Simplex Technologies Pvt.

Ltd, Lucknow
Inter-office memorandum

To:All Department Heads ​ ​ ​ ​ ​ ​Ref.No:RD/2013/02

From: Office Manager ​ ​ ​ ​ ​ ​ ​ ate:
D ​
Sub: Travel Arrangement

Due to an increased travelling activity it becomes difficult for our office to provide company vehicle from the campus area to the
railway station/ airport to our staff. It becomes increasingly hard for us to arrange a company vehicle particularly for the travel
plans taking place a couple of hours before take-off or landing. To facilitate the travel within and outside campus therefore, we
are planning to sign up a contract with a private travel agency to deal with such exigencies.

​Please let me know your view on this. All your suggestions would be seriously considered before signing the deal. As
the contract is likely to take shape in a month, please send us your feedback and suggestions within a fortnight. ​

XYZ ​
Office Manager

II)
Simplex Technologies Pvt. Ltd, Lucknow
Inter-office memorandum

To:All Employees ​ ​ ​ ​ ​ ​ Ref.No:RD/2013/03

From: Manager (HR) ​ ​ ​ ​ ​ ​ ​Date:

Sub: Office Hours

Let me remind you that the official timings of the company are from 10:00 a.m. to 6:00 p.m. Exceptions resulting in late arrival
or early departure must be reported to the time office. The employees not reporting such aberrations and constantly found
irregular in keeping with the office hours will be asked for a written explanation.

ABC
Manager (HR)
 Simplex Technologies Pvt. Ltd, Lucknow

​ ​ ​ ​ ​ ​Ref.No:RD/2019/03
​ ​ ​ ​ ​ ​ Date:
Office Circular

As the review board is planning to meet shortly to assess and evaluate the candidature of staff members for further
increments and promotions, all are requested to collect the self- appraisal form from the HR department and return
the same to the undersigned by 01/10/2013.

​
​
While filling in the form remember to mention all your professional attainments in the past one year. For
this purpose, the special projects undertaken, new designs developed, latest technologies adopted, and the models
patented may be mentioned besides the specific goals achieved during this period. In case of a query or clarification,
please contact the office between 2.30 p.m – 4.00 p.m in the next three days.

Please note that only the self-appraisal forms duly filled in and countersigned by the controlling officer will be
considered by the review board.

ADGHJ
Manager (HR)
Memorandum: Memo ,which is an abbreviation of memorandum has been derived from the Latin word “memorare” which
means to provide information. A memo is a written statement that provides information by a person or a committee to other
people. Literally translated in the organizational set up it is a brief official note circulated to more than one person, depending on
the nature of the information to be circulated.

​
Though the basic purpose of a memo is to inform, make requests, to put to record, to report and invite suggestions it is
very different from a letter. The variance is in the nature of the tone as well as the style. A letter is more formal in nature but a
memo ensures that the tone is more conversational. Memorandums are a form of letter written inside the business. They are
written messages exchanged by employees in the conduct of their work.

MEMO-FULL BLOCK FORMAT

NAME OF THE COMPANY
INTEROFFICE MEMORANDUM

Date:…………..
Ref: …………….
To: …………….
From: …………………..
Subject: ……………………..

NAME:
SIGNATURE:
CC:
NOTICES: Usually the rules of procedure of every organization clearly states the notice period required for calling
a meeting – both general body meeting and meetings of smaller groups such as Governing Body, Executive
Committee, Finance Committee etc. One should ensure that the notice is circulated to members within this time. The
notice must be sent to all those who have a right to attend, that is to all members in the case of a general body
meeting and to all members of a group (Committee, Board of Directors etc.) in the case of a group meeting. The day,
date, time and place of the meeting and the business to be transacted if finally decided should be mentioned in the
notice.

AGENDA: Agenda is an official list of things to be done or dealt with at a particular meeting. It is drawn up by the
Secretary in consultation with the Chairman. At the meeting, the business is normally transacted in the order in
which it is listed in the agenda. When the agenda is given as an annexure to a notice or circulated separately it
contains the following elements:

• Name of the organization/group and the date of circulation

• The day, date, time and place of the meeting
• The programme of business to be transacted
• The background papers or information if any
• Signature of the Secretary

MINUTES: The official records of discussions held and decisions taken at a meeting are called minutes. Minutes
are generally written by a secretary of the organization unit which sponsors or holds a meeting. Keeping minutes of
the meeting of the Board of Directors, Committees of Directors and General Body of a joint stock company is a
legal requirement, but other organizations also follow this practice.

​
Minutes usually contain the main points of discussion, the conclusions reached, the recommendations
made, and the tasks assigned to individual members and groups. They are not a verbatim record of the proceedings
of a meeting. A clear, concise, accurate and well organized summary of the business transacted is all that is required.
Minutes in fact are a special type of summary of what happened in a meeting.
 TRIVENI CEMENT INDUSTRIES LIMITED
Registered Office: 40, Rajendra Prasad Road,
Patna-800 002
06/09/2014

Notice
​ ​ ​ ​ ​ ​ ​ ​ ​
Notice is hereby given that the Second Meeting of the Board of Directors will be held at the ​ ​
registered office of the company at 3:30 p.m on Monday, 08/09/2014.

