Business letter about a meeting for negotiations. How to write an appointment letter correctly

19.09.2024

According to the UK's Direct Marketing Association, every £1 spent on email marketing in 2015 generated £38 in return. Want to achieve the same results, but don't know how to write a letter to a client?Then use the bestsample letters to clients,which we have collected for you in this review.

How to write a letter to a client correctly

You think about your customers all the time, but it's not mutual. To capture their attention and get ahead of your competitors, you need to regularly remind yourself. Emails do this very well. According to the authors of the Pipedrive blog, there are several tricks that can work in your favor:

Patience and more patience. Lead your potential buyer towards a deal gradually by regularly sending him .
Agree on strategy in sending letters to clients with the marketing department, so as not to be too intrusive and not to clog the client’s mailbox with repeated information.
Use a CRM system. It will simplify the technical side of communication with clients and speed up work with mail.

A CRM system is a convenient program that helps keep records of clients and transactions, records all calls, and also helps to conveniently organize correspondence with the client. For example, the program integrates with the mail service (you can connect an unlimited number of mailboxes) and allows you to save the correspondence history directly in the counterparty’s card. If a new client has written to you, you can create a deal card directly from the incoming letter.

And now the most interesting thing: to send a letter to a client from CRM, you don’t even have to type text. Using the document designer, you can create a set of letters for all occasions and send them to clients in two clicks. SalesapCRM will insert the client’s name and other data into the email. Want to know more? Then press .

Letters to clients: examples and ready-made samples

We have compiled a selectionbusiness letters to clients,which you can take as a sample. All you have to do is add details to them.

1. Are you writing to a potential client for the first time? Send this short message:

Subject of the letter: Perhaps you are our new client

Hello, [Name].

We [brief information about the company].

If this interests you, I am ready to discuss the possibility of cooperation. Let us know what time would be convenient for you to call.

[Signature]

2. Tell your potential client about your successful experience of cooperation with his competitors:

Subject of the letter: Keep up with your competitors

Hello, [Name].

We work successfully with [competitor of X and Y] V [field of activity] already [so much time] and together we achieved good results. You can find detailed information about them here [link to case/review].

We will be glad if you join us.

[Signature]

3. If you received contacts of potential clients at a business event, send themoffer lettersuchsample:

Subject of the letter: More about our company

Hello, [Name].

I hope you liked it too [event], and would like to thank you for your interest in [company name].

I am attaching more detailed information about our company. I will be happy to discuss all your questions over the phone.

[Signature]

Reminder letters

4. Some time after sending letters to clients offering services or additional information remind about yourself:

Subject of the letter: Is there something you want to discuss?

Hello, [Name].

I hope that you had the opportunity to read my previous letter and become more familiar with [additional information].

Do you have any questions or thoughts about my proposal? I will be happy to discuss them over the phone or in person. When will you have time for this?

[Signature]

5. If you can show the effectiveness of your offer with numbers, then share them in letters to company clients. Facts convince better.

Subject of the letter: A few facts you might not know about [company name]

Hello, [Name].

I recently sent you a letter about [company name], and I think we could be useful [your company].

Our clients are seeing growth [specify indicators] when used [name of product and service]. We also offer [tell about promotions] And [mention other great deals].

If you would like to know more details, please let us know and we will arrange negotiations by phone or in person.

I'm looking forward to your answer.

[Signature]

6. Offer customers a trial period or free samples. Buyers are more willing to make a deal if they test the product first.

Subject of the letter: Gift for your company

Hello, [Name].

A few days ago I sent you information about [product name] and now I propose to try it in action.

I have created/attached some guest logins/free samples/vouchers that can be used to access/receive [product or service]. Share them with your colleagues. It would be interesting to hear their opinion.

I will be happy to discuss everything in more detail over the phone or in person. I'm sure we can really be useful to you in [field of activity].

[Signature]

7. If you are not sure that you are corresponding with an employee authorized to negotiate, ask him to help reach the decision-maker:

Subject of the letter: I hope you can direct me to the right person

Hello, [Name].

A few days ago I sent you a letter about [company or product] and now I doubt that I came to the right address.

