How to arrange applications in content. Designing applications. Annexes to documents
An important element of the graduation project are applications, which clearly display the research done by the student. Applications reinforce the positive impressions of teachers about the degree of preparation of the author of the work and the quality of the work itself. In addition to the content of applications, it is extremely important to correctly and according to the rules of GOST to draw them up. The main rules for designing applications are described below.
Application in the diploma, what is it and why does a student need
The appendix is a separate section with additional, often visual, materials on the research methods and algorithms developed by the author. It contains information that cannot be formatted according to the standards of the entire work, for example, drawings or images that do not fit into the A4 sheet format.
This section is a great addition that enhances the quality of the work and the overall impression of it. Despite the fact that the content of the applications may not be formatted according to the standard, it is important to format the information about this application correctly after consulting with the teacher and guided by the requirements in the training manual (GOST).
What is included in the Diploma Supplement
They contain any additional information on the graduation project. Both graphic materials and handouts, examples of the tools used to conduct the study, more detailed calculations, etc. are acceptable.
Most often in the "Application" section are:
- Diagrams and graphs;
- Too large tables;
- Detailed calculations by formulas;
- Interim calculations;
- Information about instruments and equipment used in research;
- Conclusions of a metrological nature;
- A detailed description of the author's methods of research or solving the problems posed;
- Additional auxiliary graphic information in the form of maps, photographs, drawings, and so on;
- Copies of reference materials (statistical reports of the enterprise, etc.)
All the materials presented in the application make the thesis more detailed and detailed. They give an idea of the course of thought of the graduate student during the study. The Diploma Commission often assesses how correctly and skillfully the student was able to use the applications when defending a diploma, which affects the assessment.
How to issue a diploma supplement according to the rules and requirements of GOST
Despite the fact that applications are usually drawn up in accordance with the requirements of GOST, they are absolutely not complicated. The main principle is to adhere to the basic requirements.
GOST 2.301 states that the sheet format when making an application can be A4, A3, A1, etc. But you can use non-standard sheet formats only if the information really cannot be located on a standard A4. The number of applications can be any, but sufficient to fully disclose the subject of the thesis (GOST 2.109).
In general, the following rules must be followed:
1. Applications do not need to be attached to the main part of the thesis. They should be placed in a separate folder.
2. Each application is a new sheet with the word "APPENDIX" written in the center (in large letters).
3. Applications are not numbered, but are marked with letters in alphabetical order, with the exception of ё, z, d, o, h, b, b, s (GOST 2.109).
4. For designation, you can use the Latin alphabet, except for the letters i, o.
5. In extreme cases, when there is not enough alphabet, the use of Arabic numerals is acceptable, but undesirable.
6. Even if there is only one application, it still needs to be marked with the letter A.
7. In the application, you can divide the text into paragraphs.
8. It is necessary to observe a single style of headings for all applications.
9. If the application is placed on several sheets, each subsequent sheet is designated "Continuation of Appendix B" and "End of Appendix B".
Remember, the correct design of applications can significantly affect the grade for the diploma.
Design example:
Making an application in the table of contents of the diploma
The structure of the diploma is reflected in its table of contents, where it is also necessary to indicate the presence of applications. All additional materials placed in appendices are indicated last after the list of references. It is very important to list all applications, indicating their numbering and titles. For example, if you have an application A, B, C, D and E, then all of them must be indicated in a clear sequence in the content. After the letter denoting the application (A, B, C, etc.), its name is written, i.e. title specified in the application.
Design example:
Formation of links to the application of the diploma
The text of the diploma must contain links to all applications. This is done something like this: "more detailed information about the balance sheet can be viewed in Appendix A." Annex A itself should contain this detailed balance sheet.
Important! The sequence of appendices is determined by the order in which they are referenced in the text.
Design example:
Detailed instructions on how to fill out the Diploma Supplement
- When filling out the front side, it is required to indicate in the nominative case the full surname, first name, and patronymic.
- The full date of birth of the student is required. This is done in a strictly defined order: the date of birth is written in the form of a full number (10), the month is indicated in words (December), and the year is indicated strictly in four-digit format, after which the word “year” is required in words - 1991.
- There is a separate column for recording the graduation document, on the basis of which an order is issued to enroll the student in the appropriate educational institution - “Previous document on education”. In this line, you must indicate and fully describe the full name of the previous place of study, as well as the year of its graduation. It can be: a certificate of graduation from an educational institution - school.
- In some cases, appropriate entrance exams are provided for a specific list of areas of study. This column may remain empty, since not all areas require entrance exams. In accordance with the above information - this column is filled in or skipped when filling out.
- There is a separate line that indicates the year of entry and the year of graduation of the corresponding higher education institution. All of these dates are given in four-digit numeric format, corresponding to the years of entry and graduation of the respective student.
- There is a separate column that indicates the period of study at the relevant educational institution. Depending on the form of training, the time period of training can stretch from 4 to 5 years.
- The column "Direction" is filled in on the basis of the direction of study that the graduate completes at the corresponding higher educational institution.
