Office work application in electronic form. How to format applications in coursework according to GOST: several important rules. Non-standard situations for preparing attachments to cover letters

Marking the presence of the application– details containing information about the additionally attached document(s). 1

Marking the presence of the application(detail 21), named in the text of the letter, is formatted as follows: 2

If the letter has an attachment that is not named in the text, then indicate its name, the number of sheets and the number of copies; If there are several applications, they are numbered. 3

Rice. 1.
An example of the “Note of the presence of an application” detail in a 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, a note indicating the presence of the attachment is drawn up as follows: 5

letter from Rosarkhiv dated 06/05/2003 No. 02-6/172 and its attachment, only 3 pages.

If the application is not sent to all the addresses specified in the document, then a note about its availability is drawn up as follows: 6

Application: for 3 l. in 5 copies. only to the first address.

In the annex to the administrative document (decree, order, order, rules, instructions, regulations, decision), on its first sheet in the upper right corner 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. 8

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. 9

The “Mark of the presence of the application” attribute is drawn up from the field without a paragraph indentation. If the application name spans several lines, it is printed with one line spacing. If there are several applications, the application names are separated from each other by 1.5-2 line spacing. 10

The layout of the “Application Availability Mark” attribute is shown in Figure 2.

__________
1 GOST R 7.0.8-2013. System of standards on information, librarianship and publishing. Record keeping and archiving. Terms and Definitions. — Enter. 2014-03-01. - M.: FSUE "Standardinform", 2014. - Item 68.
2 GOST R 6.30-2003. Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements. – Enter. 2003-07-01. – M.: Gosstandart of Russia: Publishing House of Standards, 2003. – Paragraph 3.21.
3-7 Ibid. – Clause 3.21.
8 Organizational and administrative documentation. Requirements for document preparation: Guidelines for the implementation of GOST R 6.30-2003. / Rosarkhiv; VNIIDAD; Comp.: M.L. Gavlin, A.S. Krasavin, L.V. Kuznetsov and others; General ed. M.V. Larin, A.N. Sokova. – M., 2003. – 90 p.
9 GOST R 6.30-2003. – Clause 3.21.
10 Kuznetsov S.L. Modern technologies for documentation support of management: 2nd edition, revised and expanded. – M.: Publishing house “TERMIKA”, 2014 – 288 p.

Additional Information:

How to submit an attachment to a document

When creating one document, we are often faced with the need to attach another to it. Of course, we attach to the cover letter everything that we list in it. But there are also orders for core activities, contracts, and many other documents. How to prepare an attachment to a cover letter, including on electronic media? How to fill out an attachment to an order and how to make a mark on the attachment itself? Find answers to these questions in the article.

Formatting an attachment to a cover letter

As you already know, it is customary to send documents to the addressee along with a covering 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 compliance with the rules of office work draw up attachments to cover letters.

“A note about the presence of the attachment named in the text of the letter is drawn up as follows:

If the letter has an attachment that is not named in the text, then indicate its name, the number of sheets and the 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.

Appendix: letter from Rosarkhiv dated 06/05/2003 N 02-6/172 and an appendix to it, only 3 pages.

Application: for 3 l. in 5 copies. only to the first address."

If we are talking about the application of documents, then the information provided is simply exhaustive. What if you attach information on electronic media? There is no 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 sending information both in paper form and electronically, it is customary to write it like this:

2. The same on a flash card in 1 copy.

Thus, the cover letter and its attachments 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 05/03/2013 No. 45,” after which the letter receives its own index - an outgoing number. The letter and its attachments can exist without each other.

Preparation of attachments to other documents

We are talking about appendices to contracts, orders for core activities, instructions, etc. They are designed slightly differently than those discussed above.

If the document requires the presence of an appendix, then references to it should already be in the text of the order, agreement or instruction.

For example, a mention of the application in the office work instructions:

Documents are registered in the Register of Incoming Documents (Appendix 10).

or in the order for the main activity:

2. The working group collect information in 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 to perform the work is specified in Appendix No. 1, which is an integral part of this Agreement.