Is it you who makes decisions on the issue that interests me? If not, could you help me contact the right person at your company?

I'm waiting for your reply.

8. Use this text of the letter to the client if, after meeting with him, you want to inquire about his future plans:

Subject of the letter: Your plans

Hello, [Name].

Thank you for your time. Now I would like to know how you see further discussion of our issue.

If you are still interested, please inform us of your plans.

I'm waiting for your reply.

[Signature]

9. After meeting with the client, remind him of the following stages of negotiations:

Subject of the letter: Action plan for the near future

Hello, [Name].

Thank you for taking the time - today's meeting was very productive. Let me briefly remind you what we will do next:

[Date]: I will send you [contract/full set of documents].

[Date]: You will pass on your comments and wishes to me.

[Date]: We will make all final changes and sign the agreement.

If you need to discuss anything before this date, please let me know.

10. Composesuchletter to client, if during the meeting he wanted to receive additional information:

Subject of the letter: Information on your request

Hello, [Name].

We were glad to meet personally with representatives of your organization. I promised to send you additional information about [question]- they are in the attached file.

Ready to answer any questions. Feel free to call me at [number] anytime or write to this address.

[Signature]

If the client does not contact

11. If the client does not answer the phone call , use the followingletter writing sample:

Subject of the letter: Couldn't contact you

Hello, [Name].

I wanted to discuss with you [question], but you are probably busy. Please call me back at [number] or let me know when it’s convenient for you so that I can call.

[Signature]

12. Didn’t get through to the client and left him a voice message? Complete it with the following letter:

Subject of the letter: Didn't get through to you

Hello, [Name].

I recently called you to discuss [question].

[Signature]

13. If a customer persists in not responding across all channels, they may have a lot on their plate. Use this template - even a very busy person can find a couple of seconds to answer:

Subject of the letter: Short answer required

Hello, [Name].

Unfortunately, I can’t contact you in any way. I assume that you are very busy or are no longer interested in our services.

Please indicate the appropriate answer in your response:

Please leave me alone!
Too busy, write to me again in a month please.
I will contact you myself.

[Signature]

14. If you want to unobtrusively remind about yourself, share with the client information that will be useful to him:

Subject of the letter: Useful information for your business

15. If the client delays payment, remind him of this:

Subject of the letter: Payment delay

Hello, [Name].

[Date] I sent you an invoice by email. Payment has not yet been received, so please inquire if your finance department has received our invoice? If necessary, I will resend it. I expect payment from you within a week.

Thanks for your help.

[Signature]

These templates will save you time to actually communicate with clients. And to achieve greater effect, automate the creation and distribution of templates via . right now - it's free and only takes a couple of minutes.

What documents should an organization have to work with confidential information? How to organize work in such a way as to prevent leakage? How to properly familiarize employees with the rules for working with confidential information?

We'll talk about this in this article.

A commercial organization itself must organize work with confidential information in a way that is right for it. Because the composition of confidential information in each organization will be different. One company protects trade secrets, another protects only personal data, and a third operates a notarial secret. Government organizations have their own rules for working with DSP documents.

But there are documents that will help organize work with confidential information for any organization. If they are compiled, entered and used, then working with confidential information will be easy to establish.

Documents for working with confidential information:

August 09, 2019

How do you know if one employee on site is enough or if an assistant is needed? Why does one stay late every day, while the other leaves on time and manages to drink 5 cups of coffee? How to understand who is really not keeping up and who is working carelessly?

To answer these questions, calculate the volume of document flow.

To put it simply, document flow is incoming, outgoing and internal documents. That is, all documents that are registered in the organization.

Calculating the volume of document flow answers the questions:

June 05, 2019

When I was a secretary, I shook like a leaf when the next meeting was expected. Because there needs to be a protocol. If the question arose about who would do it, then “not me, not me.”

It’s good that our organization had an employee responsible for preparing and documenting the results of the meeting. He had a voice recorder, some sheets of paper, notes. For several days after the meeting, no one touched him because he was “drawing out the minutes.” His work seemed very difficult to me. Recording, transcribing, drawing up a protocol, distributing, monitoring execution - it was beyond my understanding.

