The letter is a parallel text within the system for communications between non-affiliated bodies, inquiries and answers to questions, requests for approval and responses to approval matters, and is an important instrument for communication and collaboration among peer units. Communications from many people are either inappropriately delivered, do not meet the requirements of parallel texts, have irregular content, are not focused, or are confused, leading to poor communication and obstruction of work. The guide teaches you to regulate the writing of correspondence, with templates of different scenes, to ease lateral communication, business and communication, and to ensure that correspondence is standardized, appropriate and effective。
I. Core features of the communication: 1 to whom a letter should be drafted: a lateral unit that is not affiliated, or a lower level requesting approval from a higher level (special case); 2 language: equality, euphemism, decency and integrity, reflecting good faith in collaboration, while maintaining the rigour of the official correspondence, avoiding the use of command, command and tone, or being too arbitrary; 3 content characteristics: a letter (commercial, type of inquiry) that is focused, concise, does not require too much preparation and a direct description of the core matter; 4 useful: a multi-faceted view that covers business contacts, inquiries, requests for approval, answers for approval, etc., is a “mixture instrument” for communication at a lateral level。
Ii. Categorization of communications and writing techniques (by purpose, fit the actual scene)
(i) communication (most commonly used): for purposes of communication and cooperation, coordination of work, consultation, consultation, consultation, etc. Between non-affiliated units, at the core is “consultation, communication”, euphemism and clarity. Writing skills: start with a description of the context and purpose of the communication, with a clear description of the specific matter of the communication (1-2 items as appropriate), end with a request for cooperation or a request for a response and avoid ambiguity。
(ii) letters of enquiry: “questions for clarity and specificity” are used to inquire about the situation, the interpretation of the policy, the progress of matters, etc., from non-affiliated units. Writing skills: start with an explanation of the reason for the inquiry, with specific questions clearly asked in the middle (with a clearer list of points) and end with an invitation to respond in a timely manner and with humility。
(iii) letters of reply: in response to inquiries, communications from non-units, the core is “accurate and comprehensive”, responding to each other's questions on a case-by-case basis, without omission or infrequentity. Writing skills: first, to identify the subject and the matter of the response (letters from the responding party), then to provide a clear response to each other's claims, and then to add a description or an expression of willingness to collaborate。
(iv) request for authorization: for sub-units to request approval of the matter (non-subordination, referral) from a higher authority, the core is “approval”, with respect and justification. Writing skills: start with a description of the background, basis and purpose of the request, specify the particulars of the request and the related instructions, and end with an invitation to approve and avoid confusion with the request。
(c) avoiding redundancies in content: no empty words, sets of words, direct access to core matters, 1 - 2 pages, simple and efficient。
[communications almighty template (specify, directly applicable)]
Template 1: communication (peer level)
Heading:
Specific issues, such as “collaboration xx” “coordination of xx matters”
Communications
Text:
Name of the counterparty unit
For further implementation
Superior document spirit/conference deployment
It's going well
We have a job to do
Practical solutions
Coordination issues at work
Now
Specific communications
The negotiations were as follows:
1. Communications. Yes
Commercial purposes, such as “improving efficiency and ensuring that work is done”
I would appreciate your assistance
Specific assistance, such as “coordination with xx inventory, provision of xx-related data and coordination of xx-related resources”
, specifically:
Identification of time nodes, working standards etc., e. G. “please complete xx work by xx by x to assist in the provision of xx data (unit seal required)”
Relevant notes。
Brief addition, if “this is a matter of advancing work xx, we will cooperate actively if you have relevant needs or difficulties to communicate with us in a timely manner”
I would be most grateful if you could arrange for your kind assistance in writing。
Send unit full name
Written date
Template 2: query letter (performance)
Heading: about queries
Specific issues, such as “xx policy interpretation” “progress on xx”
Communications
Text:
Name of the counterparty unit
In the near future, my unit is advancing
We have a job to do
In the process, i met
Specific questions, such as “undefined xx policy and unclear processing of xx matters”
In order to ensure that work practices advance and avoid errors, the following questions are asked on related matters:
I. Queries. 1.
Specific question 1, such as “is the specific interpretation of the `xx clause' in xx policy applicable to the xx scene?”
2.
Question 2 in particular, such as “what stage is your unit responsible for xx going forward and when is expected to be completed?”
3.
Specific question 3, such as “what materials are to be submitted for processing xx matters and what are the processes and time nodes for processing?”
Ii. Please respond. I would be grateful if you could provide a clear response to these questions so that we can proceed with our work in this regard。
Contact:
Telephone number
Send unit full name
Written date
Template 3: response letter (responding to lateral inquiries/bargains)
Title:
Specific matters, such as “xx inquiry” “xx communication”
Responses
Text:
Name of the counterparty unit
Your unit's report
Message title
Letters from
Symbol of communication, if any
) received. On the basis of our research, we have the following responses on the relevant matters:
I. On the
Inter se inquiries/conformities1
Response。
An explicit response, such as “with regard to the interpretation of xx policy, the provision applies to the xx scenario, as required by the xx document, specifying as follows: ”with regard to business assistance for xx work, our unit agrees to cooperate and will arrange for the completion of the assistance by x-x-x”
Ii. On the
Interlocution/communication 2
Response。
Clear responses, such as: “with regard to progress on xx, it is now in phase xx, which is expected to be completed by x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x; x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x: x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x
Other notes。
If there are any additions, such as: “if your unit has any other doubts, you may contact us at any time”
I reply to this letter。
Send unit full name
Written date
Template 4: request for authorization (lower to higher authority)
Title: requests for approval
Specific matters, such as “project xx implementation” “use of xx funds”
Communications
Text:
Name of superior authority
For purposes such as “implementation of xx deployment, resolution of practical difficulties of xx, advancement of project xx landing”
Based on
Based on, e. G., “xx document spirit, xx work requirements”
We'll do it
Specific requests
As follows:
Background to the request。
Brief background, such as “at present, our unit xx work is at a critical stage, which, for reasons of xx (e. G., “lack of relevant clearance, need for higher-level support”), cannot be pursued and requires your approval”
Specific request for approval。
Identify specific matters for which approval is requested, such as “project xx is to be implemented, with the following programme: ... And a provision of $ xx million is to be used for xx purposes, as follows: ”
Related commitments. If your department approves the matter, our unit will strictly adhere to the relevant requirements to regulate the advancement of work to ensure that it is effective and orderly。
I would appreciate your approval。
Contact:
Telephone number
Send unit full name
Written date
Supplementary reminder: communications are written in relation to a unit that is not affiliated and, in the case of affiliation (the following levels are higher) the request for approval or direction is made using “request for approval” and not “request for approval”; between horizontal units, whether in terms of communication, enquiry or response, preference is given to the use of correspondence, avoiding the use of language such as notices, requests and so forth to ensure the drafting of norms。
