An original cover letter to accompany your resume. Writing a cover letter for a resume

Drawing up a cover letter of a certain sample when sending documents to companies or government departments is an optional, but desirable step. About how to correctly develop the correct form of such a document and some of the nuances of working with it - right now.

The document is drawn up in any form, since there is no unified template. The main purpose is to give the recipient a correct idea of what documents were sent and, most importantly, what the sender’s goal is.

Although the company is not formally required to write cover letters, in business document flow this is a fairly well-established norm that should be followed. It allows you to solve several problems at once:

First of all, it contains the basic explanations of the sender that he wants to convey to the addressee. In this case it matters because business correspondence- This is indirect communication, which should be extremely clear to both parties.
The cover letter also contains a list of documents - in fact, the list itself is duplicated full name and the number of documents that were sent. This eliminates possible errors during registration.
By specifying a list of documents, it is possible to avoid certain difficulties in restoring them in case of loss. In addition, it indicates outgoing and incoming document numbers, thanks to which you can easily find them and control the direction of movement.
Finally, the addressee, who has accepted not only the documents, but also the accompanying letter, will be able to quickly understand the essence of the sender’s wishes and quickly respond to them in accordance with the situation.

Therefore, we can say that competently preparing a cover letter for documents, creating your own uniform samples to make the process uniform is in the interests of the sender himself.

Cover Letter Sample 2019

Despite the fact that there is no approved form for such a document, and each organization has the right to determine how to draw it up, there are generally accepted rules that should be followed.

In the “header”, as usual, full official names addressee (“To…”) and sender (“from…”).
Next comes a note about the number under which the letter is registered with the sender’s company.
For so goes the actual text of the document. It is very important to start a phrase correctly. In this case there are 3 options:

"We'll send it to you"– for those cases when documentation is sent to the same companies (for example, counterparties);
"we present to you"- the letter is sent to tax office, courts, head office - i.e. all institutions having a higher position;
"we send you"– if we are talking about documents that are sent, on the contrary, to subordinate departments (for example, departments, branches of the same company).

After describing the purpose of sending, you need to provide full list documents (inventory), which is conveniently presented in table form. It should contain the following columns:

full title of the document;
number of copies;
if necessary, it is also indicated in what form the document was sent - original or copy (certified or uncertified).

At the end of the table, the total number of documents sent along with the covering letter is indicated.
Finally, an appendix is provided that lists additional documents, if any are also sent to the recipient. It is important to understand that the word "Application" is written in singular only when there is only one document. If the documents plural, then “Applications” is written. Along with the title of the document are given:

date of acceptance of the document;
total quantity forwarded copies;
the number of pages in each document (the total number of sheets for all copies is written);
if necessary, indicate the need for firmware.

Not only the general director, but also the corresponding authorized person signs the covering letter to the documents, regardless of its format. The signature is traditionally placed by the employee whose activities are directly related to the documents being sent:

The general director or the head of a branch or division signs general flow documents related to the entire company, as well as documents of particular importance (for example, annual reports that are sent to the head office).
The chief accountant signs letters that accompany financial documents - usually they are sent to the tax office.
The company's in-house lawyer sends cover letters in the case of documents that are related, for example, to legal proceedings, to the conclusion of agreements with potential counterparties, etc.

PLEASE NOTE. In cases where it concerns mass mailing documents of the same type (for example, several invoices or contracts of the same type with counterparties), you can combine them into one group and write down the total number of sheets in all copies at once.

How to Register a Cover Letter

It is important to observe the specifics business etiquette from the point of view of drawing up cover letters - first of all, it is better to use the same sample, document template, and it must be signed by the sender by the same person whose signature is on the letter itself.

It is sent using Russian Post or private mail - as a rule, it is better to do this by registered mail. The number of the shipment must be entered, which is recorded in the document flow log of the sending company. Under this address number he puts his own number - and thus the risk of confusion is significantly reduced.

As a rule, a cover letter is prepared in at least 2 copies - 1 for the addressee, 1 for the sender. Such a document is stored for a period of time, the feasibility and duration of which are determined by the company itself. Typically, in modern document management of companies, all documents have backup copies in electronic form - this allows you to quickly find them and securely store them until required.

