Catalog

FUNCTIONAL WRITTEN COMMUNICATION.......................................................................................1

LETTER WRITING......................................................................................................................................1
i) Signature..................................................................................................................................... 2
j) Name (First names, Surname last).............................................................................................. 2
k) Designation or Office the author holds.......................................................................................2
1. Expensive over short distance..................................................................................................... 6
2. Slow and less personal................................................................................................................ 6
CURRICULUM VITAE..............................................................................................................................10
CURRICULUM VITAE............................................................................................................... 10
1.0 BIO DATA.............................................................................................................................. 10
2.0 Education Background........................................................................................................... 11
3.0 EMPLOYMENT RECORD.................................................................................................... 11
6.0 REFEREES............................................................................................................................ 12
2. Eng. Joan Evelyn Ongodia,....................................................................................................... 12
3. Dr. Peter Musinguzi,................................................................................................................. 12
15 September 2018........................................................................................................................ 13
INTERNAL CORRESPONDENCE........................................................................................................ 14
Memorandum.......................................................................................................................................14
NOTICE....................................................................................................................................... 15
MEETINGS AND MINUTING............................................................................................................ 16
a) Memorandum Format.............................................................................................................. 19
NOTICE AND AGENDA............................................................................................................................19
4. Treasurer's Report................................................................................................................... 21
WRITING MINUTES................................................................................................................................22
REPORTS........................................................................................................................................ 26

Introduction
In the earlier lectures we have examined the two skills of communication: speaking
and listening. We have also analyzed the various facets of nonverbal communication.
In the following presentation we are going to study different types of written
communication such as letters, memo, notices, briefs, minutes and reports.
Individuals and organizations usually use written communication very often to
provide official and permanent records of information that can be used for future
reference. Management find it useful for giving instructions, keeping policies linking
up with customers written communication can be found in different forms such as
letters, memoranda, notices, minutes or reports.
There are many reasons why written communication is favored over other means of
communication because:
1. It provides records that are permanent and can be used for reference and legal
protection.
2. It can be conveniently permanent and given out to people without errors.
3. Over a long distance it can reduce cost because large volumes can be posted at
minimum cost.

LETTER WRITING

A letter plays an important role for official means of transmitting messages. As

means of written communication the letter is used for making inquiries confirming
appointments, collecting debts, advertising or tendering. Both the business sector and
public sector find the use of letters very effective for official communication.
Since letters are generally the most accepted official means of handling millions of
correspondences, it is important for people both in the public and business sectors to
master the basic skills of letter writing.
Format
A letter has a well-defined layout (format) content and language, which is essential
for effective communication. The format is the shape size, and appearance of a letter
that can be displayed either typed or hand written.
Many organizations have developed ways of displaying their individual letter heads
that vary from one organization to another. But there are accepted conventions that
apply to letter writing namely, the fully blocked and semi blocked.
An official letter should have the following essential parts and in this suggested order:
a) Address or Letter head
b) Date
c) Reference Number
d) Addressee
e) Salutation
f) Subject title
g) Body - introduction - development of the issue – concluding remarks
h) Complimentary Close
i) Signature
j) Name (First names, Surname last)
k) Designation or Office the author holds

Letter format
(a) Fully Blocked (b) Semi Blocked/Semi indented

……………………….. ……………

……………………….. ……………

……………………………… ……………
………………………………
……………………………… …………..
………………………….
…………………………………
…………………………………

c) Fully indented letters: all hand written letters should be fully indented.

The letterhead
A letterhead comprises the name, address of a person, a business or an organization
printed on the top upper part of writing paper. The letterhead has detailed information
as follows:
Logo
It is a printed symbol designed for and used by an organization or society as its
special sign. A logo may depict the motto of an organization, symbol or colours. It
can be used as registered trademark on their products showing what business the
organization does.
A sample of a letter head:

AIMORA ICAN MICRO-FINANCE LIMITED

Omaditok House. Plot 25 Serere Road.

P.O. Box 15,

NGORA.

Phone 04525965/2 Fax : 234177

E-mail [email protected].

Reference
Reference is placed on the top right-hand part of a letter. It can be used to indicate or
identify who has sent the letter or the number of the file for such correspondence.
Our Ref: AMF/ESC/307
Your Ref: UTS/GT/2/531
Our Ref: Refers to the outgoing letter
Your Ref: Refers to an incoming letter, which is being acknowledged,
Reference is useful for filing correspondence or copies because of easy identification
and for future use. It is helpful when communication flow is to be maintained with a
particular organization or persons.
Date
Date is very important for written communication. The date for any official
correspondence should be displayed as follows: day, month, year e.g. 24 May 2023.
The alternative is 24th May, 2023. The date should be written in full. Avoid writing
the date like this; 5/6/23 or 5-6-23, or 1:2 Jan 23 or any other abbreviated innovation.
In the USA the date is written as follows: month; day; year e.g. May 24, 2023.
Addressee or Receiver of the letter
The inside address includes the name and organization of the receiver.
The receiver is an individual or organization to which letter is addressed
The receiver may be identified by name followed by title: e.g.
Mrs. Cissy Ongodia, OR Marketing Manager,
The Dean, Emaido Farmers Ltd.,
School of Computing, P. O. Box 50,
Ngora University, BUKEDEA.
P.O Box 282,
NGORA.
The inside address is put on the upper left side of the letter as follows:
Name – Position, Post Office Box Number - TOWN
Salutation and complimentary close
Salutation and complimentary close are words of courtesy used in a letter to greet the
receiver of a letter. Salutation is greeting or respect given to the person the letter is
written to and is related to the complimentary close, which is a courteous way of
ending a letter. Some pairs of salutation and the complimentary closes are considered
to be more formal than others. Note and use the following pairs of protocol and
etiquette linked to the two expressions as follows:
Salutation Complimentary close

