LETTER 

This is an interpersonal written communication, with a general content, for which there is no specific provision in the processing of an administrative procedure. It allows various different matters to be dealt with and is written in a more flexible style than an ofici, or official letter.

Format: DIN A4 (210 x 297 mm).

GENERAL DRAFTING CRITERIA

As a letter allows the writer to deal with various different matters, its structure is more flexible, and therefore more complex, than other administrative documents. The main features that need to be taken into account are as follows:

• Make sure the language you use is appropriate to the degree of formality required depending on the type of relationship between you and the person you are writing to. The degree of formality will always be somewhere on the continuum between a respectful, neutral tone and a cordial tone.
• Make sure the salutation and valediction (the greeting at the beginning and the formula with which you sign off at the end) and the personal treatment you use in addressing the person you are writing to are appropriate to the general tone of the letter.
• Give the contents of the letter a logical structure by separating it into short paragraphs: introduce the reason for the letter; present the facts, arguments of considerations in detail; end with a conclusion based on a synthesis, a request, a proposal, etc.
• Express your ideas clearly, precisely and concisely.
• Use the first person singular (I): I would like to inform you ..., I am grateful for ...
• However, in certain cases, the first person plural (we) may be appropriate, as it conveys the idea that you are writing on behalf of the institution, or your unit within it, as a whole: we would like to inform you .., we are grateful for ..., etc.

USEFUL PHRASES

Introductory formulas:

• In reply to your letter of ..., I/we would like to inform you that ...
• Thank you for your letter of ... informing me/us that
• Further to your letter of ..., I/we would like to inform you that ...
• I am writing to ask you to... / inform you that ... / tell you that ...

Concluding formulas:

• For all these reasons, I would ask/request you to ...
• I trust you will be able to let me/us have an answer on this matter very shortly.
• Please do not hesitate to contact me/us if you need anything.
• I am very grateful to you / would like to thank you for your interest / the time you have given to this matter ...
• Thanking you in advance...

1. Identification of the document
The details identifying the document must be written in the upper right-hand margin. They are as follows:

- Ref. ("reference"): the document's classification code for the issuing body.

2. Addressee  
The addressee's details, in full or short form, are written in the upper left-hand margin.

Full details: 
- Name and surname(s)
- Post
- Street, number, floor and door
- Post code and town/city 
- Comarca, if appropriate 

Short form:
- Name and surname(s)
- Town/city

3. Salutation 
The formula used in the salutation must be appropriate to the tone of the relationship expressed in the body of the letter. Some common formulas, in decreasing order of formality, are:

-Dear Sir or Madam, (when the name of the addressee is not known)
-Dear Mr. X, Dear Ms. Y, (when the name of the addressee is known; in such cases, the Catalan/Spanish titles, Sr. for a man or Sra. for a woman, may be kept when addressing Catalan/Spanish people) 
-Dear Colleague,
-Dear Friend,
-Dear [first name],

4. Body
The information should be set out in the most logical way:
- Introduction: presentation of the reason for the letter.
- Development: description/explanation of the facts, arguments, etc.
- Conclusion: request, summary of the facts, etc.

5. Valediction
The formula used for the valediction must be appropriate to that used for the salutation, and both of these must accord with the overall tone of the letter. Some common formulas used for the valediction are listed here together with the corresponding salutation:

-Dear Sir or Madam, ⇒ Yours faithfully,
-Dear Mr. X, Dear Ms. Y, ⇒ Yours sincerely,
-Dear Colleague, ⇒ Yours sincerely,
-Dear Friend, ⇒ Yours sincerely, / With best wishes,
-Dear [first name], ⇒ Yours sincerely, / Kindest regards, / All the best,

6. Signature  
This section must include the following items in the following order:

- The post held by the person signing the letter
- Signature 
- Name and surname(s)

7. Date 
This must include:
- The place where the letter is written. 
- Date: the day (in figures), the month (in letters) and the year (in figures and in full).

8. Additional information
- Postscript (PS): The abbreviation PS is used at the end of a letter to introduce any additional information after the signature. You can also indicate the presence of any material enclosed with the letter by the abbreviation "Encl.", followed by the name or brief description of the enclosure, at the end of the letter. 
- Subject: a brief description of the subject to which the letter refers. This information should go at the top of the letter, after section 1.

Actual size: 210 x 297 mm. Reduced to 65%

LETTER (MODEL A)

Sr. Nicolau Tarragó
Bisbat de Barcelona
Carrer del Bisbe, 5
08002 Barcelona   

Dear Sr. Tarragó,   

Pompeu Fabra University is currently carrying out a programme designed to familiarise its members with Barcelona's artistic and cultural heritage. The programme, which is addressed to the whole university community, includes group visits to museums, exhibitions and other emblematic places with a specialist in the matter acting as a guide and providing explanations.    

A visit to the Museum of the City (Museu de la Ciutat) and the remains of the Roman wall that are still visible had been arranged for the last Saturday in February, with the archaeologist Marta Barrera i Planas as guide. The original plan was for the visit to end with the group going up to the top of King Martin's Tower (Torre del Rei Martí), which offers a beautiful panoramic view over the old city. However, the museum's management has informed us that on the day of the outing, it will not be possible to visit the Tower, which will be closed to the public.    

That is why I am writing to you to ask whether it would be possible for the group, which comprises a maximum of 22 people, to go up the Cathedral towers to enjoy the view of the old part of the city from what is probably one of the best vantage points for this.   

Hoping that there is nothing to prevent the group from making this visit, I thank you in advance for your attention.   

Yours sincerely,    

Esteve Petit i Riudaura   

Barcelona, 11 February 1994

LETTER (MODEL B)

Ref. Poblenou sports area plans 

Sr. Jaume Cornellà 
Regidor de Joventut i Esports 
Ajuntament de Barcelona 

Dear Sr. Cornellà, 

On 16 April we learned from the media that a large sports area is to built on the Poblenou seafront and that, apart from the Olympic Port, it might not come under municipal management.  

Bearing in mind the future location of Pompeu Fabra University in the Jaume I and Roger de Llúria barracks near Parc de la Ciutadella, and its need to make provision for the university community to practise sports, we think it would be useful to establish channels of communication with the City Council in order to look in greater detail at the plans for the sports area, its concretisation and future management. In our view, the characteristics of the University and its relationship with its social surroundings mean that it would not only be possible for the University to share the facilities with the district, clubs and other organisations, but that this would also be desirable and beneficial for all those concerned.  

I would therefore be grateful if you would give this matter the close attention it deserves. 

Yours sincerely,  

Carles Serra i Fuster  
Deputy Manager, Academic Affairs and Promotion  

Barcelona, 3 May 1992  

PS. I am sending a copy of this letter to Sr. Isidre Comas, as the councillor responsible for the Sant Martí District and the location of the sports area in question.