internal application. Application for the supply of goods. What documents should be attached to the application

An application for the supply of goods is a document that is usually required in cases where the customer company reserves a consignment of goods in the warehouse of the supplier enterprise for further timely receipt.

Drawing up an application can be both one-time and regular. The application is not an independent document, but serves as an annex to the contract of sale, delivery, etc. Most often, the conditions and terms for filing an application are regulated in the main contract.

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What products can be applied for

Application can be made for any opened by the supplier for booking types of goods at the request of the customer:

• building materials,
• stationery,
• household goods,
• furniture,
• technique,
• equipment, etc.

Order of receipt of goods

The procedure for receiving goods with the participation preliminary application simple enough.

1. To begin with, the customer representative should contact an employee of the supplying company to discuss the details of the process. In particular, it is necessary to clarify the availability of goods in the warehouse and if it is not available, then the date of its arrival, as well as volumes, type, marking, quality and other nuances.
2. Then you should find out exactly how it is best to transfer the finished application: electronic means communication or by fax, after which you can proceed to the execution of the document.
3. After compiling and submitting the application, an employee of the supplier company will process it and, in case of questions, contact the customer to clarify inaccurate points. If everything is fine and the supplier has no topics for discussion, then the application will only need to be confirmed, after which it will go to the warehouse, where, on its basis, the necessary goods will be booked (if there is no confirmation, the products will be removed from the reservation).

With full observance of all stages of the reservation procedure, the customer can be sure that he will receive the necessary inventory items from the supplier's warehouse in the right amount and quality at the strictly specified time.

Pros and cons of the application

The application is a document that records the desire of the customer to receive a specific product in a certain period.

positive moment

Its main advantage is that it guarantees that as soon as the necessary products appear in the warehouse of the supplier, they will be booked for that particular customer.

Negative point

True, if it suddenly becomes necessary to replace this product with some other not specified in the document, difficulties may arise, as in the case of the customer's refusal from the previously sent application.

Is it possible to refuse a request for the supply of goods

The law provides for the right to refuse an application for the supply of goods in certain situations, for example, if the customer finds himself in difficult material conditions that do not allow fulfilling previously reached agreements with the supplier. True, at the same time, the customer must have evidence of his plight.

In most cases, if the desire to refuse the application is not justified, this will be considered a violation of the terms of the transaction (agreement).

Refusal of the application made, sent and accepted in accordance with all the rules is unlawful and the supplier has the right to apply to the court for restoration of justice.

Who makes the application

Any employee of the customer enterprise can be directly involved in the formation of the application, in whose authority job description this function is included: accountant, freight forwarder, logistician, etc. At enterprises of the small sector of the economy, the directors themselves are involved in drawing up the application.

Sample application for the supply of goods

Today there is no unified application form for the supply of goods, so enterprises and organizations have the opportunity to write it in any form, based on their own vision this document and the needs of the company, or fill out a document template developed and approved within the company.

True, when forming an application, one should ensure that in structure it complies with the basic rules of office work, and in text - with the norms of the Russian language.

Despite the lack of a single sample, there is a number of information that must be indicated in the application.

1. The "cap" includes:
   • the name of the company to which it is addressed,
   • the name of the client company,
   • date, number and place of drawing up the document,
   • data on the specific person responsible for drawing up the application: his position, last name, first name, patronymic and telephone number.
2. The following must be added to the document:
   • name of ordered inventory items,
   • their number,
   • the size,
   • container,
   • other specific characteristics (the more detailed and thorough this information is spelled out, the better).

   With a large volume of goods, this part of the form is recommended to be drawn up in the form of a table.

3. Also, if necessary, delivery conditions can be added to the application, in particular, requirements for packaging, transportation, a specific date or period, etc.

If necessary, the application form can be supplemented with some other additional information.

What to look for when applying

It is only important that the application contains a "live" signature of the representative of the company - the customer (director or other employee who has the right to sign such papers).

There is no special need to certify the form with the seal of the organization now: since 2016 legal entities exempted from the requirement to use stamp products in their activities (only if such a norm is not prescribed in local acts organizations).

The application is usually made in duplicate, one of which is sent to the supplier, the second remains with the customer. The sent copy must be registered in the register of outgoing documentation.

The ability to write correct applications can be useful both in school and in business. They are compiled for one purpose - to inform competent people about their intentions, rights or needs, and enlist their support. How is an application written? Consider below.

In addition to the applications described above, there are many others:

• bids for the auction
• application for the carriage of goods
• internet connection request
• grant application
• design request
• request for a service

This is only a small part of those applications that are made in our society and which are designed to solve many problems of our modern life.

