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What are Memorandums
• Memorandums are less formal and shorter
than letter
• Used most often for communication within
one ...
Memorandums
By Definition
A Memorandum is a document typically
used for communication with in
organization. Memorandums ca...
Uses of Memorandum
• To give information to some one
• To issue an instruction
• To request for help
• To give suggestions
The layoutThe layout
1) First write the world “Memorandum” (as a
title in
the middle on top of page.)
2) Include “To” (who...
5-PARTS OF A Memorandum
To:
From:
Sub:
Date:
PART 1
To: Mr. XYZ , Supervisor
From:
Sub:
Date:
PART 2
To:
From: ABC , Bookkeeper DM
Sub:
Date:
PART 3
To:
From:
Sub: Retirement Party
Date:
PART 4
To:
From:
Sub:
Date: March 24, 2015
PART 5
To: Mr. XYZ, Supervisor
From: ABC , Bookkeeper DM
Sub: Retirement Party
Date: March 24, 2015
My brother and I will ...
General template ofGeneral template of
MemorandumMemorandum
Memorandum
TO: _____________________________________________
F...
Writing an effective
Memorandum
Three stages in Memorandum
writing:
1. Pre-planning:
Why? What? Where?
2. Writing: (Sequen...
Some types of
Memorandums
 Persuasive Memorandum
 Directive Memorandum
 Technical Memorandum
Persuasive Memorandum:
• In a persuasive Memorandum you must
constantly keep your reader's feelings in
mind. Consider how ...
Directive Memorandum:
• A directive Memorandum states a policy or
procedure you want the reader or co-
worker to follow. T...
Technical Memorandum:
• A technical Memorandum is a concise
presentation of results, with a logical
progression from the p...
Office Circulars
A circular is in the form of a letter addressed
to all office branches or departments of a
company and is...
Further, a circular may be issued for various
purposes ranging from invitation to the office
staff for a party to informat...
Features of Office
Circulars
• It is a letter or memorandum addressed to
a number of persons or intended for
general circu...
Effective Office Circular
• The circular must be made in simple
language. Technical terms may make it
difficult. It has to...
• Since there may be many occasions when
a circular is issued by the management,
and also since they pertain to different
...
Note that in the example below,
the reference number of the
circular is HR/02/2011/5. The
number it shows that the circula...
Office Order
As the term denotes, it is an order containing
directions or instructions, which are required to
be complied ...
An office order should be drafted carefully, typed,
and signed by the concerned authority. It has to
be duly acknowledged ...
Effective Office Order
• It should be correct, short and to the point.
• It should draw the attention of the person/s
that...
Evolution of Technology
Communication technology has made rapid
development in recent era . In the initial phase ,
communi...
Radio and Television enhanced the reach and
effectiveness of a message. Mimeograph &
Photocopy method of mass duplication ...
Fax
Fax (short for facsimile), sometimes
called telecopying or telefax, is the telephonic
transmission of scanned printed ...
The receiving fax machine interprets the tones
and reconstructs the image, printing a paper copy
.
Boon & Bane of Fax
Advantages
•Enables accurate multi media transmission .
•Ensures authenticity .
•Admissible as an evide...
Short Message Service
(SMS)
Short Message Service (SMS) is a text
messaging service component of phone, Web, or
mobile com...
Office Memorandum
Office Memorandum
Office Memorandum
Office Memorandum
Office Memorandum
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Office Memorandum

