Office corresspondence


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Office corresspondence

  2. 2. OFFICE MEMORANDUMSMemorandum is more popularly known as memo.• Note to assist the memory.• Used for internal communication between executives and subordinates or between officers of the same level .
  3. 3. A memo can be used• To issue instruction to the staff.• To communicate policy changes to the staff.• To give/seek suggestions.• To request help or information.• To confirm a decision arrived at on the telephone.• To intimate granting/withholding permission to do something.• To seek explanation on some matter of conduct
  4. 4. MEMORANDUM• A memorandum is a short piece of writing generally used by the officers of an organization for communicating among them selves. It is also called interoffice memorandum.• The main purpose of a memorandum is to record or convey information and decisions or to make short requests.• Letters usually are sent outside the organization while memorandums usually are internal messages.
  5. 5. • As internal messages, memorandum tends to be more informal and more direct than their letter counterparts.• Some organizations use the memo form for short reports too. Reports in which an officer supplies certain data to another officer to enable the latter to take a decision• Occasionally, such a memo may also contain an analysis of data and the opinion and recommendations of the officer sending it.• To achieve its purpose a memo is written in easy-to- understand language.• Its style, is like that of reports: objective, matter-of- fact, and lucid.• No attempt is made to make an emotional appeal to the reader or to create a psychological impact on him.
  6. 6. • Plain and direct statements of facts are made to achieve all that is required. There must be a lot of executives overwhelmed by the number of memos they receive• Competition for the readers time places importance on directness and clarity.• More so than with letters, memos should start with a statement of the purpose early in the message.• In other words, memos are more likely either to be direct messages or to bend the formula steps of the indirect organization to become situational messages.• A memo ensures quick and smooth flow of information in all directions.• It also enables officers to maintain good business relationships.• A memo becomes handy when one wishes to avoid coming into personal contact with certain colleagues.• Memo is to establishes accountability.• Since, it is a record of facts and decisions you can turn to it in future if there is a need to find out who went wrong and at what stage.
  7. 7. • Some organizations insist that even small events and requests, telephonic conversations on official matters, etc. should be recorded in the form of memos• Many organizations use printed memo forms. One can quickly write the message and transmit it to the concerned officer.• It takes comparatively less time to write a memo since it does not contain several details which a letter has.• Memorandum also needs special visual treatment.• Keep paragraphs short, much like newspaper articles.• Consider using bullets in front of items in a list.• The following essential items of information must be given in a memo: (i) The designation of the receiver, (ii) The designation of the sender, (iii) Reference, (iv) Date and (v) Subject.• In printed forms the name of the organization/the department concerned is written on the top.• If copies of a memo are sent to other officers, an indication is given at the bottom as in the case of letters.
  8. 8. ROSE STEEL COMPANY LIMITED Interoffice Memorandum Date: 16 June 2011To: Office ManagerFrom: Purchase OfficerReference: SOT/P18Subject: Purchase of Office ChairsAs desired, the order for the supply of 300 office chairs hasbeen placed with Shinewell Furniture Mart, LalChowk. Thechairs will be supplied in two lots of 150 each on 23rd and 30thMarch‘2012.c.c. Finance Officer
  9. 9. Lakshmi Cotton Mills Limited Interoffice Memorandum Date: 16 May 1999 To: General manager From: Production Superintendent Reference: PA1129 Subject: Damage by Fire• A fire broke out in the factory at about 11 p.m. on May 14, 1999. It originated in the Store Room on the ground floor and quickly spread to the whole factory.. The fire-brigade fought it for nearly eight hours before it could be brought under control.• Preliminary enquiry shows that the fire was caused by a short circuit in a junction box near the stores.• As per your instructions, a committee consisting of Sri T.L Swamy,. Mechanical Engi-neer, Sri P.S. Dubey, Foreman and Sri Rasool Ahmed, Stores officer has been appointed to find out the cause of fire and the extent of damage and to recommend measures to prevent such mishaps in future. The committee has been asked to submit its report within a fortnight. Arun Ghosh CC. Manager
  10. 10. •Write an office memorandum warning an employeeagainst his habit of reading the newspapers andmagazines during office hours Name of Organization Office MemorandumTo: J.M Neg,Administrationi Date: From: K.Swami,D.G.MRef.No.: 867/2012Subject: Reading newspapers and magazines in office hours.I appreciate your interest………………,But would you please confine your reading of newspaper……..You will agree that maintaining office decorum is of utmost importance for the welfare of the organization
  11. 11. NOTICEUsed for the notification of the important issues.• It should be informative.• Starts with heading.• Brief and precise.• Language should be simple.• Must have a date.• Issuing authority should be mentioned clearly.• Must have the signature of the issuing authority.
  12. 12. NOTICENotices, generally supposed to be pinned on a wallnotice-board, are a popular and effective way ofreaching out to the general staff for whom they aremeant. Many notice require signatures of staff orsome other indication of agreement or disagreementwith some proposal , policy decision, etc.
