Information and analytical documents contain information that is the basis for making certain decisions, i.e. initiate management decisions, allow you to choose one or another method of management influence. The documents of this system are of an auxiliary nature in relation to organizational, legal and administrative documents. The purpose of their creation is the transfer of information from one addressee to another or the fixation (analysis) of some information. Unlike administrative documents, these documents do not contain instructions, do not oblige to fulfill instructions, however, they can be the basis for the adoption of an administrative document.
The peculiarity of these documents is that they move according to the scheme: from the employee to the head of the unit, from the head of the unit to the head of the institution, from the subordinate institution to the higher-level institutions. Therefore, in the general document flow of the institution, they constitute an upward flow of documents. Most of the information and analytical documents are the main means of implementing the internal communication links of the institution.
The specific composition of information and analytical documents includes acts, memorandums, explanatory notes, certificates, presentations, conclusions, reviews, summaries, protocols, all types of official letters, telegrams, telephone messages, etc.
ACT- this is a document drawn up by a group of persons (mainly a commission), confirming the facts or events established by them. Acts document the activities of both permanent and specially created commissions. In some cases, the act is drawn up by one official - when auditing financial and economic activities, checking the availability of goods, in case of damage to cargo, violation of transportation rules, etc. In other cases, the act reflects only the facts revealed during the work of the commission. The most common in office work is the act of acceptance and transfer of cases (documents) (see Appendix 31).
The work of the commission is organized in this way. First, the essence of the issue to be reflected in the act is studied, and then - legislative and regulations by which it is regulated. Only after that the commission begins direct work. The main task of the commission is to establish the actual state of affairs, which should be objectively covered in the document. The result of the work of the commission is an act that reflects only the facts, precisely established by the persons signing the document. At the same time, it is advisable to keep draft notes in advance in order to fix quantitative data, and then draw up the text of the document.
Details of the title part of the act
Regardless of the type of act, this document is drawn up according to a certain scheme. How as a rule, it is drawn up on the general letterhead of the institution with the reproduction of such mandatory details of the form:
o the name of the institution;
o name structural unit;
o name of the type of document (ACT);
o registration index (number);
o place of compilation.
In addition, when drawing up an act, the following details are usually used:
o title to the text;
o the basis for issuing the act;
o marks on the presence of applications;
o signatures;
o stamp of approval;
o indication of the number of copies and their location. Zhenie? act is the date of the event. The date is formatted digitally or word-to-digitally, for example: 25.12.2008 or December 25, 2008
Registration index act consists of a serial number of the document, which (if necessary) can be supplemented by a number according to the nomenclature of cases, for example: № 15 or № 15/04-07.
Place of compilation must match the location of the triggered event.
Details of the content of the act
header should reproduce the condensed content of the text or the question from which the test or survey was carried out. The title is usually composed in such a way that it is grammatically combined with the title of the document using the preposition "o" and a verbal noun and answers the question "what?". For example:
The act of acceptance and transfer of cases
The act of damage to the forms of work books
Act on certification of workplaces Act on the destruction of seals and stamps
Sometimes the title corresponds to the name of the document type in the parent case, for example:
Act of the Audit Commission
Act of the commission for checking the work of the hostel Act of the sanitary and epidemiological commission
Text The act has a complex structure and is divided into several parts: introductory, ascertaining and final.
introductory part a reference should be made to the document that became the basis for the audit (the work of the commission). This may be an order, an agreement, an instruction to a higher-level body, etc. The introductory part is drawn up as follows: after 2-3 intervals after the title, the word "Base" is printed from the paragraph and a colon is put, and then in the nominative case indicate the name of the document, its date, number, title. For example:
Reason: command CEO CJSC "Vostok" dated 20.01.2008 No. 14 "On checking the availability and condition of personal files in the personnel department."
From a new line, without indentation, list the composition of the commission, for example: Compiled by the committee:
Chairman - position, surname, initials
Commission members: 1. position, surname, initials
2. position surname, initials
3. position surname, initials
If other officials were involved in the work of the commission, then this is formalized as follows:
Present: position surname, initials position surname, initials
The names of the members of the commission and those present are arranged alphabetically. The job titles include the names of the institutions.
ascertaining part act provide information about the period of work of the commission, its goals, objectives, essence established facts, methods of conducting verification, its results. The text of the stating part begins with a paragraph, if necessary, it can be divided into paragraphs or arranged in the form of a table, which makes it possible to provide a high degree of information content with a small volume.
final part the act states conclusions or makes recommendations. The final part is drawn up from a paragraph and can also be divided into paragraphs.
