Forms of communication

FORMS OF OFFICIAL COMMUNICATION

Letter Endorsement
Memorandum Notification
Office Memorandum Resolution
Demi-official Letter Press communiqué or note
Un-official Note Office Order

LETTER
Official letter to convey the views or orders of
the government of Pakistan.
 Must be written under the direction of
Government.
 It is used for formal sanctions and
communication to (a) provincial governments,
(b) public bodies and (c) individuals.
 It is also used to convey sanctions of
Government to attached departments and sub-
ordinate offices but not between Divisions of
Government.

LETTER SHOULD BE COMPOSED OF
Letter head bearing words Government of
Pakistan and name of the Division
Number and date
Name with title and designation of the sender
Designation and address of the addressee
Subject
Salutation
Main text of the letter
Subscription and
Signature and designation of the sender with
telephone number

 Letter addressed to official authorities should
begin with Dear Sir, and end with Yours
faithfully

 Letter to non-officials or groups of individuals
should begin with Dear Sir / Sirs and end with
Yours Truly followed by signature and
designation of the person signing the letter.

 Official letter not purporting to issue under
direction from Government should begin with
the words, “I have the honour to …not I am
directed to…”

OFFICE MEMORANDUM
Ѳ Should be used for correspondence
between various Divisions

Ѳ For conveying information not
amounting to an order Government to
Attached Department and sub-ordinate
authorities

Ѳ It should be written in third person and
bear no salutation except signature and
designation of the officer signing it.

Ѳ Name of the Division, Attached Department or
Office should appear at bottom on the left
hand corner of the page.

Ѳ The OM purporting to be written under
government directions should begin with the
words, “The undersigned is directed to…..”

MEMORANDUM
Ω Should be used for correspondence between the
Divisions and Attached Departments and
subordinate offices
Ω In reply to petitions, applications for
appointment
Ω Should be written in third person; begin with
no salutation and subscription except signature
and designation of the officer signing it.
Ω The name of the addressee should appear on
the left hand corner of the page. The Memo
should begin with the words, “ Reference
application / petition / letter No……
dated……..from……….”

DEMI-OFFICIAL LETTER
Should be used in correspondence between
Government officers when it is desired that a
matter should receive personal attention of the
addressee.

Demi-official communication should be
addressed to an officer by name. It should
written in first person singular with salutation,
“My dear………..” or “Dear Mr……………” and
end with “Yours sincerely”.

The expression “My dear” should be normally
used for an officer of the same status or one
step above. “Dear Mr…..” when address is
two or more steps higher.

The name and designation with title if any of
the sender be typed under the crest on the
first page alongwith telephone number.

Unofficial note (UO note) should be made by
sending a note on the file itself. This method of
consultation should be generally employed
between Divisions and Division and attached
departments where so authorized.

ENDORSEMENT
Is used when a copy of communication is to be
forwarded to others in addition to the original
addressee. It may take the following forms.
“A copy (with the copy of the letter replied to) is
forwarded to…………………. for
information
information and guidance
necessary action
compliance

NOTIFICATION
is used for notifying in the Gazette of
Pakistan (a) ordinances, (b) rules and (c)
orders, appointments, leave and transfer of
Gazetted officers and matters of which are
required to be published in the Gazette of
Pakistan

ORDINARY NOTIFICATIONS
Part-I Notifications regarding appointments,
promotions etc., issued by Ministries/Divisions of
the Government of Pakistan, Department of the
Auditor General of Pakistan and the Supreme
Court of Pakistan other than the Ministry of Defence.

Part-II Notifications issued by the Ministry of
Aviation and Defence.

Part-III Notifications issued by the High Courts,
Federal Public Service Commission and by the Attached
and Subordinate Offices of the Government of
Pakistan

Part-IV Notifications issued by the minor
administrations and miscellaneous notifications
not included in any other part.

Part-V Notifications etc., issued by the Patent
Office.

Part-VI Advertisements and Notices issued by
Corporate Bodies and Private Individuals on
payment.

EXTRA-ORDINARY NOTIFICATIONS
Part -I Consists of Acts, Ordinances, President’s
Orders and Regulations.

Part-II Consists of Statutory Notifications
(S.R.O.) issued by various Ministries.

Part-III Consists of other Notifications, Orders
etc.

RESOLUTION
Is used for making public announcement in
the Gazette of decisions of Government on
important matter of policy, appointment of
committees or commissions of enquiry and
the results of the review of important
reposts of such bodies

PRESS COMMUNIQUÉ OR PRESS NOTE

It is issued when it is sought to give
publicity to a decision of Government. It
should ordinarily be prepared in
consultation with and issued though the
Press Information Department.

TELEGRAMS AND TELE-PRINTERS
MESSAGE
It is used only on occasion of urgency. The
message should be brief but clear. Clarity should
not be sacrificed for brevity. The priority of
message is as under: Ordinary, Express,
Important, Immediate or Most Immediate.
Immediate and Most Immediate telegrams are
sent only on authority of Secretary or Additional
Secretary or Joint Secretary.

Cypher telegram is drafted in normal
rather than telegraphic language.
Cypher message is forwarded through
Pakistan Crypto Centre, Ministry of
Foreign Affairs, Islamabad.

COPIES OF CYPHER TELEGRAMS

 Copies of cypher telegrams are strictly
prohibited except with the request to
Ministry of Foreign Affrays.
 Making unauthorized copies is breach of
Cypher Security
 Reference giving should be avoided
 cypher telegram should be passed though
other means

EMAIL AND FAX MESSAGE
For quick disposal of official business urgent
message may be transmitted through e-mail
or fax.
OFFICE ORDER
Is used for conveying instructions to the
followed in office and notifying appointment,
promotion, leave etc. of the non-gazetted
staff.
ORDER
Is issued to convey decision of the
Government in disciplinary cases

FORMS OF COMMUNICATION

SPECIMENS

GOVERNMENT OF PAKISTAN Let
ESTABLISHMENT DIVISION
ter
No. ……………………………...dated, Islamabad the……………………….

To ……………………….

Subject: ……………………………………………
Sir,
Body of the letter
Yours faithfully

Name
Designation
Telephone

sem ent
En dor GOVERNMENT OF PAKISTAN
ESTABLISHMENT DIVISION
No. ……………… ……………………………………..dated, Islamabad the……………………………
To ……………………….

Subject: ……………………………………………

Sir,
Body of the letter
Yours faithfully

Name
Designation
Telephone
Copy forwarded to…………………………………………..…….for information

Designation

Government of Pakistan
Ministry of ………………….
****
Subject:……………………………………………..
With reference to the ……………..
MAIN BODY

(Name of the Officer)
Designation…………
Telephone ………….

Encl:……….
Ministary of ………………… (Name & Designation), Address,
City.
U.O. No.F………………………………………………… dated…………………..

Me
mo
ran
Ministry of …………………. du
**** m
No.F…………………………………Islamabad, the ……………………………..
MEMORANDUM

Subject:………………………………………..
Attention is invited to the Ministry of … ……………..
MAIN BODY

Telephone …………
To …………………….

****
No.F………………………………..Islamabad, the …………………………..
OFFICE MEMORANDUM
Subject: ………………………………………………

The undersigned is directed……………..
MAIN BODY

Telephone ………….
To ………………………

****
From:……………….
Tele: ………………..

D.O. No.………………………………….Islamabad, the …………………………………………..

Subject:-…………………………………………………………………………..
My dear…….
Apropos to my talk……………M A I N B O D Y

With regards.
To ……………………

Forms of communication

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