For any agency, organization or legal entity to use the Official Dispatch many times. It can be a response letter, it can be a proposal letter, a notice letter, etc. So how to draft a complete official letter, according to regulations and full of content? How is the letter presented?
1. What is a sample letter?
Administrative dispatch is a common term used in organizations, units and enterprises. The form of administrative letter and how to write the official letter are specified in Decree 30/2020/ND-CP. Administrative documents can be divided according to the purpose of using the official dispatch, including: Letter of request, Official letter of response, Dispatch of urging, rectification, Dispatch of explanation, Dispatch of refusal, Dispatch of explanation. submit…
The letter has the following main features:
+ Officials are not legal documents according to current regulations, so the order and procedures for issuance will be simple, quick and suitable for cases where important work needs to be resolved. , urgent and need to be done soon.
+ Dispatch can be used without limitation in fields, can be used in economy, culture, law, politics… and it is suitable for many different purposes of each promulgating subject.
The official letter may be issued by individuals if permitted by law, the charter of the enterprise has provisions on the duties and powers of that individual. Thus, the official letter is not limited to the subject of the issue, which can be an agency, organization, business or even an individual.
+ Currently, the law does not have regulations on the statute of limitations for official documents, so when the subjects perform and settle the actual work, the official dispatch will cease to be effective.
+ Dispatch has a distinct feature that is it is not widely applied, disseminated nationwide, in a locality, but only applied to that subject and specific job.
see more: Sample letter requesting confirmation of no tax debt in 2022
2. Sample letter of response:
Download the response letter
SOCIALIST REPUBLIC OF VIETNAM
Independence – Freedom – Happiness
….., day month Year ……….
Dear:…….
Reply to dispatch No. … date … / … / … of ………… on the matter….(4)………….
Note: For this item (4):
+ Indicate the contents of the answers to the issues that other agencies and units or private letters, complaints from individuals, request the agency to handle requests or answer questions.
+ If you do not answer or cannot answer, give a reasonable reason (it may be that there are not enough data to answer questions and requests).
Received this official letter, if there are any unclear points, please suggest… for comments. We are ready to answer further.
Sincerely thank you!
Recipients:
– As above ..(5)……..;
– Save: VT, ..(6)……..
REPRESENTATIVE OF AGENCIES/ORGINATIONS
(Signed and stamped)
see more: Sample letter requesting the latest economic contract extension 2023
3. Sample letter of request:
Download proposal letter
SOCIALIST REPUBLIC OF VIETNAM
Independence – Freedom – Happiness
….., day month Year ……….
Dear:…….
Note: For this item (4):
– Introduction: State the purpose of the problem (according to functions, tasks, announcements, advertisements …… of your agency/organization/Company …… or based on responsibilities and obligations) Mr and Mrs about ………….).
– Content:
+ It is necessary to specify the content of the proposed problem.
+ Suggested time limit for reply (reply).
– End: Hope you ………….; or Mr., Mrs. …… soon let us know.
Thank you very much!
Recipients:
– As above ..(5)……..;
– Save: VT, ..(6)……..
REPRESENTATIVE OF AGENCIES/ORGINATIONS
(Signed and stamped)
see more: What is a dispatch? How to build a standard dispatch layout?
4. Sample dispatch letter urging, correcting and reminding:
Download dispatches urging, correcting and reminding
SOCIALIST REPUBLIC OF VIETNAM
Independence – Freedom – Happiness
….., day month Year ……….
Dear:…….
Note: For this item (4):
– Introduction: Recalling the name of the legal document or the policies and plans implemented (Decisions, Notices, Decrees, Circulars, Laws, Directives, etc.)
– Content:
+ Summary of the implementation situation, advantages, difficulties, advantages, disadvantages, shortcomings that need to be rectified and overcome.
+ New proposed directions, solutions and requirements (if any).
+ New measures applied.
– End: Requesting units, facilities …… to perform (repair) up to now ……
Recipients:
– As above ..(5)……..;
– Save: VT, ..(6)……..
REPRESENTATIVE OF AGENCIES/ORGINATIONS
(Signed and stamped)
see more: Sample letter requesting background check of applicants to the Party (Form 20-KND)
5. Sample letter of explanation:
Download explanatory letter
SOCIALIST REPUBLIC OF VIETNAM
Independence – Freedom – Happiness
….., day month Year ……….
Dear:…….
Note: For this item (4):
– Introduction: State the name of the legal document or the name of the document of the Party Committee level.
– Content:
+ State the main principles in the text.
+ Explain the requirements set forth in the text. To guide the implementation of those chapters and policies.
+ Measures for organization and implementation, the main actors are responsible for mastering and implementing, the subjects are responsible for coordination.
– End: Can analyze the meaning and effects of the text on economic, political and social. State the purpose of undertakings and policies (using persuasive writing to influence the subject of implementation).
Recipients:
– As above ..(5)……..;
– Save: VT, ..(6)……..
REPRESENTATIVE OF AGENCIES/ORGINATIONS
(Signed and stamped)
see more: Sample inquiry letter sent to the latest Tax Department in 2023
6. Sample response letter (Pre-written version as a sample):
SOCIALIST REPUBLIC OF VIETNAM
Independence – Freedom – Happiness
—–***—-
Hanoi, February 4, 2020
Dear:
– Viet Star Real Estate Investment Co., Ltd
– Techcombank
We are the Buyer in the sale contract of apartments C22205 and C22206 at the Project with the trade name D’.Capitale – with the Seller being Viet Star Real Estate Investment Co., Ltd.