The final part of the text of the act is optional. The act may end with a statement of facts.
At the end of the text, from a new line without a paragraph, provide data on the number of copies of the act and their location of the addressees to whom the act was sent, for example:
Compiled in two copies:
1st copy, sent to the service environmental control; 2nd copy, filed with file No. 06-04.
The number of copies of the act is determined by practical need (if normative documents not provided otherwise). This part of the act is also optional.
If there are applications, links are made to them.
The text of the act is completed signatures. The act is signed by the chairman and all members of the commission in the same sequence in which the names are presented in the introductory part, but without indicating the positions, for example:
Chairman signature V. A. Boyarchuk
Members of the commission: Signed Zhe. I. Antonenko
signature S. P. Vasilenko
If any of the members of the commission does not agree with the content of the act, his dissenting opinion is drawn up in the form of an annex. In this case, the signature should be supplemented with a clause that contains a link to the application.
Some types of acts require approval. For example, an act on the liquidation of an institution is approved by the head of a higher-level institution, an act on the seizure for destruction of cases (documents) that are not subject to storage is approved by the head of the institution.
AT individual acts(from material and financial matters) the stamp of approval is certified by the seal of the institution.
All persons mentioned in the act, especially those whose work has comments, must be familiarized with its contents against receipt, for example.
Purpose and composition of reference and information and reference and analytical documentation
The process of making informed management decisions is based on the collection and processing of objective and reliable information. Information about the actual state of affairs in the management system is contained in various sources, but the most important place among them is occupied by reference and information and reference and analytical documents: acts, certificates, memorandums, correspondence, etc.
These documents perform a service role in relation to organizational, legal and administrative documents. The documents of this group do not contain instructions, do not oblige to act in a strictly prescribed manner, as administrative documents, but they provide information that encourages them to make certain decisions, in other words, they initiate management decisions, allow you to choose one or another method of action.
The peculiarity of these documents is that, as a rule, these are documents that go from the bottom up through the management system: from the employee to the head of the structural unit, from the head of the unit to the deputy head of the organization or the head of the organization, from the subordinate organization to the higher one. Certain types of reference and information documents, for example, correspondence, are used to implement information links between equal organizations and officials that are not in a relationship of subordination.
There is no consistent classification of these documents. To a sufficient extent conditionally, the entire set of these documents can be divided into reference and information and reference and analytical documents.
A special place in the system of reference and information documentation is occupied by correspondence - a generalized name for documents of different content, which act as a tool for operational information exchange between organizations.
Business correspondence occupies a significant place in the documentary array of institutions. Being a link between organizations, correspondence occupies about 80% of incoming and outgoing documentation.
Types of business correspondence and their names (letter, telegram, fax message (fax), telephone message) are determined by the methods of information transmission, which are divided into two main types: postal service and electronic communications.
Correspondence is distinguished by a wide species diversity: from normative letters and telegrams government agencies to appeals of citizens and standard applications. The content of correspondence can be requests, notifications, agreements, claims, reminders, demands, clarifications, confirmations, requests, recommendations, guarantees, etc.
Correspondence must comply with the following requirements:
- Letters are drawn up on special forms - letterheads and signed by the head of the organization or his deputies within the framework of the competence granted to them;
- Letters must be composed competently, accurately, without gross blots and corrections;
- · regardless of the content, the letter should be presented in a calm, restrained official business language, have sufficient argumentation, accuracy, completeness and clarity of characteristics, brevity and consistency of presentation;
- contain objective information about the stated events and facts, in necessary cases have explanatory and supplementary materials.
Information exchange through correspondence should be used only when it is difficult or impossible to exchange views in another way (telephone conversations, personal meeting).
Drawing up and execution of reference and information documents
Protocol
Minutes -- a document containing a record of the discussion of issues and decision-making at meetings, sessions, meetings, conferences, business meetings.
The protocol reflects the activities of joint decision-making by a collegial body or a group of employees. From meeting minutes created in management activities organizations, it is necessary to distinguish the protocols of investigative, some administrative bodies and security authorities public order, (for example, a protocol of a sanitary inspector, a protocol of a traffic accident, etc.), as well as protocols of a contractual type - protocols of disagreements, protocols for reconciling disagreements, protocols for agreeing prices, etc.
