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    Notes On Official Letters

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    Debaleena Dutta
    Official letters are formal exchanges of information between organizations that follow specific formats and are kept on file, while demi-official letters are less formal exchanges that can occur within or between organizations when there is a personal relationship between the parties on non-critical matters. The document provides examples and characteristics distinguishing official letters, which are serious in tone and intended to pass information, from demi-official and business letters, which can incorporate more personal or persuasive elements.

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    Notes On Official Letters

    Uploaded by

    Debaleena Dutta
    810 views14 pages
    Official letters are formal exchanges of information between organizations that follow specific formats and are kept on file, while demi-official letters are less formal exchanges that can occur within or between organizations when there is a personal relationship between the parties on non-critical matters. The document provides examples and characteristics distinguishing official letters, which are serious in tone and intended to pass information, from demi-official and business letters, which can incorporate more personal or persuasive elements.

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    Official Letter and Demi-Official Letter

    Original Title

    Notes on Official Letters

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    Official letters are formal exchanges of information between organizations that follow specific formats and are kept on file, while demi-official letters are less formal exchanges that can occur within or between organizations when there is a personal relationship between the parties on non-critical matters. The document provides examples and characteristics distinguishing official letters, which are serious in tone and intended to pass information, from demi-official and business letters, which can incorporate more personal or persuasive elements.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    810 views14 pages

    Notes On Official Letters

    Uploaded by

    Debaleena Dutta
    Official letters are formal exchanges of information between organizations that follow specific formats and are kept on file, while demi-official letters are less formal exchanges that can occur within or between organizations when there is a personal relationship between the parties on non-critical matters. The document provides examples and characteristics distinguishing official letters, which are serious in tone and intended to pass information, from demi-official and business letters, which can incorporate more personal or persuasive elements.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 14

    Official Letters

    &
    Demi-Official Letters
    Official Letters
    • Any letter exchanges between organizations
    for information, order, requests, etc, are
    known as official letter.
    • They are saved in proper files for keeping
    records.
    • Official letters are also known as FORMAL
    Letters.
    Eg:
    AICTE sending letters to engineering institutes about rules
    and regulations of examination.
    Different examples of Formal letters
    § Recruitment letter sent by an organization
    § Letters generating information-exchange: like
    RTI; short reports.
    § Letters written by common people to
    newspaper editors.
    § Letters written to authorities like police,
    ministers, Directors, principals, HODs, etc.
    Features of Official Letter
    1. Serious in tone: Official letters are serious
    documents. So, they are written in a matter-
    of-fact manner. Follow 7 C’s of
    communication to write official letter.

    2. Audience is specific: The reader of an official


    letter already knows the technical terms used
    in the letter. He/she has knowledge of the
    field.
    Features of Official Letter
    3. Written in Format: Official letters follow the a
    specific format. Block format is the most used
    format currently. Other formats are used in
    specific occasions.
    1. Purpose: Provide information; Pass orders;
    Protest; report grievances; etc. Other
    functions are: congratulate or appreciate;
    express support; etc.
    Difference between
    OFFICIAL & Business letter
    Official letter Business Letter
    1. Tone—serious. 1. Tone—friendly.
    2. Target is to pass information 2. Target is to build an
    only. No extra effort for emotional connection with
    emotional connect. the customer.
    3. Uses easy vocabulary.
    3. Uses heavy vocabulary and
    technical terms. Audience is
    expected to know their 4. Could be lengthy. Appealing
    meaning. to the customer requires
    4. Short in length. multiple sentences.
    Sample Official Letter

    Write a letter to the editor,


    complaining about construction-
    work in your area, that is causing
    problems
    Types of official letter

    Official Letter Types

    Governmental Letter from


    Letters General Public to
    Authorities

    Demi-Official Letters
    Demi-Official Letter
    • It is written between two people within the same
    organization, who has good personal terms.
    • The purpose is to use personal terms to make
    progress in a certain project.

    • Demi-official letters can also be exchanged


    between members of two different organizations.
    • The purpose is to congratulate, support, or
    protest.
    Features of Demi-Official Letter
    • Tone is more emotional than former letters.
    • It is opened only by the person addressed, and
    no one else.
    • The two people should not be very different in
    hierarchy. The difference, at max, should be 2
    levels.
    Eg: a demi-official letter may happen between
    Teacher and Principal, but not between
    students and Principal.
    Sample DO letter
    • A letter between Two Secretaries: One from
    Planning Commission, another from MHRD.

    • Topic: Opinion asked about a new programme


    the Planning Commission is going to launch.

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