- The column "Specialization" is filled in exclusively by undergraduates and persons who have been trained under the specialist's program (5 years). Bachelors fill in this line with the words “not provided”. It is strictly forbidden to write a specialization code in this column.
- There is a separate column for completed term papers that were completed for the entire period of study. All works should be listed here, indicating their names and the corresponding assessment, necessarily in capital form.
- "Practice" - indicates all the practices, as well as their types, which were completed by the student in the learning process, as well as, without fail, the timing of their implementation and the corresponding assessments.
- There is a separate column for the final state exams, which indicate all the relevant names of the exams, as well as the corresponding grade for each of them, necessarily in capital form.
- There is a separate column that refers to the duration of writing a qualifying work, here it is necessary to clearly indicate the time frame for working on this document. It also indicates the day on which the graduation work was defended, its full name, as well as the assessment, strictly in capital form.
- In the appropriate column, it is necessary to indicate on the basis of the grade book all test subjects and put them down.
note
It is necessary to indicate all the designations that must be indicated at the time of filling, whether it is the name of the specialty or the name of the course - it is necessary without quotes, in normal words.
If during the training a large number of coursework was completed, which, in turn, cannot be placed in the above columns, then they can be indicated on the back of the diploma supplement after the list of credit disciplines.
After filling out this application form, it is necessary to review and double-check it again in order to avoid all incidents.
Conclusion
So, it is not at all difficult to issue applications for a thesis. The main thing is that they should be informative, of high quality, and all should have links in the text of the work.
While creating one document, we are often faced with the need to attach another to it. Of course, we attach everything that we list in it to the cover letter. But there are also orders for the main activity, and contracts, and many other documents. How to issue an application to, including on electronic media? How to issue an application to and how to make a mark on the application itself? Look for answers to these questions in the article.
Making an attachment to a cover letter
As you already know, it is customary to send documents to the addressee along with, which is a kind of guarantee that the information being sent has been received in full. Let's talk about how to correctly and in full accordance with the rules of office work draw up attachments to cover letters.
The rules for designing applications are best covered in Add nothing here, so I'll just quote the document:
“A mark on the presence of the application named in the text of the letter is drawn up as follows:
Application: for 5 liters. in 2 copies.
If the letter has an attachment not named in the text, then indicate its name, number of sheets and number of copies; if there are several applications, they are numbered, for example:
Appendix: 1. Regulations on the Regional Credit Department for 5 p. in 1 copy.
2. Rules for the preparation and execution of documents of the Regional Credit Department for 7 sheets. in 2 copies.
If applications are bound, then the number of sheets is not indicated.
If another document is attached to the document, which also has an annex, the mark on the presence of the application is drawn up as follows:
Attachment: letter of the Federal Archive dated 06/05/2003 N 02-6 / 172 and an appendix to it, only 3 sheets.
If the application is not sent to all the addresses indicated in the document, then a mark on its presence is made out as follows:
Application: for 3 liters. in 5 copies. only to the first address.
If we are talking about the application of documents, then the information provided is simply exhaustive. And if you attach information on electronic media? You don’t need to invent anything, we act in full accordance with GOST:
Appendix: Regulations on the Regional Lending Department on a flash card in 1 copy.
As you can see, we do not indicate the number of application sheets, since there is no danger that several of them will be lost. It is enough to indicate the number of storage media.
Finally, if you are submitting information both on paper and electronically, it is customary to write like this:
Appendix: 1. Regulations on the Regional Credit Department for 5 p. in 1 copy.
2. The same on a flash card in 1 copy.
Thus, the cover letter and its annexes are independent documents, each of which has its own registration data. In the text of the cover letter, we write: “We are sending you a contract dated 03.05.2013 No. 45”, after which the letter receives its own index - the outgoing number. The letter and its appendices can exist without each other.
Making attachments to other documents
We are talking about annexes to contracts, instructions, etc. They are drawn up a little differently than those discussed above.
If the document assumes the presence of an application, then references to it should already be in the very text of the order, contract or instruction.
For example, a mention of an application in an office work instruction:
Documents are registered in the Register of incoming documents (Appendix 10).
or in the order for the main activity:
I ORDER
1. …
2. The working group to collect information in the form No. 1 (Appendix No. 1 to this Order).
or in a contract:
3.2. The list of materials and equipment provided by the Customer for the performance of work is specified in Appendix No. 1, which is an integral part of this Agreement.
Therefore, if something is planned to be attached to the document, but this application must be referenced in the document. Applications and the document (unlike the case with the cover letter) are one here. Without applications, no one will be able to work with the order, and no one needs the applications themselves without an order.
Application design
The application itself does not receive any marks if sent to the recipient along with a cover letter.
In the second case, when the document and its attachment are inseparable from each other, the attachments receive marks.
