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

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

                                           (Name of the Officer)
                                             Designation…………
                                              Telephone …………
To …………………….
Government of Pakistan
                Ministry of ………………….
                          ****
No.F………………………………..Islamabad, the …………………………..
                OFFICE MEMORANDUM
Subject: ………………………………………………

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

                                       (Name of the Officer)
                                         Designation…………
                                         Telephone ………….
To ………………………
Government of Pakistan
                     Ministry of ………………….
                               ****
  From:……………….
  Designation…………
  Tele: ………………..

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

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

  With regards.
                                              (Name of the Officer)
To ……………………
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Forms of communication

  • 2. FORMS OF OFFICIAL COMMUNICATION Letter Endorsement Memorandum Notification Office Memorandum Resolution Demi-official Letter Press communiqué or note Un-official Note Office Order
  • 3. 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.
  • 4. 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
  • 5.  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…”
  • 6. 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.
  • 7. 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…..”
  • 8. 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……….”
  • 9. 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”.
  • 10. 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.
  • 11. 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.
  • 12. 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
  • 13. 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
  • 14. 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
  • 15. 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.
  • 16. 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.
  • 17. 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
  • 18. 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.
  • 19. 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.
  • 20. Cypher telegram is drafted in normal rather than telegraphic language. Cypher message is forwarded through Pakistan Crypto Centre, Ministry of Foreign Affairs, Islamabad.
  • 21. 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
  • 22. 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
  • 24. GOVERNMENT OF PAKISTAN Let ESTABLISHMENT DIVISION ter No. ……………………………...dated, Islamabad the………………………. To ………………………. Subject: …………………………………………… Sir, Body of the letter Yours faithfully Name Designation Telephone
  • 25. 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
  • 26. 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…………………..
  • 27. Me Government of Pakistan mo ran Ministry of …………………. du **** m No.F…………………………………Islamabad, the …………………………….. MEMORANDUM Subject:……………………………………….. Attention is invited to the Ministry of … …………….. MAIN BODY (Name of the Officer) Designation………… Telephone ………… To …………………….
  • 28. Government of Pakistan Ministry of …………………. **** No.F………………………………..Islamabad, the ………………………….. OFFICE MEMORANDUM Subject: ……………………………………………… The undersigned is directed…………….. MAIN BODY (Name of the Officer) Designation………… Telephone …………. To ………………………
  • 29. Government of Pakistan Ministry of …………………. **** From:………………. Designation………… Tele: ……………….. D.O. No.………………………………….Islamabad, the ………………………………………….. Subject:-………………………………………………………………………….. My dear……. Apropos to my talk……………M A I N B O D Y With regards. (Name of the Officer) To ……………………