Official Letters

&
Demi-Official Letters
 Official Letters
• Any letter exchanges between organizations
for information, order, requests, etc, are
known as official letter.
• They are saved in proper files for keeping
records.
• Official letters are also known as FORMAL
Letters.
Eg:
AICTE sending letters to engineering institutes about rules
and regulations of examination.
 Different examples of Formal letters
§ Recruitment letter sent by an organization
§ Letters generating information-exchange: like
RTI; short reports.
§ Letters written by common people to
newspaper editors.
§ Letters written to authorities like police,
ministers, Directors, principals, HODs, etc.
 Features of Official Letter
1. Serious in tone: Official letters are serious
documents. So, they are written in a matter-
of-fact manner. Follow 7 C’s of
communication to write official letter.

2. Audience is specific: The reader of an official

letter already knows the technical terms used
in the letter. He/she has knowledge of the
field.
 Features of Official Letter
3. Written in Format: Official letters follow the a
specific format. Block format is the most used
format currently. Other formats are used in
specific occasions.
1. Purpose: Provide information; Pass orders;
Protest; report grievances; etc. Other
functions are: congratulate or appreciate;
express support; etc.
 Difference between
OFFICIAL & Business letter
Official letter
1. Tone—serious.
2. Target is to pass information
only. No extra effort for
emotional connect.
3. Uses heavy vocabulary and
technical terms. Audience is
expected to know their
meaning.
4. Short in length.
Business Letter
1. Tone—friendly.
2. Target is to build an
emotional connection with
the customer.
3. Uses easy vocabulary.
4. Could be lengthy. Appealing
to the customer requires
multiple sentences.
 Sample Official Letter

Write a letter to the editor,

complaining about construction-
work in your area, that is causing
problems
 Types of official letter

Official Letter Types

Governmental Letter from

Letters General Public to
Authorities

Demi-Official Letters
 Demi-Official Letter
• It is written between two people within the same
organization, who has good personal terms.
• The purpose is to use personal terms to make
progress in a certain project.

• Demi-official letters can also be exchanged

between members of two different organizations.
• The purpose is to congratulate, support, or
protest.
 Features of Demi-Official Letter
• Tone is more emotional than former letters.
• It is opened only by the person addressed, and
no one else.
• The two people should not be very different in
hierarchy. The difference, at max, should be 2
levels.
Eg: a demi-official letter may happen between
Teacher and Principal, but not between
students and Principal.
 Sample DO letter
• A letter between Two Secretaries: One from
Planning Commission, another from MHRD.

• Topic: Opinion asked about a new programme

the Planning Commission is going to launch.