We will tell you in this article how to correctly compose a letter with a proposal for cooperation so that it interests the recipient. You can download a sample commercial cooperation letter written by experts.
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When writing a letter of invitation to cooperation
They interact with the organization's business partners most often through business correspondence. The main part of the document flow consists of various kinds of letters containing instructions, proposals, requests and even demands. A letter of partnership and cooperation is a sample of business correspondence that is just beginning. It is written to another organization that provides services or produces products that are of interest to the sender of the letter.
A business letter on cooperation, a sample, is drawn up as an invitation to a mutually beneficial partnership, its purpose is to interest the addressee and show the benefits of the business interaction proposed by the sender. It is assumed that the information contained in the letter will become the basis for concluding a transaction or cooperation agreement.
A sample commercial letter of cooperation is drawn up when:
- it is necessary to interest potential customers and buyers in the products manufactured by the company;
- it is required to attract additional capacity or expand production by merging with another company;
- additionally check the marketing policy pursued by the company and make sure that the products produced are relevant and their price corresponds to the range prevailing in the market for goods and services.
In some cases, an invitation to cooperate will need to be written to a former customer or partner, in relations with whom there was a long break and interaction with whom ceased, although it was not severed.
To correctly compose and format any business letter, use a special designer from the experts of the Secretary's Handbook magazine.
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Who writes a letter of cooperation between companies
The content of the letter, which should be of interest to the other party, is intended for specialists. The text may contain specialized terms or information that are understandable and of interest to professionals in the industry. Therefore, it is advisable if the initial sample letter with a proposal for cooperation is drawn up by a leading specialist supervising this area in the sending company.
Subsequently, using ready-made samples, ordinary performers, including the secretary, will be able to draw up such letters.
But the manager may initially instruct the secretary to draw up a sample commercial letter of cooperation. After all, the secretary, as a rule, is well acquainted with the products or goods offered by the company, has an idea of the specifics of production, etc. But even in this case, the writer needs to prepare and, even before writing a sample letter of cooperation, consult with the company’s relevant specialists.
The employee who will draft the official letter of cooperation must have knowledge, including:
- about the range of products manufactured by the company and the services offered, their advantages compared to those offered by the rest of the market;
- about how much and what kind of benefits the company is ready to provide permanent partners with benefits, discounts and deferred payments;
- about the company’s promising developments that may be of interest to a potential partner;
- about the benefits that the addressee will receive as a result of joining efforts to produce products or provide services with the sending company.
How to write a letter of cooperation
A letter of cooperation must be drawn up in accordance with the current GOST R 7.0.97-2016. The standard lists the design requirements and specifies the details that must be filled out.
The sender's contact information is indicated at the beginning. To draw up a letter of cooperation, use a company form, in the header of which all the necessary background information has already been filled out.
Structure of a letter of cooperation:
- Subject.
- Appeal.
- Introduction;
- The body of the letter is a proposal for mutually beneficial cooperation.
- Applications.
In the subject line of the letter, it is better to indicate not only that this is a proposal for cooperation, but also the issue on which cooperation is planned. Thus, a sample letter to a supplier about cooperation may contain the following subject wording: “ On cooperation on regular wholesale supplies" For example, the subject line may state: “ About cooperation on the issue:
- ... supply of goods, provision of services”;
- ... sales of goods";
- ... about joint participation in the development of innovative products."
Having become familiar with the topic in which a specific issue of cooperation is indicated, the addressee will immediately understand that the letter is not a random advertising campaign and contains a truly important and interesting commercial proposal that directly concerns him.
Since this letter of cooperation must contain an appeal to a specific person - the head of the addressee’s company. Finding out his name and patronymic will not be difficult if the address and name of the organization are known.
The introduction should contain any sample letter to partners about cooperation. This part contains brief information about the activities of the poisoning company and the rationale for the need for interaction. It should tell about the sending company, its professional achievements, the goods and services it offers, and why it chose the recipient company as its business partner. If the sender offers his product, you need to talk about its advantages over other similar products/services.
