Letter of request– one of the most common types of business correspondence. Among entrepreneurs, such letters are used when representatives of one organization contact another with a request for a service. Such messages can be used in completely different situations, for example, when there is a need to obtain information about products, see product samples, meet a business traveler, coordinate some actions, etc.

Rules for writing a letter of request

We bring to your attention a general template of such a document for downloading:

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For obvious reasons, a letter of request does not have a standard template, but despite this it is a form of an official document. That is why, when drawing it up, you should adhere to certain standards established by the rules of office work and business ethics. Before moving directly to the basic rules for its preparation, it should be noted that it can be addressed either to a group of people (for example, managers, accounting department employees, lawyers, etc.) or to a specific addressee.

Like any other document, this letter must contain introductory part, namely:

• information about the sending company making the request and the company to which it is addressed;
• reason for the request (“due to delay”, “due to receipt”, “based on the results”, etc.);
• references to the basis (“based on an oral agreement”, “based on negotiations”, “based on a telephone conversation”, etc.);
• purpose of the appeal (“to resolve the issue”, “to avoid conflict”, “to eliminate violations”, etc.).

Followed by main part directly related to the request. It must be expressed using any derivative form of the verb “to ask” (“we ask you”, “we make a request”, etc.), and since such a message is, in any case, a petition for some kind of service, it must be written in a respectful manner. It’s good if the request is preceded by a compliment (“knowing your great capabilities,” “admiring your organizational talents,” etc.).

If the letter contains several requests at once, then they must be indicated in separate paragraphs or paragraphs.

The unspoken rules of correspondence between organizations state that a response to a multi-stage request can also be sent in one message, with separate comments on each item. It should be noted that this type of correspondence reduces the volume of document circulation and, therefore, reduces the time for reading and processing such letters.

If the letter implies receiving a response within a certain period of time, then this must be indicated as correctly as possible in the text of the message.

As a rule, letters are sent and received by the organization's secretaries (in large companies, entire departments do this). After compiling or reading, they pass them on to the head of the enterprise for review. Exceptions are messages marked “confidential” or “personal delivery” - such letters are sent directly to the addressee.

Instructions for writing a letter of request

Since this message is part of corporate correspondence, the author must first be indicated, namely: the name of the sending company, its actual address and contact telephone number. Then you need to enter information about the addressee: also the name of the company and the specific recipient. Further in the middle of the line you can immediately indicate that this is a letter of request (but this is not necessary).

The next part of the letter concerns the request itself. First, it is advisable to justify it and only then express the essence of the request. At the end, the letter must be signed (it is better if this is done by the head of the company or an authorized, trusted person), and also indicate the date of creation of the document.

How to send a letter

The letter can be sent by email or fax - this is quick and convenient, but conservative sending via Russian Post will allow the letter to be presented in a solid and attractive manner. For example, you can make a request in writing by hand in beautiful calligraphic handwriting or print the text on good, expensive paper.

Attention to such little details will make it clear to the addressee how respectful the opponent is towards him, and will also once again emphasize the significance of the request. The only thing to remember is that letters via regular mail take a long time, so the message must be sent in advance so that the document is delivered to the recipient on time.

After sending the letter

This message, like any other document, must be registered in the journal of outgoing documentation. In the same way, the recipient of the letter registers the arrival of correspondence. In case of misunderstandings that occur in business relationships, recording the fact of sending and receiving letters will help to quickly understand the situation.

Examples of writing request letters with explanations

So, we have understood that a request letter is a letter that contains a request to the recipient. The purpose of the text is to induce the recipient to perform an action that is beneficial to the sender. The letter must contain a formulated request and its rationale. It is advisable to formulate the request in such a way as to justify why it should be beneficial for the recipient to comply with the request. The sender must not only know the rules for composing the text, but also take into account psychological nuances. Next, we will consider specific example templates depending on the situation.

Letter of request for funds

The letter is drawn up if it is necessary to obtain the allocation of funds from the state, sponsors, or individuals.

