper right corner of the document.

3.17 The resolution, written on a document by the relevant official, includes the names and initials of the executors, the contents of the order (if necessary), the deadline for execution, signature and date, for example:

It is allowed to draw up the resolution on a separate sheet.

3.18 The title to the text includes a brief summary of the document. The title must be consistent with the name of the document type.

The title can answer the questions:

about what (about whom)?, for example:

Order on the creation of a certification commission;

what (who)?, for example:

Job description of the leading expert.

The text of documents drawn up on A5 format may not include a title.

3.19 A mark on control over the execution of a document is indicated by the letter “K”, the word or stamp “Control”.

3.20 The text of the document is drawn up in the state language of the Russian Federation or in the state languages ​​of the constituent entities of the Russian Federation in accordance with the legislation of the Russian Federation and the constituent entities of the Russian Federation.

The texts of documents are drawn up in the form of a questionnaire, a table, a coherent text, or a combination of these structures.

When compiling a text in the form of a questionnaire, the names of the characteristics of the characterized object must be expressed by a noun in the nominative case or a phrase with a second-person plural verb of the present or past tense (“have”, “possess” or “were”, “were”, etc. .). Characteristics expressed verbally must be consistent with the names of the characteristics.

Columns and rows of the table must have headings expressed by a noun in the nominative case. Subheadings of columns and rows must be consistent with the headings. If the table is printed on more than one page, the columns of the table must be numbered and only the numbers of these columns must be printed on the following pages.

A connected text usually consists of two parts. The first part indicates the reasons, grounds, goals for drawing up the document, the second (final) - decisions, conclusions, requests, proposals, recommendations. The text may contain one final part (for example, orders - an administrative part without a statement; letters, statements - a request without explanation).

In the text of a document prepared on the basis of documents of other organizations or previously published documents, their details are indicated: name of the document, name of the organization - the author of the document, date of the document, registration number of the document, title to the text.

If the text contains several solutions, conclusions, etc., then it can be divided into sections, subsections, paragraphs, which are numbered in Arabic numerals.

In documents (order, instruction, etc.) of organizations operating on the principles of unity of command, as well as documents addressed to the management of the organization, the text is presented in the first person singular (“I order,” “I offer,” “I ask”).

In documents of collegial bodies, the text is presented in the third person singular (“resolves”, “decided”).

In joint documents, the text is presented in the first person plural (“we order”, “decided”).

The text of the protocol is presented in the third person plural (“listened”, “spoke”, “decided”, “decided”).

In documents establishing the rights and obligations of organizations, their structural divisions (regulations, instructions), as well as containing a description, assessment of facts or conclusions (act, certificate), the form of presentation of the text in the third person singular or plural is used (“the department carries out functions” , “the association includes”, “the commission established”).

Used in letters following forms statements:

- first person plural (“please send”, “we send for consideration”);

- first person singular (“I consider it necessary”, “please highlight”);

- from the third person singular (“the ministry does not object”, “VNIIDAD considers it possible”).

3.21 A note indicating the presence of the attachment named in the text of the letter is formatted as follows:

Application: for 5 l. in 2 copies.

If the letter has an attachment not named in the text, then indicate its name, number of sheets and number of copies; If there are several applications, they are numbered, for example:

If applications are bound, then the number of sheets is not indicated.

If another document is attached to the document, which also has an attachment, a note indicating the presence of the attachment is drawn up as follows:

Appendix: letter from Rosarkhiv dated 06/05/2003 02-6/172 and an appendix to it, only 3 pages.

If the application is not sent to all the addresses specified in the document, then a note about its availability is drawn up as follows:

Application: for 3 l. in 5 copies. only to the first address.

