In some situations the cover letter is used, for example, by drawing up the summary or sending different documents. It kind of retells the matter and the main essence of the address to the person or the organization. There are certain rules concerning it drawing up.
What is the cover letter?
For a start we will understand terminology, so, the cover letter is an explanation and addition to the attached documents, for example, by their transfer to other people (organization) or at revenues to work. There are no strict restrictions concerning its drawing up, but when writing rules of etiquette have to be considered. The cover letter to documents can be different type: inquiry, confirmation, refusal, application, gratitude and inventory.
What to write in the cover letter?
It was already mentioned that there are no strict norms on drawing up such letter, but there are several rules which cannot be missed from attention:
- The letter has to be directed by all means personally, but if there is no name, then write to the HR manager.
- Remember that the text has to be short therefore in several offers it is necessary to lay all essence. It is better if the size of the cover letter occupies a half of the sheet A4, and also a third is better.
- Show respect and do not use categorical words, for example, is obliged and is unreal, but at the same time the text should not display uncertainty, that is do not write the word likely, it is impossible and others.
- Finding out how to write the cover letter, it is worth specifying that it is forbidden to use informal tone and surely write everything competently.
The cover letter to the summary
Recently such letter is an obligatory element when providing the summary. Experts advise to give it even if this requirement as it is a good way to draw attention was not registered in a vacancy and to be distinguished from others. The cover letter to the employer – the small text (6-8 offers) which recovers together with the summary by e-mail. In the majority a case, it is not made out the separate file, and represent how an e-mail body.
Finding out that to write in the cover letter to the summary, it is worth specifying what in it needs to be told in a short form of itself and the available professional data. Besides, in it speaks why there is a wish to work in the chosen company. There is no concrete standard on registration, the main thing, in the text to give answers to three main questions: Who are you?, Why you are necessary to the company? and Why the company is necessary to you?. Besides, consider that the cover letter is not the simplified copy of the summary as it has more personal character.
The cover letter in tax
If to consider an essence of the cover letter for tax, then it will be a certain explanation to the enclosed documents which are sent to inspection. It is written, being guided, by bases of maintaining business documentation. The cover letter in tax about providing documents includes such details:
- The position, No. of IFTS, the city and the recipient's full name is specified in a cap. After that the document number, date has to be put and the heading is written. As required here the address registers.
- The text of the cover letter should be begun with similar phrases: We send you …, We send you … and so on.
- Later the list of documents which are attached is specified: their name, number of sheets and number of copies.
- At the end the sender has to write the position, a full name and to append the signature.
The cover letter to the offer
Many organizations allow the cover letter in which in a short form the principles of potential cooperation are presented to the offer. It is used not to burden the offer with a large amount of information and to acquaint with an essence of the main document. The text of the cover letter can be supplemented with different useful files: goods prices and services, schedule of stocks, official exhibition invitation and so forth.
It is important to consider that the cover letter should not be selling and its main destination – informing for receiving a specific goal. It has to be written so that the reader could answer a question: Why it is worth studying the offer right now?. The structure of the letter includes six steps: greeting, representation, reminder on background and essence of the offer, detail, couple of main benefits of the offer and call to action.
The cover letter to the contract
At departure of the contract such letter is obligatory as without it the contract can be not taken cognizance. It should not have any information loading, and use it for such purposes: confirmations of the fact of sending and execution, the description for what were sent documents, instructions in what order to process documents and in what form to send back. It is possible to find a sample of the cover letter to the contract in network, but it can not be necessary if to consider such rules:
- You carry out registration on the letterhead on which basic data of the organization are already specified. On it it is necessary to fill the address and to put down the registration number.
- At the description use rules of business etiquette. Surely include in the text of a phrase: We provide you the contract …, We send you the contract … and so on.
- The purpose with which the contract, that is for acquaintance or signing goes is without fail specified.
The cover letter in court
For court the cover letter is attached only if it is planned to submit the package of documents. With its help it will be possible to avoid confusion, to track a way and to accelerate processing. The cover letter in arbitration court or in other similar instance has no accurate framework, but it contains important elements:
- name and address of court;
- this claimant and defendant;
- heading Cover letter;
- the description to what claim is related;
- purpose of the direction of documents;
- the list of the enclosed documentation;
- date and signature.
The cover letter to the reconciliation statement
At registration and sending the reconciliation statement it is recommended to attach the cover letter which is important norm of business etiquette. The thing is that often delivery is inefficient, and documents can just not reach, and here the cover letter demands fixing of date of sending and contents. With its help it is possible to provide return of documentation in a directive order. Execution of the cover letter is carried out taking into account such details:
- Write the text on the letterhead of the organization that simplifies registration as on it there will be details.
- the reference to the document number and the recommendations concerning a date of performance has to be obese.
- If desired it is possible to specify a request for confirmation of the available debt in contents.
The cover letter in bank
Many financial organizations demand the cover letter, for example, when opening the settlement account or when to firm there are significant changes. With its help it is possible to avoid problems at loss of a number of documents and to state the main essence of wishes. The form of the cover letter to documents includes:
- addressee's cap: position, name of the enterprise or full name, address and index;
- date of drawing up;
- the address taking into account rules of business etiquette;
- the list of the enclosed documents;
- the signature, full name, the name of the organization and the means of communication with the performer of the letter.
The cover letter on a training
This version of the letter is similar to that which is applied to the summary, and it was stated earlier. It is important to focus in the text on what the candidate in the concrete sphere is able to do and to specify the available experience. Before writing the short letter of a covering note it is recommended to study the employer and to analyze requirements, the firm can works with foreign partners and knowledge of language will be huge plus and it needs to be specified in the text.