Meetings of permanent and temporary collegiate bodies (colleges of republican bodies executive power, meetings of labor collectives, meetings of shareholders, meetings of boards of directors, etc.).
Minutes are drawn up on the basis of draft records of the meetings, transcripts of the meeting or sound recordings, as well as materials prepared for the meeting (texts of reports, speeches, references, draft decisions, agenda, lists of invitees, etc.). If the meeting was transcribed, after the meeting the transcript is transcribed, drawn up and attached to the minutes (in this case, it is permissible to keep a short form of the minutes). If the course of the meeting was recorded on a tape, after the preparation and execution of the minutes, the sound recording is stored in accordance with the Basic Rules of Work state archives with film and photo documents (M., 1980).
Responsibility for preparing the minutes lies with the secretary (executive secretary) of the collegiate body or the secretary of the head. The secretary is responsible for the correctness of the entries in the minutes.
There are two types of protocols: full and short. The full protocol contains a record of all speeches at the meeting, a short one - only the names of those who spoke and a brief note about the topic of the speech. The decision on what form of minutes to keep at the meeting is made by the head of the collegial body or the head of the organization.
The protocol is drawn up on the general letterhead of the organization indicating the name of the type of document - "PROTOCOL" or on a special form of the protocol. Mandatory details of the protocol are: the name of the organization, the name of the type of document, the date and number of the protocol, the place where the document was drawn up, the title to the text, the text, and the signatures.
The title of the protocol indicates the name of the collegial body or meeting, the title is grammatically consistent with the name of the type of document, for example: Protocol general meeting shareholders; Board meeting minutes.
The text of the protocol consists of two parts: introductory and main. The introductory part is drawn up identically in full and in short forms protocol. It indicates: the names of the chairman and secretary of the meeting, the list of participants in the meeting of the collegiate body (indicated in the regulation on the collegiate body), the names or total number of participants in the meeting and invited persons present (if there are many participants, a mark is made next to their number - “List participants attached”), agenda.
The names of those present are recorded in the minutes, if there are no more than 15, in alphabetical order, indicating the place of work and position, if there are more, a separate list is drawn up. In the minutes of permanent meetings and commissions, the positions of those present are not indicated.
The introductory part ends with the agenda. Items on the agenda are arranged according to their degree of complexity, importance and in the order of discussion. Questions are formulated in the nominative case without the prepositions "about", "about". Along with the question, the name of the speaker is indicated with an indication of his position.
The main part of the text of the protocol for each issue on the agenda is built according to the scheme: LISTENED ... SPEAKED ... DECIDED (DECIDED)
In the section "HEARD" in short protocols, the name of the speaker (speaker) and the topic of his speech are given. In the full form of the protocol are given: the surname and initials of the speaker, the content of his report (message, information, report). If the text of the report is presented by the speaker in writing, after indicating the topic of the speech in brackets, it is allowed to make a note: (The text of the report is attached).
In the section "SPEECHES" in the short minutes, only the names of the persons who spoke in the discussion, discussions on the issue and decision, their speeches, including questions to the speaker, are also recorded in the full protocols. If necessary, after the name of the speaker, his position is indicated.
In the section "DECIDED (DECIDED)" the decision is recorded. The decision is formulated briefly, precisely, concisely, so that there is no double interpretation. Along with the decision, the number of votes cast "for", "against", "abstaining", as well as a list of persons who did not participate in the voting, is indicated.
The operative part may be divided into paragraphs.
A participant in a meeting or meeting may submit a dissenting opinion on the decision; it is stated on a separate sheet and attached to the protocol. The content of the dissenting opinion is recorded in the minutes after the relevant decision is recorded.
The minutes of the meeting are signed by the chairman and the secretary (responsible secretariat). In particular important occasions the speaker must endorse the protocol, the visa is affixed to the left margin of the document, at the level of recording the speech.
Protocol date is the date of the logged event. If it lasts several days, then through the dash indicate the dates of the beginning and end of the meeting, meeting, conference.
memorandum
Memorandum - a document addressed to the head of a given or higher organization, containing a detailed presentation of any issue with the conclusions and suggestions of the compiler.