Therefore, I decided to create step-by-step instructions for drawing up a protocol. I hope it will help secretaries feel more confident while carrying out this important mission.

May 13, 2019

We are so accustomed to writing some words with a capital letter that the fact that they can and even need to be written with a small letter is surprising. So let's follow rules instead of habits.

Birthday

Both words are written with a small letter. Yes, to be emotional and to indicate the importance of an event, we can write them with a capital letter, but from the point of view of the Russian language this is incorrect.

We wish you a happy birthday!
I celebrated my birthday in a friendly company.

April 10, 2019

In contrast, the use of cliches and clericalism, even in an official business style, is undesirable. They clog and weigh down the text, making it dry and uninteresting.

The reader does not understand what is actually hidden behind these expressions and perceives the text as an unsubscribe or a set of words. Therefore, texts with an abundance of cliches and bureaucracy are not read, but skimmed, trying to catch on to something really important. And even interesting information may go unnoticed.

Yes, the use of cliches in an official business style is more justified than in a colloquial, artistic or journalistic style. This is due to the fact that often the function of a document is not to attract the reader’s attention to the text, but simply to “unsubscribe” and convey information.

However, if we write documents in more understandable language, both the reader and the author will only benefit from this. A clear, concise, concise text is respect for the reader, which means a possible start to cooperation.

A speech cliche is a template phrase that is easily reproduced in a certain context.

Speech clichés speed up and facilitate communication processes. Yes, yes, business correspondence is also a way of communication. It is more convenient for us to write a ready-made formula and know that it will be understandable to the other side.

An invitation letter is a special case of a notification letter, which is used to invite you to an event (exhibition, negotiations, meetings, seminars, etc.)

It differs in that the invitation letter can be issued not on company letterhead and have artistic decorations: drawings, ornaments, and so on.

To the event
For cooperation
To work
To the exhibition
To the meeting
To the conference

Letter of request- this is a request to obtain the necessary information, goods, services, documents, to provide recommendations, to organize a meeting, etc. When drawing it up, you need to justify the need to fulfill the request.

It can be addressed to a specific individual or legal entity - organization. This type of letter may contain more than one request.

How to write a request letter

A request letter has a structure similar to the general structure of a business letter and is almost identical in form to a request letter. Its registration is carried out on the organization’s letterhead. It is usually signed by the head of the organization or an authorized person.

Examples of business letter phrases - requests

Reason for request:

Due to...
Considering…
In view of...
Based on...
For the purpose...
Based on...
According to…
According to…

Text of the request:

We ask you to consider/provide/carry out/report/inform/urgently send...
We are asking you...
We ask for your assistance in…
We ask for your consent to...
We also ask you...

A letter of request requires the writing of a letter of response.

Download

A request letter is perhaps the most common form of business correspondence. The number of situations that necessitate making a request on behalf of a legal or natural person cannot be counted. This is obtaining information, product samples, coordinating actions, inducing some action, etc.

The composition and structure of a request letter is not much different from the standard ones. As a rule, the text of a request letter consists of two parts:

1. Introductory part, where the essence of the matter is stated in a narrative form, the motives and reasons for making the request are explained. The following standard expressions are often used here:

reason for contact

Due to non-receipt... ;

Considering the social significance...;

Taking into account (our long-term cooperation)... ;

Considering (the long-term and fruitful nature of our business ties)…

Due to the discrepancy between your actions and previously accepted agreements... ;

Due to the delay in receiving the cargo... ;

Based on the results of negotiations on the issue of... etc.

purpose of appeal

In order to carry out the order... ;

In order to resolve the issue as quickly as possible... ;

To coordinate issues... ;

In order to ensure the safety of cargo passage... ;

To avoid conflict situations... etc.

In accordance with the previously reached agreement...;

In connection with the appeal to us... ;

Based on an oral agreement... ;

Based on our telephone conversation... ;

According to government decree... ;

According to the protocol on mutual supplies... etc.

All of the above expressions must be used taking into account the context and speech situation.

Almost all standard expressions begin with a derived preposition or prepositional phrase. You should pay attention to the correct use of these prepositions with nouns, which are mainly in the genitive and dative cases.

