Letter Writing

Element What Why When How Where Who Remarks

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

Signature Authorised person Demonstrates letter is Prior to issue Ink or electronic In signature Authorised If pp per procurationem
to sign (or pp if issued formally and after review. depending on block Person means 'through the agency
. allowed) officially contract/protoco of'
ls
Name / As per contract Signature may not be ---- ---- Under signature Secretary
Appointment readable
Title
Attachments If referenced Clarity With letter Physically With letter Author/Secretar
y
Carbon Copy Other recipients So others are in the ---- Separate letters ---- Protocol / or Address of CC required.
loop-sharing required to ccs author /
Signatory
Blind Carbon Recipients known Confidentiality. On file copy On file copy Author /
copy to sender only not issued not issued copies Signatory
copies