In the appendix to the administrative document (decrees, orders, instructions, rules, instructions, regulations, decisions), on its first sheet in the upper right corner they write “Appendix” indicating the name administrative document, its date and registration number, for example:

It is allowed to print the expression “APPENDIX” in capital letters, and also to center this expression, the name of the document, its date and registration number relative to the longest line, for example:

3.22 The “Signature” detail includes: the title of the position of the person who signed the document (full if the document is not drawn up on a letterhead document, and abbreviated for a document drawn up on a letterhead document); personal signature; decryption of the signature (initials, surname), for example:

It is allowed in the “Signature” attribute to center the job title of the person who signed the document relative to the longest line. For example:

When drawing up a document on an official's letterhead, the position of that person is not indicated in the signature.

When signing a document by several officials, their signatures are placed one below the other in the sequence corresponding to the position held, for example:

When a document is signed by several persons of equal positions, their signatures are placed at the same level, for example:

When signing a joint document, the first sheet is not drawn up on letterhead.

The documents drawn up by the commission do not indicate the positions of the persons signing the document, but their responsibilities within the commission in accordance with the distribution, for example:

3.23 The document approval stamp consists of the word AGREED, the position of the person with whom the document was approved (including the name of the organization), personal signature, transcript of the signature (initials, surname) and the date of approval, for example:

AGREED

Rector of the Financial Academy
under the Government of the Russian Federation

If approval is carried out by letter, protocol, etc., the approval stamp is drawn up as follows:

3.24 Document approval is issued with a document approval visa (hereinafter referred to as the visa), which includes the signature and position of the person approving the document, a transcript of the signature (initials, surname) and the date of signing. For example:

If there are any comments to the document, the visa is issued as follows:

Comments are attached

Comments are stated on a separate sheet, signed and attached to the document.

For a document, the original of which remains with the organization, visas are affixed at the bottom of the reverse side of the last sheet of the original document.

For a document whose original is sent from an organization, visas are affixed to the bottom of the front side of the copy of the document being sent.

It is possible to issue visa documents on a separate approval sheet.

It is allowed, at the discretion of the organization, to endorse the document and its attachments page by page.

3.25 A seal impression certifies the authenticity of an official’s signature on documents certifying the rights of persons recording facts related to financial means, as well as on other documents requiring certification of an original signature.

Documents are certified with the seal of the organization.

3.26 When certifying the compliance of a copy of a document with the original, below the “Signature” requisite, a certification inscription is placed: “True”; position of the person who certified the copy; personal signature; decryption of the signature (initials, surname); certification date, for example:

It is allowed to certify a copy of the document with a seal determined at the discretion of the organization.

3.27 The mark about the executor includes the initials and surname of the executor of the document and his telephone number. A mark about the performer is placed on the front or back side of the last sheet of the document in the lower left corner, for example:

V.A. Zhukov

3.28 A note on the execution of a document and sending it to the file includes the following data: a reference to the date and number of the document indicating its execution, or in the absence of such a document brief information about execution; the words "Get to work"; the file number in which the document will be stored.

The note on the execution of the document and its sending to the file is signed and dated by the executor of the document or the head of the structural unit in which the document was executed.

3.29 The mark on the receipt of a document by the organization contains the next serial number and the date of receipt of the document (if necessary - hours and minutes).

It is allowed to mark the receipt of a document by the organization in the form of a stamp.

3.30 The identifier of an electronic copy of a document is a mark (footer) placed in the lower left corner of each page of the document and containing the name of the file on computer media, the date and other search data installed in the organization.

4 Requirements for document forms

4.1 Documents are prepared on forms.

Two standard formats of document forms are established - A4 (210297 mm) and A5 (148210 mm).

Each sheet of the document, whether on a form or without it, must have fields of at least:

20 mm - left;

10 mm - right;

20 mm - top;

20 mm - lower.

4.2 Document forms should be prepared on white paper or light-colored paper.

4.3 Document forms are drawn up in accordance with Appendix A. The approximate boundaries of the areas where details are located are indicated by a dotted line. Each zone is determined by the set of details included in it.

4.4 Depending on the location of the details, two versions of forms are installed - angular (Figure A.1) and longitudinal (Figure A.2).

