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Forms of Written Communication - Copy

The document outlines various types of written communication used in an organization, including inter-office memorandums, notices, circulars, agendas, and minutes of meetings. Each type serves specific purposes, such as conveying information, announcing events, and recording meeting proceedings, while adhering to characteristics like clarity, conciseness, and simplicity. The importance of these documents is emphasized for effective internal communication and organization.

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wangmoopelma
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7 views16 pages

Forms of Written Communication - Copy

The document outlines various types of written communication used in an organization, including inter-office memorandums, notices, circulars, agendas, and minutes of meetings. Each type serves specific purposes, such as conveying information, announcing events, and recording meeting proceedings, while adhering to characteristics like clarity, conciseness, and simplicity. The importance of these documents is emphasized for effective internal communication and organization.

Uploaded by

wangmoopelma
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PPTX, PDF, TXT or read online on Scribd
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TYPES OF WRITTEN

COMMUNICATION
INTER OFFICE MEMORANDUM
 Written Message
 Used for Internal Communication

 PURPOSES OF MEMORANDUM:

 Describes Problems
 Explain Policy Statements
 Guidelines/Instructions
 Polite Reminders
 Seek Explanations/Clarifications
CHARACTERISTICS OF
MEMORANDUM
Clarity

Conciseness

Unity of Theme

Informal Tone
NOTICE
Information accessible to maximum number of people
Put on the organisation’s notice board

PURPOSES OF NOTICE:

 Announce social events of interests to staff


 Inform the staff of any changes in procedures
 Report other matters of interest
CHARACTERISTICS OF
NOTICE
 Clear Heading

 Sub-headings if necessary

 Short simple sentences

 Date, Name & Designation of writer


NOTICE
CIRCULAR

 To convey information to large number of people


 Information of general nature & not confidential

 PURPOSES OF CIRCULAR:

 To emphasize certain aspects of office conduct


 To give information about new policies
 To intimate change in the working hours of the office,canteen etc.
 To inform employees about changes in medical rules, conveyance
allowance etc.
CHARACTERISTICS OF
CIRCULAR
Written on Company’s Letterhead

Mention Circular Number & Date

Subject to be Stated Prominently

Complete & Correct Information

Very Simple Language


CIRCULAR
AGENDA
Document that outlines the contents of a
forthcoming meeting is called an agenda.
Time, date, venue & all other relevant details are
mentioned in an agenda.
It is sent along with the notice of the meeting.
IMPORTANCE OF AGENDA
It is circulated in advance & helps the members to
come prepared for the meeting
It has a set order & it helps the Chairperson to
conduct the meeting smoothly
It ensures that relevant matters are discussed in the
meeting
It ensures that every point is properly taken up for
discussion
It facilitates the preparation of the minutes
AGENDA
MINUTES OF MEETING
Minutes are official record of the proceedings of a meeting.

CHARACTERISTICS OF MINUTES:
 Date, Time & Place of the Meeting
 Names of Participants
 Numbering & Headings
 Past Tense
 Impersonal Tone
 Simple Language
 Dates & Figures to be recorded clearly & accurately
MINUTES OF MEETING
THANK YOU

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