How to apply

The statement of the application is always drawn up according to the same principle: first, the header, then the title, the very essence, the signature of the applicant. The heading in the document should contain the name of the organization, specific department or department. In addition, the person to whom the application is addressed, as well as the sender, is indicated.

The text of the application itself contains information about what is specifically required to complete a particular task. If the application is not written according to the established patterns, then when compiling it, it is necessary:

1. Determine the problem and how to solve it. State the situation as clearly and concisely as possible. The application should be of interest to skeptical recipients so that they consider it and support it.
2. Think about who the application is being sent to. What is the best way to "get through" to each specific recipient.
3. Use only verified facts and figures in your application. It is best to start writing with these facts. The application should be as useful and meaningful as possible. Description of assumptions and someone's opinions are unacceptable.
4. Be sure to indicate why it is necessary to solve the described problem, as well as what the possible consequences are if prompt measures are not taken.
5. An exact .

If there are any large-scale documents that are directly related to the application, but cannot be briefly described in it, it is better to place them in the form individual applications. You can also use tables, statements, support letters as attachments.

Application Requirements

The application requirements are simple and obvious:

• Make your request as clear and specific as possible. Common phrases are not allowed
• Use a minimum number of adjectives, adverbs and rhetorical questions
• The writing style should be as dry as possible, without emotional overtones.
• It is not allowed to highlight important places in bold, italics or color
• Inserting pictures is not allowed
• Preference should be given to short sentences that are more understandable and reflect the essence of the issue.
• The application should attract attention, because the fate of the author may depend on it

Please review your application carefully before submitting it. There should be no spelling, punctuation or stylistic errors. can become an obstacle on the way to a positive solution of the issue.

Application forms

All applications can be divided into internal or external.

Internal - are used within one company and represent a subordinate to his superiors with any request. Sometimes company policy requires that they be on company letterhead.

External application forms are compiled between different organizations or companies. External applications are often used in official public institutions. These include:

• applications for
• applications for attracting foreign workers
• application for participation in public procurement
• loan applications

Such applications are written on official forms and according to the established model.

The most common external orders are orders for the purchase of goods or for the supply of products. The contract between the parties involved may stipulate that the delivery of goods is carried out after a certain time after receipt of the application.

The use of bids is a necessary measure in the event that the parties, for whatever reason, cannot stipulate in the contract the entire required range of goods. Then the necessary goods are ordered separately.

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If a company plans to participate in public procurement, it must prepare for them in advance. We will analyze the application form for participation, the mandatory information of the participant, the deadlines.

The law prohibits the customer from establishing in the documentation mandatory requirements to the execution and form of the application (part 2 of article 64 No. 44-FZ). Does this mean that each supplier can come up with their own application form?

The customer may include in the documentation an exemplary application form for participation or recommendations on its execution. Tip: stick to these recommendations, and do not invent special ways of design. This will simplify both your work and the work of the commission of the customer for the consideration of submitted applications, and will avoid annoying misunderstandings.

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Application form can be arbitrary

To participate in procurement procedures in electronic form the participant must apply only in the form electronic document. And to the application for electronic auction their own, special requirements are presented (Article 66 No. 44-FZ).

The customer indicates the wording of the participant's consent to the supply of goods (performance of work, provision of services) and the method of processing information about the specific characteristics of the goods and the trademark. Also, the customer can recommend a method for processing information about the procurement participant (name, location, TIN, etc.).

The customer's documentation should include instructions for filling out an application for participation in the procurement procedure. This instruction, of course, does not have the force of law, but in practice it is better to adhere to than to ignore.

To reduce the likelihood of an unreasonable rejection of the application, when filling it out, you should:

• use generally accepted designations and names;
• avoid wording that allows for ambiguous interpretation;
• pay special attention to filling out all the documents that are submitted as part of the application.

Six required information in the participant's application

When making an application, the participant must provide the following information:

1. consent to supply goods, perform work, provide services on the terms stipulated by the procurement documentation;
2. the name of the supplied goods (in the event that the goods are supplied or work is performed, services are provided, for the performance, provision of which the goods are used);
3. trademark (if any);
4. amount;
5. specific indicators of the delivered goods, which correspond to the values ​​established in the customer's documentation (in this case, the participant in the order placement can offer goods with improved characteristics);
6. documents confirming compliance with the additionally established requirements of the customer (for example, to the guarantee, terms of delivery, novelty of the goods, year of manufacture, description of the work performed, services provided, etc.).

