How to Make the Right Number of Letters and Their Functions in Letters!

How to Make Letter Numbers – Letter numbering is something that cannot be overlooked in making letters, especially official letters or official letters to government or private agencies. The numbering of letters has certain rules and in each agency the rules are different.

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In giving numbers, official letters or official letters are mandatory and require to have a letter number. Apart from being the main requirement, this letter number will also make it easier to categorize the type of letter. Then, what is the meaning of the letter number itself and how to make a letter number? Let’s see Sinaumed’s.

Meaning of Letter Number

The letter number is the composition of the serial number of writing, letter code, date, month and year of making the letter. The code on the letter number from each agency or institution that makes the letter will be different and the code that is made also has its own category according to the type of letter being made.

Giving letter numbers will make it easier to store or archive letters carried out by a letter-making institution. In writing, the letter number is often placed at the top left of the letter.

The writing of letter numbers must also be understood by people who are involved and play a role in correspondence matters. This is because the letter number must still be given even though the letter is in electronic form. Assigning a letter number to an official letter or official letter is separated from one code to another by using a slash (/).

So, from each component of the existing letter number, a slash mark is separated. This is so that reading the code or letter components can be easily done.

Then, is it important to number the letters? Of course it is very important, this is because the numbering of official letters has the main function of knowing the type of letter and making it easier for the archives section to archive letters and making it easy to sort out the number of outgoing letters.

In addition, the code on the letter number also determines the type of letter that has been issued. This will make it easier for the recipient of the letter to know what letter was received and what to do in the letter. So, from the letter number in making official letters or official letters it is mandatory and becomes the main thing in correspondence.

Letter Numbering Rules

In making official letters, there are several numbering rules that are commonly used. Letter numbers cannot be placed in arbitrary positions. Generally, the letter number is written in the top left position, just below the letter head.

In addition to positions that cannot be arbitrary, the codes that are entered also have their own rules. Usually, in making official or official letters, the format of the letter number includes the letter type code, serial number, name of the institution, the month sequence written in Roman numerals and the year it was implemented.

Official Letter Function

Before making a letter number on an official letter or official letter, there are several functions of an official letter that you need to know, including:

Official letters have the main function, namely as a means of information or notification regarding special matters conveyed by one party to another party.
The function of an official letter can also be in the form of written evidence in the form of a document where the contents must be accounted for.
Official letters function as work guidelines in carrying out an activity where the official letter contains work steps for certain purposes.
Another function of an official letter is as a tool for reminding the recipient of the letter, be it an individual, organization or institution.
Official letters also function as historical evidence and chronological evidence if needed at any time.

Characteristics of Official Letters

To distinguish official letters from other public letters, you need to know the characteristics of official letters. The following are the characteristics of a formal letter:

Using standard language in accordance with the rules of the Indonesian language and Enhanced Spelling (EYD).
Made in short, concise and effective language and easy to understand the context.
Official letters do not use implicit language, but explicit language.
Attached with letterhead mentioning the party issuing the official letter.
In official letters, the letter number is always included regarding the date, destination address and attachments if available.
A special stamp or stamp is affixed for certain conditions.

Letter Number Generation Function

The functions for making letter numbers are:

To facilitate management, both for storage and retrieval if needed.
To find out the number of letters received and issued by organizations, institutions or companies and make it easier to classify letters based on their contents.
To make it easier for the secretary to continue numbering for the next letter to be made.
Become a reference in future correspondence or also in the stages of developing the next offer communication.

How to Make a Letter Number

Here are some ways to make letter numbers that need attention.

1. Understand the Components of a Letter Number

If Sinaumed’s see the letter numbers themselves are usually separated by an italic sign (/). It turns out that each number and letter separated by this sign has a different meaning. So, we need to know what are the components in writing the number of the letter itself.

In general, the letter number consists of:

mail code,
Issued order number,
The name of the institution that issued the letter,
Current month, the current month is written with roman numerals,
Current year.

