Sample of writing an information letter about the company's activities. Information letter about the company's activities: sample, how to write it

An information letter is almost always drawn up according to a single scheme. First, you need to clarify the addressee, who must first familiarize yourself with this document, then compose the title and actual text of the appeal. In practice, there are quite a few types of newsletters. Ready-made examples of this document and the rules for its preparation can be found in the article.

An information letter is one of the most common types of business letters. Its main task is to convey specific information to a specific person:

subordinates;
colleagues;
partners;
clients;
potential clients.

In practice, it is customary to comply with certain requirements for the structure and text of the document. It is compiled only in an official business style, characterized by a small volume (most often 1 page), the absence of emotionally charged phrases and colloquial expressions. Usually the text is compiled according to this plan:

In the upper right corner, indicate the position and full name of the person to whom the message is addressed. Usually this is the chief director of the enterprise, who in the future must familiarize all employees or some colleagues with the text of the letter.
In the upper left corner indicate the number and date, which is written in the outgoing correspondence log.
Then comes the text itself - this is the main content of the document. It usually begins with the phrase: “We hereby notify you that...”. Next, the essence of the notification is stated in one or more sentences (a numbered list is often used).
If necessary, appendices are written after the text - a list of documents that are attached to the message.
Next, the author-sender indicates his position, the name of the company, puts a stamp and signature, and a transcript of the signature (last name, initials).

Types of newsletters: 5 ready-made samples

There are quite a few types of newsletters. Their main purpose is to inform the interlocutor, which may involve performing a variety of tasks - notification, statement, confirmation of intentions, advertising message (commercial offer) and much more.

Notice (notification)

The main task is to notify the client, partner, colleagues, employees of branches, and other departments about the most important company events expected in the near future:

change of director, chief accountant and other employees;
change of details;
change of legal or actual address;
preparation for inventory;
changing the work week, reducing hours, etc.

The sender can also report about any informal events - preparation for a corporate party, celebration of the company’s anniversary, exhibition, etc.

Confirmation of intent

This letter can serve as an informational occasion to “remind” yourself or simply confirm intentions in response to a request. For example, a company is negotiating a deal, but at various times for some reason it periodically interrupts them. Later, management came to the conclusion that the deal would indeed be profitable, so a letter of confirmation of intentions could be sent to the partner.

Explanation

Such a letter usually comes from government bodies and departments - the Federal Tax Service, the Federal Antimonopoly Service, the Ministry of Emergency Situations, Rostrud and many others. A company can also draw up its own letter based on these documents. The main purpose of the text is to explain in detail your position when disagreements arise (or to prevent them).

In such a letter, the partner seeks to warn the other partner about the end of the deadline for transferring the advance or final payment under the supply agreement, provision of services, etc. Often, the preparation of this document becomes the last resort, after which the company is forced to go to court - a corresponding warning can also be included in the text.

Advertising letter (commercial offer)

When composing, a more informal style of text and message design is allowed and even encouraged. The main task of the document is to attract the attention of the interlocutor and make him want to learn more about the product or service, i.e. interest and encourage contact. It is a mistake to think that a commercial offer can immediately “sell” a product. In fact, his main task is to “sell” the meeting or phone call.

Information letter- a non-commercial business letter, the main purpose of which is information, advertising, notification of further cooperation, the duration of the contract, aspects of the company’s activities, company products, etc. Information letter can act as a marketing tool to promote the company's products, attract new customers and increase sales.

How to write a newsletter

The information letter is drawn up in accordance with the rules established for business correspondence; its structure corresponds to the general structure of a business letter.

Depending on the purpose of the information letter, the following types are distinguished:

message letter (notice, notice) - about a change in prices, director, company details, about negotiations, about the shipment of products, etc.;
letter of statement - about some intentions of the addressee;
confirmation letter - about receipt of goods, funds, documents;
reminder letter - about fulfillment of obligations;
advertising and information letter - advertising of products, services; this also includes a company information letter.

Often a cover letter is attached to the information letter, where the information is provided in expanded form and in more detail, as well as individual provisions of legislative and other regulatory legal documents.

This letter is signed by the head of the company, sometimes his deputy or even the secretary. In the case of mass mailing (in large quantities), you can do without a signature or use a facsimile.

Sample information letter about change of director

About the change of director

With this letter we notify you of the change of director of our organization on the basis of Protocol No. 11/B dated November 20, 2012. From November 23, 2012, Tamara Vasilievna Litvinova was appointed director of Michelle LLC.