The agenda is attached. ​

To Members of the ​ ​ ​ ​Kamal Narain
Board of Directors ​ ​ ​ ​Secretary
​

TRIVENI CEMENT INDUSTRIES LIMITED

PATNA- 800 002
​ ​ ​ ​06/09/2014
Agenda for the second meeting of the Board of Directors to be held at 3:30 p.m on
Monday 08/09/2014 at 40, Rajendra Prasad Road, Patna
2.01 ​Confirmation of the minutes of the last meeting.
2.02 ​Confirmation of the appointment of Directors.
2.03 ​Appointment of the Managing Director of the Company.
2.04 ​Appointment of Solicitors.
2.05 ​Accommodation for the branch office at Allahabad.
2.06 ​Issue of prospectus.
2.07 ​Date for the next meeting.
2.08 ​Discussion of any other matter with the permission of the chairman.

​ ​ ​ ​ ​ ​Kamal Narain
​ ​ ​ ​ ​ ​Secretary

TRIVENI CEMENT INDUSTRIES LIMITED

Minutes of the Second Meeting of the Board of Directors held at the Registered Office of the
th
company at 3:30 p.m on Monday 8 September, 2014.

Present:
Sri.M.N.Pareekh (Chairman)
Sri.R.L.Singh (Director)
Sri.P.K.Gadre (Director)

Sri.T.K. Barhai ​
Sri.P.C.Jha

In Attendance: ​Sri. Kamal Narain, Secretary

​ ​Sri. D.K. Chand, Solicitor
No.of Minutes ​Subject of Minutes ​ ​Details of Minutes
2.01 ​ ​Confirmation of the ​The Minutes of the meeting held on 10th

​ ​Minutes of the last ​ ​October 2009, were approved by the

​ ​Meeting ​ ​ ​Board.
2.02 ​Confirmation of the ​ he Secretary reported that all the
T

​ ​Board of Directors ​ ​Directors had joined office and signed

​ ​ ​ ​ t​ he agreement. All the documents

​ ​ ​ ​ ​ ad been filed with the Registrar

h

​ ​ ​ ​ ​ f Companies, Bihar State.

o
2.03 ​ ​Appointment of the ​Resolved: That Sri. R.L Singh be
​ ​Managing Director ​ ​appointed the M.D. of the company.
​ ​of the Company

2.04 ​ ​Appointment of ​ ​Resolved: That M/s Jain and Dalal

​ ​Solicitors ​ ​ ​be appointed as solicitors.

2.05 ​ ​Accomodation for the ​The Secretary reported that 4 rooms in

​ ​branch office at Allahabad ​Jaiswal Building, Civil Lines is available
​ ​ ​ ​ ​for rent of Rs. 10,000 per room per month.
The branch Manager had examined the
rooms and found them suitable.

2.06 ​ ​Next Meeting ​ ​The Secretary was directed to call the

next

​ ​ ​ ​ ​Meeting of the Board on 4 th

March 2015.

M.N.Pareekh ​ ​ ​ ​Kamal Narain

Chairman ​ ​ ​ ​ ​Secretary

MEMORANDUM:

There are four important channels through which information flows within the various sections of an organization.
Employees can communicate face to face, over telephone, through e-mail or through inter office memorandum,
which in short is called a memo.

A memorandum (abbrev.: memo) was from the Latin verbal phrase memorandum est, the gerundive form of the
verb memoro, "to mention, call to mind, recount, relate",[1] which means "It must be remembered (that)...". It is
therefore a note, document or other communication that helps the memory by recording events or observations on a
topic, such as may be used in a business office.

They are written by everyone from junior executives and engineers to chief executive officers. Memos help solve
problems either by informing the reader about new information, such as policy changes, price increases etc or by
persuading the reader to take an action, such as attend a meeting, use less paper or change a current production
procedure. Inter office memorandum enables the flow of information in all three types of organizational
communication, namely vertical, horizontal and diagonal.

In short, memos help in bridging the communication gap among the various sections of any organization and also
serve as permanent record of information.

Purpose:
No other kind of written communication reaches so many people at so many levels as does a memo in an
organization. The larger the organization and more the levels of authority it has, the more inefficient phone calls
and face to face discussions become. A memo is a good way to reach many people at once. It is important not only
because of its frequency of use and the wide range of subject matter that can be presented in memo form, but also
because it represents a component of interpersonal communication skills within a work environment. Depending on
their purpose, memos can be classified into three major categories:

Documentary Memos: As the name suggests these memos are mainly used for conveying information, such as
memos written to a subordinate to remind, to announce, to give instructions, to explain a policy or procedure.

Congratulatory memos: Memos are also used to give credit to employees of an organization for the outstanding
work they have accomplished.

Discplinary memos: When employees violate the rules or breach the code of conduct in an organization, they will
be served one either with a severe warning or any other punishment as decided by the management. The memo
conveying this action is known as a disciplinary memo.