Pay special attention to the description of the characteristics of the product if you offer an equivalent. You must take into account all the equivalence parameters that the customer has specified. And your product must fully comply with them. Options “but it differs quite a bit” do not work in public procurement.

It is also necessary to indicate other characteristics of the goods, if the customer sets them in the documentation, because by them he will determine the compliance of the participant's application with the requirements.

Required participant documents

In the application for participation in the procurement procedure, the participant must indicate information about himself:

• name, company name (if any);
• location, mailing address;
• contact phone number;

TIN of the participant, founders, members of the collegial executive body, the person performing the functions of the sole executive body. Make sure that the data in the application strictly corresponds to your constituent and registration documents.

Documents must be attached to the application confirming compliance with the requirements of the law, for example, the eligibility of the procurement participant to conclude a contract. But we confirm compliance with the following requirements only with a declaration drawn up in free form:

• non-liquidation;
• non-suspension of activities;
• absence of arrears on taxes, dues;
• the absence of unscrupulous suppliers in the register;
• no criminal record of the head, chief accountant, members of the executive body.

Just do not think that the declaration is your essay on a free topic. Everything you write there must be true. The fee for fantasies is a lost contract, and in the worst case, RNP and financial losses.

Application for participation: meet the deadline!

When applying for participation in the selected procurement procedure, it is important to respect the deadlines. For different methods of procurement, the deadlines for submitting applications may differ. And besides, the terms can be changed in some cases, regulated by law.

If the customer has made changes to the documentation, you need to have time to check the compliance of your application with the new requirements. And if necessary, withdraw the application and submit a new one. For all these actions, the participant is given very little time, even taking into account the changed deadline for submitting applications.
In addition to the immediate time allotted for filing an application, the participant must take into account the actual time spent on preparing documents for participation in the selected procurement procedure.

And if the purchase involves the introduction of security for the application, you need to make sure that the required amount is transferred on time to the customer or to the electronic platform.

The security of the application for participation in the tender can now also be presented in the form of a bank guarantee.

Planning for participation in public procurement should begin long before the actual procurement procedure takes place. It is competent planning and a responsible approach to filling out documents that will allow you to receive profitable state and municipal contracts.

Improve your skills on the course "" for contract managers, contract services specialists and purchasing commissions and get 1 year of professional support at webinars. The program is designed based on the requirements professional standard"Specialist in the field.

It's just a service function. At the forefront are business processes that bring in money - sales, production, and the list goes on. It's hard to disagree with this. At first sight.

An example from real life.

Let's imagine the situation for a second. In the company, at one point, opera singers were in the positions of sales managers, ballerinas were in the warehouse, and in the chair CEO- reindeer herder from Alaska. It's great, right? Only scary for the fate of the enterprise. The situation is grotesque. Let's play it to the end.

sly answerHRa: “You asked to provide the enterprise with creative employees with a non-standard approach. No other inputs have been received from you. Here, admire, honored artists, honorary artists, prima with diplomas international competitions. Very creative and totally unconventional."

The owner with the last of his strength, sliding down the wall of the office: “Why a reindeer breeder ???”.

HR: “You asked for endurance and stress resistance. This one survived the whole winter in the forest. Very hardy. It cuts the bone, there were even exhibitions, there are diplomas - creative. He has experience in managing reindeer herds and dog teams. He is not afraid of wolves and bears - he is stress-resistant.

Curtain.

We, of course, greatly exaggerated. Our example is intended to draw attention to the fact that without properly organized recruitment, a business cannot function effectively and make a profit. And we need to take this process seriously, build it, formalize and describe it in the relevant regulations.

Recruitment Regulations

Typically, such a document includes the following main points.

Section name	Description
General provisions	Goals are defined: filling vacancies, closing of newly emerging positions, collection of information on the labor market, drawing up an external personnel reserve. Executives, responsible persons and persons making final decisions are appointed.
Formation of an application for recruitment (application for recruitment sample)	Fixed: initiator, processing procedure, if the vacancy is full-time, the procedure for approving an application for a new position or staff expansion for existing positions, terms of acceptance and processing, submission forms (oral, paper, electronic).
Search Methods	Options for conducting a search and conditions for switching from one to another are proposed: Internal search among the company's employees, including the internal personnel reserve. Posting vacancies on external resources. Active search on job sites and social networks. External personnel reserve. Transfer to external performers: HR freelancer or recruiting agency.
Primary selection of candidates by resume	The process of collecting and analyzing information about candidates, checking for compliance with the application for recruitment, providing selected resumes to the initiator is described.
Interview and evaluation procedures	The stages of the interview are recorded, the participants of each stage, methods of confirming the candidate's qualifications: testing, business games, creative tasks, collection of recommendations from previous jobs. The time frames of the stages are determined, the deadlines feedback from the initiator.
Making a decision to close a vacancy, suspending or ending the search process	The procedure for informing performers about the closure of a vacancy or other reasons for terminating the search.
Recruitment Application Form	Document to be completed by the initiator

