A Presentation on

Circulars (circular letters), Notices, &

Memorandum.

A Presentation on

Circulars (circular letters), Notices, &

Memorandum.

Index

1. What is Communication? ..........................

1

2. Circular (Title) ……………………………….….....

21. What is Circular? .............................................

32. Why are circular written? .................................

43. Continued… ……………………………………….....

54. Sample Format of Circular ………………………...

6

3. Notice (Title) ………………………………………….

71. What is Notice? ................................................

82. Purpose of Notice… ………………………………….

93. Point to be remember while designing notice ….

104. Continued… …………………………………………..

115. Points Consider for Notices ………………………..

126. Different types of Notices …………………………..

137. Sample format of Notice (within Organization)..

148. Sample Notice …………………………………………

159. Sample notice for public ……………………………

16

No. Content Slide

4. Memo (Title) …………………………………………

171. Introduction of Memo …………………………..

182. Meaning of memo. ……………………………….

193. Purpose of memo. ………………………………..

204. Types of Memo…(two way) …………………….

21i. Sample format of memo. (fully block) ……………

22ii. Sample format of memo. …………………………

23iii. Sample format of memo. (Semi block) …………..iv. Difference between types ……………………………

245. Most important components… ……………...

251. Heading ……………………………………….......

262. Reference, Date & Subject. ……………………….

273. Message ……………………………………………

284. E-Memo …………………………………………..

29

5. Conclusion ……………………………………………

30

IndexNo. Content Slide

IndexIndexIndexIndex CircularCircularCircularCircular NoticeNoticeNoticeNotice MemoMemoMemoMemo

What is communication?Communication

is a two way process in which exchange and progression of idea towards mutually accepted direction or goal.

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Circular

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What is Circulars? A circular is a formal message,

which is sent to no. of person. They are usually cyclostyled (duplicate) or printed with a space left for the addresses are written or typed in those spaces. It is different from a memo or notices.

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Circular

Why are circulars written ? A circulars are written in the context of

business to announce. The purchase of an existing business by

an individual or organization. The establishment of a new business. The granting or obtaining of an agency. Change in the address of a business

establishment. The admission of a partner. The retirement or death of a partner. Price reduction. Introduction of new product.

Circular

Introduction or announcement of new schemes.

for above mention purpose circulars are written. It has same method of writing but, in it content are change according to purpose. E.g. Title, Date, address, etc. are follow same method as for all but, according to necessity it change.

Continued….

Sample CircularSample CircularName of the Co.

Date & Circular No.

Introduction

Main Part

Conclusion

Sign

Designation

Address & Reg. No.

Nishan Pvt. Ltd.1,Gidc Area, Vatwa

Ahmedabad. Reg. Guj\Ahm\99.108

Date:June10,2006.Circular no. 177/61.

The Organization is conducting a “visit to village” programmed, under the rural development project, on June 20,2006.

we will be visiting a near by village and conducting a cleanliness campaign there.

The employees are advised to come in informal dress code and assemble in the main around at 11:00a.m and join for the noble cause.

Sign.

Bharat Malik

(personnel manager)

Notice

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What is Notice? A notice is usually a straight forward

written communication giving some information or instruction. A notice may be issued inside an organization or sent outside it.

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Notice…

an individual or a group or the public

Purpose Of Notices Announce Social Events. Report on matters of interest to staff. Inform staff of new procedures. Advertise Posts for internal appointment. Remind staff of company procedures.

Notice…

Points to remember while Designing Notices

When designing a notice your aim must be ensure that your notice is seen and acted upon where necessary. Long, rambling paragraphs will not achieve this aim. When designing notices bear in mind this guidelines.

Notice…

Continued.., (guidelines)

Use different size print for emphasis. Give the notice a clear heading. Use sub-heading to break up the main

information logically. Use the paper effectively to display the

notice attractively. Include the name of the writer at the

bottom as well as reference and date.

Notice…

Pointes to consider for notices.

It must contains essential information. It displayed attractively so that it receives

attention and cooperation. When designing a notice make sure you

spilt the words appropriately. Otherwise you could change the meaning completely.

In case of legal notice, it is send by post.

Notice…

Different Type of Notices.Different Type of Notices.1.Notice within organization.1.Notice within organization.

2.Notice for public.2.Notice for public.

Notice…

Sample Notice(within organization)

Kovai Textiles (p) Ltd.Civil Aerodrome postCimbatore 64014.

