This document discusses the various types of official correspondence used in government offices and organizations. It describes 14 different types including official letters, demi-official letters, memorandums, office memorandums, office orders, notifications, resolutions, press communiques, noting on files, endorsements, and inter-departmental communications. Each type is used for a specific purpose and has distinct features regarding format, tone, and how addresses and names are included. Official correspondence provides a formal way for government entities and offices to exchange information, suggestions, and orders in writing.

1. Mahajana PG Centre
MBA First Semester ”A”Sec
Managerial Communication
Types of Official Correspondence
Submitted By: Mohammad Ali
1st Semester “A” Sec MBA Department
Submitted To : Pratibha Jenifer
Lecturer, Mahajana PG Centre

2. Table of Contents
1- Introduction
2- Types of Official Correspondence
a:Official Letter
b:Demi-official letter
c:Memorandum
d:Office-memorandum
e:Office order
f:Notification
g:Resolution
h:Communique
I :Noting on file
J :Endorsement
K:Inter-departmental communication
L:Telegram, Saving ram
3-Conclusion

3. Official Correspondence
Introduction;
Official correspondence in general, any matter that
might have a bearing on the official business of a
command will be referred by officers to their
commanding officer through their chain of command.
It is used in all Government offices, for all kinds of
communication

4. Types of official correspondence
Office corresponce may be of varying types
depending upon the authority with which the
writer is writing to the receiver and also depends
upon the situation and the purpose for which the
letter is written and each type of letter also has
different layout
Office corresponding may be the following types;

5. Official Letter:
It is used for all forms of communication among the
government offices and all other departments and also
coporations etc.
Features of Official letter
1. Indication of writer,,,
2.Name of the ministry or department on head,,,
3.Name and signature of sender at bottom right side,,,
4.Number and date of communication at top,,,
5.Designation and address of sender on top right,,,
6.Salutation id “Sir”,for Government offices”Dear Sir”
7.The body text must be strict official formality as the first
paragraph may start with “I am directed to say,,,”

6. Demi-official letter(D.O. Letter)
It is used in all government offices for the bellow purposes.
1- An interchange of communication without any formalities
prescribed for the procedure.
2- Bringing the matter to the personal attention of receiver.
3- Pointing out that the official reminders have failed to elicit
any reply.

7. Features of D. O. Letter
1. Addressed personally to the name, rank and designation of
the receiver.
2.it can be written in a friendly tone.
3.The salutaion is “Dear Sir, Shree, ji,,,,”
4.It cantains also “Yours sincerely”
5.It is Signed without his designation.
6.Address of receiver is at right side bottom.

8. Memorandum:
It is an official correspondence which is used for
conveying the order of superior to a subordinate and it
is an individual correspondence:
Features of Memorandum
1. It is amounting an order from superior to
subordinate,,
2. It is written third person language,,,
3. There is no salutation or complementary close,,,
4. The address of inside is written at bottom left side,,,

9. Office Memorandum
It is a type memorandum which is written by an office
to each subordinate to conveying a particular
information.
Feature os Office memorandum:
1.It is from an office to more than one subordinate,,,
2.It is written in third person,,,
3.It has no salutation or subscription,,,
4.It is signed by officer in the office of sender,,,
5.The address of inside and designation will be wriiten
at left side bottom,,,

10. Office order
This kind of official correspondence contains an order
from an officer to his inferior rank for implementation.
Features:
1.It is written by an officer to his subordinate,,,
2.It contains an order to be implemented,,,
3.It is in third person in direct language,,,
4.It has salutation except the signature and designation
of the officer,,,
5.There is no inside address and it is written in the
name of office at bottom left side,,,

11. Notification
It is issued to announce any matter such as
appointment, transfer, promotion, suspention,
dismissal, retirement of a particular rank of
officer,,,,and also it can issued to announce the
delegation of powers and authority and also changes in
rules and regulations,,,
It will send to the concerned department and then it
will issue under the title of Notification,,,,

12. Resolution
This form is used for the announcement of soome
important decision of the Government or some
appointment of inquiry committees,,,it will issue in the
Government gazette under the heading,,,
Press-communique
It is a kind formal information. When the leaders of two
or more country gathered for some important talks,
after they get decision then it can be drafted and after
the leader’s approval it will be sent to the press of all
attended countries under title of Press-communique.

13. Noting files
A noting file contains communication proposal and
views, observations and comments made by concerned
officials during the course of finalizing and approval of
a proposal. All the noting will be kept inside the file.
The noting can be to the superior or to the
subordinate. Through such noting the officers will
discuss on the proposal till it finalize.
If a manager do not want to make a comments on the
proposal then he will put his signature with designation
on right bottom side and will mark it at left bottom side
to the next officer which the matter is belonged to.

14. Endorsement
In simple words it is the action of sending a copy of
sent letters to another receiver which is subject to the
matters of the letter by original receiver which makes
responsible the copy receiver same as original receiver.
The signature of the sender which is made under the
copy marking is called copy endorsement.

15. Inter Departmental
Communication
It is the communication between the departments
under same ministry on the subject matter which is
related to more than one department. It can be sent in
the form of a file or separate notes.
The inter departmental notes for the purpose of being
more carefully, should not be signed by the officers,
lower than Under Secretary or any other officers
provided by the departmental instructions.

16. Conclusion
All the offices of the Government and states, ministries,
public offices and corporations etc need to have a clear
and good relation with each other for the purpose of
making an strong chain, and it is not possible with
communication and such communication must be
formal and the best way of formal communication is
written communication, so they need to exchange their
information, suggestions and orders through a formal
way of writing which is OFFICIAL CORRESPONDENCE.
Thank you,,,