Letter of product quality guarantee sample. How to correctly write a letter of guarantee for the delivery of goods? Sample document. Letter of guarantee for payment, other types and their features
A payment guarantee letter will help to convince a partner that payment will be received on time after delivery of products, completion of work or provision of services. It is a type of business correspondence between organizations and confirms the intentions of payment in the future, after the preliminary fulfillment of obligations by the transaction partner. The letter of guarantee is the basis for including in the contract such a payment condition as deferred payment. Pre-contractual negotiations may end with the preparation of this document.
Before writing a letter of guarantee for payment, read the rules for writing it. Large organizations have special instructions on office work, which contain mandatory requirements for the preparation of business correspondence. There are programs that facilitate office work in an organization and offer a document management system with developed document forms. If you have a small company and do not have local instructions for office work, it is recommended to apply the general rules of GOST R 6.30-2003 “Requirements for paperwork”.
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In the text of the letter, indicate the amount and terms of payment, the subject of the agreement (what product, work or service), bank details and legal addresses of the parties to the transaction. At the end of the text, use the phrase “payment guaranteed.”
A correctly drafted letter of guarantee for payment and conscientious fulfillment of obligations undertaken will create a good reputation for your company and will be the key to profitable long-term cooperation with business partners.
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 letter of guarantee for payment of debt and payment for purchased goods or products
Let's look at the form of a letter of guarantee for payment of debt and several examples of how to fill it out. It is advisable that you draw up the document on a special form of the organization, as well as have the seal and signatures of the main persons of the company.
Designed samples:
A business letter for payment for purchased goods or products looks like this:
Sample filling and form of letter of guarantee for work completion
The document must contain a clause indicating the completion of work, as well as the deadline for fulfilling obligations to the organization.
Letter form:
Sample filling and form of a letter of guarantee for the supply of goods from the manufacturer
Often organizations independently put forward requirements for applications to receive goods. However, there is a standard form:
Example of a letter for the supply of goods:
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. 
Sample form and letter of guarantee for employment
This document differs from the previous one in that it must contain information about your admission to the organization - the exact date. The employer is also obliged to record your salary, employment contract number and order number. Here is a form of a letter of guarantee for employment and an example of filling out the sample:
Sample form and letter of guarantee for inviting a foreigner
Sample form and letter of guarantee for internship and training
Examples of letters from an individual will also be filled out using this form. There are no other forms of letters of guarantee to the bank. Documents are drawn up depending on their function. For example, a business letter may contain a guarantee of payment of a loan debt or a request to change personal data.
Sample form and letter of guarantee for repairs
Sample filling and form of letter of guarantee for equipment
When lending a large sum to someone, it is useful to think about additional guarantees for the return of your money and draw up a letter of guarantee for payment: a sample can be easily downloaded in our article - and there you can also learn how to fill it out correctly.
Letter of guarantee - definition and purpose
This is confirmation of compliance with the prescribed conditions or completion of the specified actions.
The function is to ensure that one or another party to the transaction fulfills its obligations.
This business genre is used not only by lawyers, but also by individuals: when they need guarantees of employment, loan repayment, elimination of payment delays, provision of housing for rent for the required period, and so on.
Good to know: a letter can be written in response to an official complaint - and thereby try to delay going to court for a breach of contract. A borrower who refuses to wait may force the debtor to appear before a judge - but then the accused will not look like a completely irresponsible person.
Despite the very different areas of application, common points stand out in the content of such papers:
- Full passport data of the author-sender and recipient (for legal entities or individual entrepreneurs: names, details, actual and registered addresses).
- Grounds for the obligation (agreement or contract).
- Guarantees of fulfillment or resolution of the problem.
- Amounts of payments or descriptions of specific actions on obligations.
- Responsibility for breaking a promise.
- Signatures of the parties (company seals).
The response letter to the claim must indicate:
- what clauses of the contract were violated;
- the reason for the situation;
- proposal on ways and terms of its resolution;
- guarantees: additional payments, penalties, provision of services free of charge, and so on.