In writing the number of this official letter, the five components must be listed and separated by a slash (/).

2. Outgoing Mail Numbering Format

After knowing the components in the letter number, then what must be considered is the outgoing letter numbering format where this number becomes the code for conveying information about the type of letter issued.

Here’s how to write the outgoing letter numbering format along with the letter number code:

Decree (SK) : 01.
Letter of Invitation (SU): 02.
Application Letter (SPm) : 03.
Notification Letter (SPb) : 04.
Loan Letter (SPp): 05.
Statement Letter (SPn) : 06.
Mandate Letter (SM): 07.
Letter of Assignment (ST) : 08.
Certificate (Sket) : 09.
Letter of Recommendation (SR): 10.
Reply Letter (SB): 11.
Official Travel Order (SPPD) : 12.
Certificate (SRT): 13.
Work Agreement (PK): 14.
Cover Letter (SPeng) : 15.

That is, in writing Sinaumed’s numbers, you must follow the codes above for each type of letter. For example, the number 01 is the number for the decision information letter, this letter code is placed at the very beginning after “Number :… (insert letter code)”.

3. Examples of appropriate letter writing

To make it easier to understand again, for writing the official letter number and its description as follows:

For example:

Number : 01.004/ SMA-SM/V/2018

Then it will be divided into examples of letter components one by one in the form of a description as follows:

01: Code number of outgoing mail, 01 is the type of decision letter.
004 : The serial number of the letter issued, 004, then this letter is the fourth letter issued.
SMA – SM: The profile name of the institution that issued the letter, for example SMA Suka Maju.
V : Current month in roman numerals.
2018 : Current year.

Furthermore, what Sinaumed’s needs to know is how to place numbers in official letters. The letter number is written at the beginning of the letter parallel to the bottom with writing attachments and letter pages.

Example :

Number: 01.003/SMA-SM/V/2018
Attachment: –
Regarding: Decision of the OSIS Board Members for the 2018/2019 Period

The explanation above is an example of how to write a common letter number. Meanwhile, for daily purposes, writing numbers can be adjusted to the needs of the agency that makes the letter. In addition, don’t be surprised if later you find writing numbers that are different from the methods discussed above.

In writing letters from certain institutions, the recipient code is usually included, whether the recipient is internal or external to the institution. The recipient code is written in the order of the serial number of the letter, the recipient code at the internal or external part of the letter making institution, the subject code and the current year.

4. Example of Writing Order Number and Assignment Letter

Order numbering arrangement and Assignment Letter as follows:

Manuscript number (order number in one calendar year);
Signatory position code;
Month, written in two digits;
Publication Year.

Example 1 :

WARRANT
NUMBER 09/D-IV/02/2012

09 : Serial number of Order in one calendar or calendar year.
D-IV : Position code for Deputy of Administration.
02 : Month 2 (February)
2012 : Year 2012

Example 2 :

ASSIGNMENT LETTER
NUMBER 08/D-IV/11/2012

08 : Serial number of Assignment Letters in one calendar or calendar year.
D-IV : Position code for Deputy of Administration.
11 : 11th month (November).
2012 : 2012.

5. Number of Official Letters Signed by Officials under the Minister/Agency Head

Service Letters signed by officials under the leadership of the agency consist of:

Official letter security degree code;
Manuscript number, serial number in one calendar year;
Agency abbreviations or acronyms;
Abbreviation or acronym of the initiator’s organizational unit/work unit;
Archive classification code;
Month;
Publication Year.