How to do this, GOST R 6.30-2003 will tell us again:
“In the annex to the administrative document (decrees, orders, orders, rules, instructions, regulations, decisions), on its first sheet in the upper right corner they write “Appendix N” indicating the name of the administrative document, its date and registration number, for example:
Appendix No. 2
to the order of Rosarkhiv
dated 05.06.2003 N 319
It is allowed to print the expression "APPENDIX N" in capital letters, as well as to center this expression, the name of the document, its date and registration number relative to the longest line, for example:
Application check mark– requisite containing information about the additionally attached document (documents). one
Marking the presence of the application(props 21), named in the text of the letter, are drawn up as follows: 2
If the letter has an attachment not named in the text, then indicate its name, number of sheets and number of copies; if there are several applications, they are numbered. 3
Rice. one.
An example of registration of the requisite "Mark of the presence of the application" in the letter
If applications are bound, then the number of sheets is not indicated. 4
If another document is attached to the document, which also has an attachment, the mark on the presence of the attachment is drawn up as follows: 5
letter of the Rosarchive dated 05.06.2003 No. 02-6 / 172 and an appendix to it, only 3 sheets.
If the application is not sent to all the addresses indicated in the document, then a mark on its presence is made out as follows: 6
Application: for 3 liters. in 5 copies. only to the first address.
In the appendix to the administrative document (decree, order, order, rules, instructions, regulation, decision), on its first sheet in the upper right corner they write “Appendix No. ” indicating the name of the administrative document, its date and registration number. 7
If there is only one application, the serial number is not indicated. eight
It is allowed to print the expression "APPENDIX No." in capital letters, and also to center this expression, the name of the document, its date and registration number relative to the longest line. nine
The requisite "Mark of the presence of the application" is drawn up from the field without a paragraph indent. If the application name spans multiple lines, it is printed with one line spacing. If there are several applications, the names of applications are separated from each other by 1.5-2 line spacing. ten
The layout of the props "Mark of the presence of the application" is shown in Figure 2.
__________
1 GOST R 7.0.8-2013. System of standards on information, librarianship and publishing. Office work and archiving. Terms and Definitions. — Enter. 2014-03-01. - M .: FSUE "Standartinform", 2014. - Item 68.
2 GOST R 6.30-2003. Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements. - Input. 2003-07-01. - M .: Gosstandart of Russia: Publishing house of standards, 2003. - Item 3.21.
3-7 Ibid. - Clause 3.21.
8 Organizational and administrative documentation. Requirements for paperwork: Guidelines for the implementation of GOST R 6.30-2003. / Rosarkhiv; VNIIDAD; Comp.: M.L. Gavlin, A.S. Krasavin, L.V. Kuznetsov and others; Tot. ed. M.V. Larin, A.N. Sokov. - M., 2003. - 90 p.
9 GOST R 6.30-2003. - Clause 3.21.
10 Kuznetsov S.L. Modern technologies of management documentation support: 2nd edition, revised and supplemented. - M .: Publishing house "TERMIKA", 2014 - 288 p.
Additional Information:
How to make an attachment to a document
While creating one document, we are often faced with the need to attach another to it. Of course, we attach everything that we list in it to the cover letter. But there are also orders for the main activity, and contracts, and many other documents. How to issue an attachment to a cover letter, including on electronic media? How to issue an application to the order and how to make a mark on the application itself? Look for answers to these questions in the article.
Making an attachment to a cover letter
As you already know, it is customary to send documents to the addressee along with a cover letter, which is a kind of guarantee that the information sent has been received in full. Let's talk about how to correctly and in full accordance with the rules of office work draw up attachments to cover letters.
“A mark on the presence of the application named in the text of the letter is drawn up as follows:
If the letter has an attachment not named in the text, then indicate its name, number of sheets and number of copies; if there are several applications, they are numbered, for example:
If applications are bound, then the number of sheets is not indicated.
Attachment: letter of the Federal Archive dated 06/05/2003 N 02-6 / 172 and an appendix to it, only 3 sheets.
Application: for 3 liters. in 5 copies. only to the first address.
If we are talking about the application of documents, then the information provided is simply exhaustive. And if you attach information on electronic media? You don’t need to invent anything, we act in full accordance with GOST:
Appendix: Regulations on the Regional Lending Department on a flash card in 1 copy.
As you can see, we do not indicate the number of application sheets, since there is no danger that several of them will be lost. It is enough to indicate the number of storage media.
Finally, if you are submitting information both on paper and electronically, it is customary to write like this:
2. The same on a flash card in 1 copy.
Thus, the cover letter and its annexes are independent documents, each of which has its own registration data. In the text of the cover letter, we write like this: “We are sending you a contract dated 05/03/2013 No. 45”, after which the letter receives its own index - the outgoing number. The letter and its appendices can exist without each other.
Making attachments to other documents
We are talking about annexes to contracts, orders for core activities, instructions, etc. They are drawn up a little differently than those discussed above.
If the document assumes the presence of an application, then references to it should already be in the very text of the order, contract or instruction.
For example, a mention of an application in an office work instruction:
Documents are registered in the Register of incoming documents (Appendix 10).
or in the order for the main activity:
2. The working group to collect information in the form No. 1 (Appendix No. 1 to this Order).
or in a contract:
3.2. The list of materials and equipment provided by the Customer for the performance of work is specified in Appendix No. 1, which is an integral part of this Agreement.