2. Actually a request. Here the key phrase of the letter includes words formed from the verb to ask. Its use is explained by etiquette requirements for business texts and the psychological laws of business communication - a person more willingly agrees to perform an action expressed in the form of a request rather than in the form of a demand.

In some cases, the request itself, expressed descriptively, may not contain this verb, for example: We hope that you will find it possible to consider our proposal within the specified period.

The request can be made in the first person singular (“I ask...”), in the first person plural (“We ask...”), in the third person singular (in this case, nouns with a collective meaning are used: “The management asks...”, “Administration asks...”, “The Labor Collective Council asks...”, etc.), from the third person plural, if several nouns with a collective meaning are used (The Administration and the Labor Collective Council ask...).

If the request letter is multidimensional, then the composition of the second part of such a letter may look like this (parts of the composition must correspond to the paragraph division of the text):

Please... (Please...)

At the same time I ask... (We also ask...)

And I also ask... (And we also ask...)

When drafting a letter of request, you should consider the following recommendations:

1. When making a request, emphasize your or your organization's interest in fulfilling it.

2. Under no circumstances begin a letter with the word “Please…” - it is more tactful to first explain the reasons for your request (even if all the details have already been agreed upon with the addressee).

3. Don’t rush to thank the recipient in advance. By doing this you put both yourself and the recipient in an awkward position. Try to say thank you when you find out that your request has been granted.

When formulating a request, the following standard expressions are often used:

We are turning to you with a request...

...about sending to our address...

...about the direction to me...

...about deportation to our organization...

...about providing me...;

We ask (please) you (you)…

…tell (us)…

...send (to me)...

...urgently introduce...

...report immediately...

...notify (enterprise management) about...

...inform me about...;

I ask for your (your) consent to...

...sending to...

...providing us...

...acquaintance... with...

...transfer... of the following equipment... ;

We ask for your assistance in...

...receiving...

...send as soon as possible...

...providing additional information regarding...

...carrying out... ;

I ask for your (your) instructions...

...to conclude an agreement on...

...for delivery from the enterprise warehouse ... to a representative ...

...for the preparation of documents about...

...for review... ;

We ask you not to refuse the courtesy and... .

A letter of request is an appeal, the purpose of which is to motivate a second person to action. A letter of request can be addressed to a specific person or sent to an organization addressed to the director.

A request letter is drawn up, usually on the organization’s letterhead, indicating all the necessary data:

date;
outgoing document number;
position, surname, name, patronymic of the person who created this letter of request;
title of the document (letter of request), the title must indicate the essence of the matter in one phrase;
main text of the request;
an expression of hope for a favorable resolution of the issue contained in the letter;
signature of the responsible person who compiled the document (manager, deputy head, head of department, etc.)

Often one letter contains several requests that require satisfaction; this form of document preparation is quite acceptable.

Writing a request letter like this will save time for the sender and the addressee and save them from unnecessary paperwork that no one needs.

The request is stated using the verb “to ask”: “We ask you to carry out...”, “We ask you to provide...”, “We ask you to inform...”, etc. The request can be formulated without the verb “ask”, for example: “We hope for a positive solution to the issue...”, “We hope that you will consider it possible to consider our appeal”, etc.

Letter to a client offering services

Letter #1:
Dear Ivan Ivanovich,

An active area of our activity is the implementation of a full range of construction works on a turnkey basis. The range of work covers objects of various industrial, residential and commercial purposes. Throughout the entire period of work, we are guided by an integrated approach to project implementation. The main direction that the company has chosen for itself and in which it has succeeded is decoration, improvement of cafes, shops, offices, etc.

We offer the following services to our clients:
- service 1
- service 2
- service 3

Sincerely,
Petr Petrov

Letter #2:
Dear Ivan Ivanovich,

Company "Delopis.ru" offers additional services in the field of IT technologies, all work is carried out by qualified specialists with extensive practical experience in their field.

1) Sale, installation, configuration and further maintenance of software:
2) Sale, installation, configuration and further support of computer equipment.
3) Organization, configuration and maintenance of local networks.