Usually, a memorandum informs the management about the events that have taken place, facts, phenomena, the current situation, as a rule, requiring a decision. The memorandum can be external or internal. An external memorandum is submitted to the head of a higher organization, an internal one - to the head of a unit or organization. Internal memorandums are created at the initiative of the employee or on the instructions of his immediate supervisor and are aimed at improving the efficiency of the organization.
External memorandums are drawn up on the general letterhead of the organization, internal - on a standard sheet of paper. Mandatory details of a memorandum are: the name of the organization (for internal - the name of the structural unit), the name of the type of document, date and number, place of compilation (for an external memorandum), title to the text, addressee, text, signature.
The text of the memorandum consists of two or three semantic parts. The first part sets out the facts and events, the reasons that gave rise to its writing. In the second part - an analysis of the current situation, possible scenarios for the development of events or a way out of the current situation, in the third part - conclusions and proposals for specific actions that, in the opinion of the compiler, the manager needs to take in connection with the facts presented. The second, analytical part, may be absent, in this case the text of the memorandum consists only of the introductory and final parts.
The internal memorandum is signed by the compiler if it is submitted to the head of the unit, and by the head of the unit if it is submitted to the head of the organization. An external memorandum is signed by the head of the organization.
The date of the memorandum is the date of its compilation and signing. Sample memorandum:
NEW PROJECTS DEPARTMENT General Director
Agency memorandum
10.03.97 N Petrov I.L.
On staffing increase
department headcount
Currently, for the successful work of our agency, it is necessary to increase the database of potential clients. One of the most realistic ways to expand it is the constant analysis of funds mass media, in particular the press (information about the largest clients of the agency was obtained from the analytical magazine "Expert").
Due to the fact that the department in its current composition (5 employees) does not have the opportunity to organize a detailed study of analytical publications, I consider it appropriate to introduce 2 positions of managers into the staff of the department to study and analyze the press in order to identify potential customers, as well as prepare operational information about position in the media market in the form of weekly reports. I propose to select employees for these positions from among 4-5 year students of the Faculty of Journalism of Moscow State University or the School of Advertising. Head of Department Signature I.A. Chernysheva
Sentence
Proposal -- a document that is a kind of memorandum containing a list of specific proposals on a particular issue. Proposals are made in the same way as memorandums, but, as a rule, on the instructions of the management. The text of the proposal does not contain an analytical part, but only an introductory (justification) and final (list of proposals).
Explanatory note
Explanatory note - a document explaining the reasons for any action, fact, incident, compiled by an employee of the organization and submitted to a higher official.
An explanatory note is drawn up on a standard sheet of paper and addressed to a specific official. Mandatory details explanatory note are: the name of the structural unit, date, number, title to the text, addressee, signature.
The text of the explanatory note consists of two parts: the first part contains the facts that gave rise to its writing, the second contains the reasons that explain the current situation.
The explanatory note is signed by the compiler. The date of the explanatory note is the date of its signing by the compiler.
Statement
Statement - a document addressed to an official and containing the request of the employee.
The employees of the organization, as a rule, draw up statements on personnel matters: on hiring, on dismissal, on granting leave, etc.
The application is addressed to the head of the organization or his deputy (in large organizations- the head of an independent structural unit). The application is made out on a standard sheet of paper. Mandatory details of the application are: the name of the unit, the name of the document, the date, the document number, the addressee, the text, the signature.
The text of the statement begins with a statement of the immediate essence of the issue (“I ask you to translate”, “I ask you to provide” ..., etc.), then the details of the issue raised are set out.
The application may have attachments (for example, originals or copies of educational documents, a questionnaire, autobiography, etc.) are attached to the job application.
Performance
Submission - a document containing a proposal for the appointment, transfer or promotion of an employee of the institution.
Submissions are drawn up on a standard sheet of paper. Mandatory details of the submission are: the name of the unit, the name of the type of document, date, number, addressee, title, text, signature.
The text of the submission contains the following information: last name, first name, patronymic; Date of Birth; education; position held; structural subdivision; work experience (general; in this unit; in this position); performance appraisal; professional development; assessment of business and moral qualities; participation in community service; motives for appointment, transfer or promotion; the position and structural unit to which it is proposed to appoint or move the employee.
The submission is signed by the head of the department and addressed to the head of the organization.
Question 30. Types of analytical and informational documents sent by the Embassy to the Center.