It is worth noting: there is no clear answer to the question about the legal status of the document. Text not exceeding A-4 format cannot contain all the details of the transaction. It is therefore difficult to predict how it will affect the outcome of the trial.
And yet, a correctly drawn up document replaces part of the contract:
- Offer (proposal): when the author makes an offer, stipulating the subject of the contract (work, service or product) and setting deadlines for completion.
- Acceptance (obligations): when someone who has fully accepted the offer described above responds with a letter of acceptance, where he expresses in detail and unambiguously his agreement on all points of the offer.
Sample letter of guarantee for payment of debt
In a business environment, it is not always possible, for example, to pay on time for goods under a supply agreement.
A written assurance of debt liquidation, drawn up on the organization’s letterhead, helps to avoid ruining business relationships:
- The top part of the document: the name of the company sending the letter and the personal information of its director.
- “Letter of Guarantee” is often written in the center.
- Wording guaranteeing payment for the provision of a service (specify its name) in the amount of the established amount (given in words to the nearest kopeck) within a clearly established period.
- The reason for the guarantee: a contract or agreement with a number and dates of signing.
- Payment method: indicate a current account.
- Sanctions for failure to fulfill a promise: for example, payment of a penalty (specify the amount and calculation procedure).
Signed by the director and chief accountant of the debtor enterprise. You can specify a telephone number for further personal conversations.
How to write a letter of guarantee for payment
The sample shows that there is a certain style of writing a document, which is drawn up depending on the specific needs of the parties to the transaction. Directories of business documentation and business communication also provide the following template:
Sample letter of guarantee regarding payment for services
Usually a message from a company is written on company letterhead, but it is quite possible to compose it on a simple sheet of paper, putting a corner stamp with the details of the company:
- In the upper right corner - data of the addressee (company or specific financial specialist).
- On the left is the outgoing number and date of the document, below them there is an empty detail for the incoming number and date of receipt. Below in the center is “Payment Guarantee Letter”.
- The essence of the appeal is stated.
- All signatures of the director and chief accountant are completed with a company seal.
Here's a concrete example:
Sample letter of guarantee with debt repayment schedule
If a company or person is late in paying a sum of money, a debt repayment schedule will demonstrate that the debtor is aware of the problem.
A person has thought through the problem and sees the stages of solving it - this makes the message more convincing.
Sample letter of guarantee for payment of rent for premises
It often happens that the person renting the premises cannot pay the rent on time. If the landlord does not mind continuing the relationship or postponing the payment, the debtor promises to pay in writing.
Legally, this is an acknowledgment of a debt by a person or organization.
Take into account: if the debtor specifies a payment payment date different from that specified in the lease agreement, then the letter is essentially an offer. Written agreement to the terms of the letter of guarantee will constitute acceptance. That is, the payment terms have changed by agreement of the parties: the lessor cannot demand penalties and interest accumulated before the new payment date. And it will also not be possible to refuse a lease agreement with an irresponsible tenant - there is no legal reason!
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.
Sample letter of guarantee for no debt
The requirement to provide it is common in banks when opening an account. The guarantee is also issued to the tax service when registering an enterprise in a new region or transferring it to a new status.
The referent writes down his name, OGRN, TIN and legal address. Actually, the guarantee can be formulated as follows:
Conclusion
It should be noted that the legislation does not clearly define the situation when a letter of guarantee is necessary. In general, the document does not have the force of a transaction - it has an informational, diplomatic and voluntary nature.
However, fulfilling your warranty promises on time is a matter of business reputation, a very important thing not only in business.
LETTER OF GUARANTEE
STK-Lab LLC (hereinafter referred to as the "Lessor") hereby guarantees the provision of office space with a total area of ___ sq. m. as the address of the location of the General Director Ivan Ivanovich Ivanov (sole executive body) of the registered Limited Liability Company "Vasilyok" (hereinafter referred to as according to the text of Vasilek LLC). Address of the premises provided: 124482, Moscow, Takaya St., 1, office 17.