Therefore, if you plan to attach something to a document, this attachment must be referenced in the document. The attachments and the document (as opposed to the cover letter) are one whole here. Without applications, no one will be able to work with an 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.

GOST R 6.30-2003 will again tell us how to do this:

“In the appendix to the administrative document (decrees, orders, instructions, rules, instructions, regulations, decisions), on its first sheet in the upper right corner write “Appendix N” indicating the name of the administrative document, its date and registration number, for example:

to the order of Rosarkhiv

dated 06/05/2003 N 319

It is allowed to print the expression “APPENDIX N” in capital letters, and also 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 “Appendix Availability Mark” attribute be placed?
Is it always necessary to write “Appendix” on the first sheet of the application in the upper right corner, indicating the document, its date and registration number?

The answers to these questions can be found, but in other documents. Let's try to do this together.

Where should I place the “Application Availability Mark” attribute?

As you know, Appendix A of GOST R 6.30–2003 contains layout diagrams of the details of organizational and administrative documents. If you look at them, you can come to the conclusion that 21 the “Mark of the presence of the application” attribute must be in the range of 60–40 mm from the border of the bottom field(See Figure 1). Actually this is not true. The boundaries, which are marked with dotted lines in these diagrams, can be moved both up and down. Moreover, there are cases when registration of props « Marking the presence of the application» 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 where a letter of notification about 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 « Marking the presence of the application» placed in the interval of 60–40 mm from the border of the lower field, then there is a lot of free space between this prop and the text (see Figure above). It is in this free space that “cunning craftsmen”, both on the part of the organization - the author of the document and on the part of the recipient organization, can, after training, add any text that will allow them to get their benefit. At the same time, the management of both organizations may not even know that any additions have been made to the text of the letter. Compare the two versions of the same letter shown on this spread.

So, to prevent anyone from adding any new text to an already signed document, It should be placed not closer to the border of the bottom margin, but after the text of the document. Moreover, the indentation should be 2–4 line spacing, the size of the indentation is fixed in the Methodological Recommendations for the implementation of GOST R 6.30–2003 1, which were published by the developer of GOST - the All-Russian Scientific Research Institute of Documentation and Archiving (VNIIDAD). 2

If you look again at the layout of the details of organizational and administrative documents (see Figure 1), you can note that prop 21 - “Mark of the presence of the application” and prop 22 - “Signature” located on the same level. However, the signature should be placed under requisite “Mark of the presence of the application” at 2–4 intervals. This must be done so that no one can add another attachment to the document after signing the document.

Speaking of location “App availability mark” requisite, it is worth noting a number of other points. 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 props we are considering are located from the border of the left margin with an indent . However, there are no clear indications of this in the GOST text. But they are in the Methodological Recommendations for the implementation of GOST R 6.30–2003, and this is what is written there:

Thus, we can conclude that the arrangement we demonstrated in Example 2 will be correct.

In which organizational and administrative documents can the “Stamp of the presence of an application” attribute be used?

The text of GOST R 6.30–2003 states that “App availability mark” requisite can be issued in letters (see paragraph 3.21 given at the beginning of the article). That is, if the letter contains any application, then this detail must be formalized without fail. Moreover, in cover letters, the main purpose of which is to send documents that do not have an address part, “App availability mark” requisite must always be completed (see Example 2).

Also props « Application availability mark", if necessary, may be present in the following types of information and reference documents: certificates, memos, explanatory notes, memos.

But there are types of organizational and administrative documents in which props « Marking the presence of the application» is not issued, because information about applications is indicated directly in the text. This is stated in the Methodological Recommendations for the implementation of GOST R 6.30–2003 and in the Standard Instructions for Office Work in Federal Executive Bodies. Such documents, for example, include a protocol.

Props « Marking the presence of the application“is not formalized in administrative documents: orders, instructions, instructions, resolutions and decisions.

Typically, if an administrative document has reference or analytical annexes (graphs, diagrams, tables, lists), then in the text in the relevant paragraphs of the administrative part there are links: “(Appendix 1)”, “(Appendix 2)” or “according to the Appendix 1", "according to Appendix 2". If the appendix to the administrative document is an approved document (regulations, rules, instructions, etc.), the following mark is made in the corresponding paragraph of the administrative part: “(attached)” (see Example 3).