We have received Official Letter No. C2.2101-CV-NSV from the investor in response to Official Letter No. 689/CV-DG via email on January 22, 2020 and also received a signed and stamped copy on January 22, 2020. 04/02/2020.
However, the contents of the investor’s replies all evaded the main issues, were not at the heart of the matter, deliberately abdicated responsibilities under the contract and provisions of the law. The above written reply from the investor as if to “answer yes”, has no basis, does not answer any issues related to the issues we presented in Official Letter No. 689/ CV-DG.
Up to now, the investor is still violating the handover obligation! Building C2 in general and two apartments C22205 and C22206 are not eligible for handover according to the provisions of law. The apartments in Building C2 up to now have not been able to make a certificate of home ownership. While apartments at C1, C3, C6 and C7 have been able to make home ownership certificates.
We have sent many times to request the liquidation of the sale contract for two apartments C22205 and C22206 from 2018, 2019. It is now 2020, with a lot of mistakes but the investor still deliberately stretched, do not liquidate and do not honor the terms signed between the two parties! The deliberate delay in liquidation due to breach of this Sale Contract seriously affects our legitimate rights and interests!
Therefore, in this writing, we maintain our opinions and views according to the official letter No. 689/CV-DG sent earlier to the investor:
– Request the investor to respect customers, respect the signed purchase and sale contract, respect and comply with the law. Please proceed to liquidate the two apartment sales contracts C22205 and C22206, refund 100% of the money paid to us to close the case.
– Request the Investor to arrange 01 working session early to carry out procedures for liquidation of 02 sales contracts for 02 apartments C22205 and C22206 because the investor violates the time of handing over the apartment and other violations of the contract. other sales contracts.
We recommend that your company soon thoroughly solve our request, avoid creating a new wave of public opinion that affects the reputation of the investor, the reputation of the projects by the investor has been, is and will proceed.
On behalf of DUONG GIA LAW COMPANY LIMITED
Manager
(Signature, full name, stamp)
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7. The most standard way of drafting official documents:
Above are the common Official Dispatch Forms in administrative procedures in Vietnam. Some notes when drafting the Official Letter are:
(1) Abbreviation of the name of the faculty unit, department, center, and division of the dispatching function.
(2) Extract the main content (theme) of the official dispatch.
(3) Dispatch recipient: If not an individual at an agency, write the name of the agency to be sent.
(4) Dispatch content:
– If the person signing the document is the Deputy Director/Deputy General Director/Deputy Principal, the following accounts shall be recorded:
KT. Director/General Manager/Principal
Deputy Director/Deputy General Director/Deputy Principal
– If the person signing the document is the Head of the Department, write:
TL. Director/General Manager/Principal
DEPARTMENT OF ORGANIZATION – SMALL ADMINISTRATIVE DEPARTMENT
– If the person signing the document is the deputy head of the department, the following accounts shall be recorded:
TL. Director/General Manager/Principal
KT. DEPARTMENT OF ORGANIZATION – SMALL ADMINISTRATIVE DEPARTMENT
DEPUTY DEPARTMENT
(5) If the recipients (to) are high-ranking titles and positions of the State, the recipient’s part should not write “as above” but write those titles and positions directly.
(6) Abbreviation of the name of the editing unit and the number of copies saved (if necessary).
Address of agency or organization; phone number, Telex number, Fax number; email address; Website (if needed).see more :
Sample letter requesting equipment procurement and instructions
8. Notes when composing administrative documents:
The form of the official letter sent to an individual or a group includes full information about the recipient, the sender, a summary of the content of the official dispatch, the content of the official dispatch, etc. In the official dispatch, there are usually 3 parts:
– The beginning of the problem
– Problem solving
– Conclusion of the problem
* How to write the opening of the problem:
This section must clearly state the reason for writing the official letter or the basis for writing the official letter: it is possible to give an overview of the content of the proposed issue, and to clarify the purpose and requirements of the issue raised.
For example: “Based on Contract No.………… signed between Company ………….. and Company …………. nagyf/month/year, on the matter of ………….. According to the content of the agreement in Article………….. however, at present ……………”
* The main content writing to solve the stated problem:
Depending on the type of dispatch topic, you can choose how to write, but you need to:
– Consult the agency leaders on the solution. For example: At the request of the collective of people in ………….. on the issue of ……………, the People’s Committee of the commune/ward asked for the guidance of ………….. on the ……………”
– Arrange which ideas need to be written in the field, which ones need to be written later, to highlight the topic to be solved.
Must use a style suitable for each type of dispatch, with a strong argument for the points given. It is necessary to adhere to the following principles:
+ The written proposal must clearly state the valid reason, the text must be strict, and the request must be made.
+ The official letter to receive criticism whether right or wrong must also be flexible and modest, if necessary to justify it, it must have evidence by objective facts, and a proposal to verify and check through other topics.
+ Disclaimer must use polite words and have encouragement and consolation.
+ The letter of urging must use strict words, stating reasons to stimulate enthusiasm, possibly stating the possibility of consequences if the work is not completed in time.
+ The official letter to visit, in the language must show sincere interest, not perfunctory, cliché.
* How to write the end of the letter:
This section should be written briefly, mainly emphasizing the topic and identifying the responsibility to fulfill the requirements (if any) and note: Write a sincere, polite greeting before closing (maybe a thank you note). Thank you if there is a need to ask them for something).
Dispatch is only used in tools of organizations and businesses, so the content of the official letter only refers to the tool, it is not recommended to use words with personal emotional colors or use official documents to exchange. private affairs between individuals.
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