From the NGO “Help to Pensioners”
Member of the Legislative Assembly
Ivanov I. I.

Hello, Ivan Ivanovich. I am a representative of the non-profit organization “Help for Pensioners”. We help lonely pensioners: we bring food, help with cleaning and repairs.

Our organization has existed for 5 years. Previously, we managed to finance our activities ourselves, however, due to the expansion of NGOs, funds began to run out. We need money to rent premises, pay salaries to employees, and purchase equipment.

At a recent Government meeting, the President mentioned the difficult situation of pensioners and noted that the situation urgently needs to be changed. In this regard, I ask you for 200,000 rubles for the needs of the NGO “Help for Pensioners.”

Sincerely, Petrova A. A.

Explanation:

The above text is compiled according to all the rules. He has:

• The name of the NPO and an explanation of its activities.
• A request for money, an explanation of its necessity (money is needed for rent and salaries).
• Mention of the President. It is necessary to justify the benefits of sponsorship for the official. What is the deputy interested in? In career growth. Helping the organization will help achieve this goal.

The specific amount of funds that the commercial organization needs is also indicated.

Letter of request for delivery of goods

The letter is usually sent to the company's partners. It is advisable to justify the mutual benefit for both companies in the text.

To the head of the company "AAA"
Ivanov I. I.
From the head of the BBB company
Petrova B.B.

Hello, Ivan Ivanovich. We would like to order a set of products from your company (to be specified). We became interested in your product at a regional exhibition.

If you agree, please inform us about the delivery terms and terms convenient for you. We guarantee timely payment. We hope this will be the beginning of mutually beneficial cooperation.

Our contacts: (specify).

Best regards, Boris Borisovich.

Letter requesting a discount

Typically, such texts are sent to the company's suppliers. For example, an organization organizes exhibitions. She has a supplier - a printing house that supplies brochures, stands, booklets, etc. The cost of services is quite high. The crisis came, and it became difficult for the company to pay for printing products. This may well be a reason to ask for a discount.

To the head of the Vostok company
Ivanov I. I.
From the head of the company "Zapad"
Petrova B.B.

Hello, Ivan Ivanov. Our organization was affected by the financial crisis. The number of contracts concluded with us has decreased by 20%. Unfortunately, the crisis affected not only us, but also our clients. People cannot pay the same amount for our services as before. Therefore, we have provided a 25% discount on tickets.

Due to the difficult financial situation, our company asks you for a 15% discount for the remaining six months of cooperation under the contract.

We sent letters asking for a discount to all our suppliers. If 20% of our partners provide us with favorable conditions, our company will survive difficult times and will not close. We've already been given a discount by our landlords and phone company.

Best regards, Boris Petrov.

Explanation:

The letter contains the following important points:

• Explanation of the need for a discount.
• Indication of the exact discount amount and timing.
• An indirect indication that if the printing house does not provide a discount, the company will terminate the contract.

The text must be written in such a way that the letter is read to the end and agreed to the proposed conditions.

Request letter for rent reduction

Rent eats up the budgets of most organizations. Its reduction allows the company to stay afloat in difficult times. The letter should be sent to the landlord.

Head of the company "Plus"
Ivanov P. P.
From the head of the company "Minus"
Petrova I. I.

Hello, Petr Petrovich. Our company was affected by the financial crisis. The purchasing power of consumers has decreased and business income has decreased. In this regard, we ask you to reduce the rent by 10%.

Throughout our cooperation, we have never delayed payments. We hope that you will make concessions to us and we will maintain our business relationship. We guarantee timely payment of rent, despite difficult financial conditions.

Best regards, Ivan Ivanovich.

Explanation:

It is important to mention in the letter that the company previously fulfilled its obligations in full. The landlord must be confident that the landlord will continue to make payments. The recipient must also understand that if he does not agree to the proposed terms, the tenant will refuse his services.

Letter of request for payment of debt

Debts very often arise in interactions between companies. If the organization is committed to further cooperation with the counterparty who has incurred a debt, a letter of request is sent.