Response time

As for the timing of the response, this is a less clear-cut question. On the one hand, there is a general rule according to which the processing time for any appeal to government agencies, as well as to firms, companies, public associations, should not exceed 1 month, i.e. 30 calendar days . The countdown of the deadline begins on the working day following the day when the correspondence reaches the addressee.

On the other hand, very often in practice cases arise when the sender expects the addressee to respond to his request as quickly as possible. Then you need to write down such a wish separately, for example: “We kindly ask you to sign necessary documents and give a substantive answer within 7 working days.” If we are talking about a branch, a structural unit that is directly subordinate to the sender, the wording is more categorical: “The deadline for response is 3 business days from the date of official notification of receipt of this cover letter.”

PLEASE NOTE. If the agreement between the companies initially states a certain order work with claims, pre-trial settlement of possible disagreements, it is necessary to proceed from the text of such agreements. An example of the text is given below.

Storage procedure

Covering letters refer to private documents of an organization, the contents of which it can disclose or classify at its discretion (this applies to both incoming and outgoing documents). Therefore, the choice of a specific storage method depends on the decision of management.

In general, the following rules are followed:

Since the main legal significance is not the cover letter itself and its sample, but rather the documents that it precedes, the main attention is paid to their safety.
After all attachments (i.e. the documents themselves) have been seized, the storage period is determined individually.
In some cases, companies create a special “Covering Letters” folder in which they place the relevant documentation. This option is suitable for small firms with low document flows.
If the document flow is too large, and the company has several branches, then special nomenclatures of cases are drawn up - i.e. lists of documents grouped with a general purpose, for example, “Supply agreements”, “Rental agreements”, “Judicial”, etc.

Thus, the best option is to create your own single sample of cover letters for documents and organize a system for storing them that is adequate to the volume of the company’s document flow.

A cover letter of this type may be needed in 2 cases:

1) If it should be written by a graduate who does not yet have work experience.

2) A covering letter must be written to a person who is changing profession - there is no experience in the new profession.

In these two cases, the emphasis in the cover letter needs to be placed differently, so we will consider these cases separately.

How to write a cover letter for a graduate with no work experience

What to focus on?

topic thesis (coursework), if it is relevant to the vacancy,
work experience within the framework of internship (for example, pre-graduation),
experience in social/volunteer activities,
personal qualities (with an emphasis on those that are important for the employer; which ones - read in the job description),
achievements, awards (victories in competitions, competitions, etc.),
additional training (courses, programs, etc.), certificates received based on training results,
links to your publications, portfolio, blog. Links to social media accounts if you often write posts on professional topics.

Why are these particular points important?

The most weak point graduate – lack of work experience. You need to try to compensate for this feature: show that you have knowledge, abilities, potential; or you already have practical experience, even if it is calculated in one month of work.

All important points you need to fit in a text of no more than half a page (5-10 sentences), so you should be very careful about the information that you present in the cover letter. The best guide is the job description. For example, the employer allocated leadership qualities as mandatory for the applicant, and you have experience as a counselor, or you were the captain of a sports team in student years. Mention this in your cover letter.

How to write a cover letter without work experience - structure

Follow the following document structure:

Greeting (it is better to address a specific person if the ad indicates a contact person; if not, you can write “Dear employer!”
Brief introduction of yourself (who you are, what your name is, what vacancy you are applying for).
Your main motive is why you are interested in this vacancy.
Arguments why an employer should pay attention to you special attention(information about practical experience, knowledge, achievements).
Expression of readiness to provide more detailed information about yourself.

It’s good if you collect information about the company or a specific division (division, department), and you will be able to “throw a bridge” between the company’s values, its methods of work or goals - and your knowledge, experience, values.

For example, the company widely uses software product, which you know well. Or the company is planning to enter Western markets, and you are fluent in English or other foreign languages. Finally, the company is passionate about volleyball: competitions are regularly held in which large number employees - and you play great volleyball.

