OFFICIAL LETTERS

 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:-

1. Official letters have a particular number like - No. T Y 456/89 (6)
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.

 PARTS OF AN OFFICIAL LETTER

1. Name of correspondent
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

1. Purpose- Government letters serve Official interests, but business letters are written for business creation and relations.

2. Function- Official letters functions for office orders, instruction, circular, notices, etc., but business letters are written for trading, manufacturing, delivering, advertisement, credit management, and liaison with various private or governmental departments.

3. Structure- Official Letters have a predefined and specific structure, but business letters can have any formal structure.

4. Salutation- Official letters may or may not have salutation, but business letters have salutation as an essential part.

5. Complimentary Close- Official letters have no politely written complimentary close, but business letters have.

6. Language- Official letters have a specific and traditional language full of jargon, but business letters have a very sober common language.

7. Relation- The sender and receiver have no significant relationship in official letters, but the relationship between sender and receiver is crucial.

 

GOVERNMENT OF INDIA Ministry of Finance, New Delhi Reference No. T H-7/89/2016                                                         18th July, 2016  From: Secretary, Revenue Division Ministry of Finance New Delhi To:   Income Tax Commissioner Government of Delhi New 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   REF: N-45/P 20 Moradabad                                                         14th August, 2020 From: Satish Chandra I.A.S.  Collector, Moradabad  To:     The Chief Secretary  Uttar Pradesh Government  Lucknow (U.P.) 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."

MAIN FEATURES

1. Number, date, etc., should be written.
2. 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.
3. These are started with- Dear Mr. Gupta, My Dear Sir, Dear Sir………
4. It is friendly and written in the first person.
5. These letters are confidential.
6. 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. Regards. Sd/- Yours Sincerely                                                                                                       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.