Ivanov I. I.

Sidorova P. P.

Dear Ivan Ivanovich, we ask you to repay the debt to our company in the amount of 200,000 rubles. All this time, we continued to cooperate with you, hoping to continue our business relationship. However, we are now forced to suspend the provision of services due to lack of payments.

The amount of your debt is 200,000 rubles. We ask you to pay it before March 1, 2017. If the debt is not repaid, we will be forced to resolve the issue in court.

Best regards, Petr Petrovich.

Explanation:

The letter must include the following points:

• The exact amount of debt.
• The date by which the debt must be paid.
• Measures that the company will take if payments are not received.

The text may mention long-term successful cooperation with the organization. This should be a request, not a demand. The requirement is drawn up using a different template.

Letter of request for deferred payment to supplier

The organization supplied the company with a batch of products, but did not pay for it. A debt has arisen, but the debtor does not have the means to pay. In this case, it makes sense to write a letter requesting a deferment.

To the head of the company “Where is the money”
Sidorov P. P.
From the head of the company “Money is about to come”
Ivanova I. I.

Dear Petr Petrovich, we have not paid a debt of 200,000 rubles. We do not shy away from our debt, but now we cannot make payments in full due to our difficult financial situation.

For 2 years, we have maintained successful business relationships with you and did not miss payment deadlines. Today we ask for payment in installments. Our company is ready to pay the debt in two stages:

• We will deposit 100,000 rubles before March 1, 2017.
• 100,000 rubles will be deposited before April 1, 2017.

We promise you to make payments on time. Thanks for understanding.

Best regards, Ivan Ivanovich.

Letter requesting payment for another organization

The company's debt may be paid by another organization. Of course, a legal entity will not pay for shares just like that. Typically the request letter is sent to a debtor of the company or another person who has obligations to the company.

To the head of the company “The money is about to come”
Ivanov I. I.
From the head of the company “Where is the money”
Sidorova P. P.

Dear Ivan Ivanovich, you have a debt to our company in the amount of 300,000 rubles. Our organization also had a debt to another company in the amount of 200,000 rubles. We ask you to pay our debt to the creditor in the amount of 200,000 rubles. In return, we will provide you with an installment plan for the balance of the debt, which you previously requested. Thanks for understanding.

Best regards, Petr Petrovich.

Letter of request for assistance in resolving the issue

All companies may face complex problems that cannot be resolved without outside help. A letter of request for assistance can be sent if necessary, for example, for holding events. The petition is sent to commercial organizations and government agencies.

Director of the company "AAA"
Petrov B.B.
From a public organization
"We give good"

Dear Boris Borisovich, I am a representative of the public organization “Giving Good.” We organize and hold parties for children from the orphanage.

We ask for your help in organizing food supplies for the holiday. Of course, we will mention you and your company at the event. Representatives of the legislative assembly and the public will be present at the celebration.

You can contact us by phone XXX

Best regards, Ivan Ivanovich.

Summarizing

Let's combine all the rules for writing a letter of request. First you need to introduce yourself and talk about your activities. But the introductory part should not be drawn out. Our goal is to encourage the recipient to read the letter. If the text is too long, the recipient is unlikely to read it to the end. Then you need to start presenting your request. Accuracy is required: indication of deadlines, amount of funds. It is important to understand that the recipient must feel the benefit. Therefore, the letter must indicate why it would be beneficial for the organization to comply with the request. At the end, you need to say goodbye politely and without ingratiation.

Probably everyone has at least once had to deal with the need to write a business letter. When compiling it, you involuntarily come to the conclusion that it is not at all easy. There are many business letter writing rules and regulations that you need to know. The article describes in detail the process of drawing up a document, provides samples of business letters, and discusses their types and design.

Form

Ready-made forms will add solidity and indicate the reliability of the company. They contain the necessary information about the organization, such as:

• Name.
• Address.
• Contact phone numbers.
• Website.
• Email.
• Logo.
• Other contact details.

