This document discusses different aspects of communication in the public sector. Part 1 defines official and unofficial references, explaining that unofficial references can be sent either by attaching a note to a file being sent to another office or department, or by sending a standalone memorandum. It is used to obtain views, comments, guidance or clarification between ministries or offices. Part 2 defines a precis or summary as a shortened version of a text that contains the main points in the writer's own words. It discusses the qualities of a good precis and provides guidance on how to write one. Part 3 outlines different elements of the communication process, including the communication model, importance of context, and common communication methods like oral, visual

1. LECTURE. 3
PART 1
PUBLIC SECTOR COMMUNICATION
IFTIKHAR AHMAD
D.G. AUDIT

2. UNOFFICIAL REFERENCES
An official reference is also known as an official memorandum, an
unofficial note, inter departmental note, and inter-departmental
reference. This means that these five denote one and the same
thing. Unofficial references can be made in either of the two
different ways as stated below:
a. By sending the file itself to a ministry or an office with the note
recorded on it.
b. By sending a self-contained note or memorandum.
This mode is normally adopted in Ministries or between a ministry
and its attached offices for the following purposes :
a. For obtaining the views, comments , concurrence, counsel etc.
b. For obtaining a clarification, etc. of the existing instructions, rules,
etc.
c. The requisite papers of information, etc. salutation or subscription
is not used in such references.

3. ENDORSEMENT
This form is used in the following ways:
a. When a paper is returned in original to the
sender;
b. When a paper is referred to another ministry or
to an attached or subordinate officer either in
original or by sending its copy for information,
remarks for disposal,
c. When a copy of a communication is to be
forwarded to other in addition to the original
addressee .This shows that an endorsement is a
copy of a letter which is sent to a person or an
office , where original is addressed to somebody
else.

4. In the last case, the endorsement takes one or other of the
following forms:
“A copy( with the copy of the letter to which it is a reply) is
forwarded to:
a. For information
b. For information and guidance
c. For necessary action
d. For favour of a reply
e. For early compliance"
Copies of financial sanctions issued by administrative
Ministries, when required to be communicated to the audit
authorities, through the Ministry of Finance are also sent
by means of an endorsement.
This form should not be used in communicating copies to
provincial governments. in such cases, a letter is the
appropriate form of communication to provincial
governments.

6. Part 2
Precis/Summary
A precis or summary is a shortened version of
a text.It contains the main points in the text
and is written in your own words. It is a
mixture of reducing a long text in to a short
text by selecting relevant information only.A
good precis shows that you have understood
the text.

7. The word precis is a French form of English word
“Precise” which in the original Latin meant “Cut
short”. It is generally defined as a brief and clear
statement in a connected and readable shape of
the substance of a larger passage. In English, we
have so many expressions for this action of
compressing written matter into smaller space.
Following are the different ways of referring to it:
1.Precis
2.Summary
3.Epitome
4.Drift
5.Substance
6.Gist

8. Qualities of a Good Precis
• Selection
• Consciseness
• Sequence
• Clearness
• Coherence

9. Important Points to Make
Precis/Summary
1. Read and understand the text carefully.
2. Think about the purpose of the text.
3. Select the relevant information.
4. Find the main ideas:
a. They may be found in topic sentences.
b. Distinguish between main and subsidiary information.
c. Delete most details and examples, unimportant
information, anecdotes, examples, illustrations and data
etc.
d. Find alternative words phrases.
5.Change the structure of the text: Simplify the text. Reduce
complex sentences to phrases, phrases to single words.
6. Write the main ideas in complete sentences. Combine your
notes into a piece of continuous writing.

10. 7. Check your work:
a. Make sure the purpose is clear.
b. Make sure the meaning is the same.
c. Make sure the style is your own.

11. Specimen
Though all of us strive to be happy, none are completely
happy. Accidents spoil our happiness. Sickness and death
often do the same. There are so many infirmities of the
flesh and spirit which stand in the way of our attaining
complete happiness. No one is immune from them.
Besides, one's happiness does not always depend entirely
on one's own actions. An ungrateful child may ruin the
happiness of his father, a heartless husband may embitter
the life of his wife. Some men are so sensitive that they do
not feel happy unless those around them are also happy.
Their sympathies for those that suffer may be too keen to
allow them to be happy. It is also true that our desires are
always in advance of our possessions. We Desire many
things, and as we attain very few of them so we feel
unhappy.
(150 words)

12. Solution
Title: Causes of Happiness
In this world none is completely happy. There
are accidents, sickness and death to spoil our
happiness. Our shortcomings cause un
happiness. Our happiness also depends on
others who may deceive us. Some men are
sensitive by nature and cannot be happy. Then
our desires are so many and we can attain
only a few of them.
(56 words)

13. Part 3
COMMUNICATION SYSTEMS
1. The communication model (process of
communication).
2. Context.
3. Methods of communication.
4. Communication media.
5. Universals(components) of interpersonal
communication.

14. The communication model (process
of communication)
Whilst there are many different ways in which
organisations can collect, share and
disseminate information. They are all based
on the same underlying communication
model as shown below:

15. 1.Generate a
message
2.Transmitter
encodes a
message
3.The encoded
message is
transmitted
4.Encoded
message is
received
5.Receiver
decodes a
message
6. Receiver
provides a
feedback

16. Components of the communication
process
Sender: The sender generates a message and select
the most appropriate communication method.
Encoding: The message is then encoded and
transmitted to the intended recipient known as
the receiver.
Receiver/decoding: The receiver decodes/ interpret
the message to understand what the message is
about and what action( if any) is required.
Feedback: The receiver that provides feedback to
the original sender to show that they have
received and understood the message.

17. Context
The sender must appreciate the context in which they
are communicating a message in order to ensure they
adopt the most appropriate way to communicate
information. As well as considering whom the receiver
is and the nature of the information being
communicated, they may also need to think in for
example whether the message incorporates good news
or bad news, maybe time-critical or whether it may
require a decision to be made.
Contextual consideration when selecting the
appropriate form of communication include:
1. Formal vs informal.
2. Confidential vs non confidential.
3. Urgent vs non urgent.
4. Internal vs external.

18. Methods of Communication
Oral
Face to face discussion,telephone
conversation.
Visual
Face to face discussion, videoconferencing,
notice-boards.
Pictorial
Charts, drawing, graphs.