On Thursday (17/7), the Graduate School of Universitas Gadjah Mada (SPs UGM) held a training session on official correspondence writing for its administrative staff. The training aimed to enhance staff skills in drafting official documents in accordance with current regulations. The event was organized in collaboration with the UGM Bureau of Legal and Organizational Affairs and the Bureau of Strategic Management, who served as resource persons.
The training was officially opened by Dr. Tech. Khabib Mustofa, S.Si., M.Kom, Vice Dean for Finance, Assets, and Human Resources of SPs UGM. In his remarks, Dr. Khabib emphasized the importance of adhering to applicable regulations in preparing official documents and encouraged participants to be more meticulous in their writing.
The training featured two speakers: Ms. Deni Clara Sinta, S.H., M.H., Chief of the Organizational Affairs Team at the Bureau of Legal and Organizational Affairs, and Ms. Farida Yuliani, S.S., M.A., Chief of the General Affairs Team at the Bureau of Strategic Management.
The first session was delivered by Ms. Deni Clara Sinta, who presented material on Official Correspondence Policies at UGM. All official correspondence at UGM is regulated under Rector’s Regulation Number 2 of 2024 concerning Official Correspondence Writing. According to the regulation, official correspondence refers to the arrangement of the types, structure, format, creation, security, authorization, and control of official documents used in administrative communication, carried out manually and/or electronically. The types of documents include those related to regulation, assignment, and determination—such as decrees, circular letters, assignment letters, and others.
“An assignment letter is issued by an authorized official to assign a staff member and/or individual to carry out a specific task or activity,” explained Ms. Deni while elaborating on the regulation.
The session continued with a presentation from Ms. Farida Yuliani, S.S., M.A., who stressed the importance of proper official correspondence. She noted that while each institution may have different regulatory details, the core principles remain the same—emphasizing correct language usage, word choice, terminology, and punctuation.
The training ran smoothly and interactively, with the speakers initiating engaging discussions and participants showing enthusiasm and actively responding to questions. SPs UGM hopes this training will enhance the participants’ understanding of proper and accurate official correspondence practices.
Writer: Muthia Nur Arifah