Therefore, if something is planned to be attached to the document, but this application must be referenced in the document. Applications and the document (unlike the case with the cover letter) are one here. Without applications, no one will be able to work with the order, and no one needs the applications themselves without an order.
The application itself does not receive any marks if sent to the recipient along with a cover letter.
In the second case, when the document and its attachment are inseparable from each other, the attachments receive marks.
How to do this, GOST R 6.30-2003 will tell us again:
“In the annex to the administrative document (decrees, orders, orders, rules, instructions, regulations, decisions), on its first sheet in the upper right corner they write “Appendix N” indicating the name of the administrative document, its date and registration number, for example:
to the order of Rosarkhiv
dated 05.06.2003 N 319
It is allowed to print the expression "APPENDIX N" in capital letters, as well as to center this expression, the name of the document, its date and registration number relative to the longest line, for example:
thebestsecretary.ru
Some subtleties of application design
- Where exactly in the documents should the props “Mark about the presence of the application” be placed?
- Is it always necessary to make the inscription “Appendix” on the first sheet of the application in the upper right corner indicating the document, its date and registration number?
- Applications always are issued on standard sheets of paper, not on letterhead paper.
- Since attachments are not registered separately, the details “Document date” and “Document registration number” should not be registered on them. After all, the date and registration number of the document to which the application belongs can be seen in the upper right corner on the first page of the application in the inscription "Application ..." (see Example 5) or in the requisite "Document approval stamp" (see Example 9).
Answers to these questions can be found, but in other documents. Let's try to do it together.
Where to place the props "Mark of the presence of the application"?
As you know, Appendix A of GOST R 6.30-2003 contains the layout of the details of organizational and administrative documents. If you look at them, you can come to the conclusion that 21 the attribute "Mark of the presence of the application" must be in the range of 60–40 mm from the border of the lower field(See Figure 1). Actually it is not. The borders, which are marked with dotted lines in these diagrams, can be moved both up and down. Moreover, there are times when props design « Application check mark» in the range of 60–40 mm from the border of the lower field can lead to disastrous consequences (see Example 1).
Imagine a situation when a letter-notification of an exhibition-conference is drawn up, consisting of two pages, and the text on the second page occupies no more than one-fourth of the total area of the sheet. Accordingly, if props « Application check mark» placed in the range of 60–40 mm from the border of the bottom field, then there is a lot of free space between this attribute and the text (see the figure above). Just in this free space, "cunning craftsmen", both on the part of the organization - the author of the document, and on the part of the addressee organization, after having previously practiced, add any text that will allow them to get their benefit. At the same time, the leadership of both organizations may not even know about the introduction of any additions to the text of the letter. Compare the two versions of the same letter shown on this spread.
So, so that no one can add any new text to an already signed document, should be placed not closer to the border of the bottom margin, but after the text of the document. Moreover, the indent should be 2–4 line spacing, the indent size is fixed in the Guidelines for the Implementation of GOST R 6.30–2003 1, which were published by the GOST developer - the All-Russian Research Institute of Records Management and Archiving (VNIIDAD). 2
If we look again at the layout of the details of organizational and administrative documents (see Figure 1), we can note that prop 21 - "Mark of the presence of the application" and prop 22 - "Signature" are located on the same level. However, the signature should be placed under requisite "Mark of the presence of the application" after 2-4 intervals. This must be done so that no one can add any other attachment to the document after signing the document.
Speaking of location props "Mark of the presence of the application", there are a number of other points worth noting. If you look at the fragment of GOST R 6.30–2003, published at the beginning of the article, you will see that GOST provides examples of design, where it is clearly visible that the attribute we are considering is located from the border of the left field with an indent . At the same time, there are no clear instructions for this in the text of GOST. But in the Guidelines for the implementation of GOST R 6.30–2003 they are, and this is what it says there:
Thus, we can conclude that the arrangement shown by us in Example 2 will be correct.
In what organizational and administrative documents can I use the props "Mark of the presence of the application"?
The text of GOST R 6.30–2003 states that props "Mark of the presence of the application" can be issued in letters (see paragraph 3.21, given at the beginning of the article). That is, if the letter contains any Appendix, then this attribute should be mandatory. At the same time, in cover letters, the main purpose of which is to send documents that do not have an address part, props "Mark of the presence of the application" must always be drawn up (see Example 2).
Also props « Mark about the presence of the application”, if necessary, may be present in the following types of information and reference documents: certificates, memorandums, explanatory notes, memos.
But there are types of organizational and administrative documents in which props « Application check mark» is not issued, because information about applications is indicated directly in the text. This is stated in the Guidelines for the implementation of GOST R 6.30–2003 and in the Standard Instructions for Office Work in Federal Executive Authorities. Such documents, for example, include a protocol.
Props « Application check mark» is not formalized in administrative documents: orders, instructions, instructions, resolutions and decisions.