Upon completion of state registration of Vasilek LLC, a lease agreement for office space located at the above address will be concluded with the company.
The landlord guarantees that the premises belong to him legally and can be freely rented out without violating anyone’s interests, as well as the legislation of the Russian Federation.
A copy of the certificate of state registration of ownership of the premises, series ___ No. __________ dated dd.mm.yyyy on 1 sheet is attached.
Note: The letter is prepared on the Landlord's letterhead. The Lessor's details must include contacts through which employees of the registration authority can contact the Lessor and double-check the information specified in the letter.
Official correspondence is replete with various types of documentation. Among certain business documents, entrepreneurs have to deal with letters of guarantee.
- What are they used for, in what cases are they necessary, what legal norms are they regulated by?
- What types of letters of guarantee are there?
- How to correctly compose and execute a letter of guarantee?
Let's figure it out together.
FILES
Definition and legal rules
From the point of view of legislation, a letter of guarantee is an element of document flow, one of the types of business correspondence - as a rule, between legal entities. From the very title of the document it follows that letter of guarantee is a written way of confirming obligations or fulfilling certain conditions within the required time frame and to the required extent. This additional confirmation is used when conventional agreements may not be sufficient.
IMPORTANT! A letter of guarantee is not a commercial document.
Letters of guarantee are quite often used in business activities, however, no special rules regulating their execution and use are enshrined in Russian legislation. Therefore, you should be guided by standard business practices and strive to achieve the most clear and unambiguous formulations that accurately reflect the intentions and obligations of both parties.
Letter of guarantee instead of a contract
In fact, drawing up a letter of guarantee is an alternative to concluding an agreement when such an action is inappropriate for some reason.
Unlike a contract, which includes an offer (offer) and obligations in accordance with this offer (acceptance), a letter of guarantee acts as one of these components.
Letter of guarantee as an offer
An offer always expresses a proposal directed to one or more addressees to enter into a certain relationship, and clearly declares the intentions of the addressee. From this point of view, a letter of guarantee may be considered an offer if it contains:
- an offer to pay for services after they have been provided;
- an offer to perform work, make a delivery, or provide a service.
The letter of offer must be formulated in sufficient detail, because it replaces part of the contract, and therefore must contain its main essential elements:
- subject of the offer (products, services, types of work - specific transfer);
- deadlines.
NOTE! The terms indicated in the letter of guarantee offer are of decisive importance: once sent to the addressee, it cannot be canceled by the sender within the specified periods for response actions, unless other conditions are specified in the text itself or does not follow from it.
The person who receives such a letter of guarantee, if the offer is accepted, can fulfill the conditions or simply express consent: this action is considered an appropriate response, that is, the fulfillment of the second part necessary for concluding the contract. Thus, as a result of the validity of the letter of guarantee and the addressee’s response, a legal action occurs between them that is equivalent to the conclusion of an agreement (no one bothers to sign a standard bilateral agreement in addition to it).
Letter of guarantee as acceptance
This document can also act as the second element of the contract - acceptance, that is, the intention to accept contractual proposals, if such proposals have already been voiced to the counterparty previously. For example, an organization received a commercial offer and made a decision based on an advertisement or information site of a partner. Then sending a letter of guarantee will actually be a response to the offer of a contractual relationship made, albeit in an implicit form.
The requirements for a response are not as strict as for a proposal: in such a letter it is enough to formulate an unambiguous and detailed answer - consent to accept the proposed conditions.
FOR YOUR INFORMATION! If the sender decides to revoke his acceptance letter of guarantee, then this must be done immediately, preferably before it reaches the addressee or immediately after that - before any procedural actions are taken on it.
Pros and cons of a letter of guarantee as a substitute for a contract
Positive points:
- there is no need to draw up a document signed by both parties;
- if the requirements for offer and acceptance are met, such legal relations are absolutely legal;
- the court recognizes letters of guarantee on the same basis as a concluded contract.
