5. Definition of
Memorandum
A Memorandum is a document typically
used for communication within
organization. Memorandums can be as
formal as a business letter and to present
a report
6. Definition of
Memorandum
• 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.
7. Uses of
Memorandum
• To give information to someone
• To issue an instruction
• To request for help
• To give suggestions
8. The Layout of
Memorandum
• First write the word “Memorandum” (as a title in the
middle on top of page.)
• Include “To” (who should get the Memorandum?)
• “From” (who sent the Memorandum?)
• Subject (what is the Memorandum about?)
• Date
9. General Template of
Memorandum
To : …………………………………………..
From : …………………………………………..
Subject : …………………………………………..
Date : …………………………………………..
…………………………………………………………………………………
…………………………………………………………………………………
…………………………………………………………………………………
…………………………………………………………………………………
…………………………………………………………………………………
10. Demo of Memorandum
To : Mr. ‘M’, Supervisor
From : Mr. ‘T’, Bookkeeper
Subject : Retirement Party
Date : April 12, 2018
My brother and I will be able to attend Mr. Khan’s
retirement party on April 20. We will bring foods
and all other necessary items for the party.
14. Definition of Office
Circular
• Form of a letter
• Medium of communication
• Method of circulating information
• Issued for various purposes ranging from
invitation for a party to informing
important information
15. Features of Office
Circular
• General circulation in the organization
• Intra-office communication
• Brief and Precise
• Persuasive
• User-friendly
• Cost-effective
16. Making an effective
Office Circular
• Clear
• Precise
• Complete
• Form of a letter
• Contains some useful information
• Self-explanatory
17. Making an effective Office
Circular
• Time and cost-effective
• Permanency of records
• Source of goodwill
18. Demo of an Office Circular
PQR Limited
Dhaka
February 1, 2018
Circular no. HR/02/2018/01
To all employees
A four-hour computer training program has been arranged for all employees on Sunday
February 5, 2018, in the office premises. The program will start at 10:00 A.M. All employees
are required to attend the program.
Sd/
Nur-e Islam
Human Resource Management
19. Demo of an Office Circular
PQR Limited
Dhaka
March 1, 2018
Circular no. HR/03/2018/01
To all employees
A devastating tsunami has struck the southern coast of Bangladesh leaving a vast trail of
destruction, misery and suffering. We appeal to all employees to contribute generously to the
Tsunami Relief Fund for rehabilitation of the affected people. Any contribution to this fund is
entitled to 100%income tax deduction. The contributions may be handed to Mr. Rahman,
Finance Department from 4 pm to 6 pm, Sunday to Friday.
Sd/
Wahiduzzaman
Human Resource Management
21. Office Orders
As the term denotes, it is an order containing
directions or instructions, which are required to
be compiled with by the recipient. In case of
non-compliance of office orders, disciplinary
action may be initiated.
22. Effective Office
Orders
• It should be correct, short and to the point.
• It should draw the attention of the person
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
23. Demo of an
Office Orders
XYZ
Dhaka
Office Order
June 1, 218
Re: 108/PER/05
Ashraful Alam, Junior Assistant is hereby required to show
cause in writing by June 15, 2018 as to why disciplinary action
should not be taken against him for his persistent refusal to
carry out faithfully the instructions issued by his section officer.
Ashraful Alam is hereby informed that on his failure to give
satisfactory explanation about his conduct, disciplinary action
will be taken as per company’s rules.
Sd/
25. Office Notes
• Form on internal communication
• Put up by sections, departments or units to
the higher authorities, head of the unit,
department or institution
• Consideration and orders or information
• Put up to the president, general manager,
executive, director etc.
26. Format of Office
Notes
There may or may not be any specific written
instructions on the drafting of office notes or
the details to be furnished therein.
Sometimes, the size and color of the paper,
the nature of typing, the authority who should
sign and time schedule for submission are
clearly stated.
27. Writing an effective Office
Note
• 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.
28. Demo of an effective
Office Note
Jahangirnagar University
Department of Management Studies
Study Tour
NOTICE
June 14, 2018.
We are organizing a study tour, an intellectually learning scope of Jahangirnagar
University, in the month of July, 2018. Interested students for attending the study
tour of the department of management studies can give their names to the
involved office by June 30, 2018.
Mr. *********
Chairman,
Department of Management Studies
Contact number: 02*********