4.5 Props 01 (02 or 03) are placed above the middle of props 08. Props 03 can be placed at the level of props 08.

Details 08, 09, 10, 14, limit marks for details 11, 12, 13 within the boundaries of the location areas of the details are placed in one of the following ways:

- centered (the beginning and end of each line of details are equally distant from the boundaries of the area where the details are located);

- flag (each line of details starts from the left border of the area where the details are located).

4.6 For an organization, its structural unit, or an official, the following types of document forms are established:

- general form;

- letter form;

- a form of a specific type of document.

4.7 The general form is used for the production of any types of documents, except letters.

The general form, depending on the constituent documents of the organization, includes details 01 (02 or 03), 08, 11, 14.

The letter form, depending on the constituent documents of the organization, includes details 01 (02 or 03), 04, 05, 06, 08, 09 and, if necessary, limit marks for the upper boundaries of the areas where details are located 11, 12, 13, 14, 15 , 17, 18, 19, 20.

The form of a specific type of document, in addition to a letter, depending on the constituent documents of the organization, includes details 01 (02 or 03), 08, 10, 14 and, if necessary, restrictive marks for the boundaries of the zones of location of details 11, 12, 13, 18, 19.

4.8 For organizations of constituent entities of the Russian Federation that, along with the state language of the Russian Federation, have the state language of the constituent entity of the Russian Federation, it is advisable to use a longitudinal form; in this case, details 08, 09, 14 are printed in two languages: Russian (left) and national (right) at the same level.

4.9 When preparing documents on two or more pages, the second and subsequent pages are numbered.

Page numbers are placed in the middle of the top margin of the sheet.

APPENDIX A (for reference). LAYOUTS OF DOCUMENT DETAILS

APPENDIX A
(informative)

Figure A.1 - Location of details and zone boundaries on A4 format corner form

Figure A.2 - Location of details and zone boundaries on A4 format longitudinal form

APPENDIX B (for reference). SAMPLES OF DOCUMENT FORMS

APPENDIX B
(informative)

Figure B.1 - Sample of a general organization form

Figure B.2 - Sample corner form for a letter from an organization

Figure B.3 - Sample of a longitudinal letter form from an organization

Figure B.4 - Sample of a longitudinal letter form from an official

Electronic document text
prepared by Kodeks JSC and verified against:
official publication
M.: Standartinform, 2007

A business (official) letter is an information and reference document drawn up by an organization (individual) and sent to the addressee (organization or individual) usually by post. By agreement between the author and the addressee, a business letter can be sent by fax or email in the form of an electronic document or an electronic copy of the letter (scan). Files of emails and electronic copies of letters are usually created in pdf, tiff or jpeg graphic formats.

There are many types of business letters, distinguished by their purpose in management activities: cover letter, request, request, information letter, guarantee, claim, reminder, demand, etc. Regardless of the type, any business letter is drawn up on a special letter form (using the established set details).

The composition of the letter details and the rules for their execution are established by GOST R 7.0.97-2016 “System of standards for information, library and publishing. Organizational and administrative documentation. Documentation requirements."

Document fragment

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GOST R 7.0.8-2013 “SIBID. Record keeping and archiving. Terms and definitions"

36. document details: Document design element...

48. document form: A sheet of paper or electronic template with details identifying the author of an official document.

Scheme 1

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Letter form

Now let's focus on letterhead– it is used by organizations ( individual entrepreneurs) for correspondence. Judging by Scheme 1, the letter form can be:

• organization letter form;
• letter form from a structural unit, advisory, expert, methodological or other body: commissions, committees, councils, etc. Letter forms from such departments and bodies are used in cases where their leaders have the right to independently conduct correspondence on issues within their competence;
• official letter form. Job forms are usually used in government agencies and large companies.

Forms for letters from structural units and officials are not mandatory; the organization itself decides whether it needs them.

