In official correspondence, letter numbers or reference numbers are assigned to documents to ensure systematic tracking, identification, and retrieval. These numbers often follow specific formats based on the organization, department, or type of communication. Here’s an explanation of various commonly used letter numbers:
1. Rc.No (Reference Number):
- Purpose: A unique identifier for a letter or memo, primarily used in administrative and government communications.
- Format: Typically includes a sequential number, department/section code, and sometimes the year.
- Example: Rc.No.123/HR/2024 (123 = document number, HR = department, 2024 = year).
- Use: To track and reference official communications, such as orders, memos, or circulars.
2. U.O. No (Un-Official Number):
- Purpose: Refers to correspondence related to unofficial or internal matters.
- Format: Sequential or department-specific coding.
- Example: U.O.No.45/2024/DG.
- Use: Used for informal internal communications between government departments or sections.
3. G.O. No (Government Order Number):
- Purpose: Assigned to formal orders issued by a government authority, such as new policies or administrative instructions.
- Format: Typically includes a sequential number, department name/abbreviation, and year.
- Example: G.O.No.12/Finance/2024.
- Use: To reference and enforce government orders.
4. D.O. No (Demi-Official Number):
- Purpose: Used for semi-formal correspondence between officials, often to expedite action or draw personal attention.
- Format: Sequential and includes sender/department identification.
- Example: D.O.No.34/EDU/2024.
- Use: Communication that combines the formality of official letters with the informality of personal notes.
5. Memo No (Memorandum Number):
- Purpose: Identifies a memorandum or internal communication.
- Format: Sequential with department/section references.
- Example: Memo.No.56/Health/2024.
- Use: For issuing instructions, clarifications, or quick updates.
6. C.No (Communication Number):
- Purpose: A generic identifier for correspondence letters.
- Format: Sequential number with possible department/year addition.
- Example: C.No.23/Transport/2024.
- Use: Used in diverse correspondence that does not fall under specific categories.
7. F.No (File Number):
- Purpose: Denotes the specific file to which a letter or document belongs.
- Format: Includes file code, document sequence, and year.
- Example: F.No.12/File-A/2024.
- Use: For internal file management and document retrieval.
8. Lr.No (Letter Number):
- Purpose: Assigned to outgoing letters to maintain correspondence records.
- Format: Sequential and includes department/section code and year.
- Example: Lr.No.78/Home/2024.
- Use: For formal communication between departments or organizations.
9. Proc.No (Proceedings Number):
- Purpose: Associated with official proceedings or decisions issued by a department.
- Format: Sequential with department details and year.
- Example: Proc.No.101/Education/2024.
- Use: To document and reference decisions or formal proceedings.
Summary of Common Letter Numbers:
| Letter Number | Purpose | Example |
|---|---|---|
| Rc.No | Reference for official letters | Rc.No.45/Finance/2024 |
| U.O. No | Unofficial/internal communication | U.O.No.12/HR/2024 |
| G.O. No | Government orders | G.O.No.15/Revenue/2024 |
| D.O. No | Semi-official communication | D.O.No.34/Edu/2024 |
| Memo No | Memorandums | Memo.No.22/Health/2024 |
| C.No | Generic communications | C.No.10/Transport/2024 |
| F.No | File reference | F.No.5/File-B/2024 |
| Lr.No | Letter communication | Lr.No.78/Home/2024 |
| Proc.No | Proceedings or decisions | Proc.No.101/Edu/2024 |
These numbering systems ensure proper organization, tracking, and accountability in government and institutional correspondence.
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