Types of Official Letters, Characteristics, Functions and Examples

Types of Official Letters, Characteristics, Functions and Examples – What are the types of official letters? On this occasion About the knowledge.co.id will discuss it and of course about other things that also cover it. Let's look at the discussion together in the article below to better understand it.

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Types of Official Letters, Characteristics, Functions and Examples

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Service Letter is an official letter relating to various issues related to official services, including in employee appointments, employee transfers, promotions, salary increases, and decisions to fire employee.

Some of the things you should consider when writing a formal letter are:

• Official letter on behalf of the institution, institution or country.
• Letterheads are usually on the left unless letterheads can be centered.
• The postal address is located at the top right under the name and date of the letter.
• Using the pronoun we, no initial or initial typist of an official or staff position is less than the official signature of the letter.
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• There are no initial letters and ending sentences.
• The signer's name is capitalized without brackets. The following are NIK (Employee Identification Number) or NIP (Employee Identification Number) with the exception of ministerial positions.

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Characteristics of Official Letters

Unlike other letters, service letters contain special functions. These are some of the special features in a formal letter that set it apart from other letters.

• Have Letterhead

The most important thing to distinguish formal letters from other types of letters is that each official letter always contains a capital letter. This title indicates where in this letter. Without the recipient's letterhead, this would be confusing as he would not know which agent sent the letter.

• Using the Official Language

An official letter is always in an official language. Since this letter is for another agency, the language used is also official. It's best to use informal language when writing this letter.

• HaveReference number

Then the second point that distinguishes a formal letter from other letters is the letter number. Every official letter is published in the administration book of the publishing body. The function of these numbers is related to the administration of organized institutions.

• Equipped with a stamp or agency stamp

Another feature is that an official letter contains the stamp or seal of the agency that issued the letter. Like the title of a letter, its function is to stamp information about the origin of the letter.

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Office Letter Function

The main function in an official letter is the same as the general function of the letter. A formal letter is basically a means of communication between two parties. In addition, official fibers have the following secondary functions:

• Written Documentation
  The letters were used as “black and white” evidence. For example in an agreement.
• Historical Evidence
  Letters used to check the country, organization, or history of a country. Sample letter from Supersemar
• The letter reminder tool is used to remember things that have been forgotten. For example mail that has been archived or stored.

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Type of Official Letter

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  Letter of notification

Notification letter is a type of official letter whose contents are notification addressed to all members of the work environment so that they know something or certain information related to what is necessary is known. Sample notification letter for service.

• Power of attorney

A power of attorney is a letter containing the delegation of authority from an official to another person or official who can trusted to be able to act on behalf of the person giving the power of attorney, because the person concerned cannot carry it out Alone.

• Certificate

A certificate is a letter whose contents are useful for explaining the activities of a person or a certain thing.

• Letter of Memo or Official Note

Memo letters are also known as official notes. A memo letter is a special letter that is used internally in an organizational unit carried out by office officials with contents that tend to be brief.

• Circular letter

A circular letter is a letter whose contents are intended as a form of notification about something addressed to several people or to many parties at once.

• Summons work

This type of official letter usually functions to invite or invite someone to certain interview activities, such as test for workers, offering a cooperation based on an agreement agreed at the place and time certain.

• Permit Application Letter

Then an official letter whose purpose is to apply for a permit to carry out certain activities to a company or person is included as a permit application letter. Usually this letter is often used if a person or company needs assistance from another company regarding their interests.

• Announcement Letter

An announcement letter is also classified as an official letter if its contents contain certain information the purpose of which is conveyed to the general public in companies or related institutions officially and legal.

• Letter of invitation

Invitation letters classified as official letters must be made because of certain interests held by a company or institution. This letter was also made because the interest is official and must be attended by people concerned with an institution or agency, not individuals.

• News

Furthermore, what is classified as an official letter is an official report, this letter is made to inform a record containing a report on an official activity that has been carried out in an institution or company. Apart from that, it is also a report regarding the existence of instructions regarding certain events that occurred, and is related to an official institution or company.

• Letter of recommendation

This type of official letter is specially made or written by certain leaders or officials, the contents of which are descriptions and a little personal information from other people whose data is taken authentically. And the letter is requested personally by the person concerned based on his interests.