The body of the letter sets out the essence of the proposal for cooperation. This part specifically indicates what exactly the sender is offering and why this offer is beneficial to the addressee. As a rule, they provide a description of the benefits provided by the company to regular partners, talk about special conditions and benefits that apply to a specific customer or client.
The text of this part should be motivating in nature, not narrative, and the reader should not get the impression that a service is being imposed on him. To make the information better perceived, it is better to break up voluminous text into meaningful paragraph blocks.
Applications- not a mandatory part of the letter of cooperation. Depending on the situation, advertising brochures, a draft cooperation agreement or other documents and calculations confirming mutual financial benefit can be attached to such a letter.
Sample letter with a proposal for cooperation
Download sample
A letter with an offer of cooperation ends with wishes of success and the signature of the head of the company. It does not assume that the addressee will necessarily respond to it.
How to write a letter that will be read to the end , Anton Krasnobabtsev, trainer-consultant, managing partner of KEY SOLUTIONS, expert of the Secretary's Directory magazine, will tell you.
You: We have been on the market since 1991.
Them: We don't care.
You: You have good development dynamics and a young, friendly team.
They: So the employees don’t have enough experience...What does good development dynamics mean?
You: Experienced specialists with 20 years of experience!
Them: Enough of this crap. Show me what you have done and how you will be useful to me. Give specifics.
They are site visitors, potential clients or partners who want to learn about your company and the benefits of working with you. They also doubt your competence and reliability, which is why they opened the “About the Company” page.
How to write text on the “About Company” page to convince the visitor that your company helps solve the problems that concern him now? To do this in the midst of angry customers who have gone crazy from advertising and “good deals”?
The problem is that you have everything like everyone else:
- low prices;
- reliable equipment;
- modern technologies;
- specialists are professionals in their field who have zero customer focus.
If you don’t know how to write text about a company for a website and need examples, then this article is for you.
Teleport by article:
We are the first on the market! We have the best production technologies, an individual approach and German quality equipment.Text “About the company”, what should be there?
Praising your company is a bad idea. To write honestly: company “N” was created to earn a lot of money - this also somehow doesn’t catch on.
People are selfish. What does a website visitor think about? About Me! What is he most afraid of? That he will be scammed for money. For example: instead of a bathhouse, they will build a “hut” where the temperature does not rise above 80 degrees, the corners are damp, the door is swollen from moisture, and the closest relative of penicillin lives in the sink.
How to reassure a visitor? A professional team, a guarantee for all types of work (no deadlines), the shortest possible deadlines (no specifics) or 12 years of experience in the market? Does this calm you down? I'm not here.
If you are not Apple, Gazprom or Coca-Cola, then you need to tell something about the company.
What should be on the “About the Company” page:
- What the company does and how it can help.
- Who contacts the company?
- Why can you help, but Vaska (my neighbor) cannot, and how does your help differ from Vasya’s help? How are you better than your competitors?
- Have you already helped someone? Prove with examples of your work. Show problems that you have already solved.
- Why do you write that only Russian construction teams work for you? Show me the people who will be responsible for the result, preferably in person.
- Why are you talking about a cool office, can’t you just show a photo.
- Who do you work with and who recommends you.
The truth is that the client does not need your company. And he doesn’t need Vaska either. He needs to:
- the wallpaper in the room was glued evenly;
- The timing belt was replaced at the chosen time and with a 6-month warranty;
- The bathhouse was built in 3 months so that in winter we could show off our friends with a broom.
The client needs a solution to his problems and this is where the fun begins.
Typical client. I do not want to decide anything. I don't want to think about anything. Copywriter, don't rape my brain! I just want to not worry.
Example of a text about a company – techniques that increase trust
Specificity, trust and evidence - this waits for a potential client when he is interested in your services. But something is scratching at my soul. And so he goes to the “About the Company” page. He goes looking for answers.
When even the cat doesn't trust you The company page was created for doubtful customers. She is the last chance to convince a person that you are not a camel.
Let's find a few examples of “About the company” texts, highlight interesting points and analyze unsuccessful examples so as not to wave our hands in pitch darkness.
