In professional settings, it's common for correspondence to be drafted or sent on behalf of another person. This is where the role of a secretary becomes invaluable. However, ensuring transparency and acknowledging the source of the communication is crucial for maintaining trust and a clear chain of command. This article will delve into the various methods and considerations for effectively conveying how to indicate letter written by secretary.
Methods for Indicating a Letter Written by a Secretary
When a letter is drafted by a secretary but intended to be sent under the authority or on behalf of an executive or manager, proper indication is essential. This practice not only acknowledges the secretary's work but also clarifies who the letter officially represents. The importance of clearly indicating a letter written by a secretary lies in maintaining transparency, accountability, and professionalism in all forms of business communication. It avoids any potential confusion about the originator's intent and allows the recipient to understand the context of the message.
There are several common ways to achieve this, each suitable for different levels of formality and relationships. These include:
- Typing the secretary's initials alongside the sender's name.
- Including a specific phrase at the end of the letter.
- Using a pre-printed letterhead that designates an assistant.
Let's explore these methods further:
| Method | Description | When to Use |
|---|---|---|
| Typist's Initials | The sender's name is typed, followed by a slash or colon and the secretary's initials in lowercase. | Formal business letters, when the secretary is a direct assistant to the sender. |
| "Per" or "Dictated By" | A phrase indicating the letter was prepared by someone else, on behalf of the sender. | When the secretary has significant input or is the primary communicator. |
| CC Line | While typically used for carbon copies, it can sometimes subtly indicate the secretary's involvement. | Less direct, often used when the secretary is also handling follow-up. |
How to Indicate Letter Written by Secretary for Routine Inquiries
Dear Mr. Henderson,
This letter is in response to your inquiry regarding the Q3 financial report. Please find the requested documents attached for your review. Should you have any further questions or require additional information, please do not hesitate to contact us.
Sincerely,
Jane Doe
Marketing Manager
jd/lm
How to Indicate Letter Written by Secretary for Appointment Confirmations
Subject: Confirmation of Your Upcoming Meeting
Dear Ms. Garcia,
This email confirms your upcoming meeting with Mr. Robert Smith scheduled for Tuesday, October 26th, at 10:00 AM in Conference Room B. Please arrive a few minutes early to allow for check-in. We look forward to seeing you then.
Best regards,
Robert Smith
CEO
rs/ec
How to Indicate Letter Written by Secretary for Information Requests
Dear Mr. Peterson,
Following up on your request, we are pleased to provide you with the details of our upcoming seminar series. The brochures outlining the dates, topics, and registration process are enclosed. We encourage you to review them at your earliest convenience.
Thank you,
Sarah Chen
Client Relations
sc/ab
How to Indicate Letter Written by Secretary for Follow-Up Communications
Subject: Following Up: Your Recent Order
Dear Ms. Lee,
This is a follow-up regarding your recent order, #12345. Our records indicate that your shipment was processed on October 20th and is currently in transit. You can track your package using the following link: [Tracking Link]. We appreciate your business.
Sincerely,
David Kim
Customer Support Manager
dk/jm
How to Indicate Letter Written by Secretary for Meeting Minutes
Subject: Minutes from the October 25th Project Alpha Meeting
Dear Team,
Attached are the official minutes from our Project Alpha meeting held on October 25th. Please review them for accuracy and provide any corrections or additions by Friday, October 29th. Your prompt attention to this matter is appreciated.
Regards,
Mark Wilson
Project Lead
mw/sk
How to Indicate Letter Written by Secretary for Event Invitations
Dear Esteemed Guest,
You are cordially invited to attend the annual Charity Gala hosted by the Bright Futures Foundation. The event will take place on November 15th at the Grand Ballroom. We have enclosed a formal invitation with further details. We hope you can join us for this special occasion.
Sincerely,
Eleanor Vance
Foundation Director
ev/cl
How to Indicate Letter Written by Secretary for Policy Announcements
Subject: Important Update Regarding Company Travel Policy
Dear Employees,
This communication serves to inform you of an update to our company's travel policy, effective December 1st. Key changes include revised per diem rates and updated reimbursement procedures. A detailed document outlining these changes has been posted on the company intranet. Please familiarize yourself with the new guidelines.
Thank you,
Michael Brown
Human Resources Manager
mb/rw
How to Indicate Letter Written by Secretary for General Correspondence
Dear Mr. Adams,
This letter acknowledges receipt of your recent correspondence dated October 22nd. We are reviewing the information you provided and will be in touch with a substantive response within 5-7 business days. We appreciate your patience.
Sincerely,
Olivia Green
Operations Manager
og/jk
In conclusion, mastering how to indicate letter written by secretary is a fundamental aspect of effective professional communication. By employing clear and consistent methods, you ensure that your correspondence is not only efficient but also transparent, fostering stronger relationships and a more organized work environment. Whether it's through simple initial notations or more explicit phrases, the goal is always to uphold clarity and professionalism.