Is it always necessary to write “Appendix” on the first sheet of an application?

Is it always necessary to do on the first sheet of the application in the upper right corner inscription « Application» 3 indicating the document, its date and registration number? At first glance it seems yes. But that's not true. Therefore, many people make mistakes when they put this label on all applications indiscriminately.

Let's consider cases when inscription "Application" indicating the document, its date and registration number should not be affixed.

Firstly, it is inappropriate when you are sending any an independent document that does not have an address part, together with a covering letter .

You need to send a draft agreement for signing. The contract does not provide for an address part, and in order for it to quickly reach the required official in the correspondent organization, a covering letter is prepared, which indicates the specific recipient employee (see Example 2). However, the contract being sent is an independent document, even, one might say, more important than the cover letter. That is, the agreement cannot be an attachment to the letter. Therefore, in this case, it is incorrect and stupid to write in the upper right corner of the first page of the contract:

However, if it is not a covering letter that 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 must be placed on the attachment.

A letter of invitation to the meeting of the “Auditors Club” is being prepared (dated September 18, 2006 No. 857–03/06), and the appendix to the letter provides a route map or program of the meeting. In this case, an informational inscription should be placed on the attachment indicating which letter this attachment relates to.

Secondly, you shouldn't do it inscription « Application"on a document approved by an administrative document. It is when designing 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 registration are not limited to this. However, the rules for drawing up annexes to administrative documents are regulated using the example of decrees and orders of the President of the Russian Federation in the Standard Instructions for Office Work in Federal Executive Bodies.

From the above, we conclude that the approved documents must contain the requisite “Document Approval Statement,” 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 written indicating the relevant document, its date and registration number.

How should applications be designed?

At application design The following 4 simple rules should be followed:

Applications Always are issued on standard sheets of paper, not on letterhead documents.
Since applications are not registered separately, they should not contain the details “Document Date” and “Document Registration Number”. After all, the date and registration number of the document to which the application relates can be seen in the upper right corner on the first page of the application in the inscription “Appendix...” (see Example 5) or in the details “Document approval stamp” (see Example 9).

The title to the application text is printed in a centered manner; there is no period at the end of the title. The name of the application type (the first word of the application title) is highlighted in capital letters and can be printed in space (POSITION, LIST, LIST, etc.) . The line spacing between the first line of the title and subsequent lines can be increased by 6 pt.

The title of the application is located under the inscription “Appendix...” or the attribute “Document approval stamp” and is separated from them by two to four line spacing.

The margin sizes, fonts and line spacing when printing applications are identical to the sizes used when printing document texts.

The application sheets are numbered independently, starting from the second sheet. Page numbers are placed in the middle of the top margin of the sheet. In this case, the number is written in Arabic numerals without punctuation (dots), without indicating the word “page” or its abbreviated versions “page.” or with." and dashes.

Organizational and legal documents - instructions, rules, regulations, regulations approved by administrative documents and which are appendices to them - must be signed by the head of the structural unit who developed this appendix. Other applications, if necessary, may also be signed by an authorized official. If the application is not signed, then it is advisable to end it with a horizontal line located in the center of the text at a distance of approximately 3 line spacing. The length of the line should be several centimeters. This simple trick will protect you from adding any text to the end of the application after signing the main document (see Example 5).

Here is an example of the correct design of the first page of the Regulations on a structural unit, which is an appendix to the administrative document (see Example 9).

Concluding the article, I would like to note that if questions arise related to the preparation of documents or the organization of work with them, it is better to look for answers in several regulatory documents or sources at once, rather than stop at one. This is the only way to get the most complete answer to your question.

1 Organizational and administrative documentation. Requirements for document preparation: Guidelines for the implementation of GOST R 6.30–2003. - VNIIDAD. - 2003.

