Official Correspondence Rules

Official Correspondence Environment

• Mandatory State
• State of Emergency

Number of Copies

• Number of Copies in Physical Environment
• Number of Copies in Electronic Environment

Formal Features of the Document

Font and Letter Size

Writing area

Number

• Creating Document Number
• Giving Numbers to Documents in Mandatory or Extraordinary Situations

History

Subject

Interlocutor

• Interlocutor being an Administrator
• Interlocutor being a Legal Entity
• Interlocutor Being a Real Person
• Common Mistakes

Reference

• Writing of the Owner of Reference Document
• Writing the History of the Reference Document
• Writing the Document Number of Reference Document

Text

Use of End of Text Submission/Request

• Indication of Reference Document in Text
• Attachment Display in Text
• Document Prepared in Foreign Language
• Spelling and Grammar Rules in the Text

Signature

• Secure Electronic Signature Creation Tools
• Use of Title in Signature
• Rules to be Followed in Secure Electronic Signature
• Rules Required
• Selection of Signaturies in Correspondence with Presidency
• Use of ‘a.’ in Signatures Section
• Selection of Two or More Authorities in Signaturies
• No Text or Table after Signature

Attachment

Distribution

• Distribution List

Approval

Abbreviated Signature

Coordination

Verification Information

Contact Details

Confidential Documents

Periodic and Personal Correspondence

Page Number

Sending and Receiving the Document in Electronic Media

Sending and Receiving the Document in Physical Environment

Returning the Document

Inappropriately Prepared Documents

Preparing and Editing Guidelines