A copy of protocol No. 11/B dated November 20, 2012 is attached.

Sample information letter about the exhibition

Dear participants!

We ask you to familiarize yourself with the terms of participation in the exhibition “The City Through My Eyes” and confirm your consent to participate in within 5 days.

The exhibition will take place on February 9, 2012 from 9.00 to 19.00 on Gogolevsky Boulevard in the building of the “Photo Center” of the Union of Journalists of Russia.
The minimum image size on the short side is 20cm (for example, a print is 20x30), the maximum on the long side is 45cm (for example, a print is 30x45).
Photos will be posted on stands, on whatman paper.
Each exhibitor can post up to 10 works. Please inform us about the number of photos in advance.
Decide on the number and format of photos and send them to us by email [email protected] To preview their mini-image (preview 800x600 pixels) with the name and surname of the author, you need to February 01.
Finished and approved works can be brought 07 February.

Best regards, organizing committee

Application. Information about the photo exhibition (jury, partners).

Posted On 01/07/2018

HomeSample forms forms document forms

The assistant unconsciously gains an opinion about the applicant that he has put in his own views by viewing the application and his thoughts. In fact, the statement is a substitute for the identity of the person applying. This is critically important in problems if the response is formed from an internal state. Obtaining the necessary document from a specialist costs a significant amount. Because it makes a huge difference.

An information letter is a non-commercial business letter, the main purpose of which is advertising, information, notification of future cooperation, the period during which the agreement is valid, the main aspects of the company’s economic activity, the products manufactured by the company, etc.

A newsletter often acts as a marketing tool to promote the company's products, attract new customers and increase sales, or convey information to company employees about expansion or other news related to the life of the organization.

The volume of an information letter, as a rule, ranges from one small paragraph to several sheets. Basically, information letters are signed by the heads of organizations, and if sent to a large number of people (for example, all clients of the company), they may not contain the manager’s signature at all.

Very often, information letters are of a standard nature. They often contain suggestions and recommendations or quote verbatim certain provisions from regulatory legal documents.

Also, the information letter may contain attachments (certain attachments with additional information).

The rules for formatting information letters correspond to generally accepted rules for formatting business letters.

How to correctly compose an information letter in an official style?

Information letters are drawn up in accordance with the established rules of business correspondence; their structure fully complies with the generally accepted structure of a business letter written in an official style.

Depending on the ultimate goal of an information letter written in a business-style narrative, the following types are distinguished:

a letter of communication about a specific event (notification, notice) - about changing prices, replacing a director, changing company details, conducting business negotiations, shipping products from a warehouse, etc.;

a letter of statement about the addressee’s specific intentions;

a letter as confirmation of receipt of goods from a wholesale warehouse, transfer of funds, signing of documents, acceptance of an order for processing;

reminder letter about the need to fulfill obligations;

advertising newsletter for advertising products or services; This also includes information letters about activities and events in the company.

Often, a cover letter is attached to the information letter, in which the information is provided in more detail, as well as on individual provisions of legislative or other regulatory legal documents.

The information letter must be signed by the chairman of the company, and sometimes by his deputy or secretary. In the case of sending letters in large quantities, facsimiles are often used.

You can download a sample information letter by following the link.

Sample information letter

An information letter is a non-commercial business letter, the main purpose of which is information, advertising, notification of further cooperation, the duration of the contract, aspects of the company’s activities, company products, etc. A newsletter can act as a marketing tool to promote the company's products, attract new customers and increase sales.

Information letter

At its core, an information letter is an official document and represents an official communication of certain information in writing.

Compilation example

Typically, such letters have a standard form and are sent by certain government bodies or organizations. So, these are government bodies of various levels that send letters to organizations under their jurisdiction, including those of a certain type.

As for the content of the letter, its text usually consists of excerpts from regulations, proposals concerning the activities of a subordinate organization or institution, and recommendations.

Any information letter can be accompanied by all the necessary attachments revealing its contents. One paragraph or even several pages of text - the length of the document may vary. With some exceptions, such a document is signed by the head of the organization sending the letter. Its registration is carried out on a special form.

The letter contains certain details, which include:

The addressee indicating his details.

Name of the organization, its necessary reference data.

Heading for the main body of the letter.

Note about the performer.

Organization code.

Code of the basis for registration with the tax authorities, INN, OGRN data.

