OFFICE CORRESSPONDENCE

•MEMORANDUM•NOTICE•MINUTES OF MEETINGS•AGENDA

OFFICE MEMORANDUMS

Memorandum is more popularly known as memo.

• Note to assist the memory.• Used for internal communication between

executives and subordinates or between officers of the same level .

A memo can be used

• To issue instruction to the staff.• To communicate policy changes to the staff.• To give/seek suggestions.• To request help or information.• To confirm a decision arrived at on the

telephone.• To intimate granting/withholding permission to

do something.• To seek explanation on some matter of conduct

MEMORANDUM

• A memorandum is a short piece of writing generally used by the officers of an organization for communicating among them selves. It is also called interoffice memorandum.

• The main purpose of a memorandum is to record or convey information and decisions or to make short requests.

• Letters usually are sent outside the organization while memorandums usually are internal messages.

• As internal messages, memorandum tends to be more informal and more direct than their letter counterparts.

• Some organizations use the memo form for short reports too. Reports in which an officer supplies certain data to another officer to enable the latter to take a decision

• Occasionally, such a memo may also contain an analysis of data and the opinion and recommendations of the officer sending it.

• To achieve its purpose a memo is written in easy-to-understand language.

• Its style, is like that of reports: objective, matter-of-fact, and lucid.

• No attempt is made to make an emotional appeal to the reader or to create a psychological impact on him.

• Plain and direct statements of facts are made to achieve all that is required. There must be a lot of executives overwhelmed by the number of memos they receive

• Competition for the reader's time places importance on directness and clarity.

• More so than with letters, memos should start with a statement of the purpose early in the message.

• In other words, memos are more likely either to be direct messages or to bend the formula steps of the indirect organization to become situational messages.

• A memo ensures quick and smooth flow of information in all directions. • It also enables officers to maintain good business relationships.• A memo becomes handy when one wishes to avoid coming into personal

contact with certain colleagues.• Memo is to establishes accountability.• Since, it is a record of facts and decisions you can turn to it in future if

there is a need to find out who went wrong and at what stage.

• Some organizations insist that even small events and requests, telephonic conversations on official matters, etc. should be recorded in the form of memos

• Many organizations use printed memo forms. One can quickly write the message and transmit it to the concerned officer.

• It takes comparatively less time to write a memo since it does not contain several details which a letter has.

• Memorandum also needs special visual treatment.• Keep paragraphs short, much like newspaper articles.• Consider using bullets in front of items in a list.• The following essential items of information must be given in a memo: (i) The designation of the receiver, (ii) The designation of the sender, (iii) Reference, (iv) Date and (v) Subject.• In printed forms the name of the organization/the department concerned is written on

the top.• If copies of a memo are sent to other officers, an indication is given at the bottom as in

the case of letters.

ROSE STEEL COMPANY LIMITED Interoffice Memorandum Date: 16 June 2011 To: Office Manager From: Purchase Officer Reference: SOT/P18 Subject: Purchase of Office Chairs As desired, the order for the supply of 300 office chairs has been

placed with Shinewell Furniture Mart, LalChowk. The chairs will be supplied in two lots of 150 each on 23rd and 30th March‘2012.

c.c. Finance Officer

Lakshmi Cotton Mills Limited Interoffice Memorandum

Date: 16 May 1999 To: General manager From: Production Superintendent Reference: PA1129 Subject: Damage by Fire• A fire broke out in the factory at about 11 p.m. on May 14, 1999. It originated in the Store

Room on the ground floor and quickly spread to the whole factory.. The fire-brigade fought it for nearly eight hours before it could be brought under control.

• Preliminary enquiry shows that the fire was caused by a short circuit in a junction box near the stores.

• As per your instructions, a committee consisting of Sri T.L Swamy,. Mechanical Engi-neer, Sri P.S. Dubey, Foreman and Sri Rasool Ahmed, Stores officer has been appointed to find out the cause of fire and the extent of damage and to recommend measures to prevent such mishaps in future. The committee has been asked to submit its report within a fortnight.

Arun Ghosh CC. Manager

• Write an office memorandum warning an employee against his habit of reading the newspapers and magazines during office hours

Name of Organization Office Memorandum To: J.M Neg,Administrationi Date: From: K.Swami,D.G.MRef.No.: 867/2012

Subject: Reading newspapers and magazines in office hours. I appreciate your interest………………,But would you please confine your

reading of newspaper……..You will agree that maintaining office decorum is of utmost importance

for the welfare of the organization

NOTICEUsed for the notification of the important issues.• It should be informative.• Starts with heading.• Brief and precise.• Language should be simple.• Must have a date.• Issuing authority should be mentioned clearly.• Must have the signature of the issuing

authority.

NOTICE

Notices, generally supposed to be pinned on a wall notice-board, are a popular and effective way of reaching out to the general staff for whom they are meant. Many notice require signatures of staff or some other indication of agreement or disagreement with some proposal , policy decision, etc.

University of Petroelum and Energy Studies URJAA-2012 NOTICE CULTURAL COMMITTEE September24, 2012.

We are, organizing the Fest Uurja -12 - Annual Student Festival of University of Petroleum & Energy Studies in the month of November,2012.