Find the points where you and the employer coincide - and note this in your cover letter.

Example of a graduate cover letter

Job vacancy "Content Manager" in a marketing and advertising agency.

“Good afternoon, dear Vladimir!

My name is Lyudmila Ivanova. I want to take part in the competition for the vacancy “Content Editor” (announcement on the website Rabota.org dated 12/23/16).

In June 2016 I graduated from Voronezh state university majoring in Philology (English, German, French). Philology is my calling; from early school years I wrote essays well. In grades 9-10, she worked as an editor for the school newspaper.

During my studies at the university, I collaborated with 2 publications as the author of articles:

with the magazine " The right decision"(publication about business); 8 articles on business topics, including analytical materials,
with the online magazine “Pulse Voronezh”; more than 50 articles (led a news column).

Have experience of cooperation with the Business 2 Community portal: 10 of my articles on career topics have been published (they can be viewed via my profile on this portal).

I'm good with words as a tool, but I want to go further and gain experience in the field of content management. I know that in your studio I could grow as a specialist, since you work on complex problems and create successful products.

I have no experience in the field of content management yet, but I have a theoretical basis. I subscribe to portal news that regularly share developments in the field of content management: [ portal names]. You will direct my efforts in the right direction - and in six months you will have a competent content manager on your staff, active in self-education and striving for constant improvement of professional level. I can act as an author of articles creating a quality product today. Moreover, I can create content in Russian and English(at a minimum; if necessary - in German and French).

I am ready to answer your questions and tell you more about myself at any time.

Resume is attached.

Thank you in advance for your time.

You can contact me at email and by phone [telephone].

With respect and hope for cooperation, Lyudmila.”

The underlined fragments are those in which they would be appropriate active links.

How to write a cover letter for a resume without work experience when changing professions

The difficulty of the situation for a person changing profession is that he actually has no experience in the new specialty. Changing a profession means “nullifying” the merits and achievements that have been accumulated up to this point. Hence all the difficulties in finding a job that are typical for job seekers without experience, including the difficulty in writing an accompanying resume that will interest the employer.

In the case of a change of profession, the following emphasis should be made in the cover letter:

List the skills and achievements that are relevant to the new profession and to the specific vacancy. For example, you successfully coordinated the activities of a working group of 10 people. This is an achievement - and corresponding skills - that can be used in any job, regardless of profile; therefore, they increase the value of the applicant in the eyes of the employer. You can find quite a lot of such skills: communication, analytical; high level knowledge of computer programs that are widely used; knowledge foreign languages etc.
Show that you already have a theoretical basis for successful work in a new profession. For example, you completed training courses or completed several tasks for employers/customers as a freelancer - and completed them successfully.
Emphasize that you learn new things quickly. To do this, it is not enough to write that one of your personal qualities is quick learner. Give an example when you mastered in a short time new information: for example, learned to use computer program, or mastered and used in practice other working tools, methods, techniques.
Focus on motivation. Emphasize that you want to get this particular job in this company. In many cases, the employer is ready to hire a candidate with no experience, but with a sincere desire to work productively.

Example of a cover letter for changing professions

Vacancy – SMM manager in a chain of stores household appliances.

“Dear Sergey!

My name is Vladimir Eremeev, I am an applicant for the vacancy “SMM manager”.

For the past 10 years I have worked as an executive assistant/secretary and translator. SMM became interested six months ago, when I realized that I was ready to change my professional trajectory - I wanted a more stable work schedule, less dependence on the manager’s schedule, while leaving space for self-realization and making independent decisions. The idea came by itself: I realized that my accounts in social networks are popular, and without much effort on my part.

I studied the theory for six months, staying at permanent job, and experimented in practice. Completed SMM courses organized by the marketing agency “Idea!” (3 months of training). Created three experimental groups: on Facebook, Instagram and Twitter, and used the knowledge gained to increase attendance and activity in the groups. A recent competition held in a Facebook group resulted in a 500% increase in group membership and a 250% increase in daily visits.