Analytical and information documents sent by the Russian embassy and the Ministry of Foreign Affairs to the Center are the main component of their information and analytical work.
1. "Press Review" ("Press Review", "Chronicle of Events"). The preparation of such documents is most often entrusted to novice diplomatic workers. Their task is to competently process the received press, select the most significant messages, and make brief annotations on them. In the work on the “Press Review”, the employee does not give his assessment of the events described. The brevity of the wording and the capacity of the text are considered the main advantage of the Press Review.
2. "Information"(2-3 pages). This is a short, concise document containing specific factual information on a particular issue. The topic for it can be a congress of an influential political party, a statement of some important law, etc. The "Information" usually does not contain elements of deep analysis and long-term forecasting.
3. "Reference"(3-5 pages). It covers a wide-ranging topic, for example, foreign trade of the host country for a year or half a year, issues of the state of relations of the host country with third countries, participation of the host country in the work of international organizations, etc. This is not about a separate particular issue, but about the problem of a broad plan and its development over a long period of time. In most cases, references are written on topics that do not directly affect the interests of Russia and do not concern bilateral relations. Rather, they serve to accumulate country-specific material and databanks for relevant analytical work in the future.
4. "Information mail"(has b about greater importance than a certificate, although it may not exceed it in size). It concerns major internal political or foreign policy problems of the host country. For example, if parliamentary elections or elections of the head of state were held in the country, then the form of an information letter is quite suitable to cover their progress and results. Forward-looking estimates are also appropriate in this document. Information letters fall into the field of view of heads of departments and departments. They may be of interest on the part of executive authorities and legislators, especially if stable cooperation has been established with the country through their line.
5. "Political writing". The author is most often the head of the diplomatic mission, although he may commission one of the senior diplomats or a group of diplomats to write the text. In a political letter, the embassy can inform the Foreign Ministry of any urgent or sudden major problem that directly affects the interests of Russia, bilateral relations with the host country. In a political letter, not only the essence of the ongoing events is stated, their causes are analyzed, but also considerations are expressed regarding the development of the problem in the future and recommendations are made on what steps should be taken. Russian authorities to protect the interests of citizens and the state.
6. "Annual Report of the Ministry"(20-40pp.) . This is the main information document, in the preparation of which the entire diplomatic staff of the embassy participates. Such a report gives a detailed picture of everything that happened in the country during the year in political, economic, public life, contains material characterizing the work of the embassy during the reporting period. A well-written report is the basis for making adjustments to Russia's foreign policy towards this country.
7. Political portrait and situation in the country. Compiled for prominent state and public figures of the host country. In addition to biographical information on the person of interest, political characteristics should contain ideological positions, Political Views and value orientations of the person involved. Attention is drawn to the role, place and influence of a particular individual in the political life of the country, the features of his character, his strengths and weaknesses as a political or statesman.
8. Conversation records. The main content of the conversation is outlined, the quintessence of the conversation is highlighted, the positions of the interlocutors, their argumentation, and the logic of reasoning are formulated. At the end of the record, it is indicated on which positions an agreement has been reached, and on which not, what obligations the parties have assumed for the future. The recording style of the conversation should be calm, business-like, without the abuse of adjectives and epithets.
9. Ciphertelegrams. With an absolute guarantee of secrecy, it ensures the delivery of information in the shortest possible time. Only experienced diplomatic workers are allowed to cipher correspondence. The head of the diplomatic mission signs the finished text. The text is drawn up by hand in the appropriate workbook. In the interests of security and confidentiality, such telegrams are written in specially designated rooms.
An act is a document drawn up to confirm the established facts of events, actions or phenomena. Acts are: acts of acceptance, transfer; audit reports; acts of inspection, inventory; acts of investigation of accidents and accidents; acts of liquidation; acts on allocation for destruction of documents and files; commercial acts.
All acts are drawn up collectively (at least 2 people), signed by all members, if necessary, acts are confirmed by administrative documents or by the head. Issued on the basis of draft records containing factual information, no later than 5 days after the event. For registration, a document form is used. The title must be grammatically consistent with the word ACT.
The text consists of 2 parts:
- 1) The introductory part indicates the basis for drawing up the act and by whom it was drawn up.
- 2) In the main part, the results of the event are recorded. The content of the main part can be divided into paragraphs, or presented in the form of a table. At the end of the text, the number of compiled copies of the text of the act and the addressee of each copy are indicated. If there is an application, a mark is made.