If the type of work you need is not listed, this does not mean that we cannot help you.

Sincerely,
Petr Petrov

Letter #3:
Dear Ivan Ivanovich,

LLC "Delopis.ru" is a dynamically developing company, the main direction of our activity is complex supplies […].

Our product range includes: [product range]. The products we offer are of high quality and reliable in operation.

You can find product prices in the price list. Prices are not final and are discussed individually with each client.
Collaborating with "Delopis.ru" You are guaranteed to receive excellent service, attractive prices and high-quality products!

We will be glad to consider your proposals for cooperation!

We offer the following services to our clients:

— free delivery of products in Moscow and the nearest Moscow region. Products are delivered to other regions by rail and road transport to the address specified by the client.

— each buyer is assigned a personal manager who provides decent service.

Sincerely,
Petr Petrov

Letter #4:
Dear Ivan Ivanovich,

Company "Delopis.ru" is a major distributor for the sale of […] in Russia. The company's assortment includes more than [number] of products from leading manufacturers in Germany, Great Britain, the USA, Italy, Thailand, Russia, and China. The basic principle of forming the company’s assortment is “the best and most proven.” Company "Delopis.ru" works only with reliable, internationally recognized manufacturers.

From the very beginning of our activities, we set ourselves the goal of living up to the famous slogan: “The customer is always right!” That's why we are always looking for new ways to meet the growing needs of our customers - we are constantly expanding our range and forms of service.

Experience has shown that once you become our client, you will most likely remain one forever! Perhaps the secret of this lies in the individual approach to each client. A large wholesale buyer will find special offers and discounts with us, and a system of cumulative discounts is provided for medium and small wholesalers.

You will be pleasantly surprised by the wide range of products and the overall low prices, efficiency in processing orders (1-2 hours from the moment you receive your application by email).

Our clients are various organizations in Moscow, the Moscow region and a huge number of regions of Russia, even as remote as Kamchatka, Siberia and the Far East, Sakhalin. And for each client we have our own ways to satisfy his needs.

Thanks to our extensive sales geography, covering the entire territory of Russia and neighboring countries, we have a unique opportunity to constantly monitor market trends and plan wholesale deliveries in such a way that our partners receive the goods that are most in demand at the moment.

We offer the following services:

— receiving orders from the client in any way (telephone, fax, e-mail);

— prompt processing of the application (the maximum processing time for any application is 1-3 hours) with the provision of an invoice for payment;

— sending goods by road, railway containers, postal and luggage cars and air transport to the regions of Russia, the CIS, the Baltic countries and foreign countries;

— strict reservation of goods (with fixation of quantities and prices) for a period of up to 3 days with delivery of invoices for confirmation to the client;

— delivery of goods to the client by road in Moscow and the Moscow region, and, if necessary, throughout Russia;

— provision of a full package of accompanying documentation for the product;

— promptly informing customers about product prices on our website;

— systematic updating of the assortment in accordance with customer needs;

— prompt and free loading of goods into the client’s car;

— flexible system of discounts (one-time, cumulative, individual);

— a wide range of the most popular types of lighters and condoms;

— calls to Russian regions at our expense (you just need to send your number by e-mail or leave it to the sales manager);

— departure of a manager and (or) sales representative to conduct negotiations and (or) conclude an agreement at the client’s location, consultations, assistance in drawing up orders;

- much more.

All this, combined with the convenient location of the office and warehouse, makes working with us pleasant and fast! No traffic jams or problems!

Call and write to us. We will be happy to accommodate your wishes!

All the best! Good luck to your business!

Sincerely,
Petr Petrov

Letter #5:
Dear Ivan Ivanovich,

Firm "Delopis.ru" engages in wholesale and retail trade [of which] in the city [city]. Trade is carried out through several retail departments and a wholesale warehouse. The company has been on the market for more than [a number of] years and is constantly developing, with retail outlets opening. During the period of operation, the company has developed its own principles and regular customers.

Company team "Delopis.ru" works as a unified, effective and functioning team. The experience and knowledge of specialists accumulated over the years helps to withstand the tough competition of today.