The main reason why I am interested in your vacancy is that for the last 2 years I have been an assistant director of a company that distributes household appliances. I am familiar with the features of household appliances different manufacturers, I understand values and needs target audience. This knowledge will allow me to quickly get up to speed and establish effective communication with customers in your store chain.

Ready to provide more information about yourself detailed information in a form convenient for you.

My email, my phone. [telephone].

Thank you in advance for your time in my candidacy.

Sincerely, Vladimir Eremeev."

The set of advantages, achievements, and personal qualities that are worth mentioning in a cover letter is determined individually for each applicant: there is no set of universal “pluses” that will convince the employer of the applicant’s value. Think about what your strengths– taking into account knowledge, experience (professional and life), personal qualities, goals and values – try to connect them with the requirements of the vacancy and write about this in a cover letter.

Good day, dear friend!

Work experience is an important criterion for evaluating a candidate, but it is far from the only one. If you don't have one, you should focus on something else. Reasonable, isn't it? How to compose cover letter for resume without work experience?

It is reasonable to follow similar tactics if your work experience is not so impressive or even “zigzag”. Besides experience, do you have any?

At worst, your advantage may be... the cover letter itself. Or rather its form and content.

This is what we will do today.

To ensure that your email does not end up in the trash, I strongly advise you to pay attention to:

subject of the letter
your mail address name

We discussed what should be written in the subject line of the letter in a separate section.

Address. your mail . E the first thing the recipient sees.

For example like this: from: [email protected]. Subject of the letter: resume. Like?

And so: from [email protected] Topic: Paranichev V.V. resume for the position of HR director.

I believe it is not difficult to guess which letter will be opened.

It is permissible to write your first and last name in the name of the mail. For example: [email protected]. Simple and tasteful.

Letter - boomerang

Our program is the minimum: compose a letter so that a person reads it and opens ours. The best you can do is dial our phone number and invite us to a meeting.

To accomplish this, we will follow the following rules:

we structure the letter in a certain logic
use the correct speech structures

Logic of writing

Let's make up full version letters when you write by email. At the end of the article, how to write through a work site.

A typical mistake of job seekers is to write continuous unstructured text. When you see such a monotonous “sheet”, the desire to read disappears completely.

The letter must be structured and follow a certain logic.

Remember, the extent to which you now take care of the convenience of the person who opened your letter is the extent to which you will form the first impression of yourself.

The structure of the letter consists of the following blocks:

Greetings
Indicate the position you are applying for
What interested you, how did you hear about it?
Offer to consider your candidacy and provide reasons for this
Explain how you can be useful to the company
Call to action

Example text

(1) Hello Anna!

My name is Andrey Semenov.

(2) We are talking about the position of a specialist in the customer service department. The vacancy is published on your company's website.

(3) This job is interesting to me because it fits my plans for professional development as a client service specialist.

(4) Please consider my candidacy.

In 2016 I graduated from the University “................................................... .” in the specialty “......................................... ....”. Average score - ......

I would like to draw your attention to the fact that the grade in the subject “Organization of work with clients” is excellent.

I did an internship at the Strela company. The content of the internship exactly corresponds to the requirements of the vacancy. This is reflected in the resume.

Participated in the “Client Management” conference in February 2016 and gave a presentation that aroused interest in the professional community.

(5) I liked your company’s website, philosophy, values. I read the CEO's interview and watched the video content.

Anna, I would really like to participate in your company’s projects. Develop in a team of professionals. I would like to become one of the best specialists in my business. I believe I will quickly get up to speed and contribute to the common cause. I learn very quickly.

I have attached my resume to the letter.

(6) Anna, with your permission, I’ll ask a question:

How possible is it to schedule a meeting next week?

I look forward to your call to set a meeting date. My phone number is below.

Anna, if it’s more convenient for you to call me, I’ll dial your number on Thursday afternoon.

Do you agree?

Sincerely, Andrey Semenov, t. +7 (921) xxx-xx-xx

The numbers enclosed in brackets do not need to be included in the text of the letter, of course. These are the block numbers that we planned a little higher.

Speech structures

You may have noticed that the letter contains speech patterns that support attention and create a single logical chain.

a) Name

We use the name several times in the text. This is important. The name is very simple and effective technique For .

