In general, the letter that contains official information and message is known as an official letter. This letter is generally written for conveying various official messages such as rules, regulations, procedures, orders, actions, reactions, opinions, etc. from one organization to another; or from one department to another; or from one individual to another individual. In writing this letter, official structure, rules, and procedures are strictly followed and maintained. There is no scope of presenting any emotional or personal message in this letter.
These type of letters are used in our day to day life such as application for various posts, jobs, applying for leave or permission and to the officials, making complaints or requesting them of some compulsion, approval, etc. These letters also should have a formal method and written plainly and accurately. Its demand is worldwide and broadly used.
An official letter may be of various types depending on its contents, purposes, features, and nature of the organization. The main types of letters are:
- Government organizations letters,
- Semi-government organizations’ letters
- Autonomous bodies’ letters and
- Private organizations’ letters.
Features of an official letter – Features of this type of letter can be mentioned as follows:
- Tone: Tone of this type of letter must be official. Emotional feelings cannot be expressed in this type of letter.
- Structure: Such letter is composed according to the pre-determined formation. This type of letter must follow a particular formation.
- Salutation: Greeting of these types of a letter depends on the designation of the receiver. Example, Dear Ma/Sir, it must be marked off by a comma.
- Evidence: These types of letters can be used as documentary confirmation for prospect References.
- Reference number: An official letter also includes a reference number depending on the toxic substance and preceding acquaintances.
- Conciseness: Only significant and essential matters included in an official letter, thus length is frequently short. Only official interests are written in an absolute but in short.
- Enclosure: If essential dissimilar documents can be together with this with an official letter. All responsibilities and accountability is borne by the office, but not by the writer. The enclosure is usually used for sustaining the letter.
- A number of receivers: It can be expected by different persons in a similar time and method.
- Status: Status of such letter is determined by the status of the sender.
In conclusion, we can say that official letter refers to the letter that is written formally for conveying official messages by one office, department or individual to other offices, departments or individual.