Letters are applicable to the consultation work, asking and answering questions, asking for approval and answering examination and approval matters between organs without affiliation.

Letters are widely used and frequently used, which can be described as "light weapons" in official documents. Specifically, the use of letters mainly includes four aspects:

1. Official exchanges between organs at the same level or units not affiliated with organs.

2. Request the competent business department without affiliation to approve relevant matters.

3. Reply from the competent department of business to the matters that have no affiliation.

4. Contact between government agencies and individuals, such as replying to letters from the masses.

Second, the characteristics of the letter

1. Widely used. The use of letters is not limited by grade or unit size. The units that send and receive letters are connected with each other as equals. Letters are widely used from the State Council to grass-roots organizations, enterprises, institutions and social groups.

2. Writing is multi-directional. Letters can go up and down, but most of them are parallel.

3. Modesty of language. No matter what kind of letter, the language should be humble and respectful, and strive to get more understanding and support from the other party. Letters are official documents that pay the most attention to the use of classical Chinese vocabulary. Letters are the most literary language in official documents.

Third, the types of letters.

1. negotiation letter, that is, a letter between non-affiliated institutions to discuss work and contact related matters, such as personnel negotiation, study tour and contact, etc.

2 letters of inquiry and reply, that is, letters of mutual inquiry and reply on specific issues between organs that are not affiliated with each other. Inquiry letter and reply letter can actually be divided into "inquiry letter" and "reply letter". Some unclear questions are raised to relevant organs and departments, and the questions raised by organs and departments are explained by inquiry letters and answered by reply letters. Most inquiry letters and reply letters involve questions rather than specific work.

3. ratification. That is, the request and approval of the examination and approval matters between non-subordinate organs. In fact, the approval letter can be divided into "approval letter" and "approval letter". The approval letter is used to ask the non-affiliated departments for approval, and the approval letter is used to reply to the non-affiliated organs and units.

4. Notification letter, that is, a letter informing non-affiliated institutions of relevant matters.

The above is the classification of letters according to their contents and uses. If classified according to text format, letters can be divided into formal letters and informal letters. If classified according to the writing direction, letters can be divided into outgoing letters and reply letters.

Fourth, the structure and writing of letters.

(1) title

The title of a letter generally consists of the issuing authority, reason and language, and sometimes it can only consist of reason and language.

(2) Text

1. Go. The reason, background and basis of writing.

Generally speaking, the beginning or explanation of the letter is based on the spirit of the relevant instructions of the superiors, or briefly describes the actual needs, doubts and difficulties of the region and the unit.

At the beginning of the reply, the title and document number of the other party's communication will be quoted, and some replies will briefly describe the theme of the letter, which is basically the same as the writing of the reply. Then, some replies lead to the main issues, that is, reply opinions, in the following language.

2. theme. Write down the matters that need to be discussed, asked, answered, contacted, asked or answered for approval and notification.

Letters, letters and replies are generally simple and can be combined with writing reasons. Matters that are more complicated shall be written separately.

13. Conclusion. Different types of letters have different conclusions. If you just tell the other party about it and there is no reply from the other party, the conclusion is usually "I hereby inform you" and "I hereby send a letter". If you ask the other party to reply, use the words "I hope to reply" and "I hope to reply immediately". Please indicate "please approve" and "hope to help" in the letter.

Fifth, pay attention to the problem.

1. Pay attention to the difference between approval and asking for instructions. Ask for instructions from the superior if there is affiliation, and ask for instructions from the competent business department if there is no affiliation, and use approval. The competent department replies to the matters requested for approval with an approval letter.

2. Cut to the chase and get to the point. Whether writing or replying, don't beat around the bush and avoid empty words, cliches and vague comments.

3. One article and one letter are concise and clear.

4. Language should be standardized and appropriate, and reflect the language characteristics of letters. When sending a letter, you should use peaceful, polite and sincere language, be respectful and humble to the competent department, be peaceful to subordinate units, and be friendly to parallel units and units without affiliation. Avoid using blunt and imperative language. When replying, the attitude should be clear, and the language should be accurate to avoid ambiguity and uncertainty.

Letter on entrusting foreign-related secretarial personnel to train on their behalf through consultation

It is reported that the newly hired secretary of our group company lacks the professional knowledge of foreign secretaries, and the professional quality needs to be improved urgently. It is reported that your college will hold a foreign secretary training class in September this year, systematically teaching foreign secretary business, public relations etiquette, practical official document writing and other courses. This training program provides a rare on-the-job training opportunity for the newly recruited foreign secretaries in our group company. In order to improve the professional quality of foreign secretaries in our group company as soon as possible, we plan to send 8 in-service secretaries to study with this class and entrust your institute to handle it on their behalf.

With your permission, I hope to hear from you.