Filing of Letters Based on Classification Codes

Classification in a ministry or government is a classification that is arranged based on problems, reflecting the functions and activities of carrying out the tasks of all organizational units within the ministries and local governments, namely carrying out some general government and development tasks in the fields of general administration and regional autonomy, ideology, politics, development village and agrarian, coded with Arabic numerals, specified in decimal using three base levels, accompanied by sub-codes, area codes and abbreviated component names.
The classification pattern is arranged in stages by using the principle of development from general to specific in problem relationships, preceded by 3 basic details for each of the first, second and activity details as a basic pattern that serves as a bridge helper in finding the problem code listed in the classification pattern.
In accordance with the decimal nature of the archives, they are grouped into 10 main issues, coded 000 to 900. Out of these 10 main issues, substantive (main) tasks and facilitative (support) tasks are first distinguished. The numbers 100 to 600 are codes for substantive tasks, while the numbers 000, 700, 800 and 900 are codes for facilitative tasks. Code 000 accommodates facilitative issues outside of supervision, personnel and financial matters. In addition, household-related issues are also accommodated, such as internal affairs and issues that cannot be included in other groups such as official travel, equipment, state or regional symbols, honors and so on.
Thus, the 10 main issues have accommodated all the activities of carrying out the duties of the Ministry, including agencies within their environment.

The ten problems are as follows:

000 General
100 Government
200 Politics
300 Security and Order
400 Welfare
500 Economy
600 Public Works and Employment
700 Surveillance
800 Staffing
900 Finance

Tool code to recognize the problems contained in the mail archive and as a tool to determine where the archive is located in the order of the relationship of the problem to the composition of all archives in the deposit.

This code also indicates the existence of a systematic sequence of archive and control card issues in the file. Helper code is a form of representation of a particular problem which is an aspect that always arises in relation to other problems, plus each code requires further detailing to give the archive an extra dimension.

The auxiliary code in question is:

01 Planning
02 Research
03 Education
04 Reports
05 Committee
06 Seminars, Workshops, Workshops
07 Statistics
08 Legislation
09 Not used

Region code to indicate the division of the region. With due observance of the principles, the area code referred to is structured as follows:

11: Nanggroe Aceh Darussalam;
12: North Sumatra;
13: West Sumatra;
14: Riau;
15: Jambi;
16: South Sumatra;
17: Bengkulu;
18: Lampung;
19: Bangka Belitung Islands;
21: Riau Archipelago;
31: DKI Jakarta;
32: West Java;
33: Central Java;
34: Special Region of Yogyakarta;
35: East Java;
36: Banten;
51: Bali;
52: West Nusa Tenggara;
53: East Nusa Tenggara;
61: West Kalimantan;
62: Central Kalimantan;
63: South Kalimantan;
64: East Kalimantan;
71: North Sulawesi;
72: Central Sulawesi;
73: South Sulawesi;
74: Southeast Sulawesi;
75: Gorontalo;
76: West Sulawesi;
81: Moluccas;
82: North Maluku;
91: New Guinea;
92: West Papua.

Region codes for provinces can form their own area codes for regencies/cities in their territory, while regencies/cities can form separate area codes for their sub-districts.

To find out the component that handles the problem, an abbreviation of the component name is needed as follows:

SJ : Secretary General;
IJ : Inspectorate General;
KESBANGPOL : Directorate GENERAL of National Unity and Politics;
OTDA : Directorate General of Regional Autonomy;
PUM : Directorate General of Public Administration;
BANGDA: Directorate General of Regional Development;
PMD : Directorate General of Village Community Development;
DUKCAPIL : Directorate General of Population and Civil Registration;
KEUDA : Directorate General of Regional Finance;
TRAINING: Education and Training Agency;
R&D : Research and Development Agency

In order to find out the Regional Work Unit that handles the problem, it is necessary to have the abbreviation for the name of the Regional Work Unit which can be set independently in accordance with applicable regulations.

That’s the understanding, the rules and how to make letter numbers, Sinaumed’s. Hopefully all the discussion above is useful and can add to your insight.

If Sinaumed’s is still confused, and needs references related to the meaning, rules and how to make a complete letter number, you can visit the sinaumedia book collection at sinaumedia.com .