There are no strict rules regarding forms. Therefore, each organization independently decides what information to include in them.

How to write business letters correctly? Preparation

Business letters are written and formatted in a certain way, subject to their inherent rules and requirements. Depending on the goal, the author thinks through the content in detail in order to obtain the result he is calculating. He must clearly understand what information the addressee already knows about the subject of the letter, what to base it on and what will be new in it. The arguments depend on what goal the author is pursuing. The process of preparing a business letter can be divided into the following stages:

• Studying the issue.
• Writing a draft letter.
• Its approval.
• Signing.
• Registration.
• Sending to the recipient.

Structure of business letters

When composing a letter, it is necessary to saturate it with information, that is, put all the necessary information there. It can be simple or complex. In a simple letter, the content clearly and concisely conveys information that generally does not require a response from the recipient. A complex one may consist of several sections, points and paragraphs. Each paragraph presents one aspect of information. These types of business letter samples typically consist of an introductory, body, and closing section.

Below is an example of writing a business letter - its introductory part.

The main part describes situations and events, provides their analysis and evidence. It is in this part that they convince that they need to act in one way or another, prove how things were and inform about the need to participate in any event, giving various arguments.

The conclusion contains conclusions that are made in the form of proposals, requests, reminders, refusals, and so on.

An example of writing a business letter - its final part - is presented below. This summarizes the requirement stated in the main one.

All information provided should be optimally consistent and understandable.

Each letter begins with a centered address. This small part is extremely important. When choosing it, the author must consider:

• Addressee's position.
• The nature of the relationship.
• Formality.
• Etiquette.

There should be a polite form at the end of the letter. For example: “...I express hope for further cooperation (gratitude for the invitation)...” These phrases are followed by the author's signature.

Style

All letters must be written in an official business style, which means the use of language for official business relations. The features of such a language are formed under the following circumstances:

• The main participants in business relations are legal entities, on behalf of whose managers and officials letters are written.
• Relations in organizations are strictly regulated.
• The subject of communication is the activities of the company.
• Management documents generally have a specific addressee.
• Often, in the course of an organization's activities, the same situations occur.

In this regard, the information contained in a business letter should be:

• Official, impersonal, emphasizing the distance between participants in communication.
• Addressed, intended for a specific addressee.
• Current at the time of writing.
• Reliable and impartial.
• Reasoned to induce the recipient to perform any action.
• Complete for decision making.

Requirements

A business letter must meet the following requirements:

• Speech is standardized at all levels - lexical, morphological and syntactic. It contains many expressions, terms and formulas.
• The tone of writing is neutral, restrained and strict, without the use of emotional and expressive language.
• Accuracy and clarity of the text, without logical errors, clarity and thoughtfulness of wording.
• Conciseness and brevity - without using expressions that carry additional meaning.
• The use of language formulas formed as a result of repeated situations.
• The use of terms, that is, words or phrases that have special concepts.
• The use of abbreviations, which can be lexical (that is, compound words formed by removing letters from parts of words: LLC, GOST, and so on) and graphic (that is, word designations in abbreviated form: grn, zh-d, etc.).
• The use of constructions in the genitive and instrumental cases.
• Phrases with verbal nouns (“provide support” instead of “support”).
• Using simple common sentences.

The above business letter samples are shown in full version (with body) below. The information meets all the requirements of an official business style.

Types of business letters

It is best to write a business letter on one specific issue. If it is necessary to solve several issues at once, it is recommended to draw up several different options.

Business letters can have the following content:

• Accompanying. Such letters are usually needed to inform you where to send documents.
  (How to write a business letter? A sample cover letter will help those who need to write this type of document.)

• Guaranteed. They are written to confirm any promises or conditions. For example, payment for work, rent, delivery times, etc. can be guaranteed.
• Thanks. They have begun to be used especially often recently. Such letters demonstrate good partnership tone. They can be issued on regular letterhead or on colored paper with a beautiful print.
  (How to write a business letter? A sample of the thank-you variety is drawn up in free form, depending on the tasks that it solves. In this case, the letter expresses its essence in the shortest form. Such a sample, made on colored paper with an ornament, can hang on the wall in the room company in a place of honor.)

