Mastering Administrative Documents: Templates and Best Practices

Posted on Mar 15, 2025 in Early Childhood Education Teacher (Teaching Degree)

Administrative Documents: Best Practices and Examples

Administrative documents are written when the issuer or recipient is a person responsible for administering a public entity (government, council, institute).

General Characteristics

  • Clear Structure: The structure must visually separate different parts of the document, each with its own format.
  • Standard Registration: Aim for linguistic correctness, characterized by a medium degree of formality, or medium-high in certain documents.
  • Clarity and Conciseness: Information must be strictly necessary, expressing ideas clearly and concisely.
  • Treatment of Recipient: Address the receiver as Sir or Madam, using you (formal).
  • Neutral and Respectful Tone: Maintain a neutral and respectful tone, appropriate for the recipient’s position.
  • Presentation: Use A4 paper, framed with a margin of about 2cm, and a font size of 10 or 12 points.

Usual Formulas in Administrative Language

  • Formulas of Greeting and Treatment: Sir/Madam, Ladies and Gentlemen.
  • Introductory Formulas:
    • The reason for this letter is to request/inform/communicate that…
    • I am writing to communicate/inform you…
    • In response to your letter…
    • We acknowledge that…
    • We have received your letter of…
    • Referring to your letter dated…
  • Formulas of Gratitude:
    • Thank you for…
    • We express our gratitude…
    • Thank you very much…
  • Formulas of Apology:
    • We regret that…
    • We present our apologies for…
  • Formulas of Conclusion:
    • Therefore, we ask/request…
    • We hope that we can respond quickly.
    • If you require more information, we are at your disposal.
    • We greatly appreciate your interest.
    • Thank you in advance.
  • Formulas of Farewell: Sincerely, receive a greeting…

The Instance (Formal Request)

An instance is a written request from a citizen to the responsible person of a public body.

Details of the Person Making the Instance:

Ariadne Now Catalan, born in Lleida on May 10, 1994, student, ID number 62626326A, residing at C/ Lluis Companys, No. 15, 3rd 1st (CP 25005), Lleida, telephone 973 234 562.

Statement of Facts:

Expose:

  1. Upon registration for 1st grade, I chose the Humanities and Social Sciences Baccalaureate, selecting the following subjects: Greek, Latin, Literature, and Applied Mathematics to Social Sciences.
  2. After the course began, I realized that my interests are more aligned with scientific studies, specifically towards the health sciences.

Linking Formula:

Therefore,

Specification of What is Requested:

Requests:

That I may change my registration and switch groups to take the high school science subjects, specifically: Psychology and Sociology, Earth Science, and Biology.

Courtesy Formula:

Something that I hope to obtain.

Location and Date:

Lleida, March 5, 2010

Signature

Recipient (Office):

Mr. Director of LIES Josep Lladonosa, Lleida

The Letter

A letter is a written communication of variable content, therefore, it can address many different issues: information request, a written answer that has been received, lodging a complaint, making a proposal, showing gratitude, an invitation, etc.

Intended Recipient:

Mr. Àngel Ros, Mayor of the City Council, Pl. Paeria No. 1

Salutation:

Dear Sir,

Body of Letter (Distributed in Paragraphs):

On behalf of the students and professor of Joseph Lladonosa LIES, I am pleased to inform you that on June 14th, we will celebrate a special event dedicated to technology and science. The day will consist of several expositions (experiments, new technology, etc.) and various events through which we will inform families and the public about a series of activities conducted throughout the course.

It would be a pleasure for us if many council representatives of the population attended, especially with your speech as mayor at the closing event, which will take place in the center at the aula at 5 pm.

With the hope that you accept the invitation, we ask that you contact us as soon as possible to discuss the details.

Farewell Formula:

Receive a cordial welcome.

Signature

Name and Title of the Issuer:

Xavier Solé and Montal, Director of Joseph Lladonosa LIES

Location and Date:

Lleida, May 5, 2010