Any correspondence, communication will contain certain components Whether, it is official or personal. In our personal correspondence also we give date, place, the reference of the sender i.e. from whom we have received the communication etc. The communication is to serve a defined purpose.
The components of an official communication are:
1. File Number
2. The names and complete postal address of the sender organization
2. The name/designation of the addressee with complete postal address
4. Salutation (sir or Dear)
5. Subject of the communication
6. Number and date of the last communication in the series (from the
addressee or from the sender)
7. The enclosures, which are to accompany the fair copy
( A short oblique line in the margin will indicate that enclosures are to be
sent along with the fair copy)
8. Subscription (yours faithfully, yours sincerely)
9. Urgency grading, by registered post, by special .messenger indicated at the top right corner
10. Name, designation, signature of the sender
The form applicable should be carefully chosen from the manual of office procedure(DOM).
Letter To whom
The most commonly used format in any government office is letter. It is generally used for corresponding with Government, i.e. secretariat, the HARYANA Public Service Commission, High Court, heads of departments,
subordinate offices, public enterprises, statutory authorities, local bodies and
members of public. It carries more of formality than any personal touch. It is
used for collecting/eliciting information as well as for conveying views, decisions.
How it should be written?
1. All Government letters either contain government emblem on the top center of the page or the words “Government of HARYANA ” typed in capitals.
2. The name, designation and telephone number of signatory must be
mentioned in the from address on the left side top.
3. The address entry of the person to whom it is intended is indicated at the right side top.
4. Then it must commence with sir/madam, (Dear sir/madam) This
depends on the person to whom it is addressed.
5. 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.
6. 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)
7. Immediately after the subject, Reference is indicated. Here all the
references that are required for following the case should be given.
8. Body of the letter in convenient paras comes next.
9. A letter is written in first person.
10. Finally it ends with yours faithfully on the right end of the body of the
letter.
11. Signed by designation of the officer approving it.
12. Indication of Enclosures at the left end of the body of the letter.
13. Grading i.e. Urgent, Priority be indicated on the right side top corner of the letter.
14. Similarly the mode of dispatch if required by registered post, under certificate of posting or by special messenger etc. indicated on the right side top corner of it.
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