• Permit Granting Letter

If you make an official permit application letter, then the reply received is a permit granting letter which is also official in nature. Usually issued to give permission to a person or related institution to use a certain place or item to be used for their business and interests.

• Certificate

This letter is issued to someone to provide a certain clarity or certainty about a matter for the sake of carrying out interests without hesitation to a person or agency to cooperate in an action legal.

• Decree

Next is a decision letter, which is made with the aim of deciding an important matter related to an agency or company so as not to cause a misunderstanding between the parties concerned, as stated in the letter clearly and detail.

• Warrant

Of course, many people know about this type of official letter, because it is often given by superiors in a company or institutions to staff employees whose positions are lower to do something official in nature, based on interests company.

• Rebuttal Letter

Usually this type of official letter is used in institutions or legal entities, because of its function and purpose to write down the plaintiff's various rebuttals against there are certain things or statements that are wrong and need to be straightened out in order to minimize conflict, or so as not to hinder the interests of the plaintiff.

• Warning letter

Based on the name, this official letter is issued to give a warning to someone, usually written by someone's superior company or institution to its employee staff who violate the important rules that apply to the company or institution.

• Report Letter.

If you want to write down an important fact whose information is useful for a company or an institution, you need to make a report. This letter was made because the reporter has a specific task and responsibility, and functions so that the incident being reported This can be used as an important file for the company to respond to all adverse and profitable events.

• Work agreement

Of course, this type of official letter is also often encountered by people in various workplaces, be it an institution or a company. Work agreements are usually made by the company or institution for prospective staff employees who will be accepted as part of the company concerned. Everything regulates various matters that will later be accepted and agreed upon by both parties, namely the prospective worker and the company.

• Letter of assignment

Almost the same as a warrant, this assignment letter also contains a mandate to carry out certain tasks entrusted to someone who has a position or lower position in underneath. The tasks given are official in nature so they must be completed in a timely and disciplined manner for the benefit of the company or institution.

• Cover letter

Cover letters are classified as one type of official letter because they are written officially for the purpose of delivering an item such as a letter, document file or other important matters. And this letter is usually addressed by an institution or agency that has a relationship with the maker of the cover letter

• Transaction Agreement Letter

As the name implies, this official letter is used to ratify an agreement that will be mutually agreed upon, in a buying and selling activity. The maker can be a certain company, but the agreement must get an agreement from the buyer, otherwise the buyer can cancel the purchase based on certain criteria and conditions.

The formal agreement written in the transaction agreement is usually carried out if the item purchased is very valuable, such as property, as well as other valuable items.

• Proposal letter

This one official letter is issued when the party concerned has a certain agreement or cooperation, then one of the parties gives suggestions or requests to carry out the matter important things desired by the letter maker, and proposed in accordance with the fields owned by the recipient of the letter, not outside of things that are not focused on being done by the recipient letter.

• Lease Agreement Letter

Then the last type of official letter is a lease agreement letter, as the name suggests, This letter is made if the agreement is between a company or business owner and the lessee happen. Usually the goods or equipment that are rented are valuable, one of which is a building or property

• Instruction letter

The instruction letter contains orders and instructions made based on the rules and policies of the leadership.

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Example of official letter

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  Sample Company Service Invitation Letter

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PT. GOOD LUCK
Jl. Diponegoro No. 452 Macassar
tel. 031xxxxxx7 Fax. 031xxxxx33 E-mail. [email protected]

No.: 009/SU-SDS/III/2019
Attachment: -
Subject: Socialization Invitation

Dear,
Head of PT. Good luck
Jl. Diponegoro No. 452 Macassar
In place

Yours faithfully,

In connection with the change in the position of several positions in the 4th period at PT May Laris, herewith We invite representatives from the company to embed the handover of positions to be carried out on :

Day/Date: Monday, April 2, 2019
Time: 08.00 – 10.00 WIB
Venue: Meeting Room PT. Good luck
Sample Offer Letter

Thus this invitation letter, we convey Please attend on time. We thank you for your attention and cooperation.