Usually, if there are applications of a reference or analytical nature to the administrative document (graphs, diagrams, tables, lists), then in the text in the relevant paragraphs of the administrative part, references are given: “(Appendix 1)”, “(Appendix 2)” or “according to Appendix 1", "according to Appendix 2". If an approved document (regulation, rules, instructions, etc.) is an annex to the administrative document, a mark is made in the corresponding paragraph of the administrative part: “(attached)” (see Example 3).
Is it always necessary to make the inscription "Appendix" on the first sheet of the application?
Is it always necessary to do on the first sheet of the application in the upper right corner inscription « Appendix» 3 indicating the document, its date and registration number? At first glance, it seems that yes. But it's not. Therefore, many make mistakes when they affix this inscription on all applications indiscriminately.
Let's consider the cases when the inscription "Application" indicating the document, its date and registration number should not be affixed.
Firstly, it is inappropriate when you send any a stand-alone document that does not have an address part, along with a cover letter .
Send the draft contract for signing. The contract does not provide for an address part, and in order for it to quickly reach the right official in the correspondent organization, a cover letter is prepared, which indicates the specific addressee employee (see Example 2). However, the sent contract is an independent document, one might even say more important than the cover letter. That is, the contract cannot be an annex to the letter. Therefore, in this case, it is incorrect and stupid to make an inscription in the upper right corner of the first page of the contract:
However, if not a cover letter is sent, but, for example, a notification letter or an invitation letter and the attachment includes additional materials that were specially prepared for this letter, then the above inscription should be affixed to the attachment.
A letter of invitation to the meeting of the "Club of Auditors" is being prepared (No. 857-03/06 dated 18.09.2006), and the attachment to the letter contains a map or program of the meeting. In this case, an informational inscription should be made on the attachment about which letter this attachment refers to.
Second, don't do inscription « Appendix»on a document that is approved by the administrative document. It is in the design of such applications that mistakes are most often made. And look what happens: there are options when the necessary information is missing (Example 6) or when it is duplicated (Examples 7 and 8).
Possible options for incorrect design are not limited to this. However, the rules for drawing up annexes to administrative documents are regulated by the example of decrees and orders of the President of the Russian Federation in the Standard Instructions for Office Work in Federal Executive Authorities.
From the foregoing, we conclude that the approved documents must contain the requisite “Document approval stamp”, which is drawn up in accordance with GOST R 6.30–2003, and not the inscription “Appendix No. ” with the data of the administrative document. But if the application is of a reference or analytical nature (i.e., not approved), then in its upper right corner the inscription “Appendix No. ” should be made indicating the relevant document, its date and registration number.
How should applications be formatted?
At application design follow these 4 simple rules:
The heading to the text of the application is printed in a centered way, at the end of the heading a dot is not put. The name of the type of application (the first word of the title of the application) is in capital letters and can be printed in a space (REGULATION, LIST, LIST, etc.) . The line spacing between the first heading line and subsequent lines can be increased by 6 pt.
The application title is located under the inscription "Application ..." or the requisite "Document approval stamp" and is separated from them by two to four line spacing.
Let's give an example of the correct design of the first page of the Regulations on the structural unit, which is an annex to the administrative document (see Example 9).
Finishing the article, I would like to note that if you have questions related to the execution of documents or the organization of work with them, it is better to look for answers in several regulatory documents or sources at once, and not stop at one. This is the only way to get the most complete answer to the question that has arisen.
1 Organizational and administrative documentation. Requirements for paperwork: Guidelines for the implementation of GOST R 6.30–2003. - VNIIDAD. - 2003.
2 The location of some details that should be drawn up only in specific areas of the document page are indicated directly in the text of GOST R 6.30–2003 and the above Methodological recommendations. Such details include: “Document Approval Visas”, “Note on the execution of the document and sending it to the case”, “Note on receipt of the document by the organization”, “ID of the electronic copy of the document”.
3 If there are several applications, they are numbered, i.e. the inscription "Application" must include the sign "No" and the serial number of the application (see Example 5).
4 Exceptions are independent documents that do not have an address part, are sent with a cover letter to a third-party organization (see Example 4) and are indicated in the letter as attachments. These documents are drawn up in a standard way, i.e. according to the rules applicable to certain types of documents.
www.delo-press.ru
Annexes to documents
Registration of the props "Mark of the presence of the application"
When registering attachments to documents, the props "Mark of the presence of an attachment" are used. The requirements for the design of this requisite are established by GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Documentation requirements.
A mark on the presence of the application named in the text of the letter is made out as follows:
Application: for 5 liters. in 2 copies.
Appendix: 1. Regulations on the Regional Credit Department for 5 p. in 1 copy.
2. Rules for the preparation and execution of documents of the Regional Credit Department for 7 sheets. in 2 copies.
If applications are bound, then the number of sheets is not indicated.
If another document is attached to the document, which also has an annex, the mark on the presence of the application is drawn up as follows:
Attachment: letter of the Federal Archive of 06/05/2003 No. 02-6 / 172 and an appendix to it, only 3 sheets.