If you don’t know the name, it is highly advisable to find out. An unaddressed letter has virtually no chance.

c) We are talking about...

About what vacancy we're talking about. A recruiter can work with dozens of vacancies.

d) I would like to draw your attention...

You say that you have good grades in the subject and you did an internship. This may well compensate for the lack of work experience.

d)I would like to develop in a team of professionals .

A small compliment to the company. It won't be superfluous for sure.

g) with your permission, I’ll ask a question...

The question itself and everything that follows it is a call to action.

You want to meet. And talk about it openly. But correctly and unobtrusively.

h) Do you agree?

What would you think if you were a recruiter?

“Why not? Experience is a gainable thing. There is a desire to work, logic is present, he writes competently, and there are already some successes in studies. This is certainly no worse than an experienced “specialist” with a sour face and bad habits a typical “hard worker”.

How to write on a work website

On a work site, there is usually a separate field for accompanying text. It is clear that it is not entirely appropriate to write that “you were recommended...” and how you learned about the vacancy, since you are answering on the site. Usually you don't know the name. It will be great if you find out:

Call the corporate number and ask to speak to the HR department. There, ask who holds the vacancy you are interested in. They won’t always say, but trying is not torture.
Another option: Find any phone number from this company. Call and ask: “Is this the personnel department?” They answer you “No”. You “apologize wildly” and ask for the phone number of the personnel department. Along the way, you find out the name of the person you need.

If it doesn’t work out, you’ll have to send a “faceless” letter. But it is reasonable to take the boomerang letter scheme as a basis.

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Cover letters are divided into short and long.

Long ones are issued for large and reputable companies when considering important positions.

A short cover letter for your resume can be sent by email..

An empty “body” looks very unpresentable email and a file with a resume attached to it.

Short message great benefit will not be able to bring it, but it will be your additional positive recommendation.

It is necessary to determine what the applicant for the vacancy wants to say with his appeal, to develop a concept for composing the letter. The form of appeal may vary. It is worth taking into account the characteristics of the company to which he is being sent and the position for which the author of the message is applying. You should not send the same text to all firms and companies.

You can also use specific vocabulary related to future work. For example, vocabulary that will be special for an IT specialist, journalist or accountant.

Spelling errors should not be allowed in this document. This will definitely have a negative impact on the consideration of your candidacy.

A short resume cover letter should be logical and follow a certain structure.

Short cover letter sample .

A short letter will more closely resemble a note from an applicant.

But despite this, it is worth sticking to business style, no need to post slang words and emoticons.

Address or greeting. Nobody canceled the rules of good manners. If you know exactly to which person the note is being sent, it is better to address him by name and patronymic. If there is no such information, it is enough to politely write “Hello!” or “Good afternoon!”

Source where we know about the vacancy. Employers usually post their advertisements in several sources. Therefore, in order to track which source is more effective, they are interested in this question. It’s not difficult for you, but it’s pleasant and useful for them.

Main content. Briefly provide information about yourself. Moreover, it is better if this message can distinguish you from other applicants.

The letter must indicate the scope professional activities, the main merits that can reveal you to the employer. But at the same time, you shouldn’t praise yourself too much and clarify the details.

Coordinates or contact information . It is necessary to indicate a contact phone number or email address in a short letter.

“Where does it say that we must write a cover letter for the documents being sent?” You will have to answer this question honestly: “Nowhere.” Drawing up a cover letter is an unwritten rule of office work and a business custom, but not a requirement contained in binding documents. However, if you look at it, it becomes clear: the cover letter is needed primarily not by the recipient, but by the sender.

BENEFITS AND APPROPRIATENESS OF A COVERING LETTER

How can a cover letter be useful to the sender? Cover letter:

It has the “Date of document preparation” attribute, which means, if necessary, it can serve as proof that the documents were sent on time;

Contains a complete list of documents to be sent (the “Stamp on the presence of an application” detail), so if any important document will be lost, no one will be able to say that it was not directed;

It is subject to registration with the addressee, in contrast to the documents sent with it, and since the execution date is counted from the registration date, the sender can refer to this date if he wants to receive a response.

