OFFICE COMMUNICATION

1. MEMO
-Memo is the short form of memorandum. Memorandum is a singular form. Its plural forms are memorandums or
memoranda. The term ‘memo’ is derived from the Latin word ‘memorale’ which means ‘to mention’ or ‘tell’.
-A memo is used for internal communication between managers and workers to bring an important matter to their notice.
-A memo generally has a heading, body and signature. It does not contain salutation (Dear…..) or a complimentary close
(Yours…………).
EX.
SUM HOSPITAL
Head Office: Bhubaneswar
INTER- OFFICE MEMO
No: FTL/102 Date: 1st July, 2022
From: J.K.Das, Managing Director
To: All Heads of Departments
Subject: Departmental Reports
Would you please make sure that your current half-yearly report is handed on to my secretary before the last day of the
month so that figures can be collated and incorporated into the general report for the meeting of the Board of Directors on
1st August 2022.
Thank you
C.C. R.Tripathy, Finance
S.K.Nayak, Operations
M.Tiwari, Sales

2. OFFICE ORDER
Office order is a means of downward communication. It carries a stamp of authority and people working at lower levels are
bound to accept it. Orders are issued by superiors to their subordinates.
Office orders are used to communicate matters concerning posting, promotion, transfer, suspension, termination of
services, imposing certain restrictions, disciplinary proceedings, and so on.
Example 1
An office order posting a new recruitment to a department
SUM HOSPITAL
Bhubaneswar.
Ref: SUM/HRM/022/02/22 Date: 10.02.2022
Office Order
Shri S.K. Mohanty has been posted as Sr.Accounts Officer in the Accounts department w.e.f. 12.02.2022. He will
be reporting to Shri. S.K.Das, Accounts Manager.
Copies to:
1. Shri. S.K.Mohanty
2. Shri. S.K.Das
sd/- Animesh Pattnaik
Manager – Human Resources

3. OFFICE CIRCULARS
Office circulars are meant to bring information of a general nature to employees in the organization.
They are widely used to intimate changes in working hours, to invite application from employees for promotion test/
interview, to inform changes in medical rules, etc.
Office circulars should be brief, precise and persuasive. The subject of the circular should be stated at the top.
Example 1
An office circular regarding change in office timings
ANAND AUTOMOBILES LTD.
Mumbai
Circular No. 21/022 Dated: 11.02.2022
Subject: Change in office timings
In view of the ensuing summer, office timings from 1st April 2022 will be as follows.
8.30 a.m.- 12.30 p.m. Morning Session
12.30 p.m.- 1.30 p.m. Lunch
1.30 p.m.- 5.0 p.m. Evening Session
Employees are expected to strictly adhere to these office hours.
S.K.Sarangi
Personnel Manager
4. OFFICE NOTES
Office notes are a means of horizontal communication. They are exchanged between officers of equal rank or between
departments of an organization.
Office notes are used to obtain approval/sanction or convey information.
The format and layout of office notes may vary from company to company.
Example 1
An office note informing stocktaking
ASIAN PAINTS PVT LTD.
Ref: T/51/022 Dated: 01.03.2022
From: Stores department
To: All departments
Subject: Stocktaking for the year ending 31.03.2022
The stocktaking for the purpose of closing the account for the year ending 31.03.2022 will begin on 30.03.2022. All
departments are advised to draw their requirements latest by 29.03.2022. The Stores Department would not be able to
make supplies to the customers on 30th and 31st March, 2022.
K.K.Goenka
Stores Manager

5. OFFICE NOTICE
Notices, generally supposed to be pinned on a wall notice-board, are a popular and