If the application is not sent to all the addresses indicated in the document, then a mark on its presence is made out as follows:
In the appendix to the administrative document (decrees, orders, orders, rules, instructions, regulations, decisions), on its first sheet in the upper right corner they write “Appendix No. ” indicating the name of the administrative document, its date and registration number, for example:
dated 06/05/2003 No. 319
It is allowed to print the expression "APPENDIX No." in capital letters, as well as to center this expression, the name of the document, its date and registration number relative to the longest line, for example:
to the order of the Ministry of Health of Russia
dated 05.06.2003 No. 251
Some questions about application design
The state standard contains requirements for the design of applications in cover letters and in administrative documents, but applications are also drawn up in other documents, in addition, when preparing documents, questions often arise that are not reflected in the standard. Let's consider some of them.
When drawing up administrative documents in the corresponding paragraph of the administrative part of the document, it is necessary to make a reference to the application. It is formatted as follows:
- if the application is one:
In accordance with Decree of the Government of Moscow dated January 21, 2003 No. 18-PP “On the structure of the executive authorities of the city of Moscow”, the Government of Moscow decides:
1. Approve the Regulations on the Committee for Relations with Religious Organizations of the City of Moscow (appendix).
- if there are several applications:
In connection with the formation of the Office of the Government of Moscow in accordance with the Law of the City of Moscow dated November 21, 2001 No. 63 “On Amendments and Additions to the Law of the City of Moscow dated February 26, 1997 No. 5 “On the Government of Moscow””, the Government of Moscow decides:
1. Approve the Regulations:
- on the Organizational and Analytical Department of the Government of Moscow (Appendix 1);
— on the Legal Department of the Government of Moscow (Appendix 2);
— about the Office for the organization of work with documents of the Government of Moscow (Appendix 3);
- on the Protocol Department of the Government of Moscow (Appendix 4);
On each application, a mark is made about the application in the prescribed form:
to the decision of the Government
Annexes to contracts, acts, plans, reports and other documents (not cover letters) are drawn up in a similar way. In the text of the document, in the corresponding section of the text, a link is made to the application, and on the application - a mark about the application:
to the contract of sale
When making a note about the presence of an application in cover letters, the word "Application" is printed directly below the text, without a red line, and is not separated from the text by an additional line spacing:
We are sending for consideration the Program for training specialists in anti-crisis management, as well as the Agreement on cooperation in the training of these specialists.
Appendix: 1. Training program for specialists in anti-crisis management for 8 years. in 1 copy.
2. Cooperation agreement for 3 years. in 2 copies.
When drawing up applications of a reference nature to administrative, planning, reporting and other documents, applications must be drawn up as full-fledged documents, that is, they must contain the name of the type of document (reference, schedule, summary, list, list, plan, etc.), title to the text of the document , For example:
Information about the amounts of tax deductions
Information about the amount of debt of the enterprise
List of members of the commission for assessing the property of the enterprise
Contract execution schedule
Action plan for the implementation of the Decree of the Government of the Russian Federation dated ... No. ... "On ..." and etc.
Applications are endorsed by the officials responsible for their preparation.
Making attachments to a letter: all the subtleties and nuances
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Attachments to the letter are required if it is necessary to send additional documents with it. This is necessary so that the addressee receives all the information sent to him in full and, if necessary, quickly gives an answer.
Applications have many management documents and of course cover letters. Moreover, an application can be either a separate document or part of it. In our article, we will deal with the rules for designing attachments to a letter, because it is not as simple as it might seem.
From this article you will learn:
Basic rules for writing attachments to letters
- this is the direct responsibility of the secretary of the head, personnel inspector or clerk. Their experience, skills and professionalism ensure a quick and high-quality exchange of information both within the company and with partners or regulatory authorities.
To date, the current GOST R.6.30-2003 in our country and the Standard Instructions for Paperwork provide for two options for such registrations, namely:
In our article, we will consider situations with a cover letter, since there are many nuances in the rules for their design that every practicing clerk needs to know about.
Making attachments to a letter that needs postal forwarding
Particular importance is attached to the correct design if it is necessary to send a cover letter by mail. The correctness of the actions of the clerk guarantees not only that the letter will reach the addressee, but also that it will be taken into account and a response will be received. The fact is that, as a rule, either fully executed documents or their projects are subject to postal forwarding, so it is impossible to put marks on them. Therefore, there is a need for a cover letter, which will contain this mandatory requisite of this kind of shipment. The rules for their registration are regulated by GOST R.6.30-2003. They will be the subject of our next section.
Making attachments to letters according to GOST R.6.30-2003
GOST R.6.30-2003" provides for several options for the design of documents attached to the letter:
1. A copy of the Charter of the enterprise for 6 sheets. in 1 copy;
2. Certificate of state registration of the enterprise for 1 liter in 1 copy.”
We have listed different options for the execution of the attached documents to the letter, which are valid in standard situations. About how the clerk to act in non-standard situations, our next section will tell.
Many management documents have applications - their presence is indicated in the text of the main document. We will tell you how to make an application to the document.
