Inter and Intra-Office Communication are two types of Communication done in Organised sector. Inter-Office is Between Offices and Intra is Internal Communication within the organisation.

1. Writing Skills
-Official Communication-
Inter-Office Communication
Intra-Office Communication

2. Intra-Office
Communication
Memorandum
Internal
Communication
Memo

3. Used by a Person
Known
to the Receiver
Personally/Officially

4. Less Formal in Tone and
Without Formal Elements
e.g. – Salutation/Greetings or
even Signatures

5. Short, in a Friendly Tone.
Directly states the SUBJECT
after the following :

6. From____________ Subject_______________
To_______________ Date__________________
………………………………………………………………
………………………………………………..……………
…………………………………………….
No Dear Sir/Yours sincerely etc.
To ________________ Date ________________
From ______________
Subject ____________
…………………………………………………………
…………………………………………………………
…………………………………………………...…….
No Dear Sir/Yours sincerely etc.

7. Principles:
 Necessary and Sufficient
Information
 Do not Assume that Everyone
knows Everything related to the
issue discussed in the Memo!

8. • Be Clear, Concrete and Specific
• Easy-to-understand
• Explain with Ease
• Co-operation and Politeness
• NO Emotional Appeal

9. • It works like a Reminder to the
one who is assigned with the
TASK!
• Generally travels from Senior to
Junior!

10. USES in Official Communication:
To Provide Information
To Issue Instruction
To Convey A Policy Decision
To Offer Suggestions
To Record/Report An Agreement
To Establish Accountability

11. CIRCULAR
 Information to Multiple
Concerned People
 Same Content but Individual
Copies

12. Circular No:
Date:
SUBJECT LINE
Body of the Circular
Signatures of Recipients:
…. ………………..
Letter Head

13. Circular No: MMDU/2019/Sports/03
Date: 04 February 2019
Annual Sports Meet Registrations
All the Faculty Members and Class representatives are informed
that the Annual Sports Meet shall be held…..
The students can register on the given web-link.
Signatures of Recipients:
…. ………………..
MMDU Mullana

14. Notice

15. …….Letter Head…….
Notice/ SUBJECT LINE
Date:
Body of the Notice
Signature of Issuing Authority
…. ………………..

16. Notice for First Year Students
Date: 04 February 2019
All the students of 2019-20 batch are informed that they can get the
identity cards and library cards from the office of the Dean, Students’
Welfare, Block D. The office will be open from 09AM to -4PM. Carry
your provisional ID Card with you.
In case of any query, contact the office of the undersigned.
Signature of Issuing Authority
Dean Students’ Welfare
MMDU, Mullana

17. The Five Essentials of a Notice:
What
When
Where
Who
How

18. Agenda of a Meeting
• A List of the ‘To Be Discussed’
subjects/tasks
• Shared with all invited members in
advance
• They come with necessary preparation or
queries.

19. Record of the Actions Taken at a
Meeting
• The Agenda (Proposed Activities) of
the Meeting gets concluded.
• Details of Members Present at the
Meeting
Minutes of a Meeting

20. 20
• In proper order of events, minutes
are taken.
• Any other point/s raised at the
meeting is also mentioned.
• Minutes of the Meeting become
Official Orders
• These are circulated among other
members of the organisation.

21. Inter-Office
Communication
•Letter
•E-mail

22. Inter-Office Communication
(External Communication)
• Business Letters
• E-mails

24. Inside Address
Addressing the Recipient (Official Title)
Reference No. & Date Line
Official Number of Letter 28 March 2020
Letter Head of the Letter
Organisation’s name & Address

25. Body of the Letter
Main Content
Salutation for the Receiver
Dear Sir/Respected Sir/Ma’am
Subject of the Letter
Descriptive Subject

26. Action Required
State the Purpose
(to convince/simplify/fulfil the instructions)
2. Details/Explanation
Body of the Letter (03 Parts)
1. Statement of the Problem

27. Signatures and Designation
Sender’s Details
Complimentary Close
Yours's sincerely
Expression of Goodwill
Thanking you in anticipation

28. Questions – Doubts – Queries
Feedback
Inter and Intra Office
Communication
• Memo
• Circular
• Notice
• Agenda
• Minutes
Inter-office Tools:
• Letter
• E-mail