How to write Appendix 1 3. Rules for writing a business letter. To the order of the Russian Ministry of Atomic Energy
Novosibirsk, 630102
St. Kirova, 76, apt. 12,
Moscow, 103030
Skaterny lane, 22,
G.N. Nekrasov
A.N. Smirnov
If the letter is addressed to the head of an organization, the name of the organization must be part of the addressee’s job title. For example: Rector of the Ural State
Forestry University
prof. V.N. Starzhinsky.
If the letter is addressed to an official, first indicate the position, then the surname and initials, then the address of the organization. For example: To the director joint stock company"Christie"
If the letter is addressed to a private person, the recipient's initials and surname are indicated first, followed by the address and postal code. For example: P.I. Grigoriev
If the person in whose name the letter is written has an academic degree or title, then it should be indicated before the last name.
Text abbreviation "gr." (from the word citizen) is used when the person to whom the letter is addressed is considered as a subject civil legal relations. In correspondence with organizations in other countries, the words “Mister” and “Mr.” are abbreviated as “G.”, “Mr.”
Title to text should be formulated in one phrase. The content in it is expressed in the form prepositional case. The title is not highlighted with quotation marks; it is written with a capital letter and begins immediately from the left margin of the sheet. The title should not exceed two lines. For example: On the purchase of bricks, On the supply of coal under contract No. 33-022/567.
Text– the main details of the letter. The maximum length of a standard line of an official letter is 64 printed characters, which is 17 cm. (A4 format.)
Marking the presence of the application This is done if any documents are attached to the letter. In the lower left corner of the letter, immediately from the field, the word “Attachment” is placed, then the names of the attached documents are placed in numerical sequence indicating the number of copies and sheets. No entry is made under the word “Application”. For example:
Appendix: Copy of the contract with the company "Killer"
An indication of the presence of the application mentioned in the text of the letter can be made in the following form: Application: on ______l. in _____ copies. The number of sheets is not indicated in the bound application.
The documents themselves included in the application must have all the necessary details: name of the document type, title, date, signature. In addition, on attachments, a mark is made in the upper right corner indicating the connection of the application with the main document. If the application is an independent document, it is sent with cover letter.
The signature details are placed to the left under the text of the letter immediately from the field. The signature includes the job title of the person signing the letter, personal signature and its transcript. Since business letters are written on institutional letterhead, the name of the institution is not indicated in the signature. Two signatures are placed if it is necessary to confirm the validity of the first signature, and in particular important documents. When a letter is signed by several officials, their signatures are placed one below the other in the sequence corresponding to the position held. For example: Director of the Institute Signature A.S.Markin
Chief accountant Signature R.P.Volkov.
When a letter is signed by several persons occupying the same positions, their signatures are located at the same level:
Head of the ITM Department Head of the VM Department
Signature V.A.Popov Signature A.Yu.Vdovin.
Here is an example of design service letter with angular placement of details.
2.4.2.1 Title to the text (props 17)
Application; for 2 l. in 3 copies.
for 12 l. in 3 copies.
If the application is bound, then the number of sheets is not indicated, for example: Application: Standard instructions on office work in ministries and departments Russian Federation in 3 copies.
2.4.3 Coordination, signing and approval of the document
4.2.1 Title to the text (props 17)
Having finished composing the text of the document, a title is formulated for it, which is a mandatory element of any documents executed in A4 format, regardless of the type, content and purpose of the document. The title is grammatically consistent with the name of the species. It briefly, clearly and clearly reflects the main content of the document. The title most often answers the questions “about what?”, “about whom?” and is formulated using a verbal noun. For example: Letter - About opening a company; Agreement - On the supply of containers; Regulations - About accounting, etc.
But in documents such as protocols, instructions, acts, rules, the title answers the question of who (what). For example: job description - secretary-assistant; minutes - board meetings; act of acceptance of premises; rules - labor regulations, etc.
The title is written by the person who prepared the document. It is located in the upper left corner of the document under the main details of the form and greatly facilitates the processing of the document, since without reading the entire text, you can get an idea of the content and send the document for execution. The header makes it easier to register a document, search for it, and organize control. The title helps to correctly include the document in the case and makes it easier to find the required document in action. Mandatory heading is the most important requirement for the cultural design of a document. Without a heading, it is allowed to compose only short documents made in A5 format (148x210): notices, telegrams. One title line must contain no more than 28 characters. The title is printed without quotation marks and is not underlined.
2.4.2.2 Marking the presence of the application (props 20)
Separate official documents have attachments. Such attachments can be any documents sent with a covering letter explaining the reason for their sending. Regulatory or administrative documents are accompanied by documents that are either approved by them or put into effect. For example, instructions, rules, staffing schedules, etc. As attachments, documents can be sent that supplement or explain the contents of the main document, for example tables, certificates, etc.
