Chapter 26 Official Correspondence Flashcards
What are the characteristics of an official letter.
Q.2 What is the importance of an official letter.
Ans.
Ans. (i) Correctness
(ii) Typical style
(iii) Conciseness
(iv) Complete
(v) Courtesy
(vi) Simplicity
(vii) Continuity
(viii) Paragraphs
(i) Written proof (ii) Source of information (ii) Settiement of disputes (iv) Appointment notice/call
(v) To develop or maintain international relations (vi) Settlement of taxation matters
What is meant by reference no. in an official letter.
Q.4
What are the kinds of official letters.
The reference number is written in middle top part of the paper sheet of an official letter.
Ans. (i) Official letters
(i1) Memorandum or Memo
PRINCIPLES OF COMMERCE
595
(iti) Demi-official
(iv) Reminders
(v) Unofficial note
(vi) Endorsement
(vii) Notificiation
(viii) Circulars
(ix) Press note
(x) Office order
In official letters, a reference number (Ref. No.) is a unique identifier assigned to the letter for tracking and record-keeping purposes.
Why is it used?
1. Easy Tracking: Helps the recipient quickly find the letter in their records.
2. Organized Communication: Ensures proper follow-ups and avoids confusion.
3. Professionalism: Shows that the organization follows a structured system for correspondence.
Example in a Letter:
[Company Name]
[Address]
[Date]
Ref. No.: 2025/INV/123
Here, “2025/INV/123” could mean:
• “2025” = Year
• “INV” = Invoice-related letter
• “123” = Unique letter number
This makes it easier to refer back to the letter in future communication.
What is meant by official reminder.
Q.6
It is that type of an official letter which is written to higher officials or higher officials write it to their subordinates. In this letter salutation and complimentary close are not used.
What is meant by endorsement.
Q.7
Ans.
Ans. Endorsement means a concise statement (consists of few lines) written at the end of a letter alongwith the name and post of endorser.
List out the parts of an official letter.
(
Q.8
Ans.
i) Reference No (ii) Heading (iii) Date
(iv) Name and designation of writer
(v) Name and designation of addressee (vi) Subject of letter (vii) Salutation (viti) Body of letter
(ix) Complimentary close
(x) Signature (x1) Initials (xii) Enclosures (xiii) Copy for
What is meant by an unofficial note.
Whenever an officer wants to discuss an official matter with another officer he then sends the file after writing a note on it. This note is called unofficial note.
