How to compose a cover letter to the documents?

When performing services - especially remote ones - the entrepreneur usually sends a whole set of documentation. These can be acts of acceptance and transfer, packing lists, invoices, corrective invoices, offers. In the event that the counterparty is new or there are a lot of papers, it is advisable to send a cover letter to the documents. How to make it and what to indicate?

List of annexes

Most often, invoices or contracts and various additional agreements are involved in the workflow. In this case, it is just necessary to describe in detail what is in the package, how urgently the papers should be sent to the sender, what the recipient should do with them, etc. The role of such an instruction and fulfills the cover letter to the documents. In it, for example, you can specify that one copy of the contract with the seals and signatures of authorized persons must be sent to the sender. If an invoice is attached to the product, it should be emphasized that it must be paid within a certain period. Cover letters, as a rule, indicate a list of documents with a list of applications and addressees. The list should be numbered so that when you receive it you can immediately check the completeness. It also happens that the cover letter to the documents indicates that they contain, for example, a revised production contract and separately for the transfer of copyright, but in practice the sender forgets to attach these papers. That is why when receiving it is necessary to reconcile and immediately inform the counterparty about the error.

How to formulate a cover letter to the documents?

Most often for such purposes a special template is used. An example of a cover letter to documents can be found directly in Word, OpenOffice or any of your choice. Will only insert their data, specify the addressee and the sender - and the package is ready. A cover letter to the documents can be compiled independently without any problems. A good tone is the gratitude for cooperation in the first paragraph. In the second, you can specify that "organization X sends the following documents to Y" (hereinafter referred to as the list) and "asks to sign and send to the address," "treat as confidential," "correct if necessary" ... Everything depends on the specific situation . But business etiquette implies clear and transparent rules of the game. Your contractor should not think about what to do with the received papers, whether they contain the final versions or options for discussion. Everything should be written in black and white.

Graphic design

The cover letter to the documents is usually the first Catches the eye of the counterparty. It should not be long and lengthy. It is enough to indicate on one page what is included in the set of documents that the addressee asks them to do and for how long, as well as the full address of the sender. It is advisable to ensure that the recipient is correctly named, not to mention the fact that a mistake in such a delicate matter as a business relationship can be very expensive. It is inadmissible to send a cover letter to one counterparty to documents intended for another. It is desirable to formalize it on a letterhead, with signatures and seals, although the latter requirement is optional. Do not bother the contractor also by reading long messages in small print. Therefore, the cover letter should be written as concisely as possible, readable and accurate.