Dear Sir...
Dear Madam Yours faithfully
Dear Sirs...
Dear Mesdames...
The following salutations and complimentary closes are used when the sender and the
receiver know each other and the messages are bilateral.
Dear Mrs. Onapito
Dear Mr. Basenza
Dear Dr. Magino
Dear Miss Apugau ... Yours sincerely
Dear Sir Richard...
Dear Lord Justice Odongo ...
The following salutation and complimentary clause: give letters personal relationship.
My dear Maria, Yours affectionately
My dear John Peter Best wishes, Best regards.
Note: Yours truly, your obedient servants are no longer in use.
Subject Heading
This is the title of the letter and introduces the subject of the letter. It be in capital
letter, or bolded, and/or underlined for easy identification and filing.
Body of the letter
The information in the letter is usually arranged in paragraphs to form the contents of
the letter presented as follows:

Paragraph (1)
This is the opening paragraph an introduction of the subject matter of the letter. If it is
a reply, acknowledge that you received the letter and state when it was written. If it is
a new letter the paragraph should indicate the subject matter or reason for writing the
letter.
Paragraph (2)
This is the body of the letter where the message is developed and logically arranged
and specific issues stated. The writer should think carefully and make the information
flow clearly. This can be achieved by using short straightforward sentences. For
example:
- details of goods for order (i.e. size, quantity, colour or volume.
- payment terms or request.
- tables to display list of items.
- complaints clearly stated.
- seeking for redress.
Paragraph (3)
This is the closing paragraph and it summarizes the purpose of the letter and suggests
the next course of action. For example a letter of complaint will require action to put
things right, e.g. suggestion for replacement of broken lasses delivered when you
ordered for the goods. Propose the next course of action and finally make courteous
remarks before signing off.
Complimentary close
It is a courteous way of ending a letter and it is written immediately after the last
sentence of the closing paragraph, e.g. Yours faithfully, Yours sincerely.
Signature
This is a person's name written by her / himself usually signed below the
complimentary close. The author of the letter usually signs it. In case one is signing
the letter on behalf of another, then the abbreviation "pp" (per proxy) is used.
Yours faithfully, ……………….. Complimentary close
WZ ……………….. Signature
XYZ KATO ……………….. Name in upper case
Position / Title
The writer should indicate the office and mandate for writing the letter.
The office is written directly below the name of the officer e.g. Managing Director. It
will be bolded if typed, or CAPITALIZED if handwritten and then underlined.
In order to create rapport with the letters you write, follow these hints:
i. Use the right words to convey your message.
ii. Use positive expression not forgetting "please" and "thank you."
iii. The message should be straightforward.
iv. Remember psychological effect the letter may have on the receiver.
v. Use simple and meaningful words that are clearly understood.
vi. The appearance of a letter should be impressive and attractive.
vii. Lastly, read the letter and read it over again putting yourself in the position of
a receiver of the letter. This is to see if you say what you intended to.
Whenever writing a letter one has to be tactful. The tone of letter should be polite but
firm and straight to the point. The recipient should be in a position to understand the
letter' that is why a letter must be clear and informative. Avoid antagonizing the
recipient using provocative words. Convey complaints without being quarrelsome or
abusive.
Advantages of a Letter over other Means of Communication: -
1. It is cheaper compared to long distances one would have to travel to deliver a
verbal message.
2. It is also cheaper because using it one is able to produce volumes of
information for large audience.
3. Letters can be written conveniently after proper thinking; the writer can still
make corrections and yet in oral communication may not be the case.
4. Letters provide record of information, which can be filed and used as evidence
for future reference.
5. Letter is an ambassador and projects the image of an individual or an
organization.

Disadvantages of a letter:
1. Expensive over short distance
2. Slow and less personal
3. There is no immediate feedback.
Classification of Letters
Business letters are usually classified according to purpose. The following are
examples of such letters:
Purpose Type of letter
To seek information Enquiry
To give information Acknowledgement, Newsletter
To state an argument Opinion, Press release
To make complaint Complaint (i.e. dissatisfaction seeking
redress)
For getting a job Application
To resign from a job Resignation
To place an order Order
To accept order/estimate / tender Acceptance
To confirm an order, invitation Confirmation
To express sympathy Condolence
To sell/ advertise something Sales letter
Written to a number of people Circular
To introduce someone Introduction
To authorize credit Authorization

An Example of Fully Blocked Format

Letter Head

AKUKURANUT ENTERPRISES LTD

P.0. BOX 52

KUMI - UGANDA

TEL: 047254237
Ref: HBAI LOB1002 (Reference)
10 September 2023 (Date)

MRS. A.B. ALENYO, (Inside Address)

THE PROJECT MANAGER,
POULTRY PRODUCTION UNIT,
P. O. BOX 40,
SOROTI
Dear Mrs. Alenyo, (Salutation)
SEMINAR FOR POULTRY FARMERS (Subject)
Following our conversation on the above subject, I would like to confirm that the date
of the programme has been worked out.
The seminar will take place on 15th October, 2023 at the time given on the enclosed
programme.
The venue will be at New Tutorial College, opposite the main Bus Park.
Thank you very much for accepting our invitation. (Body)
We look forward to seeing you on that day.
Yours sincerely, (Complimentary
close)

(Signature)

Mary Akelo Epwokai (Mrs) (Name)

TRAINING OFFICER
(Designation/Office)
Enc.