The procedure for completing applications is described in GOST R 6.30-97. If attachments are mentioned in the text of the document, then a note about their presence is drawn up in the form:
Application; for 2 l. in 3 copies.
The word "Application" is written with capital letter directly from the field is always in the singular, followed by a colon and the number of sheets and copies is indicated.
If the appendices are not named in the text, their name is given in the appendix note indicating the number of sheets and copies in each appendix. If there are several applications, they are numbered. For example;
Appendix: 1 Instructions for office work
for 12 l. in 3 copies.
2 Review of the draft instructions for 2 pages.
There are 1.5-2 line spacing between application names, and if the application name takes up several lines, then it is printed with one line spacing.
If another document is attached to the document, which also has attachments, then a note about the presence of an attachment is drawn up in the following form:
Appendix: letter of the Ministry of Health of the Russian Federation dated November 13, 1997 No. 01-17/785 and its appendix, 12 pages in total.
If, when sending a document to several addresses, the attachment is not sent to all recipients, then the mark on the presence of attachments indicates to which address the attachments are sent, for example:
Application: for 5 l. in 1 copy. to the first address.
If the application is bound, then the number of sheets is not indicated, for example: Appendix: Standard instructions for office work in
ministries and departments of the Russian Federation in 3 copies.
The documents themselves - annexes to administrative documents - have a mark in the upper right corner of the first sheet indicating which document they are annex to.
Many management documents have appendices. An appendix to a document can be either an independent, finalized and valid document, as well as a draft document or part of a document that explains or reveals the content of individual provisions of the main document. In this article we will discuss how to prepare an appendix to a document.
An attachment to a document can be an independent, finalized and valid document (for example, a copy of the organization’s charter, a copy staffing table organizations, signed and registered copies of the agreement sent to the counterparty, etc.), as well as a draft document (for example, a draft resolution, a draft order) or a part of the document that explains or reveals the content of individual provisions of the main document (for example, a list of members of a commission created by order of the head of the commission , which is an annex to this order, or an action plan, also approved by the order).
Preparation of attachments to documents according to all rules
There are two types of connection between the main document and its attachments: the main document and the attachment are connected by the need to send documents, that is, document flow, for example:
- cover letter and attachment thereto;
- The main document and the appendix are related by the following content:
- the contract and its annex in the form of a cost estimate, calendar plan or other document;
- an order and an action plan or a list of commission members disclosing the content of the relevant paragraphs of the administrative part of the order;
- order and the regulations approved by this order, which are annex to the order.
In the first case, the cover letter and application documents constitute a single set of documents, in the second case, the main document and application documents are parts of one document.
Depending on how the main document and attachments are connected, the attachment mark is formatted differently.
How to prepare an application when the main document and applications are connected by the need to forward
Let's consider the first option, when the main document and appendices are combined mainly to ensure the sending to the addressee of documents that are independent in nature and in no way related to each other in content. Since documents of an independent nature are sent with the covering letter, which may be finalized documents or prepared draft documents, you cannot make any additional marks or put additional details on these documents. In this regard, a special requisite - a mark on the presence of applications, containing information about the applications, is affixed to the cover letter.
The rules for issuing a mark on the presence of applications are established by GOST R 6.30-2003 “Unified documentation systems. Unified system organizational and administrative documentation. Requirements for the preparation of documents” (hereinafter referred to as the Standard). And although the Standard provides for several options for mark design, in practice there are situations not provided for by the standard. In this regard, it makes sense to consider all situations, both provided and not provided for by the Standard.
Application design situations provided for by the Standard
- If the application document is named in the text, the presence of the application is noted as follows:
Application: for 5 l. in 2 copies.
If the letter has an attachment that is not named in the text, then in the note about the presence of the attachment indicate its name, the number of sheets and the number of copies, and if there are several attachments, they are numbered, for example:
If applications are bound, then the number of sheets is not indicated. For example, if the application document is named in the text:
Appendix: 1 copy.
or if the application document is not named in the text:
Appendix: Catalog of spare parts for washing machines Samsung in 1 copy.
If another document is attached to the document, which also has attachments, a note indicating the presence of the attachment is drawn up as follows:
Appendix: letter from Rosarkhiv dated 06/05/2010 No. 02-6/172 and annex to it, only 3 pages.
If the application is not sent to all the addresses specified in the document, but only to the first (main) addressee, a note about the application is drawn up as follows:
Application: for 3 l. in 5 copies. only to the first address.
Non-standard situations for preparing attachments to cover letters
As already mentioned, in practice situations arise the design of which is not provided for by the Standard. Let's look at them.
