In general, letters are convenient and necessary when communicating. Letters effectively express your purpose in a more formal manner than that of a face-to-face conversation. You may think that there is no point to writing letters anymore since you can just call or email your recipient, but letters provide an easy presentation of the topics, even complex ones. Aside from that, they are easier to record and preserve unlike a phone call or a personal conversation. With this in mind, you may now understand why written communication is still prevalent in business and formal settings.
However, letters are not only limited to cover letters, complaint letters, sales letters, and so on. You can also write letter to issue a statement regarding important matters. When you hear a high-profile individual or a government office or official “release a statement,” you immediately think that the person or office issuing the statement addresses a specific issue or topic. On the other hand, a statement letter works the same way; it addresses an issue or subject directly, but it follows the format of a letter.
Statement letters, often referred to as information letters or letters of transmittal, are letters that convey information about a change in policy or procedure. This is quite commonly written by managers, supervisors, or any executive officials of the company or organization to address changes within the company or organization or any other matters that concerns the company as a whole. These letters also have a matter-of-fact tone in them, meaning they usually don’t merit discussion or debate. Regardless of that, it is still important because it keeps everyone in the loop of what is currently happening.
As mentioned earlier, a statement letter is often used to convey official messages, meaning it conveys the decision or take on an issue of the executives. It is usually distributed within the company and its branches, if applicable. Aside from that, what are the other purposes of a statement letter? Listed below are the purpose of a statement letter:
A statement letter is considered a formal business letter, therefore, it should follow the standard format of a formal or business letter. In case you have forgotten how to do it, here is an easy guide in writing an official statement letter:
Since this is a letter, it is very necessary to indicate your information as the sender. Although a return address is quite common for letters, it is easier for the reader to read your contact information since it is conveniently placed at the topmost part of the letter. Your letterhead must contain company contact information such as building/physical address, email address, telephone number, etc. It is also quite common for the letterhead to include the company logo.
In a formal letter structure or format, it is extremely necessary to include the contact information of your receiver. This part of the letter is also known as the inside address. It contains the name (if there is a specific receiver), address, and other relevant contact information such as email address and telephone number. However, if it is only intended for internal circulation, it is not necessary to include an inside address since you can immediately mention who the letter is for instead of an inside address or in the salutation.
The body of your letter should consist of at least three parts: introduction, detailed supporting paragraph/s, and conclusion.
The closing of your letter consists of the complimentary close like Sincerely, Respectfully, Truly Yours, etc. After the complementary close, a signature line should be indicated. The signature line should include the name of the signing authority along with the designation or position in the company or organization. Remember that affixing the signature is very necessary as it affirms the legitimacy of the letter.
As you may know by now, written communication is still prevalent most especially in the corporate world. Although there is a fast-paced advancement in technology, written communication is still very much preferred. However, there are people who have completely gone digital and have avoided writing letters. But why? To understand it more, here are the advantages and disadvantages of written communication:
Just like any letter writing tasks, you need to be able to clearly and directly convey your message. Listed below are some useful tips you can use as a guide in writing an official statement letter:
We hope that you find this guide informative and useful; the given examples are for your inspiration and usage.