Aide memoire to crafting formal letter

1. Letter Writing
Element What Why When How Where Who Remarks
Our Reference File/Subject
/Letter reference
Retrieving, filing, Prior to issue From a register Top L/R Corner Secretary Sequential, Working files /
Your reference Optional -
letter/document to
which the letter
refers
Closure of incoming
letters. Assists in filing
of ‘recipient’
Prior to issue From letter/
document being
referred to
Under "Our Ref" Author /
Contracts staff
Corporate style; not useful
for multiple references
Date Day / Month /
Year
Reference / timing of
information,
compliance with any
time constraints
(retrieval with subject)
Date of writing
and signature
Calendar Opposite side to
"Our Ref"
Secretary Predating letters is not
good practice -
notifications are 'on
receipt'. Signing next
working date is allowed.
Our Address Registered address Official /Legal location
of company
Prior to issue From Contract
documents
Right hand side
of Letter,
Secretary
(Comms -
protocol)
Possibly in Header /
footer / logo
Your Address Registered address Official /Legal location
of company
Prior to issue From Contract
documents
Left hand side of
Letter,
Secretary Fax Number if sent by
facsimile
Salutation Dear Sir/Madam Formality / Impersonal --- -- Start of the letter Author Yours faithfully. If Dera
Mr ? use 'sincerely'
Subject / Title The topic of the
letter. .
Ease of future referral /
remembering
Start if title
known. Later
if a 'new' or
initiating letter.
Based on
correspondence
trail for ease of
recoverability.
After salutation. Author /
Contracts
Title should be as 'unique
as possible. If claim/issue
use a Ref Number.
Introduction
Tells the Reader
either:
i) what you are
going to tell
them. OR
ii) introduces
the basis of what
they are going to
be told.
Tells the reader
the reason for
writing and
reference
documents.
Indicates the
nature of
"WHAT" they
will be told.
Reason for writing the
letter.
Approving / rejecting /
reminding / giving
notice / advising
Start of letter.
Single
statement or a
series of bullet
points
addressed in
body of letter
Reference to an
earlier letter;
earlier
addressees
letter; a
meeting;
contract clause;
a tangible thing
rather than a
'general
concern' linked
to the Contract.
--- Author "We refer to your letter X
dated y and are writing to
draw your attention to /
remind you of obligations
under Clause X..; herewith
approve etc.
"We refer to your proposal
x under cover of letter y
dated and note your
assumptions.
Main Body I
Telling the
Reader:
i) what you want
them to know.
ii) item(s) being
addressed
Describe the
situation / the
concern / the
contract
requirements and
any non-
compliance / the
'facts' that are to
be transmitted.
Logical explanation
with reference to the
Contract or other
approved documents or
codes etc.
---- Simple
sentences in a
logical
sequence.
Interim
conclusions
may be arrived
at.
----- Author We have reviewed
document x and it is
approved etc.
Your Cl 12 programme is
rejected because etc.
Main Body II
Further
reasoning /
Counter-point
/argument
Reference to other
supporting
documents.
Auxiliary
argument
presented.
Ensuring issues are not
escalated in isolation to
previous decisions.
"Nipping' issues in the
bud.
Can be a
'Further to our
letter y of y
and your letter
A dated B you
are reminded
of ???'
Paraphrased
sentences from
earlier
correspondence
or contract
clauses or
meetings
---- Author - author
of previous
letter / contracts
May start with "
Notwithstanding the
above" we refer to our
letter..." "we remind you of
..." "For avoidance of
doubt"
Main Body III
–
Reinforce
statement
Introducing a
supporting
argument.
Reinforcing one's
position.
After main
Body I or II.
Reference to
other
documents
---- Author /
Contracts
May start "Furthermore"
Conclusion
Tells the reader
what you've said
& what needs to
be done
Summary of what
has been stated (if
required).
So that the Reader has
no doubt as to what is
the action / non-
compliance / departure
from spec / delay etc
At the end of
the letter
In bullet point
form if
required.
End of letter.
Not in the body
of the text
Author /
Contracts
"For your necessary
information and action."
MUST BE FOLLOWED
UP IF ACTIONS
REQUIRED
Signature
.
Authorised person
to sign (or ‘pp’ if
allowed)
Demonstrates letter is
issued formally and
officially
Prior to issue
after review.
Ink or electronic
depending on
contract/protoco
ls
In signature
‘block’
Authorised
Person
If ‘pp’ per procurationem
means 'through the agency
of'
Name /
Appointment
Title
As per contract Signature may not be
readable
---- ---- Under signature Secretary
Attachments If referenced Clarity With letter Physically With letter Author/Secretar
y
Carbon Copy Other recipients So others are ‘in the
loop’-sharing
---- Separate letters
required to ‘cc’s
---- Protocol / or
author /
Signatory
Address of CC required.
Blind Carbon
copy
Recipients known
to sender only
Confidentiality. On ‘file copy’
not issued
copies
On ‘file copy’
not issued copies
Author /
Signatory