Letter Writing format Agenda and Minutes (Guidelines and Sample) Circular and Notice (Structure and Sample)

1. Business Correspondence & Official
Communication
• Layouts, Styles, Guidelines, and Samples

2. Contents / Agenda
• Letter Writing: Layout & Style
• Agenda & Minutes: Guidelines & Sample
• Circular & Notice: Structure & Sample

3. Introduction to Business Letters
• Definition: Formal written communication
between organizations or individuals.
• Purpose: Convey information, requests, or
responses formally.
• Types: Inquiry, Order, Complaint, Adjustment,
Appointment, Resignation.

4. Layout of a Business Letter
• Sender’s Address
• Date
• Receiver’s Address
• Salutation/Greeting
• Body (Introduction, Main Content, Conclusion)
• Complimentary Close
• Signature & Designation
• (Optional: Diagram of letter layout)

5. Style of Business Letters
• Language: Formal, concise, polite, clear
• Tone: Professional and objective
• Formatting: Left-aligned, single spacing,
paragraph breaks
• Tips: Avoid contractions, slang, and personal
opinions

6. Sample Business Letter
• Example: Order Letter or Complaint Letter
• Label sections: Address, Date, Salutation,
Body, Closing, Signature

7. Agenda
• Definition: List of items/topics for a meeting.
• Purpose: Organize flow, ensure all topics are
covered.
• Key Elements: Meeting title, Date & Time,
Venue, Topics, Chairperson & Attendees

8. Sample Agenda
• | Agenda Item | Description | Time | Person
Responsible |
• |------------|-------------|------|-----------------|
• | 1 | Review last meeting | 10 min |
Chairperson |
• | 2 | Project Updates | 15 min | Team Lead |

9. Minutes of Meeting
• Definition: Written record of discussion,
decisions, and action points.
• Key Elements: Meeting title, Date, Time,
Venue, Attendees, Discussion Points,
Decisions, Action Items with deadlines

10. Sample Minutes
• Minutes of Meeting
• Date: …, Venue: …, Chairperson: …
• Decisions: 1) … 2) …
• Action Items: 1) … by …

11. Circulars
• Definition: Written communication to a large
group.
• Purpose: Announce events, policies, or
information.
• Key Elements: Heading, Reference No., Date,
Subject, Content, Signature/Authority

12. Sample Circular
• Example: Annual Day Announcement
• Layout: Heading, Date, Subject, Content,
Signature

13. Notices
• Definition: Public/formal announcement for
information or action.
• Purpose: Notify members about events,
meetings, deadlines.
• Key Elements: Heading, Date, Subject
(optional), Content, Signature/Authority

14. Sample Notice
• Example: Library Book Return Deadline
• Format: Heading, Date, Notice Content,
Signature

15. Thank You