The official letter consists of three parts: header, body and tail. The format, content and writing requirements of each part are as follows:

(1) The first part

It mainly includes the title and the main content of the submission.

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 genre.

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

(2) The main text

Generally consists of the beginning, the main body, the end, and the 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 it is negotiating work, asking and answering questions, or requesting approval from relevant authorities, etc., 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 hope 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, different closing words should be chosen 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) Closing signature

Generally includes signature and writing time.

The name of the signing agency, the year, month and day of writing, and the official seal.

Extended information:

Attention issues

When writing a letter, you must first pay attention to the simplicity 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. 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.

Baidu Encyclopedia-Letter (official document style)