General tips:
- talk about the client’s problems and their solutions;
- be specific;
- differentiate yourself from your competitors;
- prove your words with facts;
- demonstrate the results of your work (photos, videos, recommendations);
- handle customer questions;
- draw a portrait of a potential client;
- make an unexpected offer;
- use the authority of the CEO;
- show your best case;
- offer something for free.
I can write a list of 50 points. But it won't do any good. These tips are empty. Only examples of texts about the company can help.
Example of text about company No. 1
I love construction organizations. There is so much you can write here. But they write all sorts of nonsense ( click on the image, opens in a new tab)
Example text “About the company” (kachestvo53.ru) Not only is it difficult to extract useful information from the text, but it is also difficult to read. The volume is large, but it is not clear what it is needed for?
The company's website is interesting. You can look at a 3D model of the house. I wish I could add 3D models of already built houses to the card. In the gallery of completed works, everything is piled up, but this is already bad.
What could be the text about the company? For example:
Company "GK" affordable quality» builds houses, cottages, bathhouses and equips the local area. People come to us to order a turnkey project or save on it by choosing a ready-made option with original modifications. We build from wood, brick, aerated concrete in the Nizhny Novgorod region and nearby regions (including in the south of the Leningrad region).
Turnkey projects may include (we do not impose all services, you choose them):
- designing buildings in your architectural bureau;
- the whole complex of construction works: foundation, walls, roof, stove, fireplace, external and internal decoration;
- site development: landscape work, construction of fences, wells, gazebos, sheds and outbuildings;
- creation and connection of sewerage, electricity, water supply and development of a gas or wood-based heating system.
They were most successful in building houses, Russian baths and cottages from rounded wood. More than 20 similar projects have already been completed. Look at our work in the gallery
.
Advantages that have helped us succeed in the market since 2002:
- Construction of small baths and houses (6x4, 8x6) in 2 months, thanks to its fleet of vehicles, experience in similar work and the availability of ready-made log houses.
- Professional development of the design of houses and territories with the possibility of 3D modeling - we have our own architectural bureau (you may have already seen 3D graphics projects , some of them have a discount of more than 100,000 rubles - look for the “Promotion” label).
- Turnkey project development. In our design office, dreams are visualized. 3D project development free. But only if we undertake its implementation. Otherwise, the house project will cost 50,000 rubles, bathhouses 20,000 rubles. With our drawings, any competent builder can implement it.
and blah, blah, blah...
As you can see, I haven't changed anything. All this is in the text about the company on the website. But it is buried between lines, words and letters. I like my version better, I wish I could add some graphics. And you?
I hope that this example of text about a company has lifted the curtain on how to write such materials.
One project is not enough. So let's choose a different topic.
Example of text about company No. 2
This piece of text is taken from the site socialit.ru. Company "SOCIAL" (click, opens in a new tab).
I do not know why. Maybe I'm still young. But in my understanding, “young progressive specialists” are students who did not find a job and founded their own “company”.
Despite some of the horrors of the text, it contains useful information. What is good in the text about the company:
- 4 directions are allocated;
- there is a statement of the client’s problem;
- work around the clock.
However, there are also problems. In the last paragraph I saw “standard lead time is 1 day.” Will there really be an unexpected and strong guarantee now? No, she's not there. But they would write that: if we do not fix the problem in 1 day, then we will return 5,000 rubles for each day of delay. That would be powerful. But this is not the case.
I will not write another text. Because the phrase “this mission...” made me remember the mission of this text.
- Text about the company is an ideal opportunity to use “info style”. We need to operate with facts. Let there be few of them. Let them seem like small things. It's the little things that make up the difference and differentiation from competitors.
- Show your strengths and weaknesses. There are hundreds of companies with similar services. But even twins have differences by which their parents can easily distinguish them - character and life experience. Tell us about it.
- A company is not premises, concrete and computers, but a group of people. They work to earn money. No sane person would give money for words and promises. Well, maybe he will give it away 1 or 2 times due to his naivety and inexperience. People are willing to pay for results and for solving problems.
- Write for the Client, thinking from the Client. When a company sprinkles adjectives, uses dubious facts and talks about its exclusivity, then trust in it goes to zero. There is a simple sales formula that works best: it was - they paid money to company N - it became. Show the entire chain in a logical sequence.
