An official written communication dealing with a single topic that is part of an administrative procedure. Such official letters may be of two types, depending on the addressee:
- An internal official letter: addressed to another administrative body or to a member of staff.
- An external official letter: addressed to a person or organisation outside the University (a company, etc.).
A notification may be considered as a third type of official letter to which specific rules apply.
Format: DIN A4 (210 x 297 mm) or DIN A5 (210 x 148 mm).
GENERAL DRAFTING CRITERIA
An official letter follows a generally constant structure and complies essentially with the requirements of functionality and formality characterising official communications. The most noteworthy features to be taken into account in composing such a document are:
- It deals with a single theme or topic.
- The tone employed must be impersonal and formal, as it is an official communication from someone in virtue of the post they hold, especially when it is an internal official 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. Concision is especially important in internal official letters.
- Use the first person singular (I) when speaking in your own name: I hereby inform you, I would ask you, etc.
- Use the first person plural (we) when speaking on behalf of the unit within the university you represent. We hereby inform you, we would ask you, etc.
• In accordance with the provisions of article ... of Royal Decree ..., I hereby to inform you that ...
• Further to..., I have to tell you...
• In order for you to ..., I would ask you to ...
• Please find enclosed the report / documentation concerning...
• I enclose ...
• I am pleased to tell you...
• That is why we would be grateful if you would... / we would ask you to...
• If you require any further information,
• Should you require any further assistance, please do not hesitate to contact us.
• I am telling you this so that you may ...
Please find enclosed some brief considerations to be taken into account when sending work to the Language Office. I am also enclosing some examples of a new service request form that will replace the old one from now on. Should you require any more of these new forms, you can request them from the Office or make photocopies.
I would be grateful if you would ensure the staff in your service unit are aware of these instructions.
The Head of the Language Office
Maurici Clotet i Bastida
28 October 1993