It is not difficult to see that the entire regulation dances around the application for recruitment. It depends on how completely, unambiguously, reliably and carefully this document is filled out, whether exactly the employees you need will get into your company, or whether it will be, as in our example from unreal life.

Internal application for recruitment

As we have already noted, the decision on the need to search for a new employee is made by the head of the unit. Therefore, all the "hardships" of filling out the application will fall on his shoulders. Who, if not the future boss and mentor, knows all the details and subtleties of the functionality, the necessary skills and experience, the human qualities of the future member of his team.

Consider and comment on the main points.

1. Job title. It will be easy to fill in this column.

2. Functional responsibilities and tasks, the presence of subordinates. We describe everything that needs to be done. It is important to remember that the tasks of the employee follow from the goals of the unit, and those, in turn, from the goals of the company. Working on an application is a good opportunity to check if this chain is interrupted somewhere. You surely have ready-made templates descriptions official duties Don't forget to check them for relevance. Indicate specific tasks that are rarely required, but are important.

3. Key indicators efficiency. What results do you expect from doing functional duties and job tasks. How will they be measured.

4. What is the reason for opening a vacancy. Raising a previous employee, going on maternity leave, increasing staff due to business growth, replacing a retired employee, redistributing responsibilities in a department, opening a new direction. All this will give one of the many clues to the recruiter, which employee is most suitable for the position.

5. Professional and personal competencies. Knowledge, skills, abilities, personal qualities, psychological and behavioral characteristics. This is the portrait of your ideal candidate. The division of competencies according to the degree of importance will significantly increase the speed and efficiency of selection:

• define a set of critical characteristics,
• indicate what you want and
• mark optional.

Competencies are a reflection of job responsibilities. You need to pay attention to this bundle so as not to overload the vacancy with unnecessary requirements. If you want to find a cleaner, don't rely on availability higher education, an accountant does not have to be super communicative, and a sales manager for domestic agricultural spare parts in the domestic market will not be helped in any way by fluent English.

An employee who does not use his skills to the fullest may well have a desire to find a place where he can do this. Do not draw "extra" competencies. Then you don't have to come up with some ways to implement them to keep people. Or be prepared to lose employees.

6. Experience. How important it is. Are deviations from the minimum value allowed, if otherwise the candidate is already very good and has all the declared competencies without exception.

7. Working conditions. Where the employee works: in the office, remotely, in a mixed format, it happens a lot when traveling around the city, on business trips, and international trips. Working day, shift, weekends, holidays, vacation duration.

8. Compensation and benefits. Salary, bonuses, percentage of sales, options, payment terms and proportions, sick leave compensation, medical insurance, etc.,

9. Restrictions on selection. Describe who you definitely don't want to see. These may be representatives of certain companies, industries, etc.

10. Desired closing date of the vacancy and deadline.

11. Name, position and contacts of the applicant.

An HR specialist will be happy to receive such a document from a business customer.

Application for recruitment for an external contractor

An internal recruiter is fully aware of the information about the company, corporate culture and other important nuances. If the task is handed over to an HR freelancer or recruitment agency it needs to be completed with the following details:

• Company name.
• Contact details of all interested representatives of the company.
• Probationary period: its presence and duration, the possibility of reduction.
• Description of the selection procedure adopted by the company.
• Openness or closeness of information about the search.
• company presentation and a brief description of corporate culture.

Application for recruitment (sample)

We have tried to collect for you a complete set of fields, which may contain an application for recruitment. It's kind of a guide. You can use it in whole or in part, depending on the profile of the job and the recipient of the application.

