| Let us come to official correspondence which is concerned with mainly Administrative i.e., letters sent from one department to another; or orders sent from higher officials to their employees, or orders sent from higher officials to their employees, or from one officer to the other officer, or correspondence between two Governments or letters sent from Central Government to State Government and so on. |
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Official correspondences include following types of letters: |
Simple official letters, Interim letters, Demi official letters (D.O.), Endorsement, Memo, Circulars, Notifications, Resolutions, Ordinances, Tenders, Communique, Proclamations, Telegrams, etc. |
What is an Official Correspondence? |
It can be briefly summarized as - |
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Written between a Government employee and an officer for any official purpose. |
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Are brief and formal in comparison to business letters. |
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Lacks intimacy and emotions of both parties. Individual contact is lacking. |
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Service stamp is used to post it. |
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Any kind of attempt is avoided to make it attractive and the paper used is also a cheap quality. |
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Lacks originality of any kind. |
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The next question is the question of format. |
| An official letter consists of: |
- Name of the department.
- Number of the letter.
- Name, designation and address of the sender.
- Designation and address of the recipient.
- Place and date.
- Salutation.
- Subject of the letter.
- Main body of the letter.
- Complementary close.
- Signature of the authority.
- Initial of the steno-typist.
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| 423.12.3.1 : OFFICIAL PROCEDURES |
The next few pages are devoted to explain the official procedure through which each file / paper has to pass and officers have to sign after appropriate nothing on the paper so as to reach the highest competent authority for consideration and approval in the form of signature. The note is then returned to the concerned person or the initiator of the note for necessary action. |
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