Example of Indented Format

AKUKURANUT ENTERPRISES LTD,
P. O. BOX 52,
KUMI.
10 September 2023.
Ref. HBA/LOB/002
Mrs. A.B. Alenyo,

The Project Manager,

Poultry Production Unit,

P. O. Box 40,

SOROTI.
Dear Mrs. Alenyo,
SEMINAR FOR POULTRY FARMERS
Following our conversation on the above subject, I would like to confirm that
the date the programme has been worked out.
The seminar will take place on 15th October, 2019 at the time given on the enclosed
programme.
The venue will be at New Tutorial College, opposite the main Bus Park.
Thank you very much for accepting our invitation.
We look forward to seeing you on that day.
Yours sincerely,
(Signature)
Mary Akelo Epwokai (Mrs)
TRAINING OFFICER
Enc.

Examples of Business letters

(a) Making appointments
State the purpose, of the appointment. Mention the time and venue place. Indicate if
special arrangement is needed or suggest alternative, which is convenient for the other
person. End the letter courteously.
(b) On inquiry
When asking for information a letter of inquiry is written. The message is usually
clear and straight to the point. Give the reason for the inquiry. Be specific ask e.g. for
a Catalogue, price quotations, brochures, etc. Use sentences as: Please, supply us
with….
Would you please send us catalogue...?
(c) Making an order
Letters for Orders are written when placing for services of goods. Such letters are
simple but accurate and properly arranged. Some organizations have forms properly
designed for orders.
(d) Letter of complaint
This is a letter expressing dissatisfaction (disappointment) about service or product
and seeking correction. The letter should be written carefully and the complaint
clearly justified, request or suggest for, solution.
(e) Getting a job
Application letter is written when seeking employment. Usually source of information
about employment opportunities may come from the following:
a. Advertisement on a newspaper, T.V. or radio broadcast
b. Through relatives or friends
c. Solicited - self seeking
Remember application letter must include the following information:
1. Reference to the source of information and formal application for "the post.
2. Age, details of education background, qualifications and any work experience.
3. Mention current employment if you are employed and give reason for
changing job.
4. Reference must be made to testimonials, photocopies of certificates enclosed
and names
and addresses of referees.
5. Indicate your willingness to attend and interview.
6. Sound confident but not aggressive or boastful.

CURRICULUM VITAE

A Curriculum Vitae (C.V) sometimes referred to as résumé which is an account of

someone’s previous career record prepared and submitted for purpose of getting job.
It should be written on a separate paper to accompany the letter of application. The
summary of the applicant’s previous career includes: bio-data, education history and
working experience presented in chronological order as shown in the following
example:

CURRICULUM VITAE

1.0 BIO DATA

SURNAME: OKATA

OTHER NAMES: EMMANUELA

DATE OF BIRTH 6 FEBRUARY 1984

 SEX: FEMALE

MARITAL STATUS: MARRIED

NATIONALITY: UGANDAN

ADDRESS: P.O. BOX 154

SOROTI

TELEPHONE: 0701234567

e-mail: [email protected]

2.0 Education Background

Year School/College/University Award

2007-2008 Uganda Martyrs’ University M.A (Acc)

2003-2006 Makerere University BBA (Acc)

2001-2002 Ngora High School U.A.C.E

1997-2000 St. Mary’s College Kisubi U.C.E

1990-1996 Kamurojo Primary School PLE

3.0 EMPLOYMENT RECORD

POST INSTITUTION PERIOD

Senior lecturer Nkumba University 2010-present

Lecturer Kampala International Université 2006- 2009

Consultant Change

Agents Consultants, Jinja District 2003

Technical assistant provider for NGOs on Commercial and microfinance

Organizations in the following:

 Training staff in Accounting and financial management

 Designing purchasing systems
 Setting up accounting systems
4.0 WORKSHOPS AND SEMINARS ATTENDED

a) Accounting procedures workshop – Gaborone, 2000 (sponsored by African

development Bank)
b) Annual conference on African entrepreneurship and, small
c) Business management, Dar-es-Salaam 2001, ILO.
d) Finance Management for non-finance managers, MTAC, 2002
5.0 RESEARCH AND PUBLICATIONS
 1. The Impact of Globalization on inflation and export of traditional crops,
(Coffee & Cotton).
2. Factors affecting Mobilization of funds from international generating units in
higher institutions.
6.0 REFEREES
1. Ms Alice Lameny
Executive Secretary,
Lwani Business Enterprises,
P.O. Box 33,
ARUA

2. Eng. Joan Evelyn Ongodia,

Semeo Ongodia Construction Ltd.,
E-mail: [email protected]

3. Dr. Peter Musinguzi,

Dental & Maxillo Laboratory Ltd.,
P.O Box 20121,
Mbale.

DECLARATION:
I declare that the above information is the truth about my curriculum vita.

SIGNATURE………………………………………………………..…

NAME:(IN UPPER CHARACTERS)…………………………………

DATE ………………………………………………………………….

An example of application letter for job

c/o Mrs. K.B.

Akobokob,
 P.O BOX
546,

ENTEBBE
.

15 September
2018

Personnel Officer,

Pioneers Publishers,

P.O BOX 1359

KAMPALA

Dear Sir,

APPLICATION FOR POST OF A CLERK

I would like to apply for the post of clerk as advertised in “The New Vision” of 13 th
April, 2018.

I am 20 years of age, and I was educated at Nkumba College of Commerce and

Advanced Studies, where I obtained a Diploma in Secretarial Studies. I also got a
Certificate in computing with four packages’ expertise.

Photocopies of certificates and details of my qualifications and experience are

enclosed.

The following persons have agreed to be my referees:

Miss Rosemary Akope and Mr. Martin Ekelot,

Director, Head of Department,

College of Business Studies Secretarial Studies,

P.O BOX 1324. P.O. BOX 1324.

