15 Proper Examples of Official Letters

Are you looking for some examples of official letters to use? Find one or several that suit your needs, only in this article.

When discussing various ways of official communication, any and all examples of official letters are one option that cannot be ruled out. Official letters play a very important role in communicating in a business, government, or organization. Whether used to convey important information, make a request, or request assistance, official letters are often the first choice when it comes to ensuring that the message is properly received and understood by the recipient.

Writing a proper official letter is easier said than done. Several things need to be considered such as the format, language, and contents that match the purpose of the letter. Therefore, through this article, we will discuss examples of official letters for various purposes.

So, if you need a proper official letter as a reference, look no further than this article.

Definition of Official Letter

Befitting its name, an official letter is a type of letter used in official and official communications. This letter is a communication tool used within the scope of business, government, or organization to convey information or make certain requests.

A proper official letter should have a strict format and use polite and professional language. Some important elements in an official letter are the address of the sender and recipient, time date, subject, and contents of the letter.

The language used in official letters should be polite and professional. The author must avoid slang words and use official language at all times to uphold work professionalism.

The main purpose of an official letter is to create an official information distribution mechanism within an institution or company for the sake of smooth communication. Therefore, it is very important for anyone who is going to write an official letter to understand how to write it.

Read also: 8 Important Elements of Office Administration, Here Are The Explanation

Types of Official Letters

The following are some of the most commonly used examples of official letters:

1. Cover Letter

A cover letter is used to confirm that the person carrying the letter has been given a specific task or mandate and has been approved by the responsible party.

This letter serves as proof of validation that the individual has the right and authority to perform the task. Cover letters are usually issued by certain organizations or agencies and brought by individuals who serve as representatives of the institution.

2. Work Order Letter

A work order letter contains instructions or directions given to staff or subordinates to carry out a particular task or activity.

The aim is to provide instructions and guidelines for recipients to be able to carry out the assigned tasks properly.

3. Power of Attorney

A power of attorney is a type of official letter that explains information regarding the transfer of authority from one party to another. The aim is to enable the party that is given the authority to carry out a task or activity that should be carried out by the party that is giving the authority (the person giving the power of attorney).

A power of attorney is usually issued by a person who is unable or does not have the time to perform a certain task, thus requiring assistance or support from another party. A power of attorney must be issued in a clear and detailed manner, listing all the duties and powers conferred, and explaining the limits and responsibilities of the party to whom it is authorized.

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4. Official Invitation

Official invitations are issued to invite someone to an official event or meeting. The aim is to ensure that the invited party is present at the appointed time and place.

Official invitations are usually issued by official agencies or organizations and have an official format. The contents include event details, time and place, as well as other information required by the invited party.

5. Circular Letter

A circular letter is a type of official letter that contains notifications regarding certain activities or matters addressed to a group of people or certain circles, hence the name. The aim is to provide information and ensure that all interested parties have the same and up-to-date information. Circular letters are usually issued by companies, organizations, or government agencies.

6. Request Letter

A request letter is used by a party who has a request that another party needs to fulfill. The body of the request can be things like a request for information, a request for assistance, or a request for permission. By using this letter, it is hoped that the intended party can provide the answers or assistance needed.

7. Decision Letter

Decision letters are used to convey a decision from superiors to subordinates or other related parties. This decision can be related to matters that are not yet clear, which makes the decision must be announced by letter.

The purpose of this letter is to provide clear instructions or directions for related parties so that they can carry out tasks or activities correctly and on target.

Read also: Decision Letter: Definition, Functions, Examples, and How to Make It

Examples

The following are some examples of official letters that you can use on any occasion:

1. Court Proceedings Letter

2. Letter of Notification from the Intra-School Students Organization (OSIS)

3. Official Invitation Letter for Students’ Parents

4. Health Service Notification Letter

5. Letter of Assignment for School’s Staff

6. Governmental Cover Letter

7. Official Memo

8. Regular Cover Letter

9. Governmental Circular Letter

10. Memorandum Official Letter

11. Power of Attorney

12. Letter of Assignment for University’s Staff

13. Official Letter for Decision on Work Assignments

14. Letter of Cooperation Agreement

15. Official University Letter

The way to give legitimacy to an official letter is to give it a valid signature. Even so, sometimes the recipient of the letter is in a location far from you. To overcome this distance problem, you can use AdIns’ most reliable and cutting-edge digital signature application.

The various examples of official letters that you use will be safer and legal with this digital signature. Contact us through WhatsApp to make sure the signing process is easier as our team is ready at any time to help your business in this digital world!