1. Documents on paper and electronic media (floppy disks, CDs, DVDs, flash cards) can be sent as attachments to the cover letter. In this case, the presence of applications can be marked as follows:
Since the number of sheets of the application document in the mark on the presence of the application is indicated to control the completeness of documents when sending and receiving them, when sending documents on electronic media, it is enough to indicate the number of media themselves.
If only a document on electronic media is sent with the covering letter, the attachment note can be formatted as follows:
Appendix: Draft contract for the supply of electrical products on CD, 1 copy.
2. A note about the attachment is drawn up in a special way when sending confidential documents (documents containing official secrets marked “For official use”, trade secrets marked “Trade Secret” or other confidential information marked “Confidential” or “Strictly Confidential” or other ).
Although normative legal acts not installed special order drawing up cover letters and marking the presence of an attachment when sending confidential documents; in practice, such rules have developed. These rules are enshrined in local regulations(rules, regulations, instructions) that regulate confidential office work in organizations.
In accordance with these rules, when sending confidential documents in the covering letter, in the note about the presence of an attachment, the number of the attachment document is additionally indicated (meaning registration number document) and the stamp of restriction of access to the document, for example:
Attachment mark when document and attachment are related by content
Let's consider the design of applications in cases where the main document and the application are related in content. These kinds of applications can have the most various documents: administrative documents (decrees, decisions, orders, instructions), any types of contracts, especially civil ones, various acts (inspections, audits, examinations, etc.), plans, programs, reports, etc.
Since in this case, as noted above, the application document is an integral part of the main document, marks about the presence of the application are present in both the main document and the application document, but they are formatted differently, not in the same way as in cover letters.
As a rule, when drawing up the main document, a link to the application is made in the corresponding paragraph of the document. Let's take the text as an example administrative document.
Design with one application
Design with multiple applications
Accordingly, on each attachment to the main document, a note about the attachment is drawn up in the form established by GOST R 6.30-2003:
Appendix 2
to the order of Rosarkhiv
from 15.03.201 1 No. 35
The word “application” can be printed in capital letters with the sign No, it is also allowed to center the prop lines relative to the longest line:
Appendices to contracts, acts, plans, reports and other documents are drawn up in a similar way, for example, on the appendix to the agreement:
If an attachment to a document is a document approved by an administrative document (for example, an order), then along with a mark on the attachment, the approved attachment document must also have an approval stamp. Since the approval stamp also contains a link to the main document (for example, an order), Methodological recommendations on the development of instructions for office work in federal bodies executive branch(approved by order of the Federal Archive of December 23, 2009 No. 76) provides for the following.
If the attachment to a document (for example, to an order) is an approved document (regulations, rules, instructions, regulations, etc.), a mark about the attachment is placed in the upper right corner, and below is the approval stamp of the document, for example:
Appendix No. 1
APPROVED
by order of Rosarkhiv dated November 12, 2009 No. 125
That is, in this case, in order not to repeat the reference to the administrative document (order) in the application note and in the approval stamp, the date and number of the administrative document are given once - in the approval stamp.
V.F. Yankovaya, Ph.D. ist. Sciences, Associate Professor, Deputy Director of VNIIDAD
When creating one document, we are often faced with the need to attach another to it. Of course, we attach to the cover letter everything that we list in it. But there are also orders for core activities, contracts, and many other documents. How to submit an application, including on electronic media? How to register an application and how to mark the application itself? Find answers to these questions in the article.
Formatting an attachment to a cover letter
As you already know, it is customary to send documents to the recipient along with , which is a kind of guarantee that the information sent is received in full. Let's talk about how to correctly and in full compliance with the rules of office work draw up attachments to cover letters.
The best rules for designing applications are covered in There is nothing to add here, so I’ll just quote the document:
“A note about the presence of the attachment named in the text of the letter is drawn up 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:
Appendix: 1. Regulations on the Regional Lending Department for 5 pages. in 1 copy.
2. Rules for the preparation and execution of documents of the Regional Lending Department for 7 pages. in 2 copies.
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 N 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."
If we are talking about the application of documents, then the information provided is simply comprehensive. What if you attach information on electronic media? There is no need to invent anything, we act in full accordance with GOST:
Appendix: Regulations on the Regional Lending Department on a flash card in 1 copy.
As you can see, we do not indicate the number of application sheets, since there is no danger that several of them will be lost. It is enough to indicate the number of storage media.
Finally, if you are sending information both in paper form and electronically, it is customary to write it like this:
Appendix: 1. Regulations on the Regional Lending Department for 5 pages. in 1 copy.
2. The same on a flash card in 1 copy.
Thus, the cover letter and its attachments are independent documents, each of which has its own registration data. In the text of the cover letter we write this: “We are sending you the contract agreement dated 05/03/2013 No. 45”, after which the letter receives its own index - the outgoing number. The letter and its attachments can exist without each other.
