Hello friends, while working in office we have to send/receive files/letters and have also to maintain these files/letters in our office registers. Having registers for every action we perform in offices is necessary to avoid any kind of mismanagement and making work smooth and fast. Generally there are numerous kind of registers in offices that employees/officers need to maintain like registers for sending letter, receiving letters, office copy, attendance register, scrutiny register, etc. The kind and number of letters could vary department to department, and company to company.
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| Q in Official letters |
When a office sends letter to another office, then the letter must have letter number, sending number or anything else that is applicable to the letter. This ensures that the letter is sent from the office in registered way and officially. But sometimes we see usually authority of offices send letters assigning number "Q" replacing the sending number or any kind of other mandatory letter number. So in this article we are going to discuss about "Q" in official letters in any organization/institute and will discuss about who have authority to use Q as sending/letter number in his/her letter.
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WHY "Q" IS USED IN OFFICIAL LETTERS IN GOVERNMENT/PSU/PRIVATE OFFICES
Sometimes, we forget or unable to register the letter number/sending number for the letter. Or if we do not have any register in that category of letter, then we assign Q for the letter that ensures that the letter is sent officially but may be not registered in office. Q is very helpful for sending official letters even if you are out of office. You need to provide authenticity for your letter by stamping seals and signs but instead of letter/sending number you can assign Q for same.
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CAN NON-EXECUTIVE EMPLOYEES USE "Q" IN THEIR LETTERS?
Actually there are two category of employees/officers. Those who have authority to release letter in their name and have authority for same is called executive posts, they may be both employees and officers as well. Non-executive posts are those who do not have authority for same, and they need to follow order of executive employees/officers.
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For instance, once I had to send ACR form duly filled to the head office Bhopal from Singrauli. I completed all documents but forgot to assign sending number and registering the sending letter on register at my office. Because of Covid-19 lockdown office was closed and this was urgent work. My superior officer assigned Q on the letter and said not to go office for merely registering the sending number for the letter.
This saved both effort and time. Thus way anyone can use Q for assigning any kind of number to the letter.
In this regard I have already made a detailed video in Hindi. You can watch कार्यपालिक एवं अकार्यपालिक पोस्ट क्या होती हैं? What are Executive & Non - Executive Posts?
So the answer is yes, both executive and non-executive employees/officer can use Q for their correspondence.
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Hope this article is useful for you. If you have any other query, ask in comment section. You can watch video about "Q" in Govt/PSU/Private Official Letters | Sending/Letter No. as Q | Executive & Non-Executive Q use
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