Format of work contact letter

Format:

Classification of letters, letters can be classified from different perspectives:

(1) According to their nature, they can be divided into official letters and informal letters. Official letters are used for formal official business transactions between agencies and units; informal letters are used for handling daily routine work. The memorandum is not a formal document, and there are no requirements for the format of the document. It does not even need a title or a document number. It only needs to be filled with the name of the agency, the time of writing and the official seal at the end.

(2) According to the purpose of publishing the article. Letters can be divided into two types: sending letters and reply letters. A letter is a letter issued on the initiative to propose a business matter. A reply letter is a letter sent in reply to the other party.

(3) In addition, in terms of content and purpose, it can also be divided into letters for negotiation, letters for notification, letters for reminders, letters for invitations, letters for requests for instructions and replies, letters for transfer, letters for reminders, and reports. Send materials, etc.

Letter format: Since there are many types of letters, there is a certain degree of flexibility from the production format to the content presentation. Mainly introduces the structure, content and writing method of normative official letters. The official letter consists of three parts: header, body and tail. The format, content and writing requirements of each part are as follows:

(1) Part 1. It mainly includes two items: title and main delivery mechanism.

1. Title. There are generally two forms of titles for official letters. One is composed of the name of the issuing agency, the subject matter and the language type. The other is composed of subject matter and language type.

2. The main delivery mechanism. That is, the agency unit that receives the letter and handles the matter of the letter should write its full name or standardized abbreviation in the top box of the letter, followed by a colon.

(2) Text. Its structure generally consists of a beginning, a main body, an end, and a conclusion.

1. The beginning. Mainly explain the reason for sending the letter. It is generally required to briefly explain the purpose, basis, reasons, etc. of the letter, and then use transitional words such as "The relevant issues are now explained as follows:" or "The relevant matters are now replied as follows:" to the following. The reason part of the reply letter usually first cites the title of the communication and the issue number, and then provides the basis to explain the reason for the issue.

2. Subject. This is the core content of the letter, which mainly explains the matters addressed to the letter. The content of the matter part of the letter should be simple, one matter per letter, and the writing should state the matter directly. Whether you are negotiating work, asking and answering questions, or requesting approval from relevant authorities, you must use concise and appropriate language to clearly describe the issues and opinions that need to be told to the other party. If it is a reply letter, you should also pay attention to the pertinence and clarity of the reply matters.

(3) Ending. Generally use polite language to express your wishes to the other party. Or ask the other party to help solve a certain problem, or ask the other party to reply in a timely manner, or ask the other party to provide opinions or seek approval from the competent authority, etc.

(4) Conclusion. Usually, you should choose to use different closing words according to the matters of inquiry, notification, business or reply. Such as "I hereby write to inquire (business)", "Please reply immediately", "I hereby write to inform you", "I hereby write to reply", etc. Some letters do not need a closing sentence. If it is a note, you can use "Sincerely" and "Salute" just like an ordinary letter.

(5) Final signature. Generally, it includes signature and writing time. ?The name of the signing agency shall be stated, and the year, month and day of writing shall be indicated; and the official seal shall be affixed.

Things to note when writing a letter:

When writing a letter, you must first pay attention to the conciseness and clarity of the writing and the appropriateness of the wording. Regardless of whether it is a parallel organization or an unrelated writing, the tone must be calm and courteous, and do not rely on power to overwhelm or force others, nor do you need to be flattering or polite. As for the reply letter, you should pay attention to the pertinence of the writing and the clarity of the reply. ?Secondly, letters also have timeliness issues, especially replies should be prompt and timely. Like other official documents, handle correspondence in a timely manner to ensure the normal progress of official business and other activities.