Full information about the company
Company name (full and abbreviated)
Activities
Year of foundation
The number of employees
Legal address
The actual address
The employee responsible for the selection (name, position, phone, e-mail)
Selection business customer (name, position, e-mail contacts)
Additional Information
Information about the vacant position
Job title
Required number of employees
What is the job opening
Name of division/department/department/group
Employee's immediate supervisor
Presence of subordinates (divisions, positions, number)
Tasks and functional responsibilities
Key Performance Indicators
Requirements for a candidate
Age limits (from … to …)
The level of education
Specialization in education
Additional education, advanced training
work experience
Specialized Skills
Availability of permits and certificates
Foreign languages ​​(list and level of knowledge)
Computer skills (general level, specialized software)
Personal car (availability, ability to use for work purposes)
Having a foreign passport
Personal qualities
Desired industries, companies, candidates from which are most desirable
Search restrictions (which candidates will not be considered)
Citizenship, region of registration
Additional Information
Terms of cooperation
Form of employment (office/remote, part-time/full-time, full-time/civil contract, fixed-term contract/perpetual contract, part-time work)
Operating mode (start time, end time, duration working week, weekends)
The need for overtime
Probation
Salary for a trial period
salary after probationary period(size, order of formation, terms of payment)
Possibility of increasing wages if at the current place of work the income of the candidate is more than
Social package: Vacation - the number of days in a year, how many parts it can be divided into, the maximum and minimum duration. Payment for sick leave. Reimbursement (food, mobile communication, fuel, lubricants, medical insurance, travel, etc.)
Working conditions (workplace)
Business trips (local, regional, foreign, what part of the working time is taken)
Job benefits
Risks that the candidate must be prepared for
Additional Information
Description of the selection procedure
Closedness / openness of information about the selection
Selection stages (quantity, sequence, duration, frequency, responsible employees)
Desired term for closing the vacancy, deadline
Special conditions

Nobody likes to "write papers". But, in the case we are considering, it is worth making an effort on ourselves. Competently filling out an application for recruitment is also work. And it must be done well. Then all employees will be in their places.

Do you need recruitment, have a complex application?

Every office needs office supplies. The responsible person monthly or quarterly draws up an application for their purchase, having found out the needs of employees. An application for the purchase of stationery, the sample of which is not approved at the legislative level, can be drawn up arbitrarily.

What applies to stationery: a list

Office supplies are divided into two types:

In 1993, Goskomstat Resolution No. 17 approved a specific list of office supplies. Adopted in 2014 all-Russian classifier products by type economic activity OKPD 2, containing separate positions of stationery in different sections.

Types of applications for stationery

Sample application for office supplies may have different types, depending on the request form:

• external;
• internal.

When it becomes necessary to make an external request from the supplier, the first type of application is drawn up. Usually, in such cases, the form of the document can be found in the annexes of the contract concluded with the supplier.

Internal applications can also be of two types:

• for the purchase of stationery;
• issue of stationery from the warehouse.

If in stock desired products no, a memo is being drawn up with a request to allow the purchase of the necessary office supplies. As an appendix, a spreadsheet document with a list of the necessary accessories is attached to it.

How to make an internal application for stationery - sample

The responsible person finds out the needs of employees in stationery. If necessary, an audit is carried out. After that, on the basis collected information an application is made for the department. It means a document that includes a written appeal responsible person to the supply manager.

Typically, a request is made for:

• Depending on the policy of the organization, the form is filled in free form or on letterhead.
• The list of stationery must be drawn up in the form of a table with a header and the main part. The main part of the table contains the name of the accessory, quantity and unit of measure. You can add an item if needed.
• Be sure to write down the data of the head of the department who needs the office and the full name to whom the appeal is drawn up.

Some organizations require you to issue a request in the form of a memo. At its core, an application and a memo are two different documents that carry the same informative function. However, sometimes they are drawn up in the form of a single document, or an application with a list of the necessary office is attached to the memo.

Service note for stationery for purchase: rules for drafting

A memo for stationery, a sample of which is also not officially documented, can be drawn up in free form. However, it must contain mandatory information:

• In the upper right corner, the position and full name are written, in whose name the document is written.
• Who wrote the note.
• Document's name.
• The purpose of the document. For example, "for the purchase of materials."
• Date of issue and registration number.
• In the main part of the document, a request is written.
• The date.
• Visa and decoding of the person in charge.

It is allowed to include a table with the necessary stationery in the memo, or arrange it as a separate application.

Service note for stationery, sample for purchase:

What an application for stationery might look like: an example for receiving from a warehouse

An application for the issuance of stationery from a warehouse is a spreadsheet document. It should contain the name of the necessary things and their quantity. Usually, applications are typed using a computer and output as a document.

Application example:

Since the law does not establish a specific form of this document, it can be approved individually in the organization.

The sample application for stationery depends on who it is submitted to. If a request for delivery is made from a supplier, then the form must be taken from the application of the contract. In all other cases, organizations independently approve the form of such documentation.