Interested students for posts in CULTURAL COMMITTEE & EVENT MANAGEMENT (Organising) can give their names to the undersigned latest by Oct 6,2012.

Dr. Shalini Vohra Convener Cultural Committee Contact number: 9997203969

Public notices Issuing public notices is a routine affair with companies. • Annual general body meeting• Termination of the services• Warning the public in general• Loss of equity shares• Opening & Closing of public issues • Caution notices

• A notice about a meeting of the Board of Directors of a company. MDH LIMITED 28 Najfgarh Road, New Delhi NOTICE 5th May, 20..

A meeting of the board of Directors of the Company will be held on Wednesday, the 28th May, 20.. at 4 p.m. at the Registered office of the Company at 28 Najfgarh Road, New Delhi to consider, approve and to take on record the unaudited half-yearly Financial Results for the period ended 31st March, 20..

For and on behalf of the Board M.P. Jain

Managing Director New Delhi

• A notice warning the public against dealing with a particular person

Name of the Organization Public Notice Date: September 20,2012 This is to inform the General Public and customers that Mr. Rahul Verma, Assistant Manager (Mktg.). Is no more working with Regent

Automobiles Ltd. Anybody dealing with him will do so on his own risk

General Manager REGENT AUTOMOBILES LTD.

Memo Notice

Where Internal Communication Notification

Who Members of the same organization Internal and/or external

When and WhyFor short information/reminders/instructions/clarification

Same as memo but is used for more important issues

How and WhatConcise,Clear,example template attached for format and content

Concise , clear and polite, legal document, sender's sign important, template attached for format

AGENDA

Agenda is a document that outlines the contents of a forthcoming meeting. It is usually sent along with the notice of the meeting.

ALLIED SALES CORPORATION CHENNAIThe next quarterly meeting of the Board of Directors will

take place on Monday, 17th September, 20.. At 5p.m. in the conference room.

AGENDA1. Minutes of the last meeting.2. Matters arising from the minutes3. Financial irregularities in Dharwar branch4. Re organisation of work in Bangalore branch5. Any other business6. Date of next meeting

Minutes of Meetings

• Minutes are the official record of the proceedings of a meeting.

• Minutes must be precise, concise and accurate record of decisions and resolutions.

Types of minutesMinutes are of two types:1. Minutes of resolutions2. Minutes of narration.

Minutes of resolutions• In this type of minutes, only the resolutions

passed at a meeting are recorded and no reference is made to any discussion preceding the resolutions. No mention is made even of the movers and seconders of the resolutions.

Minutes of narrations• Minutes of narration are somewhat similar to a

report Here, in addition to the resolutions passed, a brief account of the discussion and the voting pattern is also included.

Minutes of the Meeting

Who takes it?Secretary only?Official record?

Before the meeting

• Choose your tool–• Make sure it is in working order• Have a back up plan

During the meeting

• Pass around an attendance sheet. • Get a list of committee members and make sure you

know who is who. • Note the time the meeting begins. • Don't try to write down every single comment . • Write down motions, who made them, and the results

of votes, if any.• Make note of any motions to be voted on at future

meetings. • Note the ending time of the meeting

After the meeting

• Type up the minutes as soon as possible after the meeting,

• Include the name of organization, name of committee, type of meeting (daily, weekly, monthly, annual, or special), and purpose of meeting.

• Proofread the minutes before submitting them.

After the Meeting

to Ensure Effective Meetings

Publish Meeting Minutes

• publish your minutes and action plan within 24 hours

• They still have a fresh memory of action plan• They remain enthusiastic and ready to get

started. • people wait for the minutes to arrive before

they begin to tackle their commitments

Effective Meeting Follow-up

• Respecting and observing deadlines and follow-up

• what you ask for gets accomplished.• meeting planner’s goal is to check progress

and ensure that tasks are underway.

Accountability for Follow-up

• Establish norms of consequences early in the cycle

• check progress at the next meeting and if there is a real roadblock to progress, determine how to proceed.

Debrief the Meeting Process

• debriefing each meeting is a powerful tool for continuous improvement

• Participants take turns discussing what was effective or ineffective and the progress they feel the group is making

• Future meetings reflect the evaluation.

Sample Template for a Meeting-Minutes Report• Group name, date, and place (if it changes)• Follow-up action • Person • Date • Next meeting • All • Date, time, place (if it changes) • A description of any action that someone committed to work on or complete before the next

meeting • The person or group who committed to the action • Date and time for completion or ASAP, soon, or next week. • Present• Axxxx

BxxxxCxxx (Chair)Dxxxxx*Exxxx*Absent

• number) with additions or corrections to these minutes

• Agenda• Xxxx xxxxx xxxxxxx xxxx • Xxxxxxx xxxxxxxxx xxxx xxxx • Discussion, decisions, assignments• First agenda item. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx

Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx.

Second agenda item. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx.

Additional items. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxxxxxxxxxxxxx.

• Tentative agenda for the next meeting• Xxxxxxxxxxxxxxx Xxxxx Xxxxxxxxxxx • Xxxxxxxxxx Xxxxxxxxxxxx • Call (insert your name and

•THANKS