1. Introduction
In our daily lives, writing letters remains a common activity. While email has largely replaced this practice, the fundamental aspects of letter writing persist; only the medium has evolved.
A standard letter comprises three main components: an opening, a body, and a closing. While both types of letters can be official, personal official letters are more individualized, albeit still formal, whereas institutional letters convey an organisation’s authority in official communications. The primary differences between personal and institutional official letters lie in their purpose, format, and language usage.
2. Personal Official Letters
The sender of a personal official letter is an individual writing on their behalf to someone in a position of authority or to an institution. The purpose of sending such a letter is formal, but it retains a personal touch. The structure of an individual official letter is similar to an institutional official letter. The main difference is that personal official letters do not use letterhead. Nevertheless, they still include the date and the recipient’s address. This is followed by the opening, body, closing, and the sender’s signature. The language is formal and polite, but it can be more flexible and relaxed.
The functions of a personal official letter include:
a) Submitting applications for scholarships, leaves of absence, or recommendations. Examples:
- Letters from parents to teachers regarding a student’s illness, requests for absence from school, requests for permission to participate in extracurricular activities, and requests for academic information about students.
- Letters of request from residents to the Residents’ Association Head for organizing activities in a resident’s home.
- Letters of recommendation from individuals in positions of authority.
b) Filing complaints. Examples:
- Letters of complaints from residents to the Residents’ Association regarding issues in the community.
- Letters of complaints regarding public services to institutions such as the Electric Company, Water Company, hospitals, schools, etc.
c) Submitting job applications.
- Letters of application to fill a job vacancy corresponding to one’s skills.
d) Extending greetings or invitations.
- Letters conveying congratulations or condolences.
The structure of a personal official letter:
- Date and recipient’s details
- Salutation
- Opening paragraph (explaining the letter’s purpose)
- Main body (details of the letter’s purpose)
- Closing (expectations and expressions of gratitude)
- Signature or printed name
Letter of Request for Leave of Absence
A letter from a student’s parent to the form tutor is classified as a personal official letter. This letter is written by a parent on their behalf for personal reasons. The letter is formal because it is addressed to someone holding the position of form tutor. Consequently, the letter must be written in formal or semi-formal language, though it is not as strict as in institutional official letters.
Example # 1: Personal Official Letter from a Parent to a Form Tutor
Invitation Letter
An invitation letter can be a personal official letter. Examples include weddings, birthdays, reunion invitations, etc. Wedding invitations are often adorned with quotations from holy scripture, depending on the sender’s religion, accompanied by illustrations appropriate to the theme.
Job Application Letter
A job application letter is a personal official letter from an individual to the head of a company or institution. This letter includes a curriculum vitae and other essential documents to convince the company.
Example # 3: Personal Official Job Application Letter
Letter of Recommendation
A letter of request for a recommendation from a student to their lecturer is considered a personal official letter because the student individually requests a recommendation from the lecturer. Similarly, a letter of recommendation from a lecturer as an individual for their student is also classified as a personal official letter, as the lecturer provides a personal assessment of the student. The letter of recommendation is formal because the lecturer recommends the student to a specific institution. However, suppose the letter of recommendation is issued on behalf of the institution (for example, using the university’s letterhead and the signature of an official, such as the dean), in that case, the letter becomes an institutional official letter.
Example # 4A: Personal Letter of Recommendation (From Lecturer to Institution)
This is a personal official letter because it is written on behalf of an individual (the lecturer), even though the lecturer is an academic.
Example 4B: Another Version of a Personal Letter of Recommendation (From Lecturer to Institution)
Example # 5: Institutional Official Letter of Recommendation
This is an institutional official letter because it is written on behalf of an institution/organization, as indicated by using a letterhead and reference number, and it represents an institution.
Key Differences Between Personal and Institutional Official Letters of Recommendation
3. Institutional Official Letters
The sender of an institutional official letter is an organization, government department, or official institution (either governmental or private). The letter is used for administrative or inter-institutional communication, such as meeting invitations, decrees, proposals, or official announcements. The structure of an institutional official letter is more rigid. It includes an institutional letterhead, a reference number, the subject line, and enclosures (if any). This is followed by an authorized official’s opening, body, closing, and signature. The language used is formal and more rigid to maintain the credibility and consistency of the sending institution. Institutional official letters avoid ambiguous terms (those with dual meanings) to eliminate the possibility of misinterpretation.
