WELCOME

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Office procedure – forms of communication

 There are various forms of written communication

 Each form has its use & phraseology of its own
 Occasions on which these forms are used and salient
points of each form are detailed in the following slide

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Office procedure – forms of communication

FORM PURPOSE TO WHOM GENERAL

Letter To seek/convey/ • Foreign Govts • Begin with
Views/informations/ • State Govts salutation “sir”
decisions/directions • Attached/sub- or “Dear Sir” and
ordinate offices end with
• Statutory subscription
authorities “Yours faithfully”
• Member of • Tel. No.
public invariably below
• Public bodies/ signature
enterprises

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Office procedure – forms of communication

FORM PURPOSE TO WHOM GENERAL

Demi-Official To communicate • Another • Does not follow
Letter opinion or Govt. Officer formality
information without • Non-official • Written in first person
formality of • Name, designation and
prescribed procedure Tel no of sender at top of
or where matter letterhead
should receive • Subject may be in first
personal attention sentence
• Begin with salutation
“My dear” or
“Dear Sri” or
“Dear Sir/Madam” as
may be appropriate &
end with phrase “with
regards”

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Office procedure – forms of communication

FORM PURPOSE TO WHOM GENERAL

Office • Inter-dept. • Another • Written in third person
Memorandum communication Ministry/Dept • Bears no salutation or
• To call for infn or /Secretariat subscription except
convey infn • Attached & name, designation & tel.
subordinate no. of signatory
offices
• Employees
Office Order • To communicate • Officers/ • Copies are invariably
internal sections/units endorsed to
administrative within the administrative/financial
decisions department authorities concerned
Order and • The promulgation • Manager of • There are different parts
Notification of statutory rules Govt. Press and sections of the
and orders concerned gazette reserved for
• Appointments/ different types of
promotions of notification
Gaz. officers 5
Office procedure – forms of communication

FORM PURPOSE TO WHOM GENERAL

Resolution • To make public • None • Published in gazette
announcement of specifically • An order below it
decisions of Govt. authorises such
in important publication & it is
matters of policy communicated to
specified parties

Press note • To give wide • None • Sent to press information

communique publicity to a govt. spcifically officer for arranging
decision through publicity
press ,radio etc. • 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 • Sender of • Not used for
original letter itself original communicating
• To forward copy to communication with State Govt.
another Dept/ • Another Dept. or UPSC etc.
office for officer subject to
information/action any official
restrictions in
r/o any party