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GOST R 7.0.97-2016 “SIBID. Organizational and administrative documentation. Requirements for document preparation"

6.1 For the production of document forms, according to GOST R 7.0.8, paper of A4 (210 x 297 mm), A5 (148 x 210 mm) formats is used; For the production of resolution forms, paper of A5 (148 x 210 mm), A6 (105 x 148) formats is used.

Each sheet of the document, whether on a letterhead or without it, must have fields of at least:

20 mm – left;

10 mm – right;

20 mm – top;

20 mm – lower.

Documents with long-term storage periods (over 10 years) must have a left margin of at least 30 mm...

6.7 The general form is used for the production of any types of documents, except for business (official) letters...

The letter form, depending on the constituent documents of the organization and local regulations, includes details 01 (02 or 03), 05, 08, restrictive marks for details 10, 11, 12, 15, 17. The letter form of a structural unit additionally includes details 06, letter form official - details 07...

Let's decipher what these details are:

01 – coat of arms (State Emblem of the Russian Federation, coat of arms of a constituent entity of the Russian Federation, coat of arms (heraldic sign) of a municipal entity);

02 – emblem;

03 – trademark (service mark);

06 – name of the structural unit – author of the document;

08 – reference information about the organization;

10 – document date;

15 – addressee;

17 – title to the text.

These numbers will be used to denote them further in all examples of this article.

Depending on the location of the details, the letter form can be:

• corner(Examples 1 and 2) or
• longitudinal(Example 3).

Corner form details can be located centered method (as in Example 1) or flag(as in Example 2).

Typically, the names of the author of the document and his superior organization (if any) are written in the same font and size (size) as most of the details of the letter, including the text (Example 26). Some organizations highlight their name on the form with bold and/or larger font size, typing it entirely in capital letters - this is quite acceptable (marked with the number “5” in Examples 1–3). If the full name of the organization is too long, then the font is reduced (as in Example 2), but this is a forced exception.

But they try to write reference information about the organization 1–3 font sizes smaller than the main font of the document (“8” in Examples 1–3).

Example 1

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Example 2

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Example 3

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Forms for letters from structural divisions and forms for letters from officials additionally include (Examples 4 and 5):

• detail 06 “name of the structural unit - the author of the document” or
• 07 “name of the position of the person – the author of the document.”

Example 4

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Example 5

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When reproducing details 01 “Coat of Arms (State Emblem of the Russian Federation, coat of arms of a constituent entity of the Russian Federation, coat of arms (heraldic sign) of a municipal entity)", 02 “Emblem” or 03 “Trademark (service mark)” on the form, they are placed on the top field of the document above the center of the name of the organization (as in Examples 4 and 5) with an indentation of 10 mm from the top edge of the sheet and occupying part of the working area of ​​the document (i.e., crossing the lower border of the top margin of the document, which should be 20 mm high).

Props 03 “Trademark (service mark)” can also be located on the left at the level of the organization’s name, covering part of the left margin of the document (Example 6).

Example 6

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In business correspondence, “bilingual” forms are used:

These forms, as established by GOST R 7.0.97-2016, can be:

• angular, then the details are located on the same level:
• in Russian - on the left,
• on the other - on the right (see Examples 7 and 8) or
• longitudinal, then all the details of the form:
• first they go in Russian - from above,
• below - in another language.

On “bilingual” forms, the coat of arms or emblem or trademark is placed in the center of the top margin of the document. Only data about the author of the document is duplicated, and the places where you put the date and registration number of your letter, and links to the initiative document are placed once (see details 10, 11 and 12 in Example 7).

Example 7

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Example 8

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The issue of using punctuation marks in reference data about an organization is not specifically regulated; more correctly:

• do not put a period at the end of each line, but use punctuation marks within the line in the usual manner;
• start each line with a lowercase letter unless its first word requires writing with capital letter(Examples 1–6), but some organizations still begin all lines of this requisite with a capital letter (Examples 7 and 26).

