A letter of guarantee or a business letter is not a simple document; it is confirmation of the completion of any actions and even compliance with the stated conditions. It can record the deadline for completing the work, a guarantee of the quality of the service provided, the fact of payment for labor or cash payment. To correctly draw up a letter of guarantee, you should rely on existing design samples and forms.
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Sample filling and form of a letter of guarantee of employment or from an employer
The employment guarantee letter is a secondary document. It tells you that you have been considered for a specific position. In addition, your salary may be written down. Some employers do without this document and simply prepare an order for employment. Here are some examples of an employment guarantee letter:
Most often, letters of guarantee are required by foreign citizens. They need a certified document to prove that the organization can employ them and will provide working conditions for the employee.
How to write a letter of guarantee?
The legislator does not provide for a sample letter of guarantee in the law. However, when compiling it, we recommend paying attention to several circumstances:
- be sure to indicate the recipient of the document, in particular his full name (or name of the legal entity), address, telephone number and other information;
- in the text of the letter, write down everything in the most detailed manner - on the basis of what the legal relations of the parties arose and what is provided by the letter, in what time frames certain actions will be carried out, etc.;
- You can attach to the letter all the documents that you consider necessary to familiarize the other party with;
- if the letter is drawn up on several pages, then all of them must be stitched and numbered, or a signature must be placed on each page;
- as a rule, a letter of guarantee is drawn up in response to a claim, so it is advisable to reflect this fact in the text of the document itself;
- At the end of the letter, be sure to put the date and signature, and the signature should only be of an authorized person (the legal entity additionally puts its seal).
Sample filling and form of letter of guarantee to the tax office
When registering an LLC, tax authorities often require a letter of guarantee from the head of the company, which would confirm that the company has a legal address. Such a document must be written by the owner of the premises provided to the organization. Letter of guarantee form:
Sample filling:
What style is a letter of guarantee drawn up in?
As stated above, a letter of guarantee is a type of official document, and therefore should be drawn up based on the rules of business correspondence. In other words, this means that:
- writing style is exclusively official and businesslike;
- the structure of the text is simple and consistent;
- proposals, demands and responsibilities are written down specifically, without the use of adverbial and participial phrases;
- presentation of information - only to the point, no figurative meanings, metaphors or jargon;
- grammatical and punctuation errors are unacceptable.
These are the basic requirements for writing style. Now let's look at examples of writing a letter of guarantee.
Features of compilation and design
As a rule, any letter of guarantee does not exceed a standard A4 sheet, is printed on a special letterhead of the sending legal entity, signed by the governing bodies (director, sometimes chief accountant), and sealed with the seal of the organization. Required details:
- number and date (in accordance with the registration of outgoing documentation);
- name of the recipient organization;
- Full name of the recipient (usually the general director of the organization);
- the subject of the letter (it is not necessary to write the words “letter of guarantee” themselves, since such a document does not legally exist as a type of business correspondence);
- main content (guarantees of obligations, their volume and terms);
- sender details;
- position, personal signature and transcript of the full name of the person who signed the document (director, chief accountant).
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Further nuances depend on the type of letter of guarantee. Let's look at them in more detail and give a specific example of drawing up a letter of guarantee designed to perform a particular function.
Debts
By drawing up this document, you guarantee the future fulfillment of your obligations to pay the debt. To the items listed above, you must add the amount of debt (indicated in words and figures), its repayment schedule, the number and date of the agreement under which the debt arose.
To reschedule the fulfillment of obligations or agree on debt restructuring, you can use a sample letter of guarantee for deferred payment. In such a document, you must indicate the exact period for which the debtor requests to postpone payments, as well as the conditions of liability for its violation.
To the tax office
This document is required when registering legal entities. Tax inspectors often require applicants to provide a letter of guarantee from the future landlord. In this way, the Federal Tax Service verifies the address of the organization being created.
In the letter, it is important to indicate the owner’s intention to conclude a lease agreement for non-residential premises located at a specific address with the registered organization. It is also worth registering the details of the title documents for the premises.
To pay for rented premises
So that the owner of the rental property does not doubt the timely settlement of payments, it is necessary to fill out and submit a sample letter of guarantee for payment of rent. This document contains a reference to the concluded agreement or the potential tenant will guarantee timely payment upon conclusion of the agreement.
A sample letter of guarantee for payment for the premises will also be needed if there is arrears on monthly payments. It is important to carefully spell out the guarantees provided to the owner of the property, since the contract can be terminated unilaterally for late payment of rent.
To carry out work
This document is provided to the customer by the contractor before concluding the contract. It specifies specific types of work or services that the contractor undertakes to perform within a certain period of time. In practice, a bank guarantee is also provided to confirm the contractor’s good faith.
We confirm payment guarantees
Such a document can be circulated not only between organizations, but also between individual entrepreneurs.
