Officework organization and its technology

Service correspondence

• Service letters are the main document that carries out service communication between institutions. Letters of service account for 80% of the total number of documents used in the organization's office work.
• Service letters vary in nature. Letters can be divided into the following types depending on the task performed:
• 1) letters requiring a reply letter (letters of claim, letters of inquiry, notes);
• 2) letters that do not require a reply letter (attachment letter, confirmation letter, note letter, information letter, letter of guarantee, etc.).

Service letters are written and signed in duplicate. The first copy is sent and the second copy is stored at the institution.
If the letter is sent to two or more locations, others will be issued after the name of the main institution to which the letter is addressed or the name of the manager.
The name of the recipient in a single document should not exceed four. Service letters are usually sent to the name of the institution.
A letter can only be sent to the manager if the issue is directly related to the manager.
Letter of claim. Letters of claim or claims are those in which a particular institution states its claims and objections to another agency or transport organization.
Application letter. It is a short notice paper to notify the recipients in writing of the documents to be sent. In institutions, such letters are used to send draft agreements, protocols of conflicting meetings, and lawsuits.
Request letter. Institutions can apply to other institutions by formal letter to complete or terminate a particular job.
Letter of guarantee. It is created to confirm a certain condition or promise.
Inquiry letter. Correspondence requests information, documents, or other necessary information.
Confirmation letter. A type of letter written in response to a request or inquiry sent by a particular institution.
An order letter is an official document addressed to all subordinate institutions of the same network.
Note letter. In case of non-response to the request letters, as well as in case of violation or non-compliance with the concluded contracts, a notice will be sent.