2 The location of some details, which should be issued only in specific areas of the document page, are indicated directly in the text of GOST R 6.30–2003 and the above-mentioned Methodological Recommendations. Such details include: “Document approval visas”, “Note on the execution of the document and sending it to the file”, “Note on the receipt of the document by the organization”, “Identifier of the electronic copy of the document”.

3 If there are several applications, they are numbered, i.e. the inscription “Appendix” 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 covering letter to a third-party organization (see Example 4) and are indicated in the letter as attachments. These documents are prepared in a standard manner, i.e. according to the rules applicable to certain types of documents.

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Attachments to documents

Registration of the details “Mark of the presence of the application”

When preparing attachments to documents, the “Stamp on the presence of an attachment” attribute is used. The requirements for the preparation of this detail are established by GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements."

A note indicating the presence of the attachment named in the body of the letter is formatted as follows:

Application: for 5 l. in 2 copies.

Appendix: 1. Regulations on the Regional Lending Department for 5 pages. in 1 copy.

2. Rules for the preparation and execution of documents of the Regional Lending Department for 7 pages. 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 attachment, a note indicating the presence of the attachment is drawn up as follows:

Appendix: letter from Rosarkhiv dated 06/05/2003 No. 02-6/172 and an appendix to it, only 3 pages.

If the application is not sent to all the addresses specified in the document, then a note about its availability is drawn up as follows:

In the annex to the administrative document (decrees, orders, instructions, 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

to the order of the Russian Ministry of Health

dated 06/05/2003 No. 251

Certain application design issues

The state standard provides requirements for the preparation of attachments in cover letters and administrative documents, but attachments are also prepared in other documents; in addition, when preparing documents, issues often arise that are not reflected in the standard. Let's look at some of them.

When drawing up administrative documents, a link to the application must be made in the appropriate paragraph of the administrative part of the document. It is formatted as follows:

- if there is only one application:

In accordance with the Decree of the Moscow Government dated January 21, 2003 No. 18-PP “On the structure of executive authorities of the city of Moscow” the Moscow Government 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 Moscow Government Office in accordance with the Moscow City Law of November 21, 2001 No. 63 “On introducing amendments and additions to the Moscow City Law of February 26, 1997 No. 5 “On the Moscow Government”” the Moscow Government decides:

1. Approve the Regulations:

— on the Organizational and Analytical Department of the Moscow Government (Appendix 1);

— on the Legal Department of the Moscow Government (Appendix 2);

— about the Department for organizing work with documents of the Moscow Government (Appendix 3);

— about the Protocol Department of the Moscow Government (Appendix 4);

On each application, a note about the application is issued in the prescribed form:

to the Government resolution

Appendices 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 there is a note about the application:

to the purchase and sale agreement

When marking the presence of an attachment in cover letters, the word “Attachment” is printed directly below the text, without a red line, and is not separated from the text by additional line spacing:

We are sending for consideration the Training Program for specialists in crisis management, as well as the Agreement on cooperation in the training of these specialists.

Appendix: 1. Training program for specialists in crisis management for 8 years. in 1 copy.

2. Cooperation agreement for 3 pages. in 2 copies.

When preparing reference applications to administrative, planning, reporting and other documents, the applications must be drawn up as full-fledged documents, that is, they must contain the name of the type of document (certificate, schedule, summary, list, list, plan, etc.), a title to the text of the document , For example:

Certificate of tax deduction amounts

Certificate of the amount of debt of the enterprise

List of members of the commission for assessing enterprise property

Work schedule under the contract

Action plan for the implementation of the Decree of the Government of the Russian Federation dated... No.... “On...” and etc.

Applications are endorsed by officials responsible for their preparation.

Formatting attachments to letters: all the subtleties and nuances

Articles on the topic

Drawing up attachments to the letter is 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 responds.

Attachments include many management documents and, of course, cover letters. Moreover, the application can be either a separate document or a part of it. In our article we will look at the rules for designing attachments to letters, because it is not as simple as it might seem.

From this article you will learn:

Is it necessary to compile a list of attached documents on a separate sheet?

Rules for formatting attachments to letters, according to GOST;

Rules for issuing a note about the attachment when sending documentation not only on paper or when sending confidential documents;

General requirements for the preparation of cover letters.

