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Even if at first glance we could confuse a letter with an office, and vice versa, the truth is that there are differences between the two, namely: the letter is an unofficial communication that one person directs to another, even with an informal character. The office is an official communication, usually within an entity, or between entities. The letter is printed on letter-sized paper, and the official office-sized paper (although lately it does not always happen that way).
Example of an office
The offices, in principle were only exclusive of government entities, officials, ministries, etc. However, private companies also issue trades that, as indicated above, are communications of an official nature and, the better, they must have special treatment, as follows:
- Go on letterhead, or letterhead
- Carry a documentary and / or file coding
- Contain place and date
- Name of the entity or person to whom it is addressed
- Subject of the trade
- Reference (optional, as it does not always carry)
- Annexes (in case you bring them)
- With copy to (usually File)
- Writing abbreviations
According to this, our office would look something like this:
(This is just an example, and the arrangement of the elements may vary, especially on the letterhead).
But let’s make some additional clarifications: Letterhead: You can have both head and foot (being not normal that both). In the example image it has no foot. On the letterhead, most of the data considered relevant are recorded: Logo, name and / or motto of the company, telephone, fax, web, e-mail, tax identification number, etc.
Likewise, each unit will have more or less the same letterhead, but each can be differentiated by mentioning the unit to which it belongs. You could even change the letterhead. An example of this is the official communications of a country. Thus, they carry the country’s logo and name. For example: Republic of Colombia. But the letterhead varies from ministry to ministry.
In the case of the example, we see the entity and the dependency (State Executive Committee), but it does not carry any codification. Usually this coding is based on the documentary retention Table of the entity. For this job, it could be something like this:
Where we have: Documentary background, dependence, series, subseries, year and office as such.
Likewise, the office must include the initials of the editor (First name and first surname in the case of a woman, and first surname and first name, in case of name.) This information is recorded after the signature and before the annexes and copy a (if any) Example: DP, EF.
June 20, 2019