Types of Institutional Official Letters:
a) Decrees from institutions such as ministries, universities, or offices
b) Official meeting invitations
c) Letters of assignment
d) Notifications from government bodies or companies
Structure of an Institutional Official Letter:
a) Letterhead (name and address of the institution, logo, and contact details)
b) Reference number, enclosures, and subject line
c) Date of the letter
d) Recipient’s address
e) Salutation
f) Body of the letter (introduction, main content, closing)
g) Signature, printed name, and sender’s position
h) Carbon copy/file/copy for records (if necessary)
Institutional Official Letter: Meeting Invitation
Example # 6: Institutional Official Meeting Invitation Letters A and B
Example # 2: Personal Official Invitation Letter
4. Transition from Personal Official Letter to Institutional Official Letter
The two types of letters, personal and institutional official letters, can be reciprocated with a change in style and format. For example, a personal official letter can be answered by an institutional official letter. The initial part of this article presented examples of two types of recommendation letters: individual and institutional. The following section will elaborate on the differences between personal and institutional official letters in correspondence, including changes in the language register used in these letters.
Personal and Institutional Official Letters for Official Travel
A personal official letter is a request for permission to be absent from the office for several days for official travel from a subordinate to a superior. As an individual, the employee requests permission for official travel from their superior, a person holding a specific position. The language must be formal, even more so than the one used in a letter from a parent to a form tutor. The tone must be polite. The pronouns used are personal pronouns, such as “I”. The superior will reply with an institutional official letter sent by the institution to another party for organizational purposes. The language used is very formal and standard. The word used as a pronoun is the name of the institution or organization, not the name of an individual. The tone used is more official and instructive.
Example # 7: Personal Official Letter of Request for Official Travel
Example # 8: Official Letter of Intention for External Service for Employees
Differences
Personal and Institutional Official Letters for Decrees
The following is a comparison between personal and institutional official letters. A superior sends both letters. Before issuing a decree, the superior will send a personal official letter inquiring about the willingness of an individual or several individuals to undertake a specific task. The response from the individual concerned is also a personal official letter. Once an agreement has been reached, the superior will issue an institutional official letter as an Assignment Decree. In a personal official letter, the superior asks about an individual’s willingness to accept a position or assignment. The assignment has been agreed upon in an institutional official letter and is formalized in an Assignment Decree from the company. Note the difference in language usage in the two letters.
Example # 9: Personal Official Letter for Assignment Approval
Example # 10 Official Agency Letter in the form of an Assignment Decision Letter
Key Differences
5. Differences in Word Choice in Personal and Official Letters
Differences in word choice are characteristic features that distinguish between personal and institutional official letters. This difference arises because, in individual letters, the language is more subjective, flexible, and based on the closeness of the relationship and personal experiences between senders. In contrast, the language is more formal, neutral, and standardied in institutional letters according to institutional norms. In official letter writing, word choice is crucial to ensure compliance with applicable linguistic rules. Frequently, letter writers or parents are unaware of the distinction between formal and non-formal language. In official correspondence, such as letters of permission or requests to schools, the language used strongly reflects the sender’s style due to its subjective nature. Conversely, in official institutional letters, sentences are often copied and pasted from one letter to another, so the logical flow of the language does not resonate with the reader. The language becomes very mechanical. The use of formal words demonstrates politeness and respect for the recipient of the letter. By understanding these differences, writers or letter drafters can compose letters more in line with the rules and nuances of formal Indonesian.
Differences in word choice:
Examples of Usage in Official Letters:
✖ “I just want to submit a request for my child’s leave of absence.”
✔ “I only wish to submit a request for my child’s leave of absence.”
✖ “My child can attend school after 1 p.m.”
✔ “My child can attend school after 13.00 hours.”
✖ “We can elaborate further on…”
✔ “We can expand further on…”
Differences Between Formal and Non-Formal Words in Official Letters
Here are some examples of word differences that should be noted:
6. Closing
This concludes the discussion on personal and institutional official letters. This brief explanation will give readers insights into letter writing and enhance their writing skills.