The ability to quickly respond to market demands, study and take into account the needs of customers helps the company navigate the world of new products and varying prices.

Product quality, wide range and low prices are what attracts our customers. The main principle of work is that in order to make a customer permanent, you just need to meet him halfway.

The convenient location of the office and warehouse in one place allows clients to save time spent on paperwork, payment and shipping of products.

We offer the following services to clients interested in working with us:

* By agreement with the client, we can deliver the goods by our own transport within [city] or to a transport company.
* Provide product samples (can be sent by mail or courier)
* Accept orders by phone, fax or email.
* Any form of payment (cash, bank transfer, installment payment possible)

Sincerely,
Petr Petrov

It is difficult to imagine what role contacts play in running a business. A letter about a meeting for negotiations can become an intermediary between counterparties. This document informs the partner that there is a willingness to negotiate. There is no standardized pattern for paper. However, based on generally accepted standards for writing business letters, you can rely on the provided sample and a ready-made form to fill out.

FILES

Requirements

There are canons of business correspondence that should not be deviated from in order to avoid misinterpretation. If the letter contains obvious violations of one of the points, the message may be perceived as an insult. The better the letter about the meeting for negotiations is written, the greater the chances are for this meeting to take place.
So the letter should:

Be written in correct language, without grammatical or syntax errors.
Have a formal business style of presentation. The tone is extremely friendly, regardless of the actual emotions experienced by the recipient. There should also be a feeling of respect and a desire to respect the interests of the common cause, for mutual benefit and cooperation.
Be compiled taking into account ethical standards accepted in business circles.
Have an optimized structure, contain short phrases that clearly express a certain idea. The logic of presentation is supported by a clear external division of the document into its component parts.
Use only those language constructs and means that are understandable to the addressee. The letter should not contain veiled phrases.

Despite the fact that currently most negotiations take place electronically, compliance with the recommendations described above is also relevant for them. But business letters written the old fashioned way, on paper, also have their advantages. There are several of them.

When using them, it is easier to present documentary evidence in court. Taking saved paper is easier than copying an email, printing it, and then proving its authenticity.
Documentation must be recorded in log books. This makes them easier to find.
It is easier for regulatory organizations to carry out their work.

Compilation scheme

Knowing the basic format for composing any business letter, you can, based on the samples, write absolutely any of them yourself. The main thing is to know the purpose of the message.

So, the posted sample letter about a meeting for negotiations contains the following information:

Organization data.
Document number and date.
Addressee's name.
Appeal.
Performance.
Argumentation of the appeal.
Make an appointment.
Target.
Signature.

Details

Organization data can be contained either in the header of the letter or separately (can be printed at the very top of the sheet). But it is imperative to let the recipient know how to contact the sender. If the letter is written electronically, then these may simply be phone numbers at the end of the letter.

Number and date

The numbering of incoming and outgoing correspondence is extremely important, since it is this that is subsequently displayed in the registration logs. It is this type of record that is direct evidence of the very fact of the existence of correspondence between organizations.

The date at the top or bottom of the letter is the date it was signed. Without a signature, a sheet of text has no legal force.

Destination details

The addressee's name should be in the upper right corner. In the practice of business relationships, there have been situations when letters were sent by mistake to another addressee. To insure against such cases, the one who writes the letter must indicate in business correspondence all the information that he knows about the addressee, even if it is only the full name, telephone number, website and email address. Ideally, there should be address and other data.

Appeal

The respectful tone of the letter should be felt already in the address itself. The word “respected” and the name and patronymic of the person to whom the letter is intended may be present. If this is an official (and the letter is sent to the company where the specialist works), then it is advisable to indicate his or her position and specialty.

Performance

Etiquette requires that the one who addresses someone introduces himself. It might look like this: “My name is Ivan Ivanovich Ivanov, I am the manager of the Yunost company.” If correspondence begins or a decision is made about a meeting, the addressee must know exactly how to contact the person with whom he wants to contact.

But this rule applies only if there has been no previous correspondence between these employees of organizations (or an individual and an organization).

Cause

Any written communication must have a purpose. The negotiation meeting letter must clearly describe the reasons that prompted one of the parties to make contact.