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Office Memorandum

  1. 1. What are Memorandums • Memorandums are less formal and shorter than letter • Used most often for communication within one organization • The heading and overall tone make a Memorandum different from a business letter. • All information is on single topic.
  2. 2. Memorandums By Definition A Memorandum is a document typically used for communication with in organization. Memorandums can be as formal as a business letter and to present a report.
  3. 3. Uses of Memorandum • To give information to some one • To issue an instruction • To request for help • To give suggestions
  4. 4. The layoutThe layout 1) First write the world “Memorandum” (as a title in the middle on top of page.) 2) Include “To” (who should get the Memorandum?) 3) “From” (who sent the Memorandum?) 4) Subject (what is the Memorandum about?) 5) Date
  5. 5. 5-PARTS OF A Memorandum To: From: Sub: Date:
  6. 6. PART 1 To: Mr. XYZ , Supervisor From: Sub: Date:
  7. 7. PART 2 To: From: ABC , Bookkeeper DM Sub: Date:
  8. 8. PART 3 To: From: Sub: Retirement Party Date:
  9. 9. PART 4 To: From: Sub: Date: March 24, 2015
  10. 10. PART 5 To: Mr. XYZ, Supervisor From: ABC , Bookkeeper DM Sub: Retirement Party Date: March 24, 2015 My brother and I will be able to attend Mr. Khan’s retirement party on March 28. We will bring potato salad.
  11. 11. General template ofGeneral template of MemorandumMemorandum Memorandum TO: _____________________________________________ FROM: __________________________________________ SUBJECT: _______________________________________ DATE: __________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________
  12. 12. Writing an effective Memorandum Three stages in Memorandum writing: 1. Pre-planning: Why? What? Where? 2. Writing: (Sequence) order,Enclosures,Photocopies,etc 3. Review: Edit for Clarity, check spelling & grammar
  13. 13. Some types of Memorandums  Persuasive Memorandum  Directive Memorandum  Technical Memorandum
  14. 14. Persuasive Memorandum: • In a persuasive Memorandum you must constantly keep your reader's feelings in mind. Consider how the person will react to what you are saying. What would convince him or her most readily? How much should you rely on logic, and how much should you appeal to emotion?
  15. 15. Directive Memorandum: • A directive Memorandum states a policy or procedure you want the reader or co- worker to follow. The length of the Memorandum depends on how much space is required to properly explain the procedure.
  16. 16. Technical Memorandum: • A technical Memorandum is a concise presentation of results, with a logical progression from the principles which are core to the analysis towards the conclusions that were drawn from the results.
  17. 17. Office Circulars A circular is in the form of a letter addressed to all office branches or departments of a company and is drafted in such a way that the information is useful and understandable to all concerned. The purpose of a circular is to circulate the information contained in it. Whenever the management has to inform anything to the entire organisation, or maybe a department, it uses office circulars.
  18. 18. Further, a circular may be issued for various purposes ranging from invitation to the office staff for a party to information about the installation of a card punching machine in the office.
  19. 19. Features of Office Circulars • It is a letter or memorandum addressed to a number of persons or intended for general circulation in the organisation. • It is an intra-office communication which seeks to bring to notice important matters of the organisation. • It is usually brief and precise. • Being unsolicited, it is persuasive in approach with emphasis on you attitude and an appealing format.
  20. 20. Effective Office Circular • The circular must be made in simple language. Technical terms may make it difficult. It has to be clear, precise and complete. • An office circular is in the form of a letter addressed by the office to all branches or to all departments. • The purpose of a circular is to circulate some useful information. Whenever the management has to convey anything to the entire organisation or, sometimes, a department, it uses an office circular.
  21. 21. • Since there may be many occasions when a circular is issued by the management, and also since they pertain to different subjects, or emanate from different departments, circulars bear a reference number which is self-explanatory of the purpose/department for which it is issued.
  22. 22. Note that in the example below, the reference number of the circular is HR/02/2011/5. The number it shows that the circular is issued by Human Resource Department in the 2nd month of the year 2011, and that it is the 5th circular of the year.
  23. 23. Office Order As the term denotes, it is an order containing directions or instructions, which are required to be complied with by the recipient. In case of non- compliance of office orders, disciplinary action may be initiated. In an office, office order may be issued for transfer, extension of probation period of an employee, refusing leave to an employee, for sitting overtime to complete the work, distribution of work, termination (dismissal) of services of an employee, granting promotion to an employee, declaring benefits, or for other office work.
  24. 24. An office order should be drafted carefully, typed, and signed by the concerned authority. It has to be duly acknowledged by the person who has to comply with it. This document is mostly used in government departments and public companies.
  25. 25. Effective Office Order • It should be correct, short and to the point. • It should draw the attention of the person/s that has to comply with it. • It must contain specific instructions or directions for compliance. • It must be authentic and duly signed by a competent authority.
  26. 26. Evolution of Technology Communication technology has made rapid development in recent era . In the initial phase , communication technology was “primitive” i.e.. Oral communication was confined to face-to-face conversation while written required stationary such as telegraph. Typewriter came as a pivotal landmark in improving quality & speed of written communication. Which further enhanced to Telephone brought a revolution in oral conversation
  27. 27. Radio and Television enhanced the reach and effectiveness of a message. Mimeograph & Photocopy method of mass duplication came into being . But the apex development in every form of conversation is in courtesy to Computer & Electronic Revolution. The evolution over the period has been depicted as follows :-
  28. 28. Fax Fax (short for facsimile), sometimes called telecopying or telefax, is the telephonic transmission of scanned printed material (both text and images), normally to a telephone number connected to a printer or other output device. The original document is scanned with a fax machine (or a telecopier), which processes the contents (text or images) as a single fixed graphic image, converting it into a bitmap, and then transmitting it through the telephone system in the form of audio- frequency tones.
  29. 29. The receiving fax machine interprets the tones and reconstructs the image, printing a paper copy .
  30. 30. Boon & Bane of Fax Advantages •Enables accurate multi media transmission . •Ensures authenticity . •Admissible as an evidence in court , thereby stands superior over e-mail in this aspect . •Can be sent through computer as well. Disadvantages •Expensive , if compared to e-mail & post. •Reception disturbs due to defect at either side. •Difficulty in maintaining secrecy
  31. 31. Short Message Service (SMS) Short Message Service (SMS) is a text messaging service component of phone, Web, or mobile communication systems. It uses standardized communication protocols to allow fixed line or mobile phone devices to exchange short text messages . A person can send a SMS from his/her mobile phone to that of other without any hindrance of time and place. It is very convenient , inexpensive , wide & quick means of communication and can be established at own convenience.

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