- Template for writing text about the company:
- what are we doing;
- what we do best;
- who contacts us;
- examples of our work;
- best project;
- what makes the company different?
- our team of persons;
- our company in numbers;
- what clients say about us;
- what guarantees do we give?
Web writers and copywriters will probably ask how to write text about a company when the reseller cannot say anything about it. Be observant if the company already has a website. Contact the end customer or ask the intermediary to forward your brief. If you do not contact a company representative, the text will be cliched, unsightly and ineffective.
“The website is not the center of your universe. Your Facebook page is not the center of your universe. A mobile app is not the center of your universe. The client is the center of your Universe!” - Bruce Ernst, product manager at Monetate.
“In the old world, you spent 30% of your time creating great service and 70% of your time shouting about it. In the new world, it's the other way around." - Jeff Bezos, founder of Amazon.
“The client is the most important visitor. It is not he who depends on us. We depend on him. He doesn't interrupt our work. He is the goal of our work. He's on the wrong side of our business. He is part of it. We're not doing him a favor by serving him. He is doing us a favor by giving us the opportunity to do this,” Mahatma Gandhi, ideologist of the national liberation movement in India.
“The path to the customer’s heart is more than a loyalty program. Growing customer evangelists is about creating an experience that is worth telling others about,” Valeria Maltoni, Vice President of PM Digital.
“The key to success is setting realistic expectations among customers and then not only meeting those expectations, but exceeding them,” Richard Branson, founder of the Virgin Group.
“Customer service is about providing new experiences. This is a promise to our customers that we must keep. It's how they feel when they do business with us,” Shep Hyken, founder of Shepard Presentations.
“Setting customer expectations at a level consistent with consistently maintaining customer service requires that your entire staff, from product development to marketing, work in harmony with your brand image,” Richard Branson, founder of the Virgin Group.
“Every day we ask the question: “How can we make our customers happy? What innovations do we need to use to achieve this?” - Bill Gates, Chairman and Chief Software Architect of Microsoft Corporation.
“Customer experiences are the catalyst for transformation. They directly influence culture, strategy, structure and all components of the business,” Christina Crandell, President of New Business Strategies.
“Here is a simple but powerful rule for you. Always give people more than they expect." - Nelson Boswell, founder of NELSON BOSWELL.
A telecommunications company that provides virtual communication services in Moscow and St. Petersburg. The main products of UIS are virtual PBX, 8-800 number, call back from the Sitephone website, mobile office, autoinformer, virtual meeting, SIP telephony, etc.
The ability to write refusal letters is one of the most important skills of an enterprise employee responsible for the organization’s external relations and business correspondence. The content and presentation of such a letter not only speaks about the education and culture of its originator, but also forms the image and reputation of the enterprise in the business environment.
What are the reasons for business correspondence?
Every actively operating company regularly receives letters with various offers. This could be an offer for cooperation (commercial), for participation in an event (conference, seminar, celebration), etc. Letters of request, claims, reminders, etc. are also common in circulation between organizations. Thus, the incoming correspondence of an enterprise can amount to dozens, or even hundreds of different messages that require a response.
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How to issue a refusal
Review of a letter does not in any way guarantee that the representative of the organization who received it will necessarily agree to the proposal, request or claim contained in it. On the contrary, in many cases, company employees write refusals.
But in order to refuse correctly, you need certain skills. It is important not to offend the sender of the letter with negative content - this is dictated not only by the rules of basic business politeness, but also by the possibility that in the future he may become a customer, client or partner.
General information about business letters
All official correspondence is subject to certain drafting rules. First of all, it is necessary to remember that, despite the fact that the content of the letter can be absolutely arbitrary, its structure and composition must comply with the standards adopted in the preparation of business papers, i.e. conditionally divided into three parts: the beginning (appeal and title of the letter), the main section and the conclusion (signature and date).
The writing style should be restrained, concise, without overly “loaded” sentences or complex specific terminology. The refusal should be made as correct as possible; rudeness, profanity and other extreme manifestations are unacceptable. When forming a letter, it is necessary to take into account the norms of the Russian language in terms of speech culture, vocabulary, grammar, spelling and style.