Make an appointment

In order for the letter to be aimed at a specific action, the writer must indicate the place and time of the meeting. Setting a date is a delicate moment. The author of a letter about a meeting for negotiations can do one of three things:

Set a specific date.
Set a date, but with the caveat that it can be adjusted by joint agreement or at the request of the addressee.
Set a time frame in which it would be convenient to meet. For example, from 12.00 Tuesday to 18.00 Thursday. Dates still need to be specified.
Leave the date and time of the meeting at the discretion of the other party.

The last option is the most polite, but less reliable. After all, business correspondence also implies a moment motivating a partner to perform an action. And in the last point, the entire initiative in setting a date is transferred to the addressee. If you are confident that the meeting will take place, then you can do so.

Additional parts

The following are optional (but applicable in special cases) elements of the letter:

Thank you for the opportunity to invite you to a meeting.
Who else is invited to take part in the meeting.
What to do if the recipient is unable to appear for negotiations at the specified time. For example, send a letter, make suggestions, etc.
Contact person (if this information was not available at the beginning).

In principle, a letter about a meeting for negotiations is drawn up in free form. The main thing is that all the requirements that apply to it are met.

The responsibilities of executive assistants, office managers and secretaries traditionally include organizing meetings and business negotiations. Of course, modern communication technologies, such as mobile telephony, the Internet and video conferencing (for example, Skype) provide enormous opportunities for organizing business communications, however, personal meetings continue to be the most effective activities in terms of achieving results in business communication.

Correspondence regarding the organization of personal and official meetings is still relevant today, but the larger volume of this type of correspondence has significantly shifted towards e-mail. Today we will look at the basic rules for correspondence with foreign partners in organizing meetings and negotiations.

Correspondence regarding the organization of personal meetings and negotiations

The table below shows the main stages and purposes of correspondence regarding the organization of personal meetings, as well as the types of corresponding letters. Next, we will consider each individual type of letter.

Correspondence regarding the organization of personal meetings

As we already mentioned, most correspondence these days is done via email. However, in particularly serious cases and at a very high level, traditional mail is still used. In this case, the first contacts can be established using traditional mail, and later correspondence can turn into electronic form. An email message, in addition to the message itself, may contain a file (usually in PDF format) with an electronic image of the letter.

Letter requesting appointment

A meeting request letter is sent to inform the recipient that a certain official has the intention and opportunity to meet and discuss issues or plans that have arisen. In most cases, the main part (the so-called “body of the letter”) consists of three parts:

An introduction that states the reason for writing the letter.
Basic information of the letter.
Conclusion containing intended/expected actions/information.

The second and third parts are sometimes combined.

Entering a meeting proposal letter can:

contain a link to the triggering event for this letter: letter, phone call, email message, preliminary agreement (say, at an exhibition), etc.
be the initial one, initiating the meeting and containing the reason why an employee of your company needs to meet with a representative of the recipient company. Such letters can be addressed both to those companies with which some kind of relationship already exists, and to those with which contacts need to be established.

IN first case The following phrases may be used in the introduction:

If you need to initiate a meeting without having preliminary agreements in the form of verbal agreements, letters or messages, you can use the following introductory options:

Closing phrases can contain information of both a general nature, that is, formal phrases like “If you need additional information, please contact...”, and more specific, that is, they can clarify what will or should be done and when, for example: “Our employee will contact You to clarify the details." To complete the letter, you can use the following options:

It should be noted that most of the phrases in the introductory and concluding parts of the letter given above can be used not only in letters initiating a meeting, but also in many others.

The body of the letter states who, why, when and where would like to hold the meeting, for example:

Consider an example of a proposal letter for a business meeting, which offers the possibility of negotiations and a way to agree on the date and time of the meeting through a telephone call from the secretary.

Please note that the letter has a full block structure with open punctuation: all elements begin immediately from the left margin, between individual elements punctuation is used only in the body of the letter.

(See attached documents for an example of a meeting proposal letter.)

Let us remind you that for official correspondence with foreign partners in companies, along with a letter form in Russian, a letter form in English can be developed.

