Official correspondence glossary
Clear definitions of government and office document terminology used across India.
All terms
Annexure
Numbered supporting material attached to an official letter or submission, often used to organise multiple documents or longer supporting information.
Designation
An official role/title in an organisation (for example, Section Officer, Registrar, Principal) used for addressing, routing, and accountability in administrative communication.
Dispatch Number
An identifier commonly assigned by an office to track outgoing letters in dispatch/outward registers or digital tracking systems.
Enclosure
A document attached with an official letter, listed at the end of the letter so the recipient can confirm what has been provided.
Reference Number
An identifier used to link an official letter to earlier correspondence or a case/file context for traceability and record-keeping.
Subject Line
A short line in an official letter that states the purpose and topic of the letter so it can be understood and routed quickly.