A

Presentation on
Circulars (circular letters),
Notices, &
Memorandum.
Index
No. Content Slide
1. What is Communication? ..........................1
2. Circular (Title) ……………………………….…..... 2
1. What is Circular? .............................................3
2. Why are circular written? .................................4
3. Continued… ………………………………………..... 5
4. Sample Format of Circular ………………………...6
3. Notice (Title) …………………………………………. 7
1. What is Notice? ................................................8
2. Purpose of Notice… …………………………………. 9
3. Point to be remember while designing notice ….10
4. Continued… ………………………………………….. 11
5. Points Consider for Notices ……………………….. 12
6. Different types of Notices ………………………….. 13
7. Sample format of Notice (within Organization).. 14
8. Sample Notice …………………………………………15
9. Sample notice for public …………………………… 16
Index
No. Content Slide
4. Memo (Title) ………………………………………… 17
1. Introduction of Memo ………………………….. 18
2. Meaning of memo. ………………………………. 19
3. Purpose of memo. ……………………………….. 20
4. Types of Memo…(two way) ……………………. 21
i. Sample format of memo. (fully block) …………… 22
ii. Sample format of memo. ………………………… 23
iii. Sample format of memo. (Semi block) …………..
iv. Difference between types …………………………… 24
5. Most important components… ……………... 25
1. Heading ………………………………………....... 26
2. Reference, Date & Subject. ………………………. 27
3. Message …………………………………………… 28
4. E-Memo ………………………………………….. 29
5. Conclusion …………………………………………… 30

Index
Index Circular
Circular Notice
Notice Memo
Memo
 What is communication?
Communication is
a two way process in
which exchange and
progression of idea
towards mutually
accepted direction or
goal.

Index
Index Circular
Circular Notice
Notice Memo
Memo
 Circular

Index
Index Circular
Circular Notice
Notice Memo
Memo
Circular

What is Circulars?
 A circular is a formal message,
which is sent to no. of person. They
are usually cyclostyled (duplicate)
or printed with a space left for the
addresses are written or typed in
those spaces. It is different from a
memo or notices.

Index
Index Circular
Circular Notice
Notice Memo
Memo
Circular
Why are circulars written ?
 A circulars are written in the context of
business to announce.
 The purchase of an existing business by
an individual or organization.
 The establishment of a new business.
 The granting or obtaining of an agency.
 Change in the address of a business
establishment.
 The admission of a partner.
 The retirement or death of a partner.
 Price reduction.
 Introduction of new product.
Continued….

 Introduction or announcement of new

schemes.
 for above mention purpose circulars are
written. It has same method of writing but,
in it content are change according to
purpose. E.g. Title, Date, address, etc. are
follow same method as for all but, according
to necessity it change.
 Sample Circular
Name of the Co. Nishan Pvt. Ltd.
1,Gidc Area, Vatwa
Address & Reg. No. Ahmedabad.
Reg. Guj\Ahm\99.108

Date & Circular No. Date:June10,2006.

Circular no. 177/61.
The Organization is conducting a “visit to
Introduction village” programmed, under the rural development
project, on June 20,2006.

Main Part we will be visiting a near by village and

conducting a cleanliness campaign there.
The employees are advised to come in
Conclusion informal dress code and assemble in the main
around at 11:00a.m and join for the noble cause.
Sign Sign.

Bharat Malik
Designation (personnel manager)
 Notice

Index
Index Circular
Circular Notice
Notice Memo
Memo
Notice…

What is Notice?
 A notice is usually a straight forward written
communication giving an individual or
a group or the information
some public or instruction. A
notice may be issued inside an organization
or sent outside it.

Index
Index Circular
Circular Notice
Notice Memo
Memo
Notice…

Purpose Of Notices
 Announce Social Events.
 Report on matters of interest to staff.
 Inform staff of new procedures.
 Advertise Posts for internal appointment.
 Remind staff of company procedures.
Notice…

Points to remember while

Designing Notices
 When designing a notice your aim
must be ensure that your notice is seen and
acted upon where necessary. Long,
rambling paragraphs will not achieve this
aim. When designing notices bear in mind
this guidelines.
Notice…

Continued.., (guidelines)
 Use different size print for emphasis.
 Give the notice a clear heading.
 Use sub-heading to break up the main
information logically.
 Use the paper effectively to display the
notice attractively.
 Include the name of the writer at the bottom
as well as reference and date.
Notice…

Pointes to consider for

notices.
 It must contains essential information.
 It displayed attractively so that it receives
attention and cooperation.
 When designing a notice make sure you
spilt the words appropriately. Otherwise you
could change the meaning completely.
 In case of legal notice, it is send by post.
 Notice…

Different Type of Notices.

1.Notice within organization.

2.Notice for public.

