Are you struggling to figure out how to indicate that a letter has been written by your secretary? It can be a little tricky, but don’t worry – you’re not alone. As a busy business owner or executive, you rely on your trusted secretary or assistant to handle a lot of important correspondence. But when you’re signing off on letters, emails, or other documents, you want to make sure that it’s clear who wrote what.
That’s why we’ve put together this helpful guide on how to indicate a letter written by your secretary. In the following sections, we’ll provide examples of the most common ways to indicate this information, and give you tips for adjusting them to fit your needs. We know that your time is valuable, so we’ll keep things concise and to the point.
So whether you’re struggling with formatting, or just looking for some general guidelines to follow, we’ve got you covered. Read on to learn more about how to indicate a letter that’s been written by your secretary!
The Best Structure for Indicating a Letter Written by a Secretary
As businesses and organizations rely on written communication, letters have become an essential tool for conveying important messages. It is not surprising that most letters, whether formal or informal, are written on behalf of a department or a company by a secretary. There are several ways to indicate that a letter is written by a secretary, but the best structure is to use a notation at the bottom of the letter.
The notation, which is placed just after the signature, should indicate that the letter was written by the secretary and not the department or the company’s head. It should also include the secretary’s name and designation to signify that the letter was authorized by the department or the company.
Here is an example of a notation:
Using a notation has several advantages. First, it is a professional way of indicating that the letter was written by a secretary, especially when the letterhead does not indicate the department’s or company’s name. Second, it gives credit to the person who wrote the letter and demonstrates the department’s or company’s appreciation. Lastly, it allows the recipient to know who wrote the letter, which can help when the recipient needs to respond.
In conclusion, writing letters is an essential aspect of business communication, and secretaries often play a vital role in this process. Therefore, it is essential to indicate that a letter was written by a secretary by using a notation at the bottom of the letter. Doing so can have a positive impact on the department’s or company’s reputation, the secretary, and the recipient.
Letter of Recommendation for Graduate School Application
I am writing this letter of recommendation to support John Doe’s application to graduate school. In my five years of working with him as a secretary at XYZ Company, John has demonstrated excellent skills, both in his technical work and his interpersonal relationships with colleagues and customers.
With John’s exceptional leadership ability, he has effectively managed teams to achieve their targets in record time, and his outstanding technical prowess has enabled him to develop innovative solutions to problems and to facilitate efficient communication within the company.
I am confident that with his exemplary work ethics, leadership abilities, and excellent academic record, John will undoubtedly excel and bring the same level of commitment and passion to his graduate studies as he has shown in his career. I highly recommend John’s candidacy to your respected institution with confidence.
Letter of Recommendation for Job Application
I am writing to highly recommend Mary Brown for a job position at your esteemed organization. Mary has been an exceptional employee in my office for the last three years as a secretary. During this time, she has demonstrated an outstanding work ethic, an ability to work in fast-paced environments, and exemplary organizational and management skills.
Mary’s exceptional communication skills have enabled her to effortlessly engage with clients and other departments, facilitating seamless communication which has translated into boosted collaboration and increased productivity. Her hardworking nature and attention to detail have also led to numerous successful projects over the years.
I wholly endorse Mary for the position, with absolute conviction that she will not only fulfill the duties but exceed them in all ways. Mary is a remarkable team player and is capable of working independently while constantly delivering fantastic results. Her passion for the job is unparalleled, and I am confident that she will bring immense value to your team.
Letter of Recommendation for College Admissions
I am writing to recommend Jack Smith for admission to your esteemed college. I had the privilege of working with Jack when he was a part-time secretary in our company during his gap year, and he has consistently shown incredible maturity, intelligence, and passion in his work.
Jack’s strong problem-solving abilities and critical thinking make him the ideal candidate for academic pursuits. His commitment to excellence has consistently shone through in all the tasks assigned to him, demonstrating a disciplined approach to education.
I cannot recommend Jack highly enough. It is evident that he has the skills, knowledge, and ambition required to succeed in college and beyond. Jack is the epitome of excellence in every sense of the word, and I am confident you will see the same if you choose to admit him into your institution.
Letter of Recommendation for Scholarship Application
I am honored to write this letter of recommendation in support of Sofia Martinez’s application for a scholarship. I have worked with Sofia for three years in my company, and the experience has been nothing short of inspiring. I am struck by Sofia’s impressive abilities in managing different projects, focusing on details, and her results-driven approach.
Sofia’s remarkable skills have helped her in securing the coveted role of a secretary in our company. Her ability to work efficiently and under high pressure is second to none, and she has always demonstrated an unparalleled level of hard work, commitment, and integrity.
I believe that Sofia will be an excellent addition to any institution she chooses to further her education. Her remarkable talent is evident, her passion for learning is infectious, and she has great potential as a thought leader of tomorrow.
Letter of Acknowledgment for a Job Well Done
I am writing this letter to acknowledge the excellent work done by Samantha Brown. As her supervisor in the secretarial department, I have had the pleasure of working with her for the past three years. During this time, Samantha has consistently demonstrated exceptional dedication and professionalism.