Basic rules for formatting attachments to letters

- This is the direct responsibility of the manager’s secretary, personnel inspector or clerk. Their experience, skills and professionalism ensure fast and high-quality exchange of information both within the company and with partners or regulatory authorities.

Today, GOST R.6.30-2003, in force in our country, and the Standard Instructions for Office Work provide two options for such registrations, namely:

The application is mentioned in the document itself, for example: an order to approve the staffing table with itself;

The attached documents are contained in the cover letter.

In our article we will look at situations with a cover letter, since the rules for their preparation have many nuances that every practicing clerk needs to know about.

Drawing up attachments to a letter requiring postal forwarding

Particular importance is attached to correct formatting if it is necessary to send a cover letter by mail. The correctness of the clerk’s actions 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 drafts are subject to postal forwarding, so you cannot put marks on them. Therefore, there is a need for a cover letter, which will contain these mandatory details for this type of shipment. The rules for their design are regulated by GOST R.6.30-2003. Our next section will be devoted to them.

Formatting attachments to letters according to GOST R.6.30-2003

GOST R.6.30-2003" provides several options for formatting documents attached to the letter:

When the name of the application is mentioned in the text, the mark is made as follows: “Annex on 3 sheets in 2 copies.”

In the absence of such a mention, the text indicates the name of the attached document, the number of copies sent and the sheets on which it is contained. If there are several such documents, then they must be numbered. It looks like this:

1. Copy of the Charter of the enterprise on 6 sheets. in 1 copy;

2. Certificate of state registration of the enterprise for 1 liter in 1 copy.”

If the attached documents are numbered and laced, then there is no need to indicate the number of sheets. When the application is mentioned in the text, it will look like: “Appendix in 2 copies,” and if there was no such mention: “Charter of the enterprise in 1 copy.”

If the attached document comes with an attachment, then it is marked as follows: “Attachment: letter of Rospotrebnadzor dated November 21, 2010 No. 03/7-415 with an attachment to it, only 2 pages.”

If the document attached to the letter is sent to only one of several recipients, then the note about it will look like this: “Attachment: 2 sheets. in 1 copy. only to the first recipient."

We have listed different options for the procedure for preparing the attached documents to the letter, which are valid in standard situations. Our next section will tell you how a clerk should act in non-standard situations.

We have spoken repeatedly in our articles about the importance of writing a thesis at a good scientific level.

Applications are an integral part of the thesis, although, of course, not always mandatory. There are certain scientific disciplines and topics of theses where applications are not required or there are simply no materials that could be submitted there (for example, in many legal disciplines and topics). At the same time, there are many more situations where the preparation of appendices to a thesis is mandatory, and almost all methodological recommendations of universities for writing diploma (final qualifying) theses contain instructions on how to do this. We will not repeat what is already written in the methodological recommendations of your universities, especially since these recommendations relate to specific scientific disciplines and, as a rule, are written by each department in accordance with the specifics of the subject of its scientific activity. We will limit ourselves to just some general advice, which, I hope, will help you correctly formulate materials for applications and prepare the applications themselves for your thesis.

As a general rule, appendices contain those materials of the thesis that are important for understanding its content and all the actions of the author, but which are voluminous for the text and the format in which it is presented. Usually this:

tables whose size exceeds 2/3 of the volume of an A4 page;

drawings, diagrams, graphs, diagrams that look too bulky on a standard page;

reference materials of various contents: data from the financial and accounting statements of the organization (balance sheets, reporting forms); samples of internal documentation of the organization (charters, regulations, orders, instructions, codes of corporate conduct, etc.);

methods that you used in the research part of your thesis (questionnaires, questionnaires, questionnaires, “keys” to interpreting the methodology, etc.).

All these materials explain, detail individual provisions of your thesis, allow you to understand exactly how you formulated individual conclusions, what materials you relied on, what the algorithm of your actions was, etc. In this sense, of course, applications are an integral and very important part of the thesis. They are included in the scientific tools that you used and which indicate how much you, as a specialist, own these tools within the framework of your profession. Of course, this circumstance will be significant for the members of the certification commission and will affect the results of their assessment of your thesis.