The refusal may be unmotivated, but it is still better if the reason is indicated in the letter.
If the answer is detailed and thorough, then you should divide it into paragraphs or points - this will make the perception of the text much easier.
If you refuse, there is no need to cut back and “burn bridges”; it is advisable to leave a path to retreat, that is, to thank for the attention shown and express hope for the possibility of further cooperation. To do this, you can specify the conditions that the recipient must meet to establish a business relationship. If there is an opportunity to advise a company that would also agree to cooperation or other proposals made in the initial message, then you should not neglect it - this will leave a good mark in the memory of the addressee.
Who should I write to?
The refusal must be written strictly in the name of the person who signed the original letter. Otherwise, the refusal may not reach the recipient or get lost in the flow of incoming correspondence. However, if there was no signature of a specific person under the offer letter, then you can use a neutral form of address (for example, in the form of a simple greeting “Good afternoon”).
Drawing up a refusal letter
The letter can be written by hand (this format will indicate a special, warm attitude towards the addressee) or printed on a computer.
In this case, it is acceptable to use a simple sheet of paper or a form with company details and a company logo.
The letter of refusal is generated in a single original copy and must be dated and numbered (in accordance with the document flow of the enterprise). In this case, information about it should be included in the journal of outgoing correspondence, noting its date, number and briefly its contents. In the future, this log can become evidence of the creation and sending of a message.
Who should sign
Ideally, the letter should have the autograph of the director of the organization, but this is not always possible (and is almost completely excluded in enterprises with a large number of employees and many structural divisions). Therefore, any company employee authorized to create this type of documentation and authorized to sign correspondence can sign a letter of refusal. This could be a secretary, a lawyer, a boss or a specialist in a department.
How to send a letter
A letter can be sent in different ways, but it is best to choose the one through which the original message was sent. The most acceptable way is to send it via Russian Post, but in this case you should take it registered with acknowledgment of delivery; you can also use delivery through a representative or courier (this method guarantees faster delivery). It is also acceptable to use fax, electronic means of communication, and even social networks or instant messengers (but only on the condition that the sender of the initial letter himself uses this method of communication).
Letter of refusal to cooperate
If you need to create a letter of refusal to cooperate, look at its sample and comments to it.
- At the beginning of the letter, write who it is intended for: indicate the name of the organization, position and full name of its representative, to whose name you are writing a response. Use a polite form of address, thank for the attention shown to your company and then move on to the essence of the message.
- Be sure to refer to the letter in response to which you are writing a refusal, and indicate the circumstances that caused the negative reaction. If your opponent attached any additional papers to his proposal, indicate that you have read them.
- If possible, express in your letter an expression of hope that cooperation will take place, without failing to include the conditions that must be met for this to happen.
- Finally, sign the letter and date it.
Letter of refusal to participate in the event
When writing a letter of refusal to participate in an event, use the guidelines above for a letter of refusal to cooperate. Everything in the letter is standard, but mandatory: information about the sender and addressee, then the appeal, the refusal itself with a mention of the received proposal to participate in the event and an obligatory indication of the circumstances that served as the reason for the negative response, then the signature and date.
Letter of refusal of a job offer
Not only the company can receive a letter of refusal. In some cases, it can be expressed by a person who has nothing to do with the company: for example, an applicant for a position. If you are such a person, formulate the refusal also in accordance with the rules and regulations of business documentation. Use polite language, indicate the name of the job offered to you, as well as the reason why you are refusing it (do not forget that the potential employer may reconsider the terms of the job offered to you). At the end, be sure to sign and date it.
An information letter is a type of business documentation that serves to notify partners, customers, contractors, as well as team members about any news, changes, achievements, and other aspects of the organization’s activities.
Writing information messages is a necessary part of the work for representatives of business structures and government agencies.
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Required or not
This type of documents is not mandatory, because informing anyone about the current affairs of the organization is left to its leadership and administration. However, many enterprises, especially large ones, do not neglect the formation of such letters, thus achieving several goals at once:
- inform interested parties about all ongoing events;
- motivate them to further cooperation and fruitful work;
- enhance the company's image.