The covering letter for the documents, like all other incoming correspondence, is subject to registration with the secretary of the recipient organization. But if you know from experience that problems may arise with this, it is better to avoid an unpleasant conversation and simply send the entire package of documents by mail, receiving notification of delivery of the letter. Having a notification in hand, the sender no longer has to worry about whether the letter was registered, and leave it up to the conscience of the recipient.

WE COMPLETE THE DETAILS OF A COVERING LETTER

Rules for registering details can be found in the following documents:

GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for document preparation";

Organizational and administrative documentation. Documentation requirements. Guidelines for the implementation of GOST R 6.30-2003 (hereinafter - Guidelines for the implementation of GOST).

■ Letter form. The ready-made letter form, designed in accordance with GOST 6.30-2003, already contains the necessary details.

Mandatory details of the form include:

OKPO, OGRN, INN/KPP;

Name of the organization;

Background information about the organization.

The organization's emblem or trademark (service mark) is an optional property.

The cover letter can be prepared on letterhead (see Example 1), letterhead structural unit(see Example 2) or on an official’s letterhead (see Example 3).

■ Text. The cover letter text is often formal character and only informs about the direction of documents. The most important part of the information is contained in the application descriptions. However, cover letter texts can vary in level of complexity.

Elementary. The simplest text of a follow-up letter might look like this:

As you can see, this text only contains a message that certain documents have been sent to the recipient.

With justification. If sending a package of documents attached to a letter is prescribed by law legal act or an agreement between organizations, then the text of the cover letter begins with the words “In pursuance of ...” or other wording containing a reference to the standard:

With instructions. The text of the cover letter of the next level of complexity also contains an indication of what the recipient should do with the documents sent to him:

Thus, the text of the cover letter can be divided into two parts:

Notification about sending documents (mandatory);

Instructions for handling sent documents (optional).

■ Marking the presence of the application. The peculiarity of a cover letter is that its semantic center is not the text at all, but the list of attached documents. In this regard, let us remember the general rule for the design of this detail: in cover letters, a note about the presence of an attachment is placed under the text of the letter from the border of the left margin (Appendix No. 11 to clause 3.3.2 of the Rosarkhiv Methodological Recommendations) (see Examples 1-3).

We will pay special attention correct design this requisite in special cases.

The first case is simple. If the attached document is already named in the text of the letter, in the “Note on the presence of an attachment” it is enough to indicate only the number of sheets and copies of this document, for example:

The second case is complex. If there are several application documents, then each of them receives its own serial number followed by the number of sheets and copies. Documents are listed either in random order or from the main document to the secondary ones. In the text of the letter, the attached documents are not named, for example:

The third case is printing. When sending a catalog, brand book, methodological manual, produced in a printing house, that is, any bound document, the number of its sheets is not indicated:

Case four is electronic. Neither the Methodological Recommendations of Rosarkhiv, nor GOST 6.30-2003, nor the Methodological Recommendations for the Implementation of GOST contain rules for attaching external information media to letters. At the same time, the practice of sending flash cards or CDs to each other by organizations is quite widespread. You have to invent your own design rules, guided by elementary logic. So, it makes no sense to indicate the number of sheets and copies electronic document. Its name, format (so that the recipient knows in advance whether the file will open on his computer) and, perhaps, volume will be enough. Don’t forget to indicate the type of media, for example:

Case five is combined. There are complex letters that are both informational and accompanying. If one letter is sent to several addresses, and all recipients receive information, and some also receive attachment documents, then the details are formatted as follows:

Case six is descriptive. If there are so many attachments that listing them would take more than one page, it is advisable to make an inventory of them and issue it as the only attachment to the letter. This is done so that the employee responsible for carrying out the assignment for the letter receives an inventory of them along with all the attachments, because the cover letter and its attachments almost always take different routes in the organization. The inventory will be called “Inventory of attachments to the letter dated... No...”.