Date of writing the letter and registration number in the correspondence book.

Signature.

Download a sample newsletter (Size: 32.5 KiB | Downloads: 2,437)

How to write a newsletter

The information letter is drawn up in accordance with the rules established for business correspondence; its structure corresponds to the general structure of a business letter.

Depending on the purpose of the information letter, the following types are distinguished:

message letter (notice, notice) - about a change in prices, director, company details, about negotiations, about the shipment of products, etc.;
letter of statement - about some intentions of the addressee;
confirmation letter - about receipt of goods, funds, documents;
reminder letter - about fulfillment of obligations;
advertising and information letter - advertising of products, services; this also includes a company information letter.

This letter is signed by the head of the company, sometimes his deputy or even the secretary. In the case of mass mailing (in large quantities), you can do without a signature or use a facsimile.

Sample information letter about change of director

About the change of director

A copy of protocol No. 11/B dated November 20, 2012 is attached.

Sample information letter about the exhibition

Dear participants!

We ask you to familiarize yourself with the terms of participation in the exhibition “The City Through My Eyes” and confirm your consent to participate in within 5 days.

The exhibition will take place on February 9, 2012 from 9.00 to 19.00 on Gogolevsky Boulevard in the building of the “Photo Center” of the Union of Journalists of Russia.
The minimum image size on the short side is 20cm (for example, a print is 20x30), the maximum on the long side is 45cm (for example, a print is 30x45).
Photos will be posted on stands, on whatman paper.
Each exhibitor can post up to 10 works. Please inform us about the number of photos in advance.
Decide on the number and format of photos and send them to us by email [email protected] To preview their mini-image (preview 800x600 pixels) with the name and surname of the author, you need to February 01.
Finished and approved works can be brought 07 February.

Best regards, organizing committee

Application. Information about the photo exhibition (jury, partners).

Download information letter sample

Types of info letters
Registration
Examples

A newsletter is, in essence, a classic business message. It does not have a specific purpose - with the help of information letters you can notify partners about any changes within your company, present your new services and products for their “judgment”, remind counterparties about the fulfillment of obligations under the contract on your part... In a word, this is ordinary business a message that is written in free form, but is limited by the norms of business correspondence.

Types of info letters

Letters-messages. They represent a notification (notification) about some processes. For example, about changes in prices for your goods or services, about a change in the general director or company details (including bank details), about concluding contracts, increasing the volume of supplies, etc.
Application letters. They talk about what the addressee is going to do in the near or distant future. For example, increase prices, stop cooperation with the addressee, or self-destruct.
Confirmation letters.
Everything here is boring and banal - “hello, Ivan Ivanovich, I received the goods, they also sent the accompanying documents, thank you, all the best.”
Reminder letters. They inform the addressee that he needs to do something - for example, fulfill his obligations under the contract.
Advertising and information letters. As a rule, they are the longest and often resemble sales proposals. For anyone to read these messages, they must be at least a little interesting and not too banal.

Important advice for entrepreneurs: do not waste your time, even on simple routine tasks that can be delegated. Transfer them to the freelancers “Ispolnyu.ru”. Guarantee of quality work on time or refund.

How to write a newsletter?

Prices even for website development start from 500 rubles.

This classification is conditional, but in general it gives an idea of the functions of information messages. If necessary, additional materials can be attached to letters. Very often, message letters (as well as advertising and informational letters) are sent at the request of partners and other interested parties.

A sample information letter can be found here.

Registration

The structure and details of the information letter are standard, as are the rules for drafting. In the “design” sense, information messages must comply with all the norms of business correspondence. The algorithm for writing them is quite simple.

