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INTERNAL CERTIFICATE
This is an internal certificate issued as an administrative measure providing proof that a given procedure has been carried out: that a person has taken up their post, a change has been made to a person's wages, a person has been granted special leave of absence, a change has been made to a person's administrative category, etc.
Format: DIN A4 (210 x 297 mm).
GENERAL DRAFTING CRITERIA
An internal certificate, like other administrative documents, 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 documents are:
- The need to be formal and concise, as this is an official communication issued by a person in virtue of his or her particular post or office.
- Use the first person singular (I): I HEREBY CERTIFY
- Normally such a document is not addressed to anyone in particular and so may appropriately be introduced by the set formula: To whom it may concern.
USEFUL PHRASES
• ... that on today's date, ... have taken up their posts as ...
• ... that the resolutions proposed in the previous report have today been passed by the ... Committee ...
• ... that on today's date, Sr. ... has exercised his rights in regard to ...
• That this document comprises ... pages ...
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. Body
This is introduced by the formula: I HEREBY CERTIFY: That ...
This is followed by a brief statement of the fact being certified.
3. 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).
4. Signature
This section must include the following items in the following order.
- Post
- Signature
- Name and surname(s)
INTERNAL CERTIFICATE
Ref.: .......
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