9 junio, 2024

Responsive letter: what it is, what it is for, how to do it, example, formats

We explain what a responsive letter is, what it is for, how it is done, we give examples and formats to download

What is a responsive letter?

A responsive letter It is a type of writing that is used in certain situations where the person who issues it indicates that they accept and assume some responsibility, or that they delegate part or all of the responsibility to other people, in order to avoid any inconvenience with their representation with this document.

For the first case, the issuer attributes or confers the responsibility that may result in a particular case, such as an authorization for a certain circumstance, exonerating other people.

In the second case, the responsibility is transferred to other people, so the issuer ignores any problem caused by any situation.

In this document it is essential that everything is very concise, without using unnecessary or very complicated terms, because these only make reading more complex and tedious.

The letter should be simple and easy to interpret, based only on what concerns you, although you should never do without any relevant information.

The use of this letter is frequently done in legal proceedings where the transfer or manipulation of objects with great monetary value is involved, such as buying and selling vehicles, loans, etc.

What is a responsive letter used for?

A responsive letter has the function of certifying that for a particular fact certain responsibility is being accepted or delegated to one or more people, for which a set of personal data must be gathered that turns out to be necessary for it to have greater credibility. and transcendence.

work area

In this area, the responsive letters normally state those errors or actions that an employee commits when handling some type of element or machinery that required maximum care when used.

They should be written in formal and cordial language. This type of letter generally arises in response to a statement that has been previously issued to the person in question.

The sender must be aware through the responsive letter that he must notify the recipient that he is willing to accept the consequences of the act he committed and accept at the same time that it may bring some kind of sequel.

Banking or commercial relations

This type of letters is very common, because they are used in those cases where one of the two parties involved commits a fault or a non-observance of the statutes indicated from the beginning. In general, this fact occurs when one of the two parties makes some kind of loan, either of some tangible asset or of money.

judicial area

The responsive letter is used to require an individual to assume their social responsibility in some type of action or work that may be affecting civil society.

Examples of this kind of actions could be the construction of buildings, the location of some element in a common area, the intervention in an urban space and the organization of a certain activity in a public space.

Merchandise delivery

When it is required to record the merchandise delivered and the responsibility that the recipient will assume, such as furniture, a company’s computer equipment, a cell phone or any other merchandise.

How to make a responsive letter?

Every responsive letter must comply with a format that has an introduction, the text of the letter as such, its closing and a brief farewell. Thus, for it to be complete, it must include the following elements:

1. Home

This is where the letter begins and is defined by including information about the sender’s personal data, such as his full name, position he occupies and some other contact information.

In the upper right part, the place and date where it was made must be placed. Then, on the left side, to whom it is addressed. If the recipient’s name is known, it must be indicated, otherwise you can write “To whom it may concern”.

If the issued document belongs to a private company or public institution, it is essential that it have a letterhead to identify the letter and thus have greater credibility.

A header should be included to guide the purpose of the letter, in addition to a brief introduction that states a summary of the content that the document is going to deal with.

2. Body

The longest text of the letter concerns this central part of the document, where the corresponding reasons are extensively explained, being able to include several paragraphs if the matter so warrants.

The most important thing is that all the points to be discussed are clearly stated and explicit, without generating any type of confusion. In this part, the sender presents the reasons for which he is responsible for the fact in question. If any document is attached, it is advisable to name it.

3. Closing

It corresponds to the final part of the communiqué, where the letter is concluded. It must contain a farewell with a cordial gesture, such as: «Sincerely» or «My sincerely goodbye.»

This farewell must also be accompanied by the sender’s name and signature, as well as contact information: telephone number or email. In this way it is stated that this person really agrees to cede or accept some responsibility.

Responsive letter example

Responsive letter formats to download


The following is the corresponding format used for a general responsive letter:

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by car

The following is the corresponding format used for an auto responsive letter:

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Of work

The following is the corresponding format used for a responsive letter of employment:

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of vehicle

Below is the corresponding format used for a vehicle responsive letter:

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Of fathers

The following is the corresponding format used for a parent responsive letter:

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