Preparation of attachments to other documents
We are talking about appendices to contracts, instructions, etc. They are designed slightly differently than those discussed above.
If the document requires the presence of an appendix, then references to it should already be in the text of the order, agreement or instruction.
For example, a mention of the application in the office work instructions:
Documents are registered in the Register of Incoming Documents (Appendix 10).
or in the order for the main activity:
I ORDER
1. …
2. The working group collect information in Form No. 1 (Appendix No. 1 to this Order).
or in a contract:
3.2. The list of materials and equipment provided by the Customer to perform the work is specified in Appendix No. 1, which is an integral part of this Agreement.
Therefore, if you plan to attach something to a document, this attachment must be referenced in the document. The attachments and the document (as opposed to the cover letter) are one whole here. Without applications, no one will be able to work with an order, and no one needs the applications themselves without an order.
Application design
The application itself does not receive any marks if sent to the recipient along with a cover letter.
In the second case, when the document and its attachment are inseparable from each other, the attachments receive marks.
GOST R 6.30-2003 will again tell us how to do this:
“In the annex to the administrative document (decrees, orders, instructions, rules, instructions, regulations, decisions), on its first sheet in the upper right corner write “Appendix N” indicating the name of the administrative document, its date and registration number, for example:
Appendix No. 2
to the order of Rosarkhiv
dated 06/05/2003 N 319
It is allowed to print the expression “APPENDIX N” 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:
1. The letter is printed on white paper or light-colored paper in A4 (210 x 297 mm) or A5 (148 x 210 mm) format.
2. The sheet must have fields of at least:
20 mm - left;
10 mm - right;
20 mm - top;
20 mm - lower.
The date of the letter is the date it was signed. The date 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.
4. Outgoing number.
The registration (outgoing) number of the letter consists of its serial number, which can be supplemented at your discretion with an index (for example, the initials of the head of the direction). The registration number of a letter compiled jointly by two or more departments consists of the registration numbers of the letter of each of these departments, separated by a slash.
6. Addressee
The recipient may be organizations, their structural divisions, officials or individuals. When addressing a letter to an official, the initials are indicated BEFORE the last name. The name of the organization and its structural unit is indicated in the nominative case.
For example:
LLC "Company "Name"
Planning department
The position of the person to whom the letter is addressed is indicated in the dative case, For example:
General Director
LLC "Company "Name"
A.A. Ivanov
LLC "Company "Name"
Planning department
B.B. Petrov
The letter should not contain more than four addressees. The word “Copy” is not indicated before the second, third, fourth addressees. If the number of recipients is larger, a mailing 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:
LLC "Company "Name"
Yaroslavsky pr-kt, 12, Yaroslavl, 150001
When addressing a letter to an individual indicate the surname and initials of the recipient, then the postal address, For example:
Sidorov V.V.
st. Svobody, 5, apt. 12,
Yaroslavl, 150000
7. Text of the letter
The text of the letter is drawn up in the form of a table, coherent text, or a combination of these structures.
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 subsequent pages.
A connected text usually consists of two parts. The first part indicates the reasons, grounds, goals of writing the letter, the second (final) - decisions, conclusions, requests, proposals, recommendations. The text may contain one final part (for example, a request without explanation).
In the text of a letter prepared on the basis of documents of other organizations, 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.
Used in writing following forms statements:
First person plural (“please send”, “send for consideration”);
First person singular ( “I consider it necessary”, “please highlight”);
Third person singular ( “society does not object”, “Name” LLC considers it possible”).
8. Application
A note indicating the presence of the attachment named in the text of the letter is issued 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:
Appendix: 1. Lease agreement for 5 l. in 2 copies.
2. Transfer and acceptance certificate for 1 liter. in 2 copies.
If applications are bound, then the number of sheets is not indicated.
If another document is attached to the letter, which also has an attachment, a note indicating the presence of the attachment is issued as follows:
Appendix: letter of the Ministry of Internal Affairs of the Russian Federation dated 05.05.2007 N 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 indicating its availability is issued as follows:
Application: for 3 l. in 5 copies. only to the first address.
9. Signature
The “Signature” detail includes: the title of the position of the person who signed the letter (full if the letter is not drawn up on a letterhead, and abbreviated for a letter drawn up on a letterhead) and a transcript of the signature (initials, surname), For example:
When a letter is signed by several officials, their signatures are placed one below the other in the sequence corresponding to the position held, For example:
When signing a document by several persons of equal positions, their signatures are placed at the same level, For example:
10. Print
The seal impression certifies the authenticity of the signature official on documents certifying the rights of persons recording facts related to BY FINANCIAL means, as well as on other documents PROVIDING certification of an original signature.
11. Performer
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:
