OFFICIAL LETTERS
The letters that are written by an office for the purpose of coordination and information are called official letters. Official correspondence includes the letters exchanged between government departments, government officers, non-government organizations and persons, and government authorities. Official letters are informal in nature. They are based on a few formal rules and regulations. These letters differ from business letters and private letters in various ways. Government offices follow a prescribed pattern that makes them different from business letters.
CHARACTERISTICS OF
OFFICIAL LETTERS:-
2. Etiquette and politeness are observed in all official letters, whatever the subject of the letter, as well as the recipient.
4. These letters are brief, straightforward, and free from ambiguity.
5. Language is simple and free from confusion. Words of slang, colloquialism, and bombastic style,
6. Too many quotations and foreign phrases should be avoided.
7. In official letters, we have paragraphs serially numbered.
8. In an official letter, only one subject is dealt with. It should not deal with two subjects at a time.
9. These letters follow set rules and regulations of official correspondence.
10. Correctness of language is the foremost requirement.
DIFFERENT FORMS OF OFFICIAL LETTERS
In the government office, many forms of communication are adopted, like-1. Official letters 2. Demi - official letters 3. Circular letters 4. Express letters
5. Telegrams 6. Memos 7. Press notes 8. Notifications
9. Reminders 10. Proclamation 11. Dispatch 12. Endorsement etc.
2. name of the addressee
3. date and place
4. reference number
5. subject line
6. salutation
7. body of the letter
8. complementary close
9. signature block
10. superscription
11. optional (enclosures, copy)
DIFFERENCES BETWEEN
GOVERNMENT AND BUSINESS LETTERS
Points of Difference |
Official Letter |
Business Letter |
1. Purpose |
The purpose of the official letter is to serve the
official interest. |
The purpose of Business letters is to create or
maintain business or business relations. |
2. Nature |
Its nature is official. |
Its nature is business. |
3. Subject |
An official order, instruction, circular, and notices
are expressed through an official letter. |
Various functions of business such as trading,
manufacturing, marketing, human resources activities, procurement of
materials, acquisition and disposal of assets, credit management,
advertisement of the product line, and liaison with various private and govt.
bodies are dealt with through the business letters. |
4. Structure |
A specific and pre-determined structure is required
to be followed to write such a letter. |
Any type of formal structure can
be followed here. |
5. Salutation |
There may or may not be any salutation in such a
letter. |
Salutation is compulsory here. |
6. Complimentary close |
There is no courteous complimentary close in such a
letter. |
The courteous complimentary close is a must in such a
letter. |
7. Method |
It can use both direct and indirect methods. |
It uses only the direct method. |
8. Size |
Its size is smaller than the business letter. |
Its size is larger than the official letter. |
9. Use of Language |
It is written in terms of specific and traditional
language. |
Convincing and attractive language is used in such a
letter. |
10. Relation |
Here, the relation between the sender and the
receiver is not significant at all. |
The relation is the key factor here. |
GOVERNMENT OF INDIA Ministry of Finance, New Delhi Reference No. T H-7/89/2016 18th July,
2016
From: Secretary, Revenue Division To: Income Tax Commissioner Government of Delhi Subject:
Arrangements to ease last-day rush. Sir, This is to remind you that the required arrangements to deal with the
rush of the income taxpayers are still pending. You are requested to do everything possible to smoothen the process
of collecting returns at various points in the city. Yours
faithfully Sd/ - For
Secretary |
EXAMPLE OF AN OFFICIAL (GOVERNMENT) LETTER |
Collectorate, Meerut From: Satish Chandra I.A.S. Collector, MoradabadTo: The Chief Secretary Uttar Pradesh Government Subject: Drought and assistance. Sir, It is to draw your attention to the losses suffered in the Moradabad region because of almost no rains for the third consecutive year. Conditions of severe drought have made life miserable for the weaker sections of society. Relief work can be started only with funds adequate for this task. You are requested to sanction the grant of at least ten crore rupees for immediate relief measures. Yours faithfully Sd/- Satish Chandra I.A.S.
