WELCOME

1

Office procedure – forms of communication

There are various forms of written communicationEach form has its use & phraseology of its ownOccasions on which these forms are used and salient

points of each form are detailed in the following slide

2

Office procedure – forms of communication

FORM PURPOSE TO WHOM GENERAL

Letter To seek/convey/Views/informations/decisions/directions

• Foreign Govts• State Govts• Attached/sub-

ordinate offices• Statutory

authorities• Member of

public• Public bodies/ enterprises

• Begin with salutation “sir” or “Dear Sir” and end with subscription

“Yours faithfully”• Tel. No.

invariably below signature

3

Office procedure – forms of communication

FORM PURPOSE TO WHOM GENERAL

Demi-Official Letter

To communicate opinion or information without formality of prescribed procedure or where matter should receive personal attention

• Another Govt. Officer

• Non-official

• Does not follow formality

• Written in first person• Name, designation and

Tel no of sender at top of letterhead

• Subject may be in first sentence

• Begin with salutation “My dear” or “Dear Sri” or “Dear Sir/Madam” as may be appropriate & end with phrase “with regards”

4

Office procedure – forms of communication

FORM PURPOSE TO WHOM GENERAL

Office Memorandum

• Inter-dept. communication

• To call for infn or convey infn

• Another Ministry/Dept/Secretariat

• Attached & subordinate offices

• Employees

• Written in third person• Bears no salutation or

subscription except name, designation & tel. no. of signatory

Office Order • To communicate internal administrative decisions

• Officers/sections/units within the department

• Copies are invariably endorsed to administrative/financial authorities concerned

Order and Notification

• The promulgation of statutory rules and orders

• Appointments/ promotions of Gaz. officers

• Manager of Govt. Press concerned

• There are different parts and sections of the gazette reserved for different types of notification

5

Office procedure – forms of communication

FORM PURPOSE TO WHOM GENERAL

Resolution • To make public announcement of decisions of Govt. in important matters of policy

• None specifically

• Published in gazette• An order below it

authorises such publication & it is communicated to specified parties

Press note communique

• To give wide publicity to a govt. decision through press ,radio etc.

• None spcifically

• Sent to press information officer for arranging publicity

• It is formally worded and has to be reproduced intact by media

• A press note serves only as a handout which media may edit,compress or enlarge 6

Office procedure – forms of communication

FORM PURPOSE TO WHOM GENERAL

Endorsement • Reply on the original letter itself

• To forward copy to another Dept/

office for information/action

• Sender of original communication

• Another Dept. or officer subject to any official restrictions in r/o any party

• Not used for communicating with State Govt. UPSC etc.

7