Virtually every task she has been assigned has been tackled with great attention to detail and an admirable sense of enthusiasm. Samantha is an excellent communicator, with a remarkable ability to work independently while delivering fantastic results. Her exceptional organization and project management capabilities are incredibly valuable assets to our team.
I wholeheartedly recommend Samantha for any future endeavors she may embark on. It is clear that Samantha is an incredible asset, and her dedication to the work is admirable.
Letter of Recommendation for Internship Application
I am honored to write this recommendation letter for Matthew Johnson regarding his application for an internship in your esteemed organization. I have known Matthew for five years, and I had the pleasure of working with him for two of those years.
Matthew was a secretary in our department, and he consistently demonstrated a remarkable dedication to work, an inquisitive nature, and a can-do attitude. His enthusiasm, eagerness to learn, and attention to detail are unparalleled traits that set him apart from his peers. An added advantage is his excellent communication skills, which make him an exceptional team player.
I have no doubt that Matthew would be an ideal fit for this position, and he would be an asset to any team he joins. I highly recommend him for the internship, which would allow him to further develop his skills and career.
Letter of Recommendation for Promotion
I am writing to recommend Olivia Brown for a promotion to the position of Senior Secretary. Olivia has worked for our company for five years as a secretary, and she has been an exceptional employee throughout.
Olivia is a fantastic team player who has consistently demonstrated natural leadership and management skills. She has developed stellar management skills, showing a remarkable ability to manage time, prioritize different projects, and multitask efficiently. Her sharp communication skills make it easy for her to work with a diverse set of people and foster a collaborative working environment.
I am confident that Olivia will be an ideal choice for the position of Senior Secretary, and I wholeheartedly recommend her for the promotion. She is a fantastic employee with a genuine passion for work, and I am confident she will add immense value to any organization.
Effective Tips for Indicating Letter Written by a Secretary
One of the key responsibilities of a secretary is to write and send letters on behalf of their employer. However, it is essential to indicate that the letter has been written by the secretary and not the employer. Here are some effective tips to help you indicate a letter written by a secretary:
1. Use a Signature
One way to indicate a letter written by a secretary is to use a signature. The signature can include the name of the secretary and their position in the organization. For example, if the secretary’s name is Sarah and she works for ABC Company, the signature can read:
2. Start with a Note
You can also start the letter with a note indicating that it was written by the secretary. For example:
Please be advised that the following letter was written by my secretary on my behalf:
3. Use a Disclaimer Statement
Another way to indicate that a letter was written by a secretary is to use a disclaimer statement. This statement can be added to the footer or the end of the letter and should clearly indicate that the content was prepared by the secretary. For example:
Disclaimer: This letter was written by the secretary of the undersigned and reflects the views and opinions of the writer and not necessarily those of the employer.
4. Specify the Role of the Secretary
When introducing the secretary’s name in the letter, it’s useful to specify the role of the secretary to indicate their involvement in the letter. For example:
Please find attached a letter from ABC Company. The letter was written by Sarah Smith, Executive Secretary of ABC Company.
5. Use a Letterhead
Using a letterhead can help indicate that the letter was written by a secretary. The letterhead should include the name of the organization and the name of the secretary. For example:
Sarah Smith, Executive Secretary
123 Main Street
By using these tips, you can effectively indicate that a letter was written by a secretary and ensure that the recipient understands the role of the author.
FAQs: How to Indicate a Letter Written by Secretary
What does “pp” mean in a letter?
“pp” stands for “per procurationem,” which means “by the agency of” or “through the hands of.” This is often used to indicate that the letter was written and signed by a secretary or administrative assistant on behalf of someone else.
How should I sign a letter if it was written by my secretary?
You can sign the letter by writing “pp” followed by the name of your secretary or administrative assistant. For example, “Sincerely, [Your Name] pp. [Secretary’s Name].”
Is it necessary to indicate that a letter was written by a secretary?
It’s not necessary, but it can be helpful for the recipient to know who actually wrote the letter. It’s also a sign of professionalism to acknowledge the support of your administrative staff.
Can I use “pp” to indicate that a letter was written by someone other than my secretary?
Yes, “pp” can be used to indicate that a letter was written by someone else on your behalf, not just by a secretary or administrative assistant.
What if I don’t want to indicate that a letter was written by a secretary?
That’s okay. If you prefer not to indicate that a letter was written by a secretary or administrative assistant, you can simply sign your name without using “pp.”
Can I use a different phrase instead of “pp” to indicate that a letter was written by my secretary?
Yes, you can use other phrases, such as “for” or “on behalf of.” Just make sure that it’s clear that the letter wasn’t written and signed by you personally.
Should I include my secretary’s contact information in the letter?
It’s not necessary to include your secretary’s contact information unless they will be the primary point of contact for follow-up communication. If necessary, you can include their name and job title in the letterhead or signature block.
As you can see, there are different ways to indicate a letter that was written by a secretary. Whether you opt for the traditional approach or decide to go for something more modern, what matters most is that you are clear and professional in your communication. We hope that this article has provided you with helpful insights into this topic. If you have any questions or comments, please do not hesitate to reach out to us. Thank you for reading, and we look forward to seeing you again soon!