An official letter consists of a header, a body and a tail. The format, content and writing requirements of each part are as follows:
(1) The header
mainly includes two items: the title and the main delivery organ.
1. Title. There are generally two forms of official letter titles. One is composed of the name, reason and language of the issuing organ. The other is composed of reasons and languages.
2. main delivery organ. That is, the organs and units that receive the letter and handle the letter matters shall indicate the full name or standardized abbreviation in the top box at the beginning of the text, followed by a colon.
(II) Text
Its structure generally consists of the beginning, the main body, the end and the conclusion.
1. the beginning. Mainly explain the reason for sending the letter. Generally, it is required to explain the purpose, basis, reasons and other contents of the letter, and then transfer it to the following with transitional words such as "now explain the relevant issues as follows" or "now reply the relevant matters as follows". In the reason part of the reply, generally, the title of the communication and the number of the document are quoted first, and then the basis is explained to explain the reason for the document.
2. subject. This is the core content of the letter, which mainly explains the letter. The contents of the letter are single, one letter and one thing, and the writing should be straight to Chen Qi. Whether discussing work, asking and answering questions, or requesting approval from relevant competent departments, we should clearly describe the questions and opinions that need to be told to each other in concise and decent language. If it is a reply, we should also pay attention to the pertinence and clarity of the reply.
(3) At the end
Generally, polite language is used to express hope to the other party. Or ask the other party to help solve a problem, or ask the other party to reply in time, or ask the other party to make comments or ask the competent department for approval.
(4) Conclusion
Generally, you should choose to use different conclusion according to the matters of inquiry, notification, negotiation or reply. Such as "I am writing to inquire (business)", "Please reply immediately", "I am writing to inform you" and "I am writing to reply". Some letters don't have to be concluded. If it's a memo, you can use "From Here" and "Salute" just like ordinary letters.
(5) Ending signature
generally includes signature and written time.
sign the name of the institution, indicating the written time year, month and day; And stamped with the official seal.
Features:
(1) Communicative
Letters play a communication role in discussing work, asking and answering questions between non-affiliated organs, and fully display the function of parallel languages, which is a feature that other official documents do not have.
(2) Flexibility
is manifested in two aspects:
First, the relationship between writing is flexible. The letter is a parallel official document, but it can be written upward or downward in addition to parallel writing, and there is no strict restriction on the special writing relationship like other languages.
Second, the format is flexible. Except for the main letters of state higher authorities, they must be written according to the format and writing requirements of official documents, other general letters are more flexible and can be handled according to the format and writing requirements of official documents. You can have a front page, or you can have no front page, and you don't have to compile a text number, or even a title.
(3) Uniqueness
The main content of a letter should have the characteristics of oneness, and a letter should only write one item.
above content reference: Baidu Encyclopedia-Letter