How to Write an Official Letter in India
The anatomy of a proper Indian official letter — from sender block to endorsement — and what each field in Swalekhani Studio means.
1. The sender block and header
Every official letter opens with the issuing office's identity: organisation name, department, address, phone, and email. In government correspondence this header is bilingual (Hindi above English) and carries the institutional emblem. In Swalekhani Studio, the header fields (e1, e2, ofc, ph, em) control exactly this block — fill them once per template and every new letter inherits a consistent identity.
2. File number and dispatch date
The file number (पत्रांक / fno) is the letter's unique identity in the office record system, typically in the form [Subject Code]-[Serial]/[Year]-[Section] (e.g. File No. 17-02/2026-Estt.). It sits top-left; the dispatch date and station sit top-right. Never reuse a file number, and never backdate — both are audit red flags. Swalekhani's fno field is free text so it accepts any departmental scheme.
3. Recipient, subject, and reference
Address the recipient by designation, not just name — designations survive transfers, names don't. The subject line is a one-line summary in bold or underlined capitals, ending with an em dash and “Regarding.” If the letter responds to earlier correspondence, cite it in a reference (Ref:) line directly below the subject. This single habit resolves half of all inter-office confusion.
4. Numbered paragraphs
The body of an Indian official letter is written in sequentially numbered paragraphs, each making exactly one point: context, facts, the ask, and the deadline. Open with “Sir/Madam,” on its own line. Keep sentences short and verbs active — administrative English values precision over flourish. Use the Studio's numbered-paragraph button to keep the sequence intact while editing.
5. Sign-off, endorsement, and copy-to
Close with “Yours faithfully” (भवदीय), followed by the signatory's name and designation — never a bare signature. If subordinate offices must act on the letter, add an endorsement (पृष्ठांकन) below the signature: “Copy forwarded for information and necessary action to:” followed by a numbered list. The copy-to list is not courtesy — it creates the accountability trail, so include every office expected to act, and no one else.