15th October,2004.NOTICE There will be a general body Meeting of our employees

recreation club of this organization to from sub committees for organizing the various activities connected with our diwali celebration suggestions in this connection are welcome.

M.A.Thakkar(president)

Kovai Textiles Employees Recreation.

Sample Notice Sample Notice (within organization)

Name of the Co.

Date & Notice No.

Title & Subject

Main Part

Sign

Designation

Address & Reg. No.

Nishan Pvt. Ltd.1,Gidc Area, Vatwa

Ahmedabad. Reg. Guj\Ahm\99.108

Date:June10,2006.Notice no. 177/61.

Notice

Sub.: Notice for Diwali Celibration

There will be a general body Meeting of our employees recreation club of this organization to from sub committees for organizing the various activities connected with our Diwali celebration suggestions in this connection are welcome.

Sign.

Bharat Malik

(personnel manager)

Sample Notice For Public (To be published in newspaper)

“Notice is hereby given that I. V. Krishna aged 24 (date of birth 15-03-1980),son of Shri Vishnu Narayanswami will hence forth be known as V. Salkrishna. Application to this intent has been made to appropriate authority.”

Notice…

Memo

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Introduction Of Memo: Memo which is an abbreviation of

Memorandum, forms part of inter And intra departmental correspondence. Derived from Latin word “Memorate”, changed to “Memorandums”. It means to provide information.

A Memo is a written statement that provides information by a person or a committee to other people.

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Memo…

Meaning Of Memos• A Memo is a communication, which can

be used to issue instruction or announce policy changes or to to certain important points or decision. A memo is a note (not a circular letter) to

draw the attention of individual and group

remind someone of something or to issue an instruction.

Memo…

Purpose Of Memos Write to your subordinates, supervisor To Inform of decision, action. To request decision, action. To provide information of any kind. To remind someone of action which is

required.

Memo…

Memos Can BE Presented in Two-way Format.

2.Semi Block Format.

Memo…

1.Fully Block Format.

Sample-Memo (fully-block format)

NAME OF THE COMPANYINTEROFFICE MEMORANDUMDate:Reference:To:From:Subject: ........................................................................................

.......................................................................................NAMESignatureEncls:.

Sample Memo (fully block format)Name of the Company & Logo

Main Part & Schedule

Conclusion

Sign.- Designation

“CC” and Other related info.

Memo Title, Date & Ref.

Sender-Receiver & Sub.

TypesTypesTypesTypes

Sample-Memo(semi-block format)

NAME OF COMPANYINTER OFFICE MEMORANDUM

TO: REFERENCE: FROM: DATE:

SUBJECT:………..………………………………………………………………………….

………………………………………………………………………NAME

SIGNATURE

TypesTypesTypesTypes

Difference between semi block & fully block memo

NAME OF THE COMPANYINTEROFFICE MEMORANDUM

Date:Reference:To:From:

Subject: ………………………………………………..

………………………………………………………………………………………………………………………………………………………………..

NAMESignature

Enclose:

NAME OF COMPANYINTER OFFICE MEMORANDUM

TO: REFERENCE:

FROM: DATE:

SUBJECT:………..……

…………………………………………………………………….………………………………………………………………………

NAMESIGNATURE

There Are Three most Important Components

1. Heading2. Reference, Date and Subject3. Message (Body)4. E-Memo

Memo…

HEADINGThis would include reference to the sender

and receiver. Normally, the official designation is used to address and to indicate the addresser.

Memo…

If a name or Company name whatever is being used for the recipient, then a similar patter should be observed for the sender.

Reference, Date & subject The ref. no for a memo should always be

given. It helps in filing and recording of document for cross-referencing become easy.

Full dates are important from the point of view of future references further specifying the same also prevents errors of miscommunication that might crop up.

The subject of memo is extremely important. It should be brief and should be able to communication the basic intent of message. This prepares the reader for what is to follow

Memo…

Message (Body)

Memo…

The message is direct and the brief and is phrased in short and simple sentences.

Details are presented prior to purpose. The reader is gradually and logically lead to conclusion. In case of direct plan of organization is followed.

The reader would not read the entire memo. In reverse it is easier to maintain the goodwill of the reader and at the same time to transmit the information too.

E-Memos

Memo…

Written word has several advantages over the spoken word…

There are three main step… Preparation… Writing… Review… E-memo…

We can add other useful / necessary info. Best interoffice communication median/option We can use it as a legal document… The only difference in the circular and notice

is that the notice is displayed at one place where as the circular is widely circulated among the members concerned.

Conclusion…..

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THANK YOUTHANK YOU

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