What is Demi-Official letter with sample

D.O. letter

DO stands for Demi Official. It is used in correspondence between government officers to draw personal attention of the addressee officer.

 

To whom

Generally used in correspondence between Government officers for inviting their personal attention on the issue.

Since demi-official letter is written in the first person in a personal and friendly tone, it should be addressed by an officer in a Ministry/ Department who is ordinarily not more than one or two levels below the officer to whom such communication is addressed.

Communications to non-officials can also take the form of a demi-official letter.

The colour code and use of National Emblem on D.O. letter will be as per the instructions issued by the Ministry of Home Affairs from time to time

   

How it should be written

1. Similar to the letter, government emblem on the top center of the page or the words “Government of Haryana” typed in capitals.

2. The name, designation of the sender on the left hand side top corner just below the emblem of the government to be typed. (Generally you will be finding printed D.O.letter formats of the officer in the office and will help you in this regard)

3. The department name, address of office and telephone number of signatory must be mentioned in the left side top opposite to the name and designation.

4. The address entry of the person to whom it is intended is indicated at the left hand side bottom after the body of the D.O.letter.

5. Then it must commence with salutation. Unlike in the letter here different salutations are used.   Depending upon the level of the officer to whom it is addressed the following salutations be used:

For Senior level officers : Dear Sir/Madam

For Equal level officers : Dear Sri./Smt (here the name of the officer in his own handwriting be given)

For junior level officers : My Dear (here the name of the officer in own hand writing be given)

6. The letter Number will be given here. This is the file number as indicated in the note file and the date of approval of the communication indicated.

7. After the words the “subject” be indicated. (Generally the subject will be the same that is noted in the Personal register and the note file)

8. Immediately after the subject, Reference is indicated. Here all the references that are required for following the case should be given.

9. Body of the letter in convenient paras comes next.

10. It is writing in the first person and in a personal and friendly tone.

11. Finally it ends with an expression of regards (You should note that

depending upon the level and intimacy of the officers it is written as follows:

For Senior level officers : with kind regards

For Equal level officers : with regards

For junior level officers : with best wishes

12. The subscription “yours Sincerely” comes last on the right end of the body of the letter.

13. Signed by name of the officer approving it.

14. Indication of Enclosures at the left end of the body of the letter.