Purpose
An Endorsement Letter is a formal communication used to forward a person, request, application, document, proposal, or matter to another office or authority for appropriate action, evaluation, approval, or consideration. It signifies that the endorsing office has reviewed the matter and is formally referring it to the appropriate office without necessarily expressing approval or disapproval, unless specifically stated.
Endorsement letters help facilitate coordination among government offices and ensure that requests and documents are acted upon by the proper authority.
When to Use
Use an Endorsement Letter when:
- Referring an application to another government agency or office.
- Endorsing requests requiring action by another office.
- Forwarding proposals, project documents, or reports for evaluation or approval.
- Recommending an individual for consideration, appointment, training, or recognition.
- Referring complaints, concerns, or inquiries to the appropriate office.
Essential Components
A standard Endorsement Letter generally includes:
- Date
- Recipient’s name and designation
- Office or agency
- Subject
- Statement identifying the matter being endorsed
- Brief background or reason for the endorsement
- Statement requesting the recipient’s appropriate action or consideration
- Complimentary close
- Signature block
- Enclosure notation, when applicable
- Cc:, when applicable
Writing Tips
- Clearly identify the person, request, or document being endorsed.
- State the purpose of the endorsement in the opening paragraph.
- Remain objective and factual unless a recommendation is intended.
- Identify any supporting documents enclosed with the letter.
- Keep the endorsement concise and limited to relevant information.
Common Mistakes to Avoid
- Failing to identify the specific matter being endorsed.
- Providing unnecessary background information.
- Making unsupported recommendations.
- Omitting relevant supporting documents.
- Addressing the endorsement to the wrong office or authority.
Professional Tip
An endorsement letter is not intended to decide the outcome of a request. Its primary purpose is to formally refer a matter to the appropriate office for action or consideration. Unless your office has the authority to recommend or certify, avoid language that may be interpreted as directing the recipient’s decision.