 Sample Notice
(within organization)
Kovai Textiles (p) Ltd.
Civil Aerodrome post
Cimbatore 64014.
15th October,2004.
NOTICE
There will be a general body Meeting of our employees
recreation club of this organization to from sub committees
for organizing the various activities connected with our diwali
celebration suggestions in this connection are welcome.
M.A.Thakkar
(president)
Kovai Textiles Employees Recreation.
 Sample Notice (within organization)
Name of the Co. Nishan Pvt. Ltd.
1,Gidc Area, Vatwa
Address & Reg. No. Ahmedabad.
Reg. Guj\Ahm\99.108

Date:June10,2006.
Date & Notice No. Notice no. 177/61.

Title & Subject Notice

Sub.: Notice for Diwali Celibration

Main Part There will be a general body Meeting of

our employees recreation club of this organization
to from sub committees for organizing the various
activities connected with our Diwali celebration
suggestions in this connection are welcome.
Sign.
Sign
Bharat Malik
Designation (personnel manager)
Notice…
Sample Notice For Public
(To be published in newspaper)
“Notice is hereby given that I. V.
Krishna aged 24 (date of birth 15-03-
1980),son of Shri Vishnu
Narayanswami will hence forth be
known as V. Salkrishna. Application to
this intent has been made to
appropriate authority.”
 Memo

Index
Index Circular
Circular Notice
Notice Memo
Memo
Memo…

Introduction Of Memo:
 Memo which is an abbreviation of
Memorandum, forms part of inter And intra
departmental correspondence. Derived from
Latin word “Memorate”, changed to
“Memorandums”. It means to provide
information.
 A Memo is a written statement that provides
information by a person or a committee to
other people.

Index
Index Circular
Circular Notice
Notice Memo
Memo
Memo…

Meaning Of Memos
• A Memo is a communication, which can
be used to issue instruction or announce
policy changes or to draw the attention of
individual and group to certain
important points or decision. A memo is
a note (not a circular letter) to remind
someone of something or to issue an
instruction.
Memo…

Purpose Of Memos
 Write to your subordinates, supervisor
 To Inform of decision, action.
 To request decision, action.
 To provide information of any kind.
 To remind someone of action which is
required.
Memo…

Memos Can BE Presented

in Two-way Format.
1.Fully Block Format.
2.Semi Block Format.
 Sample-Memo
(fully-block format)
NAME OF THE COMPANY
INTEROFFICE MEMORANDUM
Date:
Reference:
To:
From:
Subject: .........................................................................................
......................................................................................
NAME
Signature
Encls:.
Sample Memo
(fully block format)
Name of the Company & Logo
Memo Title, Date & Ref.
Sender-Receiver & Sub.

Main Part & Schedule

Conclusion
Sign.- Designation

“CC” and Other related info.

Types
Types
 Sample-Memo
(semi-block format)
NAME OF COMPANY
INTER OFFICE MEMORANDUM
TO: REFERENCE:
FROM: DATE:

SUBJECT:………..……
…………………………………………………………………….
………………………………………………………………………
NAME
SIGNATURE

Types
Types
 Difference between
semi block & fully block memo
NAME OF THE COMPANY NAME OF COMPANY
INTEROFFICE MEMORANDUM INTER OFFICE MEMORANDUM
Date:
TO: REFERENCE:
Reference:
To: FROM: DATE:
From:

Subject: ……………………………………………….. SUBJECT:………..……

…………………………………………………………………………
………………………………………………………………… …………………………………………………………………
………………….. ….
…………………………………………………………………
NAME ……
Signature
NAME
Enclose: SIGNATURE
 Memo…

There Are Three most

Important Components
1. Heading
2. Reference, Date and Subject
3. Message (Body)
4. E-Memo
 Memo…

HEADING
This would include reference to the sender
and receiver. Normally, the official designation is
used to address and to indicate the addresser.
If a name or Company name whatever is being
used for the recipient, then a similar patter
should be observed for the sender.
Memo…

Reference, Date & subject

 The ref. no for a memo should always be given.
It helps in filing and recording of document for
cross-referencing become easy.
 Full dates are important from the point of view
of future references further specifying the same
also prevents errors of miscommunication that
might crop up.
 The subject of memo is extremely important. It
should be brief and should be able to
communication the basic intent of message.
This prepares the reader for what is to follow
Memo…

Message (Body)
The message is direct and the brief and is
phrased in short and simple sentences.
Details are presented prior to purpose. The
reader is gradually and logically lead to
conclusion. In case of direct plan of organization
is followed.
The reader would not read the entire
memo. In reverse it is easier to maintain the
goodwill of the reader and at the same time to
transmit the information too.
Memo…

E-Memos
 Conclusion…..
 Written word has several advantages over the
spoken word…
 There are three main step…
 Preparation…
 Writing…
 Review…
 E-memo…
 We can add other useful / necessary info.
 Best interoffice communication median/option
 We can use it as a legal document…
 The only difference in the circular and notice is
that the notice is displayed at one place where as
the circular is widely circulated among the
members concerned.

Index
Index Circular
Circular Notice
Notice Memo
Memo
THANK YOU

Index
Index Circular
Circular Notice
Notice Memo
Memo