In the upper left corner of the form, the details of your company are indicated - name, legal address, contact information, etc. You can fill out this information manually, print it in advance in a sample file, or simply put a company stamp if you have one. The stamp contains all the necessary details, and in addition you will only have to indicate the date the letter was written and its outgoing number. If you are writing a response letter, indicate next to the date and number of the incoming document.
In the upper right corner you need to indicate information about the recipient. Usually here you can get by with the position and full name of the recipient’s manager, but ideally you should also include the name of the company itself, along with its address (including zip code).
In the center, write a heading that reflects the topic and content of the letter (for example, “About difficulties that arose during the delivery process,” “About the results of the meeting”).
In the content part, state the information you want to convey to the recipient. Start the text with the phrases “we inform you about...”, “we inform you that...”, “we inform you about...”. Try to avoid verbosity, write concisely and orderly, without jumping “from fifth to tenth.” Don’t forget: if the essence can be stated in five sentences, there is no need to fill up a whole sheet of paper. This also applies, by the way, to advertising texts (even a commercial proposal should not take more than one sheet). An information letter about a change of director, written according to a standard template, for example, takes literally 4–5 lines.
If you are attaching any documents or other additional materials to the message, list all attachments at the end of the content. Provide brief explanations for them if necessary. Please indicate the number of sheets in the attached papers.
End the letter with the wording “Sincerely...” (or any similar ones). At the very end, you need to indicate the sender’s position and his last name with initials. The sender can be the manager, his deputy or the clerk. If you are personally involved in writing and sending business correspondence, put your signature. If one of your employees is authorized to conduct correspondence, you can indicate him as the sender. And sometimes information letters are sent to tens or hundreds of people at once (for example, to all clients of the company). Signing on each of them is not the most pleasant task. In such cases, you can do without it.

An important point: along with the information letter, you can send documents of any type - contracts, constituent acts, receipts, advertising materials, price lists, etc. And quite often in information messages you have to use excerpts from regulatory documents and legal acts, so if necessary, involve specialists in drafting letters.

Examples

A sample information letter about changing bank details looks something like this:

“Dear Vladimir Petrovich!

We inform you that our LLC “Kakakaya Firma” has changed its details at its servicing bank.

New details:

code 30157710200000000704

account number 65462810810000002774

BIC 044895627

I ask you to make all payments from today to the specified account.”

An information letter about a company's activities is advertising material, so it is advisable to entrust its writing to a full-time or freelance advertiser. However, if you have the proper skill, you can compose it yourself, especially since the matter is not difficult. Write what kind of company you have and what it does, how the recipient can benefit from cooperation with you - in a word, everything is standard. It won’t be possible to fit it into two paragraphs; the optimal length is about one page.

And don't forget that letters must be printed on your letterhead. This is a general rule for formatting all outgoing business correspondence.

Correct letter writing is a complex science, which has its own characteristics for each specific case. For centuries, humanity has been using information letters in everyday life and work. Over the years, each specific case has had its own sample notification letter.

Correct sample notification letter

The design of such letters primarily depends on their content. They can inform, advertise, communicate information of various types, for example, the duration of contracts, new products of the company or its activities. Such letters can serve as a means of attracting the attention of potential buyers to the company's products. Their correct spelling is fully regulated by the rules of business correspondence. The sample notification letter, in particular its structure, complies with the accepted standards necessary when communicating through letters. There are the following types of information letters:

a letter conveying any information - notice or notice;
a letter of declaration of the sender's intentions;
confirmation letter of receipt of something;
a reminder letter about the need to fulfill the conditions;
an advertising letter providing information about the company, its services and products.

How to write a notification letter?

Correct letter writing has several general rules. The form is a sheet of paper, most often A4 format, on which in the right corner there is an appeal - to whom the letter is addressed, and a stamp is placed in the upper left corner. The text of the notice itself is usually placed in the middle of the form. And at the very bottom they usually put signatures and leave contact information: full name, phone number and address of the organization. If the company has several managers, then there will be several signatures. If the event is organized by a group of companies, then the signatures of each manager must be in the letter.

Basic writing rules

Such letters are sent to a wide range of people, which may include both individuals and legal companies. It is customary to begin the text of notices for companies and organizations with an action verb in the first person singular or plural. When communicating with private individuals, it would be more correct to start the text with a verb in the third person singular form. If necessary, an explanatory letter with details is attached to the notices.

The sample notification letter for each specific case is individual, but such letters are united by their goal of conveying information of a different nature to the recipient.

An information letter refers to a type of business message, the purpose of which is to notify partners of any changes that have occurred in the company. Writing a letter requires compliance with the norms of business correspondence.

Formatting business letters

Maintaining relationships with business partners is directly related to the competent application of the rules of business correspondence, which requires correct formatting and compliance with the general rules of business etiquette.

Before writing a business letter, you should determine what informational purpose and main idea it contains.

A business letter has general formatting requirements:

The text of the letter must be printed on the company letterhead.
Maintain margins (indents) – 1.5 cm on the right and 3 cm on the left.
Indication of information about the addressee of the letter, date, place of sending and registration number.
Statement of the title, purpose and essence of the appeal.
The presence at the end of the letter of the signature of the person sending it and the seal of the company.
Use Times New Roman font with size 12 and single spacing for text.

