2. 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 .
3. 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
4. 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.
5. • 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.
6. • 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.
7. • 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.
8. 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
9. 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
10. •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.M
Ref.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
11. NOTICE
Used 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.
12. 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.
13. 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
14. 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
15. • 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
16. •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.
17. Memo Notice
Where Internal Communication Notification
Who Members of the same organization Internal and/or external
For short Same as memo but is used for more important
When and Why information/reminders/instructions/clarification issues
Concise , clear and polite, legal document,
Concise,Clear,example template attached for format sender's sign important, template attached for
How and What and content format
18. AGENDA
Agenda is a document that outlines the contents
of a forthcoming meeting. It is usually sent
along with the notice of the meeting.
19. ALLIED SALES CORPORATION
CHENNAI
The next quarterly meeting of the Board of Directors will
take place on Monday, 17th September, 20.. At 5p.m.
in the conference room.
AGENDA
1. Minutes of the last meeting.
2. Matters arising from the minutes
3. Financial irregularities in Dharwar branch
4. Re organisation of work in Bangalore branch
5. Any other business
6. Date of next meeting
20. 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 minutes
Minutes are of two types:
1. Minutes of resolutions
2. Minutes of narration.
21. 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.
22. Minutes of the Meeting
Who takes it?
Secretary only?
Official record?
23. Before the meeting
• Choose your tool–
• Make sure it is in working order
• Have a back up plan
24. 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
25. 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.
27. 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
28. 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.
29. 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.
30. 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.
31. 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
Bxxxx
Cxxx (Chair)
Dxxxxx*
Exxxx
*Absent
• number) with additions or corrections to these minutes
32. • 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. Xxxxxxxxxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx. Xxxxxxxxxxxxxxx
xxxxxxxxxxx.
• Tentative agenda for the next meeting
• Xxxxxxxxxxxxxxx Xxxxx Xxxxxxxxxxx
• Xxxxxxxxxx Xxxxxxxxxxxx
• Call (insert your name and