MBALE. MBALE.

Telephone Number 0772777889 Telephone Number 0702777589

Email: [email protected] Email:

[email protected]

I shall be grateful if my application is considered.

Yours faithfully,

(Signature)

Simon Peter Akirakwap

Enc…

INTERNAL CORRESPONDENCE

Introduction

We have already discussed the letter as means of written communication for external
correspondence. Internal written communication refers to the vertical and diagonal
exchange of ideas, giving instructions or acknowledgements within an, organization.
Management can apply internal written communication effectively, to convey
messages such as instructions, directives or policy issues.

Memorandum

Memorandum: Latin word for “thing which is to be remembered”.

This is the most popular means of internal communication and it is referred to as

“MEMO” Memo has some features, which make it different from letter. Memo is
meant for internal information and it is not meant for outsiders. Management or senior
staff use memo for flow of information form top in bottom. As such its main purpose
is to:

1. Inform staff (e.g. policies).

2. Request for information (e.g. staff to fill in forms to update
their personal data).
3. Give instructions (e.g. tell staff how to change behaviour in
order to fight HIV/AIDS).
4. Reprimands (e.g. increasing absenteeism among staff and
measures to be taken).
The feedback from the junior staff is simply to comply and do the needful and not to
write back!

MEMO format is presented in the following diagram:

MEMO

To: …………………………………………….. (Receiver)

Date………………………………………

From: ………………………………………. (Sender)Ref. No:

……………………………………

Subject
 NOTICE

Notices are more popular for internal communication than Memo because all levels of
staff use them. The medium, senior and lower of support staff; all find it convenient to
use notices because they reach many people (i.e. good for mass communication).

1. Can be used to convey information that is for continuous display. For example, “No
smoking” or “Fire precautions”, Parking yard” and so on.

2. The message is brief but straightforward. Chose correct words, avoid lengthy
sentences and complicated language.

An example of a continuous notice

OMADITOK INVESTMENTS

N O T I C E

LITTER BINS

1. LITTER BINS ARE PLACED AT CORNERS OF EVERY BLOCK

2. BE CONSIDERATE: DO NOT LITTER OUR PREMISES WITH RUBBISH.
3. ANYONE FOUND THROWING LITTER OUTSIDE THE BINS WILL BE
APPREHENDED.
FOR A HEALTHY ENVIRONMENT

SIGNED:

WELFARE OFFICER

MEETINGS AND MINUTING

INTRODUCTION

Meetings have become lifeline to many organizations be it public, or private down

to", grass roots level where communities at local level organize meetings. It is
common it is common in Uganda today to hear of meetings such as those held by
women group or youth group.
Meetings can be held for various reasons such as the following:
1. To discuss or consult staff or students and find ways of solving problem, for
example a meeting between management and academic staff association or
union.
2. To search, obtain or give information. For example, a committee assigned to
search for Vice Chancellor e.g. the case of search for Vice Chancellor for a
new university.
3. To negotiate or solve some form of conflict, for example, a meeting between
students and Students' Guild officials over poor meals.
4. To exchange ideas/ gather opinions, for example meetings with investors and
business community.
Therefore, people come for meetings in order to:
1. obtain information;
2. participate and get informed about what is going on in their organization;
3. share views;
4. plan and get problems solved.
5. meet with other people and share views; and
6. seek redress for unfair treatment.

It is important to note that meetings are essential managerial tools that are
increasingly being used within organizations to handle a number of issues. In most
cases decisions are made during meetings after discussions or consultations. Since
meetings play very important roles, they should be properly managed and the
proceedings be well documented.
Management of Meetings
Meetings should be properly managed and controlled to ensure good order and
efficiency. As a matter of procedure, there should be committee of officers in any
meeting. The most important officer is the chairperson who has absolute authority
and controls the proceedings at a meeting: Depending on the type of meeting, ere is
the secretary who is a scribe to the Committee and sometimes a treasurer and the
majority of the people are (committee) members.
Formal Meetings
Formal type of meeting is conducted and governed by laid down rule and procedure
agreed on by the organization. The rule may be in form of Article of Association,
Memorandum of Understanding, pre-arranged conditions and regulated by pertaining
procedures.
A formal meeting is the most effective face-to-face means of oral communication
because it involves participatory discussion that end up in decision making for
policy formulation. A formal meeting is structured in such a way that most decisions
are arrived at after heated debates. The chairperson: officiates in a democratic voting
process which should lead to majority decision making.
Formal meetings are governed by rules depending on how complex an organization or
the institution is. The rules vary accordingly, for example, at a national level there is
the constitution, and for companies there are bye-laws registered by the Registrar of
Companies or Clubs as required by the Constitution or Article of Association or
Memorandum of Association. Formal meetings follow fixed channels for flow of
communication according to hierarchy within an organization. That is why it is
common to find committees of the main bodies making recommendations. These
decisions are recommended upward to the policy making authority, for example, the
Board of Directors or the University Council for approval or ratification.
Committee meetings fall under the formal type of meetings. Members of the
committees are either appointed or elected by a higher body; to discuss Issues and
make recommendations is to the policy-making organ, the main executive body. The
powers of Committees are to generate ideas which are channeled through the
hierarchy set up.
Informal Meetings
Informal meetings take place within an organization for different reasons. They are
also used to arrive at decisions using participatory approaches. There are various
types; brain-storming, briefs, advisory or consultative meetings. Just like the formal
meetings, informal meetings are useful managerial tools for making binding
decisions. This is because of the participatory approach to management where
members own decisions and resolutions made.