  13. 13. University of Petroelum and Energy Studies URJAA-2012 NOTICE CULTURAL COMMITTEESeptember24, 2012.We are, organizing the Fest Uurja -12 - Annual Student Festival of University ofPetroleum & Energy Studies in the month of November,2012.Interested students for posts in CULTURAL COMMITTEE & EVENT MANAGEMENT(Organising) can give their names to the undersigned latest by Oct 6,2012.Dr. Shalini VohraConvener Cultural CommitteeContact number: 9997203969
  14. 14. Public notices Issuing public notices is a routine affair with companies.• Annual general body meeting• Termination of the services• Warning the public in general• Loss of equity shares• Opening & Closing of public issues• Caution notices
  15. 15. • A notice about a meeting of the Board of Directors of a company. MDH LIMITED 28 Najfgarh Road, New Delhi NOTICE 5th May, 20.. A meeting of the board of Directors of the Company will be held on Wednesday, the 28th May, 20.. at 4 p.m. at the Registered office of the Company at 28 Najfgarh Road, New Delhi to consider, approve and to take on record the unaudited half- yearly Financial Results for the period ended 31st March, 20.. For and on behalf of the Board M.P. Jain Managing Director New Delhi
  16. 16. •A notice warning the public against dealing with a particular person Name of the Organization Public NoticeDate: September 20,2012This is to inform the General Public and customers that Mr. RahulVerma, Assistant Manager (Mktg.). Is no more working with RegentAutomobiles Ltd. Anybody dealing with him will do so on his own riskGeneral ManagerREGENT AUTOMOBILES LTD.
  17. 17. Memo NoticeWhere Internal Communication NotificationWho Members of the same organization Internal and/or external For short Same as memo but is used for more importantWhen and Why information/reminders/instructions/clarification issues Concise , clear and polite, legal document, Concise,Clear,example template attached for format senders sign important, template attached forHow and What and content format
  18. 18. AGENDAAgenda is a document that outlines the contents of a forthcoming meeting. It is usually sent along with the notice of the meeting.
  19. 19. ALLIED SALES CORPORATION CHENNAIThe next quarterly meeting of the Board of Directors will take place on Monday, 17th September, 20.. At 5p.m. in the conference room. AGENDA1. Minutes of the last meeting.2. Matters arising from the minutes3. Financial irregularities in Dharwar branch4. Re organisation of work in Bangalore branch5. Any other business6. Date of next meeting
  20. 20. Minutes of Meetings• Minutes are the official record of the proceedings of a meeting.• Minutes must be precise, concise and accurate record of decisions and resolutions.Types of minutesMinutes are of two types:1. Minutes of resolutions2. Minutes of narration.
  21. 21. Minutes of resolutions• In this type of minutes, only the resolutions passed at a meeting are recorded and no reference is made to any discussion preceding the resolutions. No mention is made even of the movers and seconders of the resolutions.Minutes of narrations• Minutes of narration are somewhat similar to a report Here, in addition to the resolutions passed, a brief account of the discussion and the voting pattern is also included.
  22. 22. Minutes of the Meeting Who takes it? Secretary only? Official record?
  23. 23. Before the meeting• Choose your tool–• Make sure it is in working order• Have a back up plan
  24. 24. During the meeting• Pass around an attendance sheet.• Get a list of committee members and make sure you know who is who.• Note the time the meeting begins.• Dont try to write down every single comment .• Write down motions, who made them, and the results of votes, if any.• Make note of any motions to be voted on at future meetings.• Note the ending time of the meeting
  25. 25. After the meeting• Type up the minutes as soon as possible after the meeting,• Include the name of organization, name of committee, type of meeting (daily, weekly, monthly, annual, or special), and purpose of meeting.• Proofread the minutes before submitting them.
  26. 26. After the Meetingto Ensure Effective Meetings
  27. 27. Publish Meeting Minutes• publish your minutes and action plan within 24 hours• They still have a fresh memory of action plan• They remain enthusiastic and ready to get started.• people wait for the minutes to arrive before they begin to tackle their commitments
  28. 28. Effective Meeting Follow-up• Respecting and observing deadlines and follow-up• what you ask for gets accomplished.• meeting planner’s goal is to check progress and ensure that tasks are underway.
  29. 29. Accountability for Follow-up• Establish norms of consequences early in the cycle• check progress at the next meeting and if there is a real roadblock to progress, determine how to proceed.
  30. 30. Debrief the Meeting Process• debriefing each meeting is a powerful tool for continuous improvement• Participants take turns discussing what was effective or ineffective and the progress they feel the group is making• Future meetings reflect the evaluation.
  31. 31. Sample Template for a Meeting-Minutes Report• Group name, date, and place (if it changes)• Follow-up action• Person• Date• Next meeting• All• Date, time, place (if it changes)• A description of any action that someone committed to work on or complete before the next meeting• The person or group who committed to the action• Date and time for completion or ASAP, soon, or next week.• Present• Axxxx Bxxxx Cxxx (Chair) Dxxxxx* Exxxx *Absent• number) with additions or corrections to these minutes
  32. 32. • Agenda• Xxxx xxxxx xxxxxxx xxxx• Xxxxxxx xxxxxxxxx xxxx xxxx• Discussion, decisions, assignments• First agenda item. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Second agenda item. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx. Additional items. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxx xxxxxxxxxxx.• Tentative agenda for the next meeting• Xxxxxxxxxxxxxxx Xxxxx Xxxxxxxxxxx• Xxxxxxxxxx Xxxxxxxxxxxx• Call (insert your name and
  33. 33. •THANKS