Here is an example of the text of another letter in which the organization offers its services as a representative/dealer for an importing company, information about which was received during the exhibition (see the attached documents):

Since the addressee had no previous contacts with the company, the introductory part of the letter provides an explanation of where the information about it was obtained. Then a brief introduction is made to the company initiating the message and a possible option for cooperation is described. In conclusion, a desire to establish business contacts is expressed and information is provided that a company representative - the purchasing director - will be in the country of the recipient company at a certain period and intends to meet.

Please note: this text (letters, emails) uses the image

The letter “Dear Sir or Madam”, since this letter is addressed to the company itself and the name of the official who will read it is unknown. Accordingly, a polite closing phrase would be the more formal expression “Yours faithfully.” If contacts have already been established (at an exhibition, etc.), naturally, you should address the addressee-contact person by name, and you can use “Yours sincerely” as the final phrase.

Response letter confirming participation in the meeting (Replyforletterrequestingappointment)

After receiving a letter initiating a meeting, if the meeting is agreed to, a response letter is drawn up, which may specify dates, times, contacts, meeting place, etc. Like most other letters, such a letter begins with gratitude for the offer of a meeting, and may end with an expression of a desire to meet soon and/or an invitation to ask for clarification of the necessary details of the meeting.

(See attached documents for an example of a response letter to a meeting proposal.)

Letter of approval, clarification of date and time (Letterregardingtimeanddates)

The response to the letter initiating the meeting may be in the form of a “paper” letter or, more commonly, an email. This letter should specify the details of the meeting: date, time, place. In the example below, such details are suggested to be clarified by phone or email.

(For an example of an email agreement clarifying the organizational issues of the meeting, see the attached documents).

In this type of letter, other phrases may also be used to request some additional information, for example:

Letter-refusalfrommeetings(Letter declined invitation)

It is quite natural that various events may occur due to which the scheduled meeting may be cancelled.

For example, if at the proposed time you (your manager) already have important events, a business trip, etc. planned. or an offer to cooperate with this company is not currently relevant for you.

At the beginning of the refusal letter, in order to mitigate the unpleasant situation, you should thank for the letter offering a meeting, for example: “Thank you for your letter of 5 May enquiring about the opportunity to arrange a meeting with our Purchasing Director.”

In the main part, you need to apologize for refusing to meet (for example, “I am sorry to say that...”, “Unfortunately...”) and explain the reason, for example:

In the final part, if the refusal is not categorical, you can offer various alternative options for the time, place and other conditions of the meeting.

You should also ask how convenient these options are. This can be done using the following phrases:

Letter- apology for cancellation meetings(Letter of apology for canceling an appointment)

Let's assume that the details of the meeting have been agreed upon and the meeting has already been scheduled, but it may happen that the meeting has to be canceled, say, due to the emergence of very important matters, the need to fulfill the duties of another person, and other unforeseen circumstances.

In such cases, you should first express your regret for canceling the meeting, and then give a brief explanation of the reason:

Letter of gratitude and discussion of further actions (Letterofthanksandsubsequentactions)

At meetings, as a rule, some agreements are reached, which are subsequently implemented in working order, and the style of communication after such meetings and negotiations may become less formal. But in any case, after the meeting and negotiations, you should thank them for the meeting, send the promised materials (brochures, catalogs, draft contracts, etc.), and express your desire to actively cooperate in the future.

(See attached documents for an example of a thank you letter.)

So, we have looked at the most typical options for conducting business correspondence for organizing personal meetings and negotiations. Remember that such correspondence is important both at the stage of establishing contacts and in continuing cooperation, so it should always be prompt and drawn up competently and in a polite manner.

Quests

Task 1

Fill out Table 1 so that the designation of the elements of the letter from Table 2 corresponds to the number of the element from Table 1. For example: 1-E, that is, first the name and address of the sending company are indicated at the top (if the letter is not printed on letterhead). Table 2 shows the elements of the letter in random order. (See tables in attached documents).

Task 2

Arrange the elements of the letter correctly (see attached documents) Make sure they are spelled correctly.

A.M. Lobanova, Ph.D. econ. Sciences, Associate Professor departments of educational educational institutions, State University of Education