Planning and preparation of meetings

Meetings should be properly planned before the scheduled date. The following
considerations should be done:
1) Set good agenda with topics this can be handled within given time limit. Long
and diverse agenda topics may not be covered properly during the meeting.
2) Notice to those concerned should be circulated earl enough.
3) Arrangement for venue or transport should e prepared and confirmed.
4) Circulate minutes promptly and additional documents required for the meeting
should sent to members early enough.

Note that:
Meetings should be convened for definite purpose and if there is no purpose, do not
call for a meeting! Meetings are for sharing of information, is not monopoly of
deliberations by few individuals only. If you have a long agenda, consider scheduling
more than one meeting. A long agenda tends to make people tired which will lead to
limited interest and the purpose of such meeting may not be achieved. Meetings
should be enjoyable and stimulating. Encourage attentive open and free interaction
among members to enable full participation.
Officials of meeting
There are basically, three important officers of formal meeting namely, the
chairperson, secretary and treasurer.
Chairperson
Every meeting has to have a chairperson. The type of chairperson varies from one
type of meeting to another. The chairperson is the overall in charge of the meeting and
ensures that business is conducted according to the set procedures. He/ she controls
the way members contribute to the discussion. This includes ruling whether a speaker
is out of order or not. The chairperson protects the image of the organization during
discussions or negotiations at a meeting. Consultation with the secretary; ensures that
all administrative activities are carried out both before and during the meeting. When
there is a tie in vote the chairperson casts a vote to break the deadlock.
Secretary
The chief task of the Secretary is to ensure that all administrative functions are done
properly and timely. He or she prepares all documents e.g. notices, minutes or reports,
and so on that are necessary for success of the meeting. The secretary is the scribe of
the committee who records and keeps minutes of meetings. She or he makes all the
administrative preparation such as arrangement for venue, refreshments or
correspondence.
Treasurer
This officer is in charge of the finances, keeps account of income and expenditure.
She or he monitors financial implications of the business and discussion and advice
committee members accordingly. He or she plans activities that ensure proper cash
flow and utilization, and prepares financial reports for the fiscal year.

Documents associated with meetings

Formal meetings are high profile meeting therefore require proper documentation.
Documents associated with meetings that are used by committee members are mainly
for information purpose, such as announcement of date for meetings or records of
deliberations of previous meetings.
The following are documents common to all meetings whether informal or formal:
1. Notice of a meeting
2. Agenda
3. Minutes of previous meetings
4. Attachments/ additional written documents/ annexure (e.g. financial report or
proposal)

Notice of a meeting
This is a written document announcing that a meeting is going to take place. It can be
in printed or post card size. Notice of a meeting should state the time: date and venue
for the meeting. The person convening the meeting should sign the notice. Notice is
written in different formats.
a) Memorandum Format
APUSERU WIDOWS AND ORPHANAGE TRUST FUND,
MEMO
RE: .K/OTF/SEC/045
TO: All Staff Date: 6 September 2018
FROM: Secretary
SUBJECT: NOTICE OF WEEKLY CONSULTATIVE MEETING
The next Consultative Meeting of Finance Department will take place on Monday 20
September 2019 at 9.00 a.m. in the Common Room.
Please bring with you the draft proposal on "The renovation of the classrooms".
Signed: Opusai, Jane
SECRETARY
b) Post Card Format

EJOKUNA EDEKE CLUB

NOTICE OF COMMITTEE MEETING

The 6th Finance Committee Meeting scheduled for:

Day: Friday Date: 24 May 2019

Time: 9: 00 a.m. Venue: Boardroom

I hope you will attend

Signed:

SECRETARY

NOTICE AND AGENDA

AKWATAEMPOLA TRADING STORE

NOTICE
There will be a meeting of the Planning Committee on Tuesday 10 May 2023 at 2:00
p.m. in the Board Room.
Agenda
1. Record of attendance.
2. Prayer
3. Communication from the Chairperson
4. Minutes of the previous meeting.
S. Matters arising.
6. Proposal for renovation of Hardware store
7. A report on sales by Mr. Alex Bangirana.
8. Any Other Business.
Please endeavor to keep time and attend.
Signed: Africa
SECRETARY
Whether notice is on printed card, written in memo form or on a sheet of paper the
following information must be included:
1. Name of the committee or association or club
2. The type of the meeting
3. The date, time and venue of the meeting.
4. The name and signature of the secretary or convener.

Agenda

Agenda is schedule of items listed for discussion as per a scheduled meeting. Agenda
should be circulated to members well in advance before the day of the meeting, to
enable members prepare. Agenda should not be too long, because members will
become too tired to deliberate on the listed items effectively. Items for discussion
should be listed according to priority.

Example of Agenda:
(a) Agenda for a Committee Meeting
1.0 Membership
1.1 To record members present.
1.2 To record members absent with or without apology.
2.0 Adoption of agenda
To receive and consider the agenda.
3.0 Opening prayer
 Chairman to call upon a member to lead prayer.
4.0 Communication from the Chair
4.1 To receive communication from the chair.
4.2 Reaction to communication.
5.0 Minutes of 3rd Consultative Meeting
5.1 To receive, discuss and confirm the minutes.
6.0 Business from Estates Department
6.1 To receive and discuss proposal on relocation to a new headquarter.
7.0 Any Other Business
7.1 To consider Any Other business competently introduced.

(b) Agenda for Annual General Meeting (AGM)

Agenda
1. Record of Attendance / Apologies for absence
2. Minutes of the last meeting.
3. Matters Arising.
4. Treasurer's Report
5. Election of New Officers.