Other details of the service letter

When preparing and executing a business letter, the following details are used:

10 – document date;

11 – registration number of the document;

14 – stamp restricting access to the document (if the letter contains confidential information);

15 – addressee;

17 – title to the text;

19 – mark about the application;

21 – visa;

22 – signature;

24 – print;

25 – mark about the performer.

Document date(see detail 10 in Example 9) is written in the sequence: day of the month, month, year in one of two ways:

• Arabic numerals separated by a dot: 03/18/2019 or
• verbally and digitally: March 18, 2019

When registering a date digitally, the word “year” in full or in abbreviation (“year”) is not written. When registering a date in a verbal-numeric way, the word “year” is written in abbreviation – “g.”

Document registration procedure and structure registration numbers(see detail 11 in Example 9) are established in the Organization’s Office Work Instructions or other local regulations(LNA). Registration of letters is carried out after they are signed by an official. In the registration number:

• The serial number of the outgoing letter within the calendar year must be recorded;
• as a rule, it is supplemented by a case index by nomenclature and (or) codes by classifiers used during registration.

In Example 9, the business letter registration number 02-01/98 includes:

• 02-01 – case index according to the nomenclature of cases;
• 98 is a serial number.

Which of these two components should be placed first and which should be second, what signs should be used to separate numbers from each other, and whether to use letter designations is a “private matter” of each organization. Just make sure that the signs you use to separate the “zones” of the registration number differ from those used inside these “zones”. Otherwise, it will be difficult to guess what is what, for example, in this number: 02-01-98. Even if clarifications are contained in the LNA, we must strive to ensure that open information in the document was intuitively understandable to employees of your and third-party organizations.

Link to registration number and date of received document(see detail 12 in Example 9) includes the registration number and date of the incoming letter to which the response is given. It is formalized only in response letters. The presence of this detail allows you to exclude from the texts of response letters expressions like “In response to your letter dated... No.... we inform...”, “Having considered your appeal dated... No...”, etc.

Document access restriction stamp(detail 14 in Examples 9 and 10) is placed in the upper right corner of the first sheet of the document (draft document, cover letter for the document) on the border of the top margin if the document contains information to which access is limited.

The types of access restriction stamps used in the organization must comply with legislative and other regulations legal acts RF and must be assigned to the LNA organization. The document access restriction stamp includes:

• restrictive inscription (“For official use”, “Confidential”, “Trade secret”, etc.),
• which can be supplemented by the document copy number and other information in accordance with the legislation of the Russian Federation and LNA.

For example, documents containing trade secrets are marked with:

From the article “Requisites for restricting access to a document” of magazine No. 9′ 2017, you will learn about existing types secrets, examples of the List of Confidential Information, design of the access restriction stamp, its modification and removal have been published; specifics of messages about the confidentiality of emails and stamping on documents with personal data

Destination letters (see details 15 in Examples 9 and 10) are placed to the right of the border of the top field (on a form with angular details) or to the right under the form details (with a longitudinal arrangement of the form details).

As a rule, the “addressee” attribute takes up several lines. In accordance with GOST R 7.0.97-2016 (clause 3.4), multi-line details are printed with 1 line spacing, component parts of the details are separated by additional spacing(“!” ibid.). The “destination” attribute lines are left aligned or centered relative to the longest line (compare Examples 9 and 10).

Example 9

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The more accurately you find out and indicate the addressee, the faster the letter gets to the contractor - it will be processed sooner. The recipient of the letter can be:

• organization;
• its structural unit;
• an official or other employee of the organization;
• group of organizations/officials;
• natural (private) person.

When addressing a letter organizations its full (Example 11) or abbreviated (Example 12) name is indicated in the nominative case.

When addressing a document to a structural unit organization in the “addressee” detail, the name of the organization is indicated in the nominative case and only below the division itself (one empty line is left between them). See Example 13.