Best regards,

Ilham Riwandi, SE

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  Sample Negotiation Official Letter

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No: 6G/012/07/19
Subject: Offer
Attachments: 1 (One) Proposal

Dear.
Director of PT. Surya Mandiri
Best wishes,

We are a company engaged in the field of insurance, especially in the development of health insurance and life insurance. We would like to introduce our services to your company, with the hope that we will collaborate in the field of Life Insurance.

Especially for all employees and staff as insurance that is useful for guaranteeing future health. We really hope to establish cooperation with your company, Mr / Ms, for your attention and good cooperation we thank you.

Best regards,

Ika Sentosa

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  Sample official application letter

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Al Ihya Ulumuddin
Wood Farm, No. 22 Jakarta
Tel. 0218478887
________________________________

Jakarta, 21 January 2019
Muharram 1441 H

Number: 768/RE/YJM/DFG-IK-LOJMIO/XI/19
Subject: Application
Attachments: 1 Proposal

Dear
PT. Suroco Jaya Abadi
In place

Asalamualaikum wr.wb

In connection with the existence of a religious seminar held at the Al Ihya Ulumuddin Islamic boarding school, Jakarta, which was held on:

Day/date: Saturday, 11 February 2019
time: 07.30 s / d finish
Venue: Al Ihya Ulumuddin Islamic Boarding School Hall

For this we represent representatives of Islamic boarding schools for financial assistance for religious seminars which are held once a year. As a consideration, we attach a proposal file regarding the seminar to be conducted.

Thus the letter of application from us, we thank you for your participation.

Guardian of Islamic Boarding School

Mohammad Noor Alam

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  Sample Commercial Service Letter

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PT. Fastana Buana Putra
Jl. General Sutoyo Km. 4 Palembang 30195
tel. 0711 333768 Fax. 0711 336789

Number: 003/PTWST/60/VIII/2018
Subject: Notification of Financial Statements
Attachment: -

Dear
All employees
PT. Fastana Buana Putra
In place

Yours faithfully,
In order to improve the management of PT. Fastana Buana Putra will record and submit reports to all employees and staff so that all income and expenses regarding employee salaries can be seen transparently. Therefore it is expected that his presence in the discussion of the report on:

Wednesday
Date: September 12, 2018
Time: 13.00 – finished
Place: Hall of PT. Fastana Buana Putra

Thus we convey this notification letter, for your attention, we thank you and hope to make the best use of your holiday time.

Palembang, 8 September 2018

Main Director of PT. Fastana Buana Putra

Sukanto Tanoto

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  Sample official travel letter

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SURAKARTA CITY GOVERNMENT
SERVICE OF CLEANLINESS AND PARK
JL. Minister Supeno No. 346
Tel.(0271)879876 Fax.(0271)8798675
SURAKARTA
——————————————————————-
OFFICIAL TRAVEL DOCUMENTS
Number: 89/DKP/II/2016

In the context of our cooperation between our agency and your agency's office, we hereby assign the following assignments:

Name: Annisa Prameswari
Position: Head of Cleaning Department
Address: JL. Mnteri Supeno No. 346 Surakarta

The official trip is carried out with the following conditions:

Departure: March 25, 2016
Vehicles: Planes and cars
Requirement: Research on organic and inorganic waste management and the impact on field workers

All expenses for business travel, consumption and accommodation are the responsibility of our institution, in accordance with applicable regulations.

Thus, we hope that you carry out this official travel assignment as well as possible.

Surakarta, 20 March 2016

Drs. Ridwan Gunhasta, MM

NIP. 19610220 199101 1 003

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  Sample letter of call for work

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PT. Ikhsan Rise
Jln. Meuligoe No. 100 Tel (0651) 545657
Banda Aceh

Summons work

Number: 151/PT. DA/SPK/VIII/2015
Subject: Call of Work
Attachment: -

Based on the results of the Written Test and Interview which were held on Wednesday, June 22, 2016, we, from PT. Ikhsan Bangkit intends to give a job summons to:

Name: Abdul Rahman
Male gender
Address: Meunasah Baro Village, Kec. Jaya Aceh Besar

Those concerned are expected to be able to start working actively starting from July 11, 2016.

Thus this work summons was made. And for your attention and cooperation we thank you.
Sample Certificate

Banda Aceh, 27 June 2016
Made by

Mariama, A. Md
Officer Staff

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