• Informational.
• Instructive.
• Congratulations.
• Advertising.

There are also letters:

• Proposals for cooperation. Quite common in recent times, sent to organizations, are often of an advertising nature, for example, like this sample. It is quite difficult to write commercial letters; you need to take into account many nuances in order to get attention, and even more so, to become interested. But if you compose it according to the sample below, it has every chance of success.

• Invitations. They are sent, inviting them to participate in various events. They are usually addressed to a manager or official, but can also be addressed to an entire team.
• Requests.
• Notices.
• Requests and many others.

How to write a response to a letter. Example

The answer must begin by repeating the request stated in the first letter. Then the results of its consideration are given and approval or a reason for refusal is expressed. A business response letter may contain an alternative solution to the expected information. Typically it meets the following principles:

• Availability of a link to the first letter and its contents.
• Identical language means.
• Comparable scope and content aspects.
• Compliance with a certain sequence.

Decor

In addition to using corporate letterheads for business letters, it is necessary to take into account other subtleties when designing them. These are details, rules for abbreviations, writing addresses, headings, text length, field widths, and more.

Samples of a business letter help you compose it, taking into account all the subtleties and nuances. They are used by both beginning office workers and experienced workers. Thanks to the samples, they learn how to write letters correctly and save a lot of time.

1. Business documents are written in a detached tone: expressions of excessive courtesy, as well as negligence bordering on rudeness, are not allowed.

2. Do not encourage the addressee to rush when making decisions on written requests submitted by you with the words “urgently”, “immediately”, or in the shortest possible time. Remember that fast is never good. It is better to indicate when you would like to know about the decision: “I ask” you to respond by such and such a date” or “I urge you to immediately inform me about your decision.”

3. Be moderate in your requests, restrained in your assessments of events, objective when presenting facts, humane when determining disciplinary measures, generous in caring and encouraging the worthy, stingy and thrifty when spending money. Be also prolific with practical suggestions; and the conclusions are extremely specific.

4. The content (or subtext) of the document should not impose on the addressee the expected outcome of the issue covered in the letter, for example, like this: study and resolve the issue positively or I ask you to approve this candidacy. Let the recipient think for himself.

5. You should not hint to the recipient of the letter about his supposed attentiveness by introducing the following wording into the final text of the letter: “I propose to study carefully”: a conscientious subordinate may harbor a grudge, a not-so-smart boss may fly into a rage, taking an involuntary hint too literally.

6. If you notify someone that it is not possible to fulfill his order or request, do not begin the message with a statement of refusal - state the motivation for your decision and make it clear that under certain circumstances you can return to consideration of the ill-fated issue .

7. Show diplomacy in cases where you report something positive: make it clear that fulfilling someone’s request cost you a certain amount of work. Otherwise, you risk encountering new persistent requests for not very pressing problems, the solution of which, moreover, sometimes is not even within the scope of your direct responsibilities.

9. Your letter must be absolutely clean in the legal sense (primarily this applies to monetary and personnel documents), impeccable in content and execution, words must be tight in it, and thoughts must be spacious.

10. Write less often and as briefly as possible. The abundance of documents and words in them does not speed up, but slows down the solution of the case. If you decide to write, then do it in understandable language.

On the use of standard expressions in business letters.

In many cases, the content of business letters, which set out essentially similar issues (directions) of the enterprise’s activities, can be standardized (unified) to a certain extent.

A special role in the standardization (unification) of the content of a business letter is played by the justified use of cliches and cliches - established combinations of words, as well as individual words in their generally accepted (taking into account the specifics of business correspondence) interpretation.

Below are specific recommendations for using some of the most frequently used words and common phrases when preparing the content of business letters. We emphasize that the use of such words and phrases should be appropriate.

1. Syntactic constructions used to present motives and explain the reasons for taking certain actions:

In order to provide assistance, I ask you... ·

In order to exchange experience, I am sending you...