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A letter acknowledging the debt and guaranteeing its repayment must have, in addition to the signature of the manager, the signature of the financially responsible person (finirector, chief accountant).
Letter of guarantee to the Social Insurance Fund regarding payment of benefits
The addressee is the manager of the local branch of the Social Insurance Fund. At the beginning, the details of the LLC or individual entrepreneur must be provided: name, registration and TIN numbers, legal address. The paper indicates the office number with the date of writing.
In the main part, it is guaranteed to fully pay the benefits accrued for a certain period within the legal deadlines. They also declare their readiness to accept liability provided for by law in the event of a violation of obligations.
The text is signed by those responsible for social insurance - the head of the enterprise and the chief accountant.
Purchased item
A sample letter of guarantee for payment of the invoice is required if the deadline for receiving the products does not coincide with the time of transfer of funds. In such a letter, it is important to indicate the amount of payment, the name of the product, and the seller’s details. In some situations, it is possible to prescribe liability for breach of obligation.
Sample letter of trust
If you are writing a power of attorney from an organization, then you do not need to have it certified anywhere! The signature of the manager and the seal of the organization are sufficient. To avoid problems, stock up on power of attorney forms. For powers of attorney to receive goods and materials (inventory value), there are two forms, form No. M-2 and form No. M-2a. The issuance of powers of attorney is subject to recording in the journal of registration and accounting of issued powers of attorney. The easiest way is to fill them out automatically using accounting programs (1C or Sbis++). When filling out, do not leave fields blank.
How to avoid mistakes
Although a guarantee is a non-commercial document, the content should be strictly formal. The text should use a formal style and avoid simple speech patterns. A competent example of a letter of guarantee for payment under 44-FZ should be drawn up in such a way that there are no grounds for disputes between the parties. The structure of the document should be clear and concise, new conditions (transfer deadline and payment amount) and the consequences of their failure should be indicated first. It is not necessary to describe in detail the reason for the debt. It is recommended to draw up the guarantee document in two copies and make a note about the fact and date of receipt by the supplier on the copy of the customer organization.
Letter of authorization to receive cargo
The letter of trust drawn up to receive the cargo must contain the following information:
- Date and place of execution of the letter of trust;
- Full name of the copyright holder – for both legal and natural persons;
- Then a representative of the organization is determined who performs his actions in accordance with its charter;
- After the phrase “who authorizes this letter of trust,” indicate the surname and initials of the intermediary, as well as his passport details - during the procedure for receiving the cargo, the document for which the letter of trust was issued is provided;
- Then they write “receive at…. (indicate where exactly the intermediary can receive the cargo) cargo arriving in the name (name of a legal entity or individual) with the right to sign about their receipt.”
- At the end of the letter, the head of the organization puts his signature and the organization’s seal is affixed.
Download: Letter of authorization for shipment of goods
Download: Letter of trust form SM-1
How to compose it correctly?
Despite the fact that a guarantee in writing is not mentioned in the legislation as a legal document, if a disagreement arises between the parties about the failure to fulfill any obligations, it should play the role of evidence for its recipient that the debtor gave an obligation to fulfill the terms of the contract, but did not fulfill them. In this regard, it is necessary to fulfill certain requirements regarding the correct drafting of the document and the inclusion of all necessary points in its content.
The main requirement for the text of the letter of guarantee: it must be concise, without unnecessary digressions and include specific information about the originator, the essence of the obligation and the timing of its fulfillment. The letter should contain only those items that the addressee requires in order for him to be confident in the reliability of the partner and his promises.
Form, structure, content of the letter of guarantee
The form of a letter of guarantee does not have a strict standard form, because it depends on the content, purpose of writing and the requirements of the addressee, but some points must be included so that the document complies with business style:
- Name of the recipient - legal entity, full name. manager, location address.
- Sender information.
- Contents: the essence of the obligation, indicating the date of execution, the amount, if we are talking about payments of funds, how the money will be transferred or transferred to the addressee.
- Date of preparation of the document, signature of the originator, seal of the institution, if any.
Additional documents can be attached to the letter if they can somehow confirm these obligations.
Features of drawing up a letter of guarantee
The peculiarities of letters of guarantee lie in their content, in the paragraph that describes the essence of the obligations of the originator and his promises regarding their fulfillment. In each specific case, this clause will have its own characteristics, since it depends on the conditions of the relationship between the parties.
General requirements boil down to design:
- Purely business style of design, absence of descriptive phrases, long sentences.
- Clear and specific wording.
- A concise statement of the procedure for fulfilling obligations.
- Drawing up a warranty obligation in writing on the organization’s letterhead.
- Securing the document with the signature of the responsible person and the company seal, if any. If we are talking about transferring funds from company accounts to pay off a debt, then the signature of the chief accountant of the enterprise is advisable.
- Illiterate writing of a document is unacceptable.