Example 11

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Example 12

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Example 13

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When addressing a document official you can do it in several ways:

• start with the position of this person (Example 14), then:
• it is written in the dative case in full, including the name of the organization,
• Below on a separate line (usually without leaving a blank line) the surname with the initials of the official is indicated. Please note that the new GOST R 7.0.97-2016 requires the initials of the official to be placed after his last name (previously this was done only when addressing a document to individuals) or
• start with the name of the organization (Example 15), then:
• first comes the name of the organization in the nominative case (in full or abbreviated),
• and then, skipping 1 empty line, in the dative case the name of the manager’s position, including the name of the structural unit, last name and initials.

The first of the described options is used when addressing a letter to the head of the organization or his deputy, and the second - to the heads of structural divisions.

Example 14

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Example 15

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Before full name It is not necessary to leave a blank line in the “addressee” attribute, but this design makes it easier to capture key information (different options are shown in Examples 14–17 and 26). Just make sure that the indentation between the elements of one attribute is no more than 1 empty line and is less than the indentation from it to adjacent attributes (see “14” and “15” in Example 10).

Before the surname of an official it is allowed to use abbreviation for "Mr.", if the addressee is male, or "Mrs" (Madam), if the addressee is a woman (Examples 16 and 17).

Example 16

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Example 17

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There should not be more than 4 recipients in one document(Example 18). The word “Copy” is not placed before the second, third, and fourth addressees. If there are a larger number of addressees, a list (sheet, index) of document distribution is compiled, then on each letter 1 specific addressee is indicated or it is drawn up in a general way.

Example 18

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Example 19

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Example 20

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If a paper letter is sent through Russian Post or by courier, then they still need to inform recipient's postal address. It is convenient to immediately enter it into the “addressee” attribute (as was done in Examples 9 and 10, 21 and 22). And if you also use an envelope with a transparent window, then the recipient’s data on the letter will be visible in the envelope window and will not have to be duplicated on it. Just make sure that “unnecessary information” is not visible in the window. Some companies even use a special font to write the postal code (Example 22) so that it turns out the way postal workers are used to seeing it on envelopes, as well as their special equipment at automatic mail sorting units.

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Konstantin Soloviev, IT specialist

There are several fonts that "write" in a zip code style. These include, for example, Postindex, Pechkin. Both of these fonts have a license type - free for personal use, which means free for personal use, but prohibited for use for commercial purposes.

The problem is that if you want to buy a license for commercial use, you will not be able to do this except through the author of the font himself, because there are no recognized stock sites for fonts. And most other sites distribute these fonts without specifying the type of license. In practice, it turns out that companies often use these fonts without purchasing a special license.

Technically, these fonts can be used in any program, incl. in Word and Photoshop.

Elements of the postal address must be indicated in the sequence established by the Rules for the provision of postal services, approved by order of the Ministry of Communications and Mass Media of the Russian Federation dated July 31, 2014 No. 234 (the order of address elements “from private to general” came to us from Western countries, it is enshrined in the rules Universal Postal Union):

• street name, house number, apartment number;
• Name settlement(city, town, etc.);
• name of the area;
• name of the republic, territory, region, autonomous okrug (region);
• country name (for international postal items);
• postal code.

The addresses of the recipient and sender on postal envelopes are written in the same order. The addressee's address is written on the right side of the mail envelope, postcard or envelope postal item, and the sender's address is in the upper left corner.

The postal address is included in the “addressee” detail, indenting 1 empty line from the information about the recipient of the document (see “!” in Examples 9, 10 and 21).

Example 21

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Example 22

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If the address begins not from a unique name (for example, Pervomaiskaya street), but from the abbreviation of the generic word(Pervo Maya St., Lomonosov Ave., etc.), then the abbreviation is written with a small letter, even if the address of the author of the letter on the letterhead begins with it (as in Examples 5–7) and the address of its recipient in the “addressee” attribute (Example 21).