As an exception...

Due to special circumstances...

Due to the completion of work on...

In connection with the decision to... .

In accordance with the previously reached agreement... By mutual agreement between... -

According to your request...

Despite this and that, it continues to happen...

2.Formulations for expressing refusal:

Despite the efforts made by us (the organization), your instructions remain unfulfilled due to...

Unfortunately, it is not possible to satisfy your request because...

Your order cannot be executed by the due date for the following reasons...

We cannot provide the information you are interested in, because... The organization does not have the ability to perform this task due to the lack of... , "

3. Formulations for expressing a warning (notification):

Please note that after such and such a time the agreement expires...

The organization is forced to warn you that...

We consider it necessary to remind you once again that...

The organization reserves the right to unilaterally suspend the agreement due to...

Warranty obligations assumed by the organization lose their force.

We would like to inform you that...

The organization announces...

Inform you... ,

I would like to inform you that...

I'm reporting...

4. Sustainable administrative turnover:

To put into operation...

Oblige the manager...

Entrust control over the implementation of this directive to

Order an investigation into the fact...

Find additional opportunities for...

5. Formulations for expressing requests:

Please send to my address... .

Due to the urgent need for... I urgently ask you

I kindly ask you to resolve the issue...

As part of a preliminary agreement with a representative of your organization, I ask you to consider the possibility...

Based on the annual limit on... I ask you to find for the needs of the organization...

6.Formulations to emphasize the particular importance of information:

Safety guaranteed...

The documentation has been sent to your address by courier...

Vigorous measures are being taken to...

Confidentiality of information is ensured...

The identified deficiencies are already being eliminated...

Additional funds have been allocated for... Necessary activities have been planned," aimed at...

We will organize as soon as possible...

Provided everyday: strict control over...

7. Sustained figures of speech:

least complicated...

the most important...

best effect...

worst result...

help...

carry out an inspection... ~ management considers it possible...

The organization doesn't mind...

please inform me urgently...

remove it immediately...

ensure compliance...

create the necessary conditions... report proposals for

optimal solution...

probable timing...

confirm receipt...

send it to my address...

decide for yourself...

8. Most often verbs used: execute (execute); decide (resolve); oblige; complete; stop; send (send); emphasize on...); to put into operation); plan (coordinate); implement (realize); create; replenish; organize; provide; inform (report); present (provide); specify; install; eliminate; reveal (find out).

9. Most frequently used adjectives: urgent (operative); secondary; perspective; important; main (main); leading; serious (significant); planned; additional; full; inadequate; final; intermediate; general; specific; higher; Primary; best (worst).

10. Stylistic prohibitions: Instead of... In relation to, regarding... Due to the fact that... Acquire... Take into account... Attached... Influence... Except... For the purpose of... In the event that Currently... Enumeration... Accelerate... Make efforts... Should use... About... Because... Buy... Consider... Application:... Influence... Except... For... If... Now... Payment . .. Speed ​​up... Try...

Finally, here are a few more practical considerations. Their meaning boils down to the following:

1. When sending a business letter to someone, always pay attention not only to the content of the message, but also to the form of its presentation. Keep in mind that a business letter written essentially correctly can have the exact opposite of the desired effect on the addressee due to the wrong tone or rough presentation style.

2. Try to place as correctly as possible along the way. The contents of a business letter are semantic. accents. Start your presentation with the main idea that makes up the topic (subject) of the document, which you then consistently develop.

3. You should not write business letters in a state of strong anger or under the influence of other emotions - this will have the most undesirable effect on their content. If, nevertheless, your hand “reaches itself to the pen,” then, having written the last line, do not rush to send this opus - put it off, at least until the next day.

4. And finally, avoid using words and expressions of questionable interpretation in business letters, since ambiguity in the content leads to misunderstandings. Strive to ensure that what you write is written as simply and intelligibly as possible. Carefully follow the stylistic “fairway” in each case of written communication.