Who writes the information letter
Typically, the responsibility for drawing up an information letter lies with the head of the structural unit, who resolves the issues raised in the letter. This could be, for example:
- head of the marketing department (if we are talking about new marketing offers for partners);
- deputy director (if the company administration informs its employees about something through a letter), etc.
In any case, the writer of the letter must be a person whose job functions include writing such letters or who is authorized to write them by a separate order of the director.
The text of the information letter must be agreed upon with the immediate supervisor of the originator or the head of the company.
To whom should I address an information letter about the company’s activities?
An information letter can be sent to a specific person or group of people: the director of a potential partner organization, the customer - an individual entrepreneur, team members, etc.
Letters can be:
- confidential (intended to be read by a specific person);
- open, public (to inform the widest possible range of people).
General rules for all letters
When creating an information letter, you need to scrupulously monitor spelling and adhere to written standards of the Russian language in terms of punctuation, vocabulary, grammar, etc.
We must remember the fact that recipients of business correspondence always look at how correctly the information conveyed to them is described.
An illiterate letter can reduce the value of the information contained in it and even undermine the recipient’s trust in the sender.
The letter must be written briefly, succinctly, to the point, remembering that “brevity is the sister of talent,” and without thoughts running wild. It has been proven that recipients of such letters are not willing to spend more than one minute reading them, which is due to the high pace of modern life. The addressee will probably notice that the sender values his time, and if he is interested in the information contained in the letter, he will find a way and time to contact the author of the message.
What is prohibited in a letter
There are also some absolute taboos in the rules for writing newsletters. In particular, a cheeky, rude or overly familiar tone is categorically unacceptable. It is also advisable to avoid “cliches” or excessively cold, “dry” formulations, special terminology, an abundance of numbers, a large number of adverbial and participial phrases, etc.
You must not include unreliable, unverified or false data in the letter. It should be remembered that an information letter under a certain set of circumstances may acquire the status of a legally significant document.
Key points and sample letter writing
Information messages, regardless of their author and addressee, should relate only to the activities of the sending organization or related circumstances. At the same time, they must meet certain requirements in terms of structure and content:
- First of all, it should be noted that the information letter should always contain:
- date of its preparation,
- details of the sender and recipient,
- correct address address (for example, “Dear Petr Semenovich”, “Dear Irina Viktorovna”, “Dear colleagues”, etc.). But if the addressee is not defined, which sometimes happens, then you can limit yourself to the greeting “Good afternoon!”
- Next comes the main, informational part of the letter. Here you need to indicate the reason and purpose for writing it, as well as everything else that is related to the matter being described: news, suggestions, changes, requests, explanations, etc.
- Below in the letter you need to write a conclusion that should summarize all of the above.
If any additional papers, video and photo files and evidence are attached to the letter, this should also be noted in its content as a separate paragraph.
How to submit an information letter
There are no special requirements for the format of the letter, as well as for its content. It can be written either on the company’s letterhead or on a standard sheet of any convenient format. The first option is preferable, since there is no need to manually write the organization details. In addition, such a letter looks much more respectable and once again emphasizes its relationship to official correspondence.
The information letter can be printed on a computer (good if you need several copies at once) or written by hand - letters written in calligraphic handwriting using a pen look especially advantageous.
The message must be certified by the signature of its originator. If this is a printed letter, you can use a facsimile signature; if it is a “live” letter, then only the original one.
There is no strict need to stamp the message using a seal, because... Since 2016, legal entities have the right to use stamp products in their work only when this norm is enshrined in the company’s internal regulations.
If necessary, before sending a message, it should be registered in the internal document log or the outgoing documentation log.
How to send a letter
An information letter can be sent in several ways:
- The first and now the most common: through electronic means of communication. It makes it possible to send information of almost unlimited volume in a short period of time.
- The second way: send by Russian Post by registered mail with acknowledgment of delivery (relevant if the information message relates to official documentation and is certified by “living” signatures and seals).
- You can also send a letter via fax or modern instant messengers, but only when the relationship between the sender and the recipient is somewhat informal and allows such correspondence.