(c) Agenda for Ordinary Meeting

1. Record of Attendance
2. Prayer
3. Communication from the Chair
4. Minutes of previous meeting
5. Matters Arising
6. Transport allowance for staff
7. Staff on study leave
8. Any Other Business
WRITING MINUTES

Introduction
During meetings, a secretary records all deliberations and keeps true record of is a
discussed. Minutes are source of information for members hat are vital for future
actions such as decision-making. As written record, minutes produce evidence of
issues agreed on and actions to be taken.
Minutes can be presented in any of the following method: resolution minutes,
narrative minutes or minutes with action column.
Resolution Minutes
Resolution minutes are useful for business discussions, e.g. meetings between
management and senior staff. Resolution minutes deal with decisions arrived at,
individual disagreement and conflicts raised are cancelled.
Example of resolution minutes
AGU UNIVERSITY
Minutes of the 3rd Board of Governors' Meeting held on Friday 23 October 20 23 at
the Boardroom from 9.00 a.m. to 12.30 p.m.
MIN: 1/3/15: RECORD OF ATTENDANCE
1. Dr. Opus Benard Chairman
2. Mr. Cemeri Tom Member
3. Ms Anyait Teddy Member
4. Mrs. Ocwi Dorothy Member
5. Mr. Aliu Paul Member
6. Mr. Oleku John Secretary
Absence with Apology:
Mr. Tukei Robert Member
Ms Aanyu Cissy Member
MIN. 2/3/24: COMMUNICATION FROM THE CHAIR
WELCOMED: Members to the meeting
MIN.3/3/23: MINUTES OF LAST MEETING
READ & SIGNED: As true record of previous deliberations.
MIN. 4/3/23: FEES SCHEME FOR STAFF
AGREED: That the Academic Registrar should prepare a proposal on
"Fees Scheme" to subsidize fees for education of their
children studying in the University
MIN. 5/3/23: REPAIR OF ROADS WITHINTHE UNIVERSITY
AGREED: That the Estates Officer identifies all roads that require
repair and present a budget by the end of the month
MIN 6/3/23: ADJOURN
There being no other business the meeting ended at 12.30 p.m.
Chairperson ……………………………….. Secretary
………………………

Date ………………………………………..
The space left is provided for the next meeting and presiding officials to endorse the
minutes before those minutes become a legally binding and operational document.

NARRATIVE MINUTES

Narrative minutes are popular with informal and social meetings. This is because
individual contributions are recorded in detail and participants mentioned by name.
By so doing sound judgment can be made and participants are motivated, to feel
psychologically good and that boosts morale during discussions. In fact, members and
management may be persuaded to make responsible utterances because they are
aware that their names may go on record.
An example of Narrative Minutes
ODWARAT WOMEN'S GROUP
Minutes of 4th Management Committee meeting of Odwarat Women's Group held on
Saturday 11 May 2023 at Ngora Gardens Hotel, from 2.00 p.m.to 4.30
MIN: 1/04/OWG/23 RECORD OF ATTENDANCE
Members Present:
Ms. Evelyn Okony Chairperson
Mrs Helen Acelan Member
Mrs Betty Odaet Member
Mrs Joan Okello Member
Mrs Martha Opio Member
Ms Annet Tino Secretary
Members Absent with Apology:
Mrs. Omuudu Veronica Vice Chairperson
Mrs. Orena Grace Treasurer
Members Absent:
Mrs Gertrude Amukun Member
MIN: 1/4/OWG/23: COMMUNICATION FROM THE CHAIR
The Chairperson Ms. Evelyn Okony welcomed members to the meeting and
informed them that she had been making links with NGOs to look into the
plight of women in the district.
MIN: 2/4/OWG/23: MINUTES OF THE LAST MEETING
Mrs. Okello referred members to Item 4 of the last Odwarat Women's Group
Committee, Meeting, on distribution of seeds.
She informed members that the new brands of groundnuts and bean seeds
were given to people who had not registered with the distribution centers.
The secretary informed members that the information was not correct. She
then produced a list of centers for distribution of seeds and requested the
representatives of the centers to bring a list of people who were given seeds in
the next meeting.
MIN: 3/4/OWG/23: PROGRAMME' FOR VISITING FIELDS
The secretary read a letter from NARO officers who would be coming to visit
fields ploughed for planting groundnuts and beans at the beginning of July
2019. Mrs. Odaet suggested that each member should be given copy of the
letter. The chairman asked the secretary to photocopy the letter and circulate it
to members. It was agreed that members should go and tell the people to
prepare their fields and get ready to receive visitors from NARO.
MIN: 4/4/OWG/23: ANY OTHER BUSINESS
Mrs. Helen Acelan raised the matter of loans that were to benefit women from
Microfinance. She said that for the last six months no information had been
given to women about the modalities of getting the loan.
Mrs. Orena, the Treasurer explained that she was still following the matter and
would present a report to the committee in the next meeting.
MIN: 5/4/OWG/23: DATE OF NEXT MEETING
The next Committee meeting was scheduled for 15 August 2023.
Chairman ………………………………. Secretary ……………………………..
Date ………………………………………
 MINUTES WITH ACTION COLUMNS

ABAO AMUMBULE SAWMILLS LTD

Minutes of 7th Abao Amambule Sawmills Limited Management Committee
Meeting held on 10th October, 2030 in the Main Room from 10.00 a.m. to
1.00p.m.
MIN: 1/AAS/7/23: RECORD OF ATTENDANCE
Mr. Kenani Otim Chairperson
Mr. Isaac Ocae Member
Mr. James Ocen Member
Mr. Paul Alomu Member
Mr. Alan Okweny Secretary
Absent with Apology:
Mrs. Lucia Aarakit Opedun
The foreman reported that two machines for pit-sowing were broken down and they
needed a replacement with new machines.