Please note: organizations rarely send letters to their employees. For these purposes, there are documents used for internal communications: reminders, notifications, etc., on which it is appropriate to add his position in your organization to the recipient’s last name and initials. Letters to individuals addressed when you address them as individuals.

When sending a letter by email or fax(without delivery by mail) postal address is not indicated. For convenience of working with the document, you can specify an email address or telephone / fax number, again leaving 1 empty line (see Examples 23–25).

Example 23

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Example 24

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Example 25

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Title to text(prop 17) of the letter is formulated with the preposition “O” (“About”) and answers the question “about what?” For example, “On the provision of information”, “On the provision of scientific and technical assistance”.

To make the title of the text as concise and accurate as possible, it must be compiled according to the model:

• the preposition “O” (“About”) and
• verbal noun.

The title for the text in letters is drawn from the border of the left margin below the details of the form, with 1-3 empty lines indented. See Examples 9, 10 and 26.

Example 26

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Headings consisting of several lines (as well as other multi-line details) are printed with one line spacing. There is no period at the end of the title. Headings are printed without quotation marks and are not underlined.

Read about the relationship between the concepts of “blank line” and “line spacing” in the answer to magazine question No. 3′ 2019

Application mark(detail 19) contains information about the document/documents attached to the letter (accompanying, claim, etc.).

A note about the application is drawn up from the border of the left margin under the text of the document (it is acceptable even without additional spacing, which will additionally protect the text from “additions” at the end of the text after signing the document, see “19” in Example 34).

See the article “Appendix mark on a document: updating design rules and complex cases” of magazine No. 8′ 2018, which notes the innovations of clause 5.19 of GOST R 7.0.97-2016, and also explains which recommendations of the standard should be treated with caution , we also recommend examples of designing a note about the application for various cases, incl. not specified in the new standard

The application note is formatted as follows:

1) if the application is named in the text, then abbreviated: indicate only the number of sheets and copies (see two marks “19” in Example 34).

When mentioning an attachment document in the body of a letter:

• after it in parentheses it should be noted: “(attachment)”, “(attached)”, “(attached questionnaire)”. And although clause 5.19 of GOST R 7.0.97-2016 mentions only the first of the options we listed, they are all correct;
• its number is not indicated (it is written only in the texts of administrative and other documents: “(Appendix 1)”, “(Appendix 2)”). That is why in the standard the methods for registering an application note are differentiated: first they are set out for correspondence, then for administrative and other documents (agreements, acts, etc.);

2) if the application is not named in the text or if there are several applications, then they also add identification details of application documents: type of document and author, date and number, title to the text (or those of these details that the application has, usually more than full composition there are independent documents that appear as attachments in cover letters), see Example 35;

3) if the application(s) are bound, then it is not necessary to indicate the number of sheets, – Example 28;

4) if the application has its own applications with independent pagination, then make a note about them according to the example of Example 29;

5)if the application is a separate electronic medium(CD, USB flash drive, etc.), then GOST R 7.0.97-2016 recommends writing about it after the word “Appendix” very briefly: “CD-R in 1 copy.” For more accurate identification, you can add information about each document recorded on the medium: who its author is; file name with its extension and volume; and if in the text of the letter the document recorded on an electronic medium is not named, then its name along with other available identification details (date and number). Such a complete version of the design of a note about the attachment in a letter is shown in Examples 30 and 31. But since GOST R 7.0.97-2016 does not require this; you can make your task easier and limit yourself to following its instructions.
The same standard on the insert (envelope) in which the media is placed requires that the names of documents recorded on the media, file names be indicated (an example of this is not shown in GOST R 7.0.97-2016). In practice, you can follow ours from Example 32;

6) if with one cover letter a large number of applications are sent, can be compiled application inventory, which sequentially lists the names of all application documents, indicating the number of sheets and copies of each, and in the note about the application a link to this inventory is given (Example 33).