Disadvantages of exchanging letters of guarantee:
- scope limits detailed description of conditions;
- it is impossible to determine all rights and obligations;
- procedural issues are not specified;
- The responsibilities of the parties are not always clearly defined.
Thus, contractual relations through letters of guarantee are legally valid, however, controversial issues that could lead to litigation cannot be ruled out.
Specific types of letters of guarantee
Depending on the function that this letter of guarantee is intended to perform, their types are distinguished.
- Letter of guarantee confirming payment obligations. Funds recognized under a letter of guarantee may be intended as payment for goods, provision of services, performance of certain work, or to repay a debt. Such a letter is a fact of recognition of the debt. Most often, it is drawn up when for some reason the payment cannot be made immediately or it has to be postponed.
- Letter of guarantee confirming obligations for work, goods or services. Such a document assures the recipient that the obligations indicated in it will actually be fulfilled by the specified date to a certain extent. It is possible to indicate several time intervals if we are talking about step-by-step work. Such a document also confirms the required quality in accordance with certain standards (SNIPs, GOSTs, etc.). Such a letter of guarantee can be written if there is a possibility of violation of the terms of the specification or other documents, or immediately before the conclusion of the relevant contract.
- Letter of guarantee confirming the landlord's intentions. This refers to the guarantee of assignment of a legal address. Such a document will be required to be presented to the tax office if the organization does not own certain real estate for placement and indication in the constituent documents. A legal entity has the right to rent such premises, providing the tax authorities with a guarantee that the lessor really intends to provide such services to it.
- Letter of guarantee confirming future employment. Such a letter may be needed in cases where hiring has important legal significance for the future employee. For example, such a letter of guarantee may ask for:
- student for presentation to a university (some educational institutions in certain specialties, especially in the case of training at state-ordered places, issue a diploma only after providing a certificate of future official employment);
- a foreign employee (he must take such a document to the migration service);
- released prisoners embarking on a career path (they will have to report to administrative authorities).
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).
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.
We confirm payment guarantees
Such a document can be circulated not only between organizations, but also between individual entrepreneurs.
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).
Subtleties of design:
- the addressee is the organization or person who should receive the guaranteed payment;
- It is necessary to indicate the details of the document confirming the fact of the need for payment (invoice, acceptance certificate, contract, etc.);
- debt repayment terms must be specified;
- details of the organization that incurred the debt (future payer);
- any information regarding the situation that has arisen (for example, the reasons for the impossibility of paying on time).
HELPFUL INFORMATION! Most organizations do not include in the text of such a letter of guarantee an indication of their responsibility for violation of obligations, while the mention of sanctions for non-compliance with guarantees has a psychological impact on the counterparty.
Specific samples of letters of guarantee
Example of a letter of guarantee to confirm a debt
FILES
to CEO
LLC "Spetsinvest"
Studentsov P.I.
LETTER OF GUARANTEE
about the delivery of goods
Ref. No. 124/56n
September 12, 2016
We hereby ask you to supply a batch of products (personal protective equipment) according to application No. 46-18 dated 09/10/2016.
We guarantee that payment for the delivery will be made by October 10, 2016.
If payment is not made in full by the due date, for each day of delay we undertake to pay a penalty in the percentage of 1% of the amount of unfulfilled obligations.
Bank details:
OJSC "Beta-Bank", Ufa
r/s No. xxxxxxxxxxx;
c/s xxxxxxxxxxx;
BIC xxxxxxxx;
TIN xxxxxxxx;
Checkpoint xxxxxxxxxx.
Domservis LLC (signature) N.P. Rabotnichenko
Accountant LLC "Domservis" (signature) L.O. Raskidaylova
Confirm execution
By assuring that the services or work will definitely be completed by the specified date, the sender confirms the volume, timing and quality of the work.