MIN: 2/AAS/7/23: MATTERS ARISING FROM ACTION

PREVIOUS MEETING COLUMN
The foreman reported that two machines for pit sowing were Management to
broken down and they needed a replacement with new machines. consider

MIN: 3/AAS/7/23: NEW SITE FOR CUTTING LOGS The workers

supervisor to
survey ad write a
proposal.
The Secretary read a letter from Ministry of Forestry instructing
all pit-sewers to relocate to places where transport could be
easily accessed.

MIN: 4/AAS/7/23: BUDGET FOR NEW MACHINES Accountant and

Management
The Foreman presented a budget for purchase of new machines
which were required to replace the old ones.

MIN: 5/AAS/7/23: TRAINING MACHINE OPERATORS Personnel officer

to identify the
It was agreed that five support staff who had been working at the staff and make
mill for over six months be sent for training as machine budget for
operators. training

MIN: 6/AAS/7/23: A.O.B

There being no other business, the meeting ended at 1.00 p.m.

Signed:_________________________
__________________________
CHAIRMAN SECRETARY
Date: _____________ Date:
___________

REPORTS

Introduction
According to dictionary definition Hornby, (1995) to report, "is to give a spoken or
written account of something heard seen or done".
As far as journalists are concerned, reports are to make something known by
publishing or broadcasting. A report is primarily for providing information as such,
management from private or public. Institutions find it useful for decision taking.
Information about staff, finance, materials or production can be gathered by use of
reports and each report is classified according to their purpose.
Types of Reports
There are many types of reports. For example, a police report on road accident,
medical report, or the school reports given to students at the end of every term. The
list is endless and for that reason reports are classified according to purpose, content
and length. The format and methods of reports vary according to issues being
handled.
Reports can be presented as regular, routine, occasional, or specially commissioned
reports.
Regular and routine reports
Regular and routine reports refer to a fixed way of reporting. In such report
information is presented in short form; few words are used and in some cases pre-
printed forms filled or both just for ticking and columns for data entry. Examples of
such reports are the sales report, production report or safety inspection report.
The following is a pre-printed form, profile report of a candidate for interview:

PLEASE FILL THE SPACE PROVIDED USING CAPITAL LETTERS

1.0. Bio data

Position wanted ……………………………………………………….

Date: ………………………………………………………………….

Surname. . . . . . . . . . .. ………………………………………….First names …………………...

Address………………………………………………………… Nationality …………………….

Marital status: Single/Married/Divorced/Widowed/ Widower

2.0 Qualification / Education

Year Institution Award

……………. …………………. …………………

3.0 Professional/Work Experience

Present employer's
address………………………………………………………………………………………………

Position held
……………………………………………………………………………………………………………..

Duties
……………………………………………………………………………………………………………………..

Employment.
………………………………………………………………………………………………………………

4.0 Interests

………………………………………………………………………………………………………………………
…………………………………………………

Date : …………………… Signature …………………………..

Pre-printed form profile report of candidate for interview

Occasional reports
Occasional reports are irregular reports that are written when the needs arise. For
example when staff or students go on strike over allowances, management may
request for a report about the strike. In case there is fire accident, a report may be
produced regarding the cause of fire.
The following is example of occasional report about absenteeism of staff at a work
place. The report is presented using memo format.
BRAIN POWER TECHNICAL COLLEGE
MEMO
From: Personnel Officer Ref:
To: All Staff Date: 20 March 2023
Subject: A REPORT ON STAFF ABSENTEEISM
1. Introduction:
During the last Disciplinary Committee meeting held on Tuesday 10 March
2023, it was reported that majority of technicians absent themselves from duty
and ask their colleagues to stand in for them.
The Committee rioted with concern e unprincipled behavior of those
technicians who indulged themselves into absenteeism using such
unscrupulous means desist from such bad habits.
2. It was resolved that the following measures be put in place:
(i) Attendance/Registration books will be placed in every workshop for
staff to sign four times a day (i.e. morning, lunchtime break, afternoon
2.00 p.m. and at 5.00 p.m.).
(ii) Anybody who will not observe the above procedure will be requested
to put in a resignation letter.
3. Conclusion
You are requested to cooperate on this matter, as there will be no chance for
hearing to any petition.
Atai Grace
PERSONNEL OFFICER
Especially commissioned reports
This is when a group of people is officially chosen to start a commission of inquiry in
order to investigate on a something (usually raising concern among affected people)
and write a report. Especially commissioned report involves lengthy investigation and
its findings and recommendations may result into changing policies. The format i to
formal meant for high level extensive reports.
WRITING AND PRESENTATION OF REPORTS
The ways reports are presented are as diverse as the variations in the reports. From
oral brief report, a short memo report to long report with headings; sub-headings and
attachments such as annexes or appendices of statistical data and diagrams and so on.
Reports can be presented using different of communication such as oral: briefs
meetings, conferences or workshops, internet, TV, radios. They may be written: letter
report or circulars, memorandum, minutes, progress reports, school reports, accident
reports, pre-printed forms, newspapers, financial budget or statistical data.
Short form report
The short report format is useful for official presentation of situational reports, which
are usually requested for by senior managers to be prepared by middle or junior staff.
Short formal reports usually have the following basic parts;
 1. introduction which gives background information,
2. the main body of the report where findings and facts are stated
3. and the concluding part which gives a summary of the report.
Whenever you are asked to write a report there are steps to follow that have four basic
parts presented under the following sub-sections:
Terms of Reference refer to the instructions given for an inquiry or investigation. It
is the introductory section of the report that explains why the report is
requested and for whom it is written and when it is expected.
Procedure refers to the methods used for collecting the information. This section
includes various sources of instruments used for collecting information, which
include the following: observations, questionnaire, meetings, personal
interview or documentary sources.
Findings - this section is all about fact or evidence adduced from method applied.
The facts established should be arranged under topics, sub-topics and
paragraphs clearly marked in figures or letters. The facts should be stated in
chronological order.
Conclusion is a summary of findings. Conclusions should be derived from facts
established and stated clearly. It is the synopsis of findings providing the essence of
the study.
Recommendations are written in reports following the conclusions drawn from the
findings of the study with reference to the terms of reference provided.
Name and position of the author of the report.
And the date when the report was submitted are written at the bottom of the report.