Meanwhile, there is a fairly widespread opinion among students that the more applications to the thesis, the better, although this maxim is not always true. The presence of, say, more than 12-15 appendices to a thesis clearly complicates its structure and distracts the attention of those who will read it (supervisor, reviewer, members of the certification committee). In addition, so many applications often contain “garbage,” that is, random materials that do not fully correspond to the content of the thesis. Therefore, the creation of materials for applications should be taken responsibly, especially since the eye of an experienced teacher, a specialist, as they say, “offhand,” is able to determine the “quality” of each application.

So, here are some general tips that will help you, dear graduate students, to correctly formulate applications for theses, regardless of their topic:

Each application must be inextricably linked with the text of the thesis. For this purpose, the text of the work must include a link to the corresponding application.
For example: “The organizational structure diagram of Horizon LLC is presented in Appendix 3.” Accordingly, Appendix 3 should have the heading: “Organizational structure of Horizon LLC.” Since organizational charts are usually voluminous, it is, of course, better to include them in applications, including in landscape format. This is both more visual and will allow you to detail all the structural divisions of the organization.
Another example: “The powers of the marketing department specialists are enshrined in the Regulations on the Marketing Department of the Veles company (see Appendix 5). Such a voluminous internal document as the regulation on the structural division of the organization must be included in the appendices. It is impossible to present it in the text of the thesis, and the presence of such a provision in the appendices will allow the author not to make unnecessary descriptions in the work itself, because from the appendix it is extremely clear which specialist performs which powers.
All applications must be formatted uniformly, that is, the word “application” itself must be written in the same way in all applications - as indicated in the guidelines of your university (Appendix 1; Appendix 1; Appendix No. 1; Appendix No. 1; APPENDIX 1; APPENDIX No. 1, etc.). The headings of the applications should also be designed in the same style (Organizational structure of LLC...; ORGANIZATIONAL STRUCTURE of LLC; Organizational structure of LLC..., etc.). There are different options, but if you choose one of them, you must follow it in all applications that are available in your thesis. But in all cases, the word “application” is written in the right corner of the top sheet without a dot.
If the application consists of several sheets, do not forget to format it correctly, namely:
- if the application consists of two sheets, then on the second sheet you must write: End of application 1; End of Appendix No. 1, etc. (depending on the selected application design model);
- if the application consists of more than two sheets, then on the second and subsequent sheets you need to write “Continuation of the application...” (taking into account the above), and only on the last sheet of this application you write “End of the application...” (again, taking into account the above) .
The table of contents for the thesis (option: in content, plan) must indicate the presence of appendices. It is placed after indicating the list of references (options: bibliography, list of sources, etc.).
Typically, applications are not numbered within the text of the thesis, that is, they have their own numbering. However, there may also be options when the university’s guidelines require that appendices be numbered throughout the entire work, that is, after the list of references, continuous numbering of appendices continues. Accordingly, application sheets can be numbered (65, 77, 102, etc.). But at the same time, the very words “Appendix No. 1”, etc. are still saved, that is, there is double numbering - both the sheets on which the applications are located and the applications themselves. So pay attention to this.
Applications are most often attached to the thesis in a single file, usually in a separate folder. But options are possible when applications are intertwined with the text of the thesis. However, as a rule, there is always a blank sheet of paper in front of the appendices, on which in the middle or in some other way it is written: “Appendices”.
Don’t try to create as many appendices as possible to your thesis. The main thing here is not the quantity, but the extent to which the applications “help” to reveal individual points made by you in the text of the work, allow you to understand the algorithm of your actions, etc.

Always remember that a well-formed array of appendices to your thesis reflects your level of mastery of scientific instruments, your ability to identify the main and secondary in a large literary and practical material, and to work with this material. Believe me, the members of the certification commission will appreciate this.

Attachments to documents

Registration of the details “Mark of the presence of the application”

A note indicating the presence of the attachment named in the body of the letter is formatted as follows:

Application: for 5 l. in 2 copies.