Design specifics:
- the details are standard;
- features of the main text - be sure to describe the types of services (works), clearly indicate the time frame and guaranteed volume;
- details of the documentation that became the basis for potential work or services must be indicated (for example, an agreement, contract, etc.);
- indicate the location and significant characteristics of the facility where work is performed or services are provided.
An example of a letter of guarantee to confirm the completion of work
FILES
To the director
Tertsiya LLC
Oliferenko M.V.
LETTER OF GUARANTEE
About completion of repair work
Ref. No. 124/1
05/05/2016
With this document we confirm that Masterovoy LLC, as the contractor for the work at the site, located at the address: Moscow, st. Bolshaya Dmitrovskaya, 28, apt. 115, in accordance with Contract Agreement No. 18 dated 04/17/2016, concluded with Tertsiya LLC, guarantees the completion of all repair work (according to the specifications of the above-mentioned Contract Agreement) by 06/16/2016 G.
In case of failure to fulfill this obligation, Masterovoy LLC is ready to pay 1.5% of the amount specified in the Contract for each overdue day.
CEO
Masterovoy LLC (signature) A.F. Zakrevsky
Chief Accountant
Masterovoy LLC (signature) S.E. Frisky
We confirm the provision of a legal address
To issue a letter of guarantee confirming the landlord’s intention, you need to take into account the following nuances:
- the addressee of the letter is the local branch of the INFS, intending to register a legal entity to which the premises are being leased;
- information about the owner of the provided real estate (legal entity) is required - the name of the organization, its head;
- there must be information about the newly created legal entity, at least the name;
- you should list all the main characteristics of the premises being rented (address, area, etc.);
- a phrase is required that clearly declares the consent of the property owner to conclude a lease agreement with the new organization;
- The letter of guarantee must have an attachment - a certificate of ownership or a real estate lease agreement, issued in the name of a potential lessor (a copy certified by a notary).
An example of a letter of guarantee to confirm the landlord's intentions
FILES
INFS No. 2 for St. Petersburg
LETTER OF GUARANTEE
About providing a legal address
Saint Petersburg
October 18, 2016
Megapolis LLC, represented by General Director Samokhvalenko R.G., acting on the basis of the Charter, provides office space with a total area of 60 sq.m., located at the address: St. Petersburg, Magnitogorskaya St., 15 .. office No. 4 for state registration of Kodeks LLC. Megapolis LLC guarantees the conclusion of a sublease agreement after registration is completed. The designated address can be used as a legal address in the constituent documents of Kodeks LLC.
The above premises belong to Megapolis LLC on a lease basis (Lease Agreement No. 567/18 dated December 10, 2013) with the right to enter into sublease agreements.
Application:
- a copy of the state registration certificate of Megapolis LLC;
- copy of Lease Agreement No. 567/18 dated December 10, 2013
CEO
Megapolis LLC (signature) R.G. Samokhvalenko
Confirming employment
This letter of guarantee is drawn up taking into account the following features:
- a specific person or organization-addressee is indicated, but addressing “at the place of requirement” is also acceptable;
- mandatory affixing of the outgoing number and date in accordance with the Correspondence Log;
- name of the position for which a person with the specified personal data is hired (full name without abbreviations);
- the main points of future employment are prescribed (rate, salary, employer guarantees);
- The letter can be sent to the addressed organization or entrusted to the future employee himself.
Example of a Job Guarantee Letter
FILES
To whom it May concern
LETTER OF GUARANTEE
About hiring
Ref. No. 634/78
07/14/2016
With this document, Home Teacher LLC confirms its intention to hire and the obligation to conclude an employment contract with Alenikova Polina Stanislavovna, hiring her as an English teacher from 09/01/2016.
LLC "Home Teacher" undertakes to provide Alenikova P.S. official salary in the amount of 65,000 rubles. per month plus a monthly bonus based on performance. We guarantee official registration in accordance with the Labor Code of the Russian Federation and a full social package.
CEO
LLC "Home Teacher" (signature) V.K. Litsezorov
Chief Accountant
LLC "Home Teacher" (signature) Yu.L. Zarubinskaya