Understanding an Arabic Official Letter: Common Words, Dates and Deadlines

Words you will see often

Each word is shown in Arabic, followed by its meaning:

1. إقامة (iqama): residence permit
2. هوية مقيم: resident identity card
3. رقم الهوية: ID number
4. رقم الإقامة: iqama number
5. جواز السفر: passport
6. تاريخ الإصدار: date of issue
7. تاريخ الانتهاء: expiry date
8. صالح حتى: valid until
9. مخالفة: violation
10. غرامة: fine
11. مبلغ: amount
12. سداد: payment
13. آخر موعد للسداد: last date for payment
14. فاتورة: bill or invoice
15. إنذار: warning
16. تجديد: renewal
17. اعتراض: objection or appeal
18. محكمة: court

Hijri and Gregorian dates

Many Gulf documents show dates in the Hijri (Islamic) calendar, sometimes next to the Gregorian date and sometimes alone. A Hijri year is about 11 days shorter than a Gregorian year, so the same Hijri date falls on a different Gregorian day every year. Saudi documents use the Umm al-Qura version of the Hijri calendar.

Never guess a deadline by reading a Hijri date as if it were Gregorian. Convert it, and if the document also shows a Gregorian date, use that.

Find what you have to do

Scan & Explain can read the photo of such a letter on your phone and show the dates, amounts, numbers and warnings with an explanation in Urdu. It is a reading aid, not legal advice; the issuing office has the final word.

1. Look for the amount and the last date for payment, or the expiry date, first. These decide how urgent the letter is.
2. Look for words like إنذار (warning) or مخالفة (violation): they mean the letter is not only for information.
3. Note any reference or violation number; you need it to pay or to object online.
4. Check the issuing office and confirm anything important in its official app or website, not through a link in a message.