2. Rules for the preparation and execution of documents of the Regional Lending Department for 7 pages. in 2 copies.

If applications are bound, then the number of sheets is not indicated.

Appendix: letter from Rosarkhiv dated 06/05/2003 No. 02-6/172 and an appendix to it, only 3 pages.

Application: for 3 l. in 5 copies. only to the first address.

dated 06/05/2003 No. 319

to the order of the Russian Ministry of Health

dated 06/05/2003 No. 251

Certain application design issues

When drawing up administrative documents, a link to the application must be made in the appropriate paragraph of the administrative part of the document. It is formatted as follows:

- if there is only one application:

In accordance with the Decree of the Moscow Government dated January 21, 2003 No. 18-PP “On the structure of executive authorities of the city of Moscow” the Moscow Government decides:

1. Approve the Regulations on the Committee for Relations with Religious Organizations of the City of Moscow (Appendix).

— if there are several applications:

1. Approve the Regulations:

— on the Organizational and Analytical Department of the Moscow Government (Appendix 1);

— on the Legal Department of the Moscow Government (Appendix 2);

— about the Department for organizing work with documents of the Moscow Government (Appendix 3);

— about the Protocol Department of the Moscow Government (Appendix 4);

On each application, a note about the application is issued in the prescribed form:

to the Government resolution

to the purchase and sale agreement

We are sending for consideration the Training Program for specialists in crisis management, as well as the Agreement on cooperation in the training of these specialists.

Appendix: 1. Training program for specialists in crisis management for 8 years. in 1 copy.

2. Cooperation agreement for 3 pages. in 2 copies.

Certificate of tax deduction amounts

Certificate of the amount of debt of the enterprise

List of members of the commission for assessing enterprise property

Work schedule under the contract

Action plan for the implementation of the Decree of the Government of the Russian Federation dated... No.... “On...” and etc.

Applications are endorsed by officials responsible for their preparation.

Application design

Articles on the topic

Many management documents have appendices. An appendix to a document can be either an independent, finalized and valid document, or a draft document or a part of a document that explains or reveals the content of individual provisions of the main document. In this article we will discuss how to prepare an appendix to a document.

An attachment to a document can be either an independent, finalized and valid document (for example, 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, etc.), or a draft document (for example, a draft resolution, a draft order) or part of a document that explains or reveals the content of individual provisions of the main document (for example, a list of members of a commission created by order of the head of the commission, which is an appendix to this order, or an action plan, also approved by the order).

Preparation of attachments to documents according to all rules

There are two types of connection between the main document and its appendices: the main document and the appendix are connected by the need to send documents, that is, document flow, for example:

cover letter and attachment thereto;
The main document and the appendix are related by the following content:
- the contract and its annex in the form of a cost estimate, calendar plan or other document;
- an order and an action plan or a list of commission members disclosing the content of the relevant paragraphs of the administrative part of the order;
- order and the regulations approved by this order, which are annex to the order.

In the first case, the cover letter and application documents constitute a single set of documents; in the second case, the main document and application documents are parts of one document.

Depending on how the main document and attachments are connected, the attachment mark is formatted differently.

How to prepare an application when the main document and applications are connected by the need to forward

Let's consider the first option, when the main document and appendices are combined mainly to ensure the sending to the addressee of documents that are independent in nature and in no way related to each other in content. Since documents of an independent nature are sent with the covering letter, which may be finalized documents or prepared draft documents, you cannot make any additional notes or put additional details on these documents. In this regard, a special requisite - a mark on the presence of applications, containing information about the applications, is affixed to the cover letter.

The rules for issuing a mark on the presence of applications are established by GOST R 6.30-2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for the preparation of documents” (hereinafter referred to as the Standard). And although the Standard provides for several options for mark design, in practice there are situations not provided for by the standard. In this regard, it makes sense to consider all situations, both provided for and not provided for by the Standard.

Application design situations provided for by the Standard

If the application document is named in the text, the presence of the application is noted as follows:

If the letter has an attachment that is not named in the text, then in the note about the presence of the attachment indicate its name, the number of sheets and the number of copies, and if there are several attachments, they are numbered, for example:

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