Official Correspondence

Official correspondence bears the stamp of great responsibility which may be easily understood. This responsibility pertains to the fact that an official letter may travel to any authority up and down the ladder of bureaucracy and that action may be taken on the same at the lowest and highest levels. Apart from the fact that an official correspondence has to observe all the etiquette of address and approach, it has also to be careful about the contents, accusations, stress, avowals, admissions and so on and so forth. When a correspondence is issued officially, the originating source should be prepared for actions taken on it, either favourable or unfavourable, backed even by the ultimate authority, if the requirement be such.

Clarity and brevity are the necessary ingredients of official correspondence. Paragraphs must be devoted to single points mainly, or at best to allied matters. The beginning and the end must be pleasing and should show politeness and form. Economy of words is to be observed, though a certain form of ornamentation at times may be necessary. Jt has to be remembered that each word in an official letter carries much weight and may be variously interpret­ed. The writer, therefore, should be careful about the possible significances of words and expressions used in the communication.

Disputes and disagreements are thus the by­products of an official correspondence and the issu­ing source has to take care of all the pros and, cons before the communication is despatched. Quickness and pointedness are the virtues usually associated with official correspondence. Haste in reply should be abjured, or corrections or amendments may have to follow simultaneously. Clearness of vision and the spirit of reconciliation, of give-and-take, are the ancillaries that help to solve the matter, and give the needed solution more readily.

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