Commercial acts are acts fixing certain violations. contractual obligations. Compiled in stencil form.
Design features: it is strictly forbidden to correct, clean up and gloss over the data in the text of the act.
A certificate is a document drawn up to describe the facts of the organization's main activities or to confirm information of a biographical or official nature.
Allocate: information on the main activity; external (drawn up for submission to other organizations, drawn up on the general letterhead of the organization and signed by the head); and internal (drawn up on a standard sheet of paper, with the details of the general form, addressed to the head of the organization and signed by the compiler).
The help text consists of 2 parts:
- 1) In the introductory part, the reason for compiling the certificate is indicated.
- 2) The main outlines specific information presented in the form of linked text or a table.
Help compiled by personnel organization is drawn up on a standard sheet of A5 paper with mandatory details (name of organization, reference data about the organization (address and phone number are required), type of document REFERENCE, date and number of the certificate, title, addressee, text, signed by the head and chief accountant or head of the personnel service , must be stamped). Issued in two copies.
A summary is a document containing generalized information on an issue. The summary presents information obtained from different sources according to predetermined parameters, related to one topic. In the summary, you can provide information about the source of information. It is issued as a reference, the text is often in tabular form.
The conclusion is a document containing the conclusions of the opinion of the commission or individual experts on specific document or a specific question. Prepared for draft proposals, resolutions, scientific work etc. It is drawn up on a common form, the title of the document and the question for which the conclusion has been prepared are indicated in the title.
The text consists of 2 parts:
- 1) The essence of the issue, its analysis, general assessment of the document or issue is stated
- 2) Specific comments are given on the document or issue, and conclusions and proposals are presented. Signed by the compiler. When sending the conclusion to other organizations, a cover letter is drawn up, signed by the head.
A review is a document containing the opinion of an organization or a specialist on any work submitted for consideration. It is made in the same way as the conclusion.
The list is a document containing a systematic listing of objects, persons, objects or works, compiled in order to apply certain rules and regulations to them. It is drawn up on the general letterhead of the organization, the text of the tabular form, signed by the compiler, if necessary, approved by the head.
A list is a document containing an enumeration of persons, objects, objects in certain order. Compiled for registration or information purposes. The order of compilation and execution is similar to the list.
The process of making informed management decisions is based on the collection and processing of objective and reliable information. Information about the actual state of affairs in the management system is contained in various sources, but the most important place among them is occupied by reference and information and reference and analytical documents: acts, certificates, memorandums, correspondence, etc.
These documents perform a service role in relation to organizational, legal and administrative documents. Documents of this group do not contain instructions, do not oblige to act in a strictly prescribed manner, like administrative documents, but provide information that encourages decision making in other words, - initiate management decisions, allow you to choose one or another method of action.
The peculiarity of these documents is that, as a rule, these are documents going from bottom to top through the management system: from the employee to the head of the structural unit, from the head of the unit to the deputy head of the organization or the head of the organization, from the subordinate organization to the higher one. Certain types of reference and information documents, for example, correspondence, are used to implement information links between equal organizations and officials that are not in a relationship of subordination.
There is no consistent classification of these documents. To a sufficient extent conditionally, the entire set of these documents can be divided into reference and information and reference and analytical documents.
A special place in the system of reference and information documentation is occupied by correspondence- a generalized name of documents different in content, acting as tool for operational information exchange between organizations.
Business correspondence occupies a significant place in the documentary array of institutions. Being a link between organizations, correspondence occupies about 80% of incoming and outgoing documentation.
Types of business correspondence and their names(letter, telegram, fax message (fax), telephone message) determined by the methods of information transfer which are divided into two main types: postal communication and electronic communication.
Correspondence is distinguished by a wide variety of species: from letters and telegrams of state bodies that have a normative character to appeals from citizens and standard applications. The content of correspondence can be requests, notifications, agreements, claims, reminders, demands, clarifications, confirmations, requests, recommendations, guarantees, etc.
Correspondence must comply with the following requirements:
Letters are drawn up on special forms - letterheads and signed by the head of the organization or his deputies within the framework of the competence granted to them;
Letters must be composed competently, accurately, without gross blots and corrections;
· regardless of the content, the letter should be presented in a calm, restrained official business language, have sufficient argumentation, accuracy, completeness and clarity of characteristics, brevity and consistency of presentation;