An Official Letter Is: Definition, Examples, Format, Characteristics, Functions and Types

A formal letter is a type of letter used in business, government and schools. Formal letters are often used to convey important information, ask permission or questions, or submit complaints or suggestions. This article explains the importance of official letters from the form, use and examples of official letters that are good and correct to use as references.

Official Letter Is

An official letter is a letter that is used by certain parties, whether institutions, individuals, organizations or certain authorities for official or formal purposes to establish formal communication with each other.

Official letters are written with various rules and conditions such as using standard language, the contents of the letter are short and clear, and written carefully as needed.

Although official letters are often used for personal purposes, official letters must still be written according to certain rules. An example of a formal letter that is widely used for personal purposes is a wedding invitation letter.

Official Letter Features

We can recognize official letters based on their characteristics. So, the characteristics of an official letter are as follows:

• Use of standard language and EYD from phrases, vocabulary to grammar.

• Using short, concise and clear language.

• Use clear language

Written in the form of semi-blocks, intended blocks, or full blocks.

• Have letterhead explaining the issuer of the letter. There you will find the letter number, date, destination address and any attachments.

• Requires a special stamp or stamp for certain circumstances

• Has a more systematic format and is built using standard rules

Official Letter Function

Official letters have special functions that are not found in other types of letters. Well, some official letter functions as follows:

• To inform about certain matters that are communicated by one party to another, for example conveying certain thoughts or ideas.

• As an authentic written evidence in the form of letters whose contents can be explained.

• As a work tool to carry out activities that cover various stages of work.

• Reminders to recipients. Because they have to be documented in it so that they can be used as data in the future.

• Official letters are also used as historical evidence or chronological evidence.

Types of Official Letters

After studying together the meaning of official letters, their characteristics and functions, it is necessary to know the types of official letters. So, here are the types of official letters:

1. Decree

This type of formal letter is intended to convey the manager's decisions on matters that were not previously clear. A decree usually refers to an institution or authority.

2. Letter of Application

An application letter is used when one party wants to submit a request to another party, for example a divorce application letter, a financial assistance application letter, etc.

3. Warrant

An order is an official warrant to his subordinates. For example, overtime orders, business travel letters, etc.

4. Power of Attorney

A power of attorney is a letter containing a power of attorney to another party. An example is a power of attorney to withdraw money from a bank, a letter to pay taxes, etc.

5. Summons or Invitations

An official letter used to invite someone to fulfill a special need. Such as police subpoenas, wedding invitation letters, work invitations etc.

6. Circular Letter

This official letter is made and also addressed to certain groups whose contents inform certain activities or problems. An example is the announcement of exam holidays.

Example of Official Letter

Below are some examples of official letters, as follows.