Related Documents:
Attachment to documents: 2 types of design
An attachment to a document can be:
- an independent, finalized and valid document - a copy of the organization's charter, a copy of the organization's staffing table, signed and registered copies of the agreement sent to the counterparty
- draft document - resolution or order;
- part of the document that reveals the content of certain provisions of the main document - a list of members of the commission created by order of the head, which is an annex to this order, or an action plan that is approved by order.
There are two types of links between the main document and its annexes:
- The main document and the application are connected by the need to send documents, that is, the workflow.
- The main document and the appendix are linked by content.
The first type, for example, also includes an application to it. The second type includes, for example:
- the contract and its appendix in the form of an estimate of expenses, schedule or other document;
- an order and an action plan or a list of members of the commission, disclosing the content of the relevant paragraphs of the administrative part of the order;
- order and the regulations approved by this order, which is an annex to the order.
In the first case, the cover letter and attachment documents constitute a single set of documents, in the second case, the main document and attachment documents are parts of one document. Depending on how the main document and applications are related, the application mark is formatted differently. Let's take a closer look at each type of application design.
Cover letter with application note
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How to issue an application when the main document and applications are connected by the need to send
Let's consider the first option, when the main document and applications are combined. They do this mainly to ensure the transfer to the addressee of documents that are independent in nature and are in no way related to each other by content. Since documents of an independent nature, which can be finalized documents or prepared draft documents, are sent with a cover letter, it is impossible to make any additional notes or put down additional details on these documents. In this regard, a mark on the availability of applications, containing information about applications, is affixed to the cover letter.
Application check mark
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The design of the attachments to the letter must comply with the requirements GOST R 7.0.97-2016“Organizational and administrative documentation. Requirements for the execution of documents "(approved by Order of Rosstandart dated December 08, 2016 N 2004-st), hereinafter referred to as the Standard. And, although GOST R 7.0.97-2016 provides for several options for designing a mark, in practice there are situations that are not provided for by the standard. In this regard, it makes sense to consider all situations, both provided and not provided for by the Standard.
Cases for issuing attachments to a letter, which are provided by GOST R 7.0.97-2016
The Standard establishes the procedure for issuing a note about the application in cover letters and other information and reference documents for the five most common cases.
No. 1. Application named in text .
Sample note about the application in the text of the letter
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No. 2. The application is not named in the text or there are several applications. Indicate the names of application documents, the number of sheets and copies of each application
Several attachments in the body of the letter
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No. 3. Application(s) bound. In this case, the number of sheets is not indicated: "Appendix: research report in 1 copy."
№4. Making applications when d A document that is an appendix has self-numbered appendices: " Attachment: letter of the Federal Archive dated 06/05/2010 No. 02-6/172 and an appendix to it, only 3 sheets. »
If the application is not sent to all the addresses indicated in the document, but only to the main addressee, the application note is drawn up as follows: “Application: 3 p. in 5 copies. only to the first address.
No. 5. The application is a separate electronic medium. " Appendix: CD in 1 copy.» At the same time, on the insert - the envelope in which the media is placed, indicate the names of the documents that are recorded on the media, and the names of the files
Non-standard cases of registration of attachments to a cover letter
No. 1. The application is not sent to all the addresses indicated in the document: « Application: for 2 liters. in 2 copies. only to the first address.
No. 2. The application is sent to the addressee without leaving a copy in the files of the sender: « Application: for 2 liters. only to the addressee, copy. the only one".
No. 3. Application contains restricted information - documents containing an official secret marked "For Official Use", a trade secret marked "Commercial Secret" or other confidential information marked "Confidential" or "Strictly Confidential" or other : "Appendix: Expert opinion on the readiness of the infrastructure for the development of oil fields on the shelf of the Barents Sea No. 24/1 KT, commercial secret, 25 sheets. in 1 copy.”
Application styling when document and application are linked by content
Consider the design of applications in cases where the main document and the application are related by content. Such applications can have a variety of documents:
- administrative - resolutions, decisions, orders, orders;
- any types of contracts, especially civil law;
- various acts - inspections, audits, examinations, plans, programs, reports.
Since in this case the attachment document is an integral part of the main document, the marks about the presence of the attachment are present both in the main document and in the attachment document, but they are drawn up differently than in cover letters.
As a rule, when drawing up the main document, a link to the application is given in the corresponding paragraph of the document.
Fragment of the text of the order with a note about the application
Application mark in the text of the Office Instructions
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When there are several applications, on each application to the main document, a mark on the application is made in the form established by GOST R 7.0.97-2016.
Props "Note about the application" in the annex to the order
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The word "application" can be printed in capital letters with the sign No. It is also allowed to center attribute lines relative to the longest line.
Mark about the application on the document-attachment to the Instructions for office work
If an application is a document approved by an administrative document, for example, an order, then along with a note about the application, the approved application must also have an approval stamp. Since the stamp also contains a link to the main document, the Guidelines for the development of instructions for office work in the federal executive authorities (approved by order of the Federal Archive of December 23, 2009 No. 76) provide for the following: if the annex to the document is an approved document (regulation, rules, instructions, regulations, etc.), in the upper right corner put a mark on the application, below - the approval stamp of the document. Sample is below.