Example of Short Formal Report

A REPORT ON VANDALISM OF CAR PARTS AT THE COLLEGE
PARKING YARD
1. TERMS OF REFERENCE
At its meeting held on Friday 17 September, 2022 Management received and
discussed complaints from staff concerning the increased vandalism of car
parts at the College parking yard. It was resolved that the Security Officer
should investigate the problems and make recommendations to be considered
in the next management committee meeting scheduled for 10 October 2022.
2. PROCEDURE
The Security Officer increased the number of guards in plain clothes and
placed them at strategic places of the parking yard where they were stationed
everyday for one week. He held face-to-face discussions with staff that were
parking their vehicles at the parking yard. He visited the parking yard every 30
minutes and this was done for one week.
3. FINDINGS
a) The most vandalized parts were the side mirrors and parking lights.
b) There are many letters at the yard especially between 9.00am to 12.00pm and
2.00 to 4.00. They take advantage of the official working hours when most
staff members are busy in their offices.
c) Poor parking methods by some drivers subject some cars to scratches or dents.
d) Parking space is not enough and other dimensions for vehicles are too close to
each other, which increases the chances of people with bad intentions to
vandalize cars.
4. CONCLUSION
Although the college has parking yard, the staffs are parking vehicles at their
own risks. There are many idlers that are tempted to steal parts of vehicles.
This leads to danger, and loss of car parts. Space at the parking lot is not well
demarcated thereby causing vehicles to scratch or even cause dents.
5. RECOMMENDATIONS
a) Parking yard should be fenced off, so that idlers do not hang around.
b) Space for parking should be demarcated properly so That vehicles are
parked in lines.
c) The guards should be changed after every six hours, so that they do not
desert their beats.
d) Drivers should install protective gadgets in their vehicles,

6. SIGNED:_____________________ DATE: _________

Long Report/Special Report

A long formal report has a special format with specific sections. As a manager you
can be instructed to write a special report on some issue in your department. An
expert, a market officer or local government officer is bound at one time or the other
to write a long report. The report will have to take form of "long report". The
following section describes the component or a long report.
(i) Title page - containing the name of the department, author's name and
date of issue.
(ii) Acknowledgements - This is a page with list of persons or institutions
that helped or advised the author to produce the report.
(iii) Contents page - List of titles/headings covered in the report. The table
of contents helps a reader peruse topics arranged in pagination.
 (iv) Summary - Executive summary or Synopsis is an abstract presenting
the scope of the report. It should be short enough just to cover the
issues covered in the report
(v) Introduction - is the background information indicating, why the
report is being written i.e. terms of reference, purpose, objectives,
problem statement and areas to be covered,
(vi) Methodology / Methods / Procedure - Methods used for gathering
information. These offer explanation of various sources of information
e.g. documents, interview, meetings, observations or any means by
which facts can be established.
(vii) Findings / Main body - the facts that are established are presented. It is
the main part of the report that comprises the longest section; each fact
should be stated under headings or sub-headings. It may be divided
into sections or chapters, which are clearly labeled.
(viii) Conclusion: - is a brief analysis of the findings with added comments
or analysis of the facts.
(ix) Recommendations - This is the final part of the report
1. Proposed action is prescribed addressing issues raised in the
findings.
2. Suggested solution to a problem.
3. Prescriptions to correct the deficiency.
4. Useful information for actions to be taken, decisions to be
made, or policies formulated.
(x) Appendices - are additional information attached to support the report,
e.g. statistical data, diagrams, maps or supporting document.
(xi) References - List of books, journals or magazines consulted for source
of information when writing the report. They may be indicated thus:
Names of author, date of publication, title, address of the publishers of
published e.g.
Ongodia, Simon Peter, (2013). A Guide to Communication Skills,
Entebbe: Nkumba University Press.
(xii) Signature and Date

Report Format
A report should be presented in a smart way. Use double spacing leave space from
margin of each side of the page. Heading- of sections and sub-sections (i.e. topics and
sub-topics) are written a clearly with lines between them. Heading can be either
numbered or lettered using the decimal or lettering system.
Report writing
Reports are presented functional, respectively with facts stated clearly. All
information gathered from inquiries or investigations should be presented as bases for
forming opinions. Avoid bias or adulterating reports. Apply impersonal and objective
statements and construction of sentences. Use the third person reporting like: ''It was
established that... or it was found out that ..."
Recommendations are presented by using "that" at the beginning of each point. For
example:
RECOMMENDATIONS
That new curricular with up to date programme be prepared before the next Academic
year.
That Head of Departments should submit budget for materials and equipment before
the end of the month.
That the proposed workshop on Staff Development Programme be rescheduled to
August 2016.
When writing a report, consider the following:
1. Who are the people going to read the report? This will guide you to choose
appropriate vocabulary and technical language.
2. Why was the report requested? The answer should link up with the terms of
reference introductory background of the report.
3. What are the findings? The established facts should be presented without bias.
4. Where are the boundaries/ scope of the report?
5. How are you going to use the diagrams or statistical data?
These and many other questions should be around to justify the validity of the report.