Official Letters: To School/College Authorities

Official Letters are valuable. It is used formally in any official work. You will be surprised to know that millions of official letters are written in a day worldwide. Official letters are helpful in many scenarios, whether you have to apply for a leave or take admission in any institution.

Here, we will learn about “Official letters, and how to write them in English, and what their format is.

Official Letters 

Official letters follow a strict format. As these letters are necessary to pursue formal enquiries or requests, one should not neglect the proper format when writing an official letter.

Format of Official Letters

An official letter should clearly mention the office or designation of the deputed official the letter is addressed to. It should have a subject header that briefly states the purpose of writing the letter. The letters must have a proper salutation apart from a crisp body of the letter that formally puts forward the request or inquiry. Apart from these, the letter should have a greeting section to wish regards to the authority and it would conclude by mentioning one’s name and designation.

Body of Official Letters

All official letters generally have the same format, but consider choosing your language and tone wisely. 

• Introduction: (Paragraph 1)
• Main Body: (Paragraphs 2-3)
• Conclusion: (Final Paragraph)

Types of Official Letters

• Cover letters
• Letter of recommendation
• Offer letters
• Sales letters
• Letter of Resignation
• Thank you letters
• Complaint letters
• Apology letters
• Welcome letter
• Thanks letter

Official Letter Format in English

Let’s understand the important points about the official letter writing format:

• Mention properly the Office or authority the letter is addressed to
• Put a brief Subject
  Give a brief subject heading; Your heading should reflect what you are trying to say or convey via your letter. 

• Use Salutation
  You should begin the letter with proper salutation. Use “Sir” or “Ma’am” or the name of the deputed official when it is proper.

• Use Paragraphs
  Write your mail para-wise; your first para should include your introduction to your problem, your second para should consist of your situation, and your third para should put forward your request or resolve.

Proper greeting of thanks and regards should also be added at the end of official mail followed by your name and designation.

Uses of Official letters

Official letters in today’s life play a significant role in formally communicating with people. Whether you have to thank, say sorry, file a business or a leave application, send greeting letters and so forth, official letters are needed everywhere.

• Used in professional operations

Official letters are always about professional work. It never discusses one’s personal life or personal work. It will always carry formal information regarding a query or request.

• Establish relationship

In order to pursue a client or an authorial official, one needs to write an official letter. It is by the brevity and wise presentation that one can build a good relationship using the official letter.

• Maintains record

When you send or receive an official letter, you can keep it as an official document that you can use in future if required. 

• Maintain the data or information

Official letters are kept as record to maintain information about a company or an office. It keeps track of the system.

• For maintaining security

Official letters are documental proof of a company or institute. It always prioritises security of the system.

Conclusion

Official letters are important as we put forward our formal requests and inquiries through these letters. They are also documents that keep track of the system of a company or an organisation and help us maintain an official record for future use. It is important to follow the proper format to write a formal letter correctly.