Application No. 1
APPROVED
by order of the Federal Archive of November 12, 2009 No. 125
Drawing up annexes to the contract: sample
Appendices to contracts, acts, plans, reports and other documents are drawn up in a similar way. An annex to the contract according to GOST can be drawn up as a continuation of the agreement with sheet numbering, or issued as a separate document. The text of the agreement must contain references to all addenda attached to the agreement, indicating their numbers, paragraphs and subparagraphs. If there are several applications, then they all begin with a new sheet with the obligatory writing in the upper right corner of the "Application" and indicating the details of the contract.
To count on an excellent grade for a coursework, a research paper must be perfectly executed and formatted from the title page to the appendices. For such a result, be sure, even before starting to write a term paper, carefully study all the requirements for formatting a document that are put forward by teachers of the department for which the study is being performed. Sometimes the guidelines of universities may not coincide with the requirements of GOST. We will consider the generally accepted design option, in particular, applications.
How to make an application?
Applications are the final part of the term paper, so save your time and energy to get this required element right. Perhaps the applications are far from the most important part of the coursework, but their sufficient number indicates that the student picked up so many materials on this topic that some of them had to be taken out of the scope of the main text of the study. In addition, there are materials that simply cannot fit into the main text of the work, such as photographs, newspaper clippings, engineering plans, balance sheets, etc. What materials should be placed in the "Appendices" section?
Applications are mandatory and informational, which explain or prove the research with additional data or may be of a reference nature. That is, tables, diagrams, drawings, diagrams that occupy more than 2/3 of the sheet can be placed in the application section; you can place copies of documents, certificates to make the study more conclusive; you can add additional information that is very relevant for this topic, but did not fit into the text of the main work, etc. There are no strict rules on what specific materials should be included in the "Appendices" section, it will depend on the topic of the study. In any case, at least 2 applications must be placed in the term paper so that the work looks complete.
There are several rules for placing and designing applications.
- Applications are located at the very end of the term paper, after the sections "Conclusion" and "References". After the applications, there should be no more research materials.
- If you plan to add more than 2 applications, then it is customary to separate this section from the main text of the course work by placing a separate sheet with the heading "Application" or "Appendices". This title is placed almost in the center of the page, the font is the same as that of the entire document (Times New Roman), the size of the letters is much larger (from 45 pt and above), the title can be highlighted in bold italics.
- All applications must be referenced in the text of the course work. In the main text, it is necessary to make footnotes after the statement, thesis or conclusion, for example, (see Appendix 1). It is in the order of mention in the study that the applications are located at the end of the course work.
- Each appendix should be on a new page, even if you only put a couple of paragraphs in the previous appendix (for example, a few terms or a diagram). It is important to separate pages from each other not by repeatedly pressing the "Enter" key, but by the "Insert" - "Page Break" command, so that, not at first glance, the formatted material does not shift after a slight adjustment.
- If the text of the application does not fit on one sheet, then when transferring it to the next page, at the top of the page indicate "Continuation of the application" and duplicate its serial number.
- Application pages are not numbered, the applications themselves are numbered with Arabic numerals in accordance with the order of occurrence in the text of the study. This is necessary so that the teacher could quickly find the material referenced in the text, because the footnote to the application also indicates not the page number where it can be found, but the serial number of the application.
- Sometimes Russian letters are used, for example, "Appendix A", "Appendix B", etc. With this way of specifying the order, it is important to remember that some letters are not used, for example, Ё, Й, Ш, З, Ь, Ъ, Ы.
- Each application must have a title. Which is written under the serial number of the application, but it does not need to be duplicated when referenced in the term paper.
- Formulas, tables and diagrams that are taken down in the appendices, as well as the main text of the research work, are numbered in Arabic numerals, but the designation of the application is indicated before the serial number. For example, "Table B.3" or "Figure A.2".
- If such a need arises, then the bulk text of the application can also be divided into sections and paragraphs, which are numbered in Arabic numerals, but the numbering starts anew within the application and the serial designation of the application is indicated before the section number.
These are the basic rules that must be taken into account when compiling the "Appendices" section. Let's take a closer look at one of the options for formatting applications and their titles.
Application design example
APPENDIX 1
DETAILED SAMPLE OF APP DESIGN
In this case, both the serial designation of the application and its name are written in capital letters, the font and font size are saved as in the entire main text of the course work. The word "application" and its ordinal number must be highlighted using bold or italics. In order for the name of the application to look harmonious in the term paper, you can align them “along the right edge”, as in the sample, or “in the center”, this option is also found in the guidelines. It is important to slightly increase the line spacing, in the example, the command "interval - after - 10 pt" is set. Please note that no punctuation marks are placed at the end of headings.
Often, students prefer not to include the “Appendices” section in the course work, as they are afraid that they will not be able to compose and format it correctly. Actually, this is a big mistake. The presence of applications tells the teacher that so much information was found for the course work that part of it did not fit into the main text of the study. If you place documents, certificates, comparative tables, etc. in applications, this will indicate that your research has been evidence-based. Using the above tips, you can easily design applications correctly, and add another plus to the overall grade for coursework.