Collector |
EXAMPLE
OF AN OFFICIAL (GOVERNMENT ) LETTER |
DEMI - OFFICIAL
LETTERS
Demi-official letters are written between two officers in different departments for
inquiry. These are written to save time. These have a more personal tone
but have been written on the official subject. According to Mr. Sinha, "This is a name given to an
inquiry between two officers of different departments which have an indirect
bearing on an official subject matter."
- Number, date, etc., should be written.
- Personal names of the recipient and sender are mentioned (sometimes, if communication is addressed to a Department in Charge of a minister, the designation should be written, for example - Secretary to Government of ………, Department of Medical Sciences, etc.
- These are started with- Dear Mr. Gupta, My Dear Sir, Dear Sir………
- It is friendly and written in the first person.
- These letters are confidential.
- The recipient address is mentioned below the closing on the left-hand side.
23 July, 2022 From: Shefali Singh Secretory National Commission for Women Lucknow To: Mr. Asheesh Agarwal Superintendent Engineer Irrigation Department Jaunpur D.O. Letter No. : H/51/2022 Dear Mr. Agarwal Three months ago, I referred to you the complaint made by Mrs. Pratibha Sharma against the discriminatory treatment given to her at your office. I hope you have completed the inquiries into this matter by now; therefore, I would like to be informed about the findings without further delay.
Shefali
Singh |
EXAMPLE OF
DEMI-OFFICIAL LETTER |
MEMO
A memo is a brief written communication that is circulated within an organization.
These are used to convey some information in an office. These can be written in
any flow. Memos can be the prominent means of interpersonal communication in an
organization as they help bridge the communication gap among the various
sections of any organization and serve as permanent records of
information. Memos are very straightforward, to the point, and brief. The subject is written in the center in bold and big font.
TYPES OF MEMO
There are
three types of memos based on their purposes.
1-
Documentary Memos: - These memos are written for the smooth functioning of
departments and organizations. These are beneficial for records. These are
neutral in their function- neither praise nor degrade a person.
2-
Congratulatory Memos:- These memos are used to appreciate some for their outstanding
performance. These are written for appraisal someone.
3-
Disciplinary Memos: - These memos are used or written to maintain discipline in
an organization or department.
STRUCTURE OF MEMO:
Heading,
opening, main body, closing, signature, necessary enclosures, and copies are the
main parts of a Memo.
26 November 2022 From: B. N. Gaur, I.A.S., Anu Sachiv Home (police) Department, Uttar Pradesh Vidhan Bhawan Lucknow To: Sri R. S. Sharma I.A.S. Chief Secretary Government of Bihar, Patna SUBJECT:
COUNTERFEIT COINS My Dear
Sharma (Optional ) Please refer to your S.O. Letter No 2345/L-1907, dated 4 November 2022, with the mentioned subject. No such case has been detected in Uttar Pradesh in which counterfeit coins belonging to the Mughal period might have been passed in sale to the government for being stocked in the state Museums. The delay in replying is regretted. Sd/- Yours
sincerely B. N. Gaur |
EXAMPLE OF MEMO |
LETTERS TO
AUTHORITIES: - These are identical to official letters.
CIRCULAR
LETTERS
In government
offices, intra or inter-departmental written communication can be in the form of circulars also. Sometimes, circulars are written to the junior to have an inquiry.
These letters can be official or demi-official. For example, the government of India
issues a circular to state departments, and then the state department circulates the
circular to the heads of various departments. Generally, circulars are written to
address a group or number of people.
EXPRESS LETTERS
These letters are written to curtail expenses on
telegrams. These are similar to telegrams in format and words, but these are sent by post.
To The
district magistrate Lucknow Date:
March 15,2021 Reference
G.O. no. 13476 (F) 11-1231, dated - 04 February 2021; please expedite the dispatch
of a report on the Victoria Park Firing incident. Sd/- Shambhoo
Nath Secretary UtterPradeshh |
EXAMPLE OF
EXPRESS LETTERS |
PRESS NOTE
It is an informal notification. It is used to supply information on some matters. It avoids salutation and is drafted in the third person.
NOTIFICATION
This is formal and often notifies the orders of transfer, retirement, or some amendments in rules, etc. It is prepared just like a press note.
ENDORSEMENT
It is used when a letter, memorandum, resolution, circular, etc., or its
copy has to be forwarded to other authorities, and no opinion by the
transmitting office is required to be made on it.
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