The following was found during an excavation for a public swimming pool, among other scrolls and personal items of Senator Quintus Meno
Dear Caesar,
We write too many things on letters.
The above was rude and unstructured; it had no oaths and had no well-wishes. Just a simple report that could hold multiple other reports. Take, for instance, the average letter from military personnel. They begin with well wishes or other polite words. Then a statement of loyalty as if those ever prevented treason. Then the report, which could be briefer even with military starkness. Below I have a copy of a letter sent to Trajan with only the information; the letter gave no imperial pleasantries.
I report that the harbor works at Nicomedia have been inspected. The prior contractor abandoned the foundations after receiving payment. The citizens request imperial funds to complete the project, as the winter storms have worsened the damage.
Look at that now. Before I shortened the letter, it had well wishes, a loyalty oath, a request for instructions after the harbor report, and a goodbye statement. If Caesar demands a more efficient bureaucracy, the first step is how letters are sent. Get rid of the well-wishes, the goodbyes, and the loyalty; just send reports and make them more efficient. Here is my version of a harbor report.
Harbor works at Nicomedia, damaged by winter, require X funds to repair.
Now, if I were there, I would have attached the actual amount of funds needed.
That was a single sentence. The emperor doesn't need to know the whole story, just the facts.
Furthermore, he doesn't need to know who sent it in words; the outside of the letter had a seal. Why bother with wax seals if you are going to say your name? Better yet, stamp an identification mark on the letter or report so when the wax breaks, you know who and where it came from.
In conclusion, if shorter, compact reports are made with ink identification, I believe our republic will be the most efficient government in the world.