The text and mark about the presence of the application will look like this in this case:

■ Other details

The remaining details of the cover letter are drawn up in the general manner prescribed by GOST 6.30-2003 and the Methodological Recommendations of the Federal Archive.

Required details include:

Document date;

Document registration number;

Destination;

Title to the text;

Signature;

Note about the performer.

Optional details in this case are:

Document approval visas, which usually remain on a copy of the document with the executor.

TRACKING THE ROUTE OF THE COVERING LETTER

Cover letters travel through the organization along exactly the same routes as everyone else. business letters of various types.

2. Together with visas and a package of applications (this is mandatory!), the draft letter goes to the signature of general director or other authorized official.

3. The signed project turns into full document, possessing legal force, and goes through the registration procedure in the office or with the secretary of the signatory manager.

4. Delivery of the cover letter and all documents attached to it to the addressee is organized.

5. In the office of the recipient organization, the received cover letter and its attachments undergo an initial review procedure. The purpose of this procedure is to ensure that all delivered applications correspond to those listed in the “Application Availability Mark” attribute.

6. If everything is in order, the letter is registered (what to do if not everything is in order is described below).

7. A registered incoming letter is submitted for consideration to the first person of the organization or another authorized manager, as a general rule - along with attachments. But the organization may have its own rules in this regard. For example, if the letter is standard and it is known exactly who officials will be appointed as the executor under it, the secretary can agree with the director and transfer the applications to the executor immediately, without waiting for the resolution. In extremely rare cases, if a standard letter contains “non-standard” information, the attachments are promptly delivered to the manager for review.

8. With or without attachments, the cover letter is submitted for consideration to the management of the recipient organization.

9. The manager appoints an executor by issuing a regular resolution and returns the document to the secretary.

10. The secretary transfers the task to the executor according to the rules accepted in the organization. At this point, most often the cover letter and its attachments are separated: the contractor is interested in the latter, not the letter, and he most likely knows what to do with the attachments. If the letter contains any special instructions for working with the attached documents, then the executor receives a copy from the secretary, and not the original letter. The original remains with the secretary (in the office) and is filed in the file.

11. Meanwhile, the application goes its own way, which is determined by the type of document and can be as long as desired.

If something went wrong. If, during the initial examination in the office, even upon delivery, it turns out that the attached package is missing one or more documents stated in the covering letter, a report about this is drawn up (see Example 4), and the letter is returned to the sender.

WE KEEP COVERING LETTERS

Cover letters are stored separately from the applications with which they are sent to the organization. In the system electronic document management when registering these applications, a link is placed to the registration card of the incoming letter, but this is not necessary: the cover letter completes its function exactly at the moment when the performer picks up the documents attached to it to begin working with them.

As for the storage periods of cover letters, they fall under the articles of the List of standard management archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating storage periods (approved by order of the Ministry of Culture of Russia dated August 25, 2010 No. 558; hereinafter referred to as the List 2010):

Correspondence with government agencies Russian Federation, government bodies of the subjects

Russian Federation, local government bodies in the main (core) areas of activity - 5 l. EPC (Article 32 of the 2010 List);

Correspondence with a higher-level organization on the main (core) areas of activity - 5 sheets. EPC (Article 33 of the 2010 List);

Correspondence with subordinate (subordinate) organizations in the main (core) areas of activity - 5 l. EPC (Article 34 of the 2010 List);

Correspondence with other organizations in the main (core) areas of activity - 5 sheets. EPC (Article 35 of the 2010 List).

As we can see, cover letters are stored for 5 years, after which their value must be examined and either their storage period extended or destroyed. Destruction is also carried out in accordance with the general procedure.

RESUME

1. The main purpose of the cover letter is to confirm that the documents attached to it were sent and delivered to the addressee.

2. A cover letter is drawn up according to the same rules as other business letters; Particular attention should be paid to the design of the “Appendix Availability Mark” requisite.

3. If an incomplete package of documents is delivered with a covering letter, a special report is drawn up about this.

4. The document flow of cover letters is carried out according to general rules working with incoming documents accepted by the organization.

5. The covering letter and the documents delivered with it are stored separately from each other for the period established for them.