Communication, as noted above, in the narrow sense is information exchange. Quite roughly, four main types can be distinguished. These are: transmission of information (informing); transmission of instructions; stimulation, persuasion (adjustment and clarification of previously transmitted instructions or information); collection, processing, systematization and analysis of the information received.

Much the same will be true for business correspondence. However, to better understand the differences between each of the listed types, let us dwell on this point in a little more detail.

The transfer of information is carried out with the aim of informing the other party about the state of affairs in the area of ​​interest (or potential interest) for the use of this information in the process of developing and making decisions. Possible forms: a written statement of facts or your conclusions and judgments based on these facts, or your perception and interpretation of the facts at your disposal. The transmission of instructions is aimed at getting the other party to take actions that are quite specific in direction and timing. Possible forms: a written order to perform a particular task to one or more persons, independently or in collaboration with someone, almost always with mandatory subsequent notification of execution.

Regardless of the chosen form, the indication is always specific. Effective instructions almost always offer (albeit in directive form) general ways to solve a problem, but the executor of the instructions must approach their application in practice creatively, in accordance with the current situation. "

Adjustment and clarification are intended to influence the subsequent development of events, the course of which is already partly predetermined by previously transmitted information (instructions). In order for this impact to be positive, the adjustment must be made in a timely manner and, as they say, hit the target.

Although it is indeed useful to look at the development of a situation as if from the outside, the recipient of additional information has the right to use it or not to use it, depending on the situation. Feedback to the sender in this case should reflect the decision (yes - no) and the motives for this decision, but not be limited to this.

Collection, processing, systematization and analysis of information has the goal of preparing our next decision or the next portion of information necessary to perform any action. The possible forms are quite varied, since written information can reach us in the form of a response letter (or other document), by fax, by telephone (as a telephone message), and by e-mail.

The action is even faster than you expected: three to four hours later you receive a telegram notifying you that all sets of documentation were sent out three months ago, including (one copy) to you. It is also mentioned that your subcontractors from a company located in the same city as you “received the specified documentation and have no complaints.” Re-export is not possible since the circulation of the documentation was limited.

Then you take responsibility and contact representatives of company U by phone - the same one that has already received the documentation - in order to ask them for temporary use (or better yet, photocopy it). However, the gentleman with whom you are talking is in no hurry to provide you with such a service: “I’m sorry, but this is impossible - don’t you know that this documentation is secret? You need to send a written request to us, and, in addition, contact institution X, which gives the go-ahead for the transfer and reproduction of this kind of documentation. I have the honor..." Thus, company Y and institution X gradually enter into business correspondence - not only with your company, but also with each other.

The simulated situation will most likely be resolved successfully - provided that each of the participants in the written polylogue takes their responsibilities (sender and recipient) responsibly.

Backgrounder(from the English backgrounder) is information material for the media that presents information about the organization, its profile, products and services, history of creation, development, etc. Unlike a press release, information in the backgrounder does not contain news information, a is a possible necessary addition to the press release if, when writing an article based on the information presented in the press release, the journalist needs more detailed information about the organization that issued the press release.

The goal of the backgrounder is to inform and give objective answers to possible questions that media representatives may have after reading the press release. Often, to make it more convenient for journalists, when writing a background, they use subheadings that already contain a brief answer to the question, and the information presented below only reveals this answer more broadly and more fully.

In the background, you should not focus on a catchy headline and the first paragraph, although, as in a press release, the main, most necessary information should come at the beginning. The background title should reveal the topic of this material as accurately and informatively as possible. Before moving on to the main topic, you can give some history of the issue, referring to various government institutions, research organizations, etc. What follows is detailed information about the subject, which should be based on facts and accurate data.

The background can be dedicated to the entire organization, or to its individual product or service, or to an event that has occurred or is expected in this organization

Press conference- a media event held when there is news of public importance, and an organization or individual well-known person directly associated with this news wishes to provide comments on this news that would be interesting and important to the public. Typically, during a press conference, its participants answer questions from journalists directly or indirectly related to the topic of the press conference.