The most common ones that can be classified as business correspondence are:

Offer. Contains a proposal for possible beneficial cooperation or acts as a preliminary stage prior to the conclusion of the main contract.
Letter of guarantee. It contains information about obligations, for example, about fulfilling the conditions of the prisoner, transferring funds, etc.
Information letter. Includes various informational information, the purpose of which is to inform the addressee about changes that have occurred or are planned, possible proposals, etc.

In order not to waste time composing letters, you should take as a basis a general template suitable for any type of business correspondence.

Information letters

Information letters may be used in the following cases:

To send recommendations, proposals, clarifications of various information from government and management bodies to subordinate organizations of various types. Such letters can be called methodological.
To convey information about upcoming or already occurred changes in the activities of a company or organization. Such letters are sent to counterparties.
Information letters may have attachments. The content of the letter can range from a couple of paragraphs to several pages.

The types of information letters most often used in the process of companies include:

Appeal. Is a view or notification of any ongoing changes in activity processes. For example, the company changed prices for goods or services, there was a change in management or details, etc.
. Contains information about upcoming changes in the company. For example, about termination of business relations with a counterparty, liquidation of a company, etc.
Confirmation. An action that has already been completed that requires confirmation is indicated. For example, that goods have been received, funds have been deposited into the account, documents have been sent, etc.
Reminder. The title of the letter speaks for itself. The recipient is reminded of what he must do in the near future. For example, sign an agreement, pay for work or services performed, pay off debt, etc.
Advertising. Such letters are of an advertising and informational nature and belong to a variety of commercial offers. The volume of information in such documents is usually large; the content itself should have an interesting essence that can interest the addressee.

This classification of information letters is conditional and conveys their very essence and functions.

Such letters are sent either by mail or via electronic mailing.

Letter structure

General requirements, rules and regulations for business correspondence apply to information letters about the company's activities.

A sample information letter about the company’s activities is drawn up as follows:

On the left side, in the upper corner of the document, the company details (name, address, telephone numbers, etc.) are indicated. Filling out can be done manually, using computer technology, or by affixing a company stamp containing all the necessary details. If you have a standard letterhead, then you don’t need to write anything extra, since all the information has already been entered into it in advance.
The upper right corner should contain information about the recipient. Indicate its name, address (if the letter is sent to another company), full name and position of the person to whom the document is sent.
A small indentation is made and a heading is written in the middle, indicating the topic and essence of the letter.
Below the heading is written the content of the information letter, that is, it indicates what the sender wants to convey to the addressee.

Information letter

It is better to start your appeal with the words “we would like to bring to your attention...” or “we are informing you about...”, etc. Verbosity should be avoided; all sentences should have a clear, concise structure. The meaning of what is written should not be lost after a few sentences are read.

It is better to state the essence in a few lines (3-5 is enough) than to describe everything on a large number of sheets. This rule also applies to advertising texts and commercial offers, which, by their nature, should interest the addressee from the first line.

If a letter has attachments, a list of them is always indicated at the end. If necessary, you can give them a brief explanation or description. For applications consisting of several sheets, their exact number is indicated. As additions to the letter, there may be contracts, receipts, advertising materials, etc.

The letter usually ends with a standard phrase, starting with the words “With respect...”. At the end there is the position and initials of the sender.

Not only the director of the company, but also his deputies and other persons entitled to do so can be authorized to sign such a document. If the letter is sent to more than ten correspondents, then it is not necessary to sign, as this will take quite a lot of time. Moreover, in the age of modern technology, many letters are sent via email. This method is very convenient and significantly saves time not only for the sender, but also for the recipient.

If an information letter requires the mention of excerpts from regulations or an indication of articles of laws, then a specialist should be involved in its preparation to ensure that their application was used correctly.

Writing an information letter about the company’s activities can be entrusted to a simple full-time employee. If it contains advertising information, then it is not prohibited to attract special advertising agencies to write it.

All letters are written only on company letterhead.

In order for the letter to interest the addressee, you should adhere to the general rules of business correspondence. Do not forget that the fate of the company, its further development, prospects for cooperation with more profitable counterparties, etc. may depend on how the essence of the company’s activities or appeal is presented.

A newsletter is an integral part of the work of any company that builds its business on the right principles.

Write your question in the form below