Example 28

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Example 29

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Example 30

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Example 31

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Example 32

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Example 33

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Example 34

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Example 35

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If the application is multi-page and you are sending several copies of it with the letter, then the mark must indicate the number of sheets in one copy of the application.

Even if there are several applications, the word “Appendix” in the mark GOST R 7.0.97-2016 requires that it be used in the singular (as was the case in the previous GOST on the preparation of organizational and administrative documents) - see Example 35.

If there is only one application, then we write it with a small letter after “Application:”. And if there are several, then we number them with numbers followed by dots, so each application then begins with a capital letter, and at the end of the sentence about it there is also a dot (Example 35).

If the attachment is a copy, then this must be indicated (Example 35).

On the letter attachments themselves, no notes about the attachment are placed in the upper right corner. An attachment to the letter may be:

• or a document that has already been finalized (charter, order, contract, etc.), so in principle no marks can be made on it,
• or a draft document, but it should also not contain any unnecessary information and no details not provided for by the type of document the draft of which is attached to the letter. After all, when he is signed and he begins to live an independent life, the “extra” note about the attachment to the letter will only hinder him.

Visa(detail 21) indicates the agreement or disagreement of the official (employee) with the contents of the draft letter. Visa approval includes:

• his position,
• signature,
• decryption of the signature (first initials, then surname) and
• date of approval.

Depending on whether the addressee needs to send the original letter by mail or whether it is sufficient to send a copy by fax or e-mail, visas are affixed:

• on a copy of the letter (visa copy) placed in the file, on the last sheet of the document in a text-free space closer to the bottom margin - if the paper original is sent to the addressee;
• on the back of the last sheet of the original - if it remains with the author of the document.

If approval of draft outgoing letters is carried out in the system electronic document management(EDS), then the data on the approval results are recorded in the document registration card in the system.

Depending on whether there are comments on the draft document or not, the visa is issued in one of the following ways:

Example 36

A visa is issued upon approval of a document within the organization, and a stamp is issued upon external approval from third-party legal entities. Letters are never stamped with approval - if information must come from several organizations, it is possible to issue a joint letter, but this is a rare practice even for government agencies.

Signature(props 22) includes:

• job title of the person signing the document,
• his handwritten signature,
• transcript of the signature (initials before the surname).

This is the classic complete composition of the elements (attributes) of the “signature” attribute, which in some cases is abbreviated:

• when drawing up a document on an official’s letterhead, the position of this person in the signature is not indicated at all (Example 38);
• Usually the letter is drawn up on the organization’s letterhead, with its full name at the top, therefore the signature of the position does not contain this name of the organization. For example, “General Director” is indicated (as in Example 34) instead of the full version “General Director of Symphony LLC”;
• We follow the same principle when we draw up a letter on the letterhead of a structural unit - in the signature, the position does not repeat not only the name of the organization, but also the name of the unit: it turns out “Department Director” (as in Example 26) instead of “Director of the HR Department of JSC “ Servisstroykomplektatsiya.”

Example 38

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The phrase "With respect,", as well as the opening address “Dear...!” separated from the text by additional line spacing, by analogy with the components of the details. An example of a business letter with a label frame can be found in Appendix 6 to the Sample Instructions for Office Work in Government Organizations, approved. by order of Rosarkhiv dated April 11, 2018 No. 44. But if you are not government organization, then you can write “Sincerely,” immediately above the signature line, without adding a blank line between them.

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When signing a letter a person who has the right to sign in case of temporary absence of the manager, corrections to the title of the position and the transcript of the surname of the already prepared and agreed upon draft letter are made by hand or using the appropriate stamps. In this case, it is better not to cross out the original version of the position and full name that is being corrected (in GOST R 7.0.97-2016 there is no clear wording on the method of making corrections).

In this situation, it is not allowed to put a slash or the preposition “for” before the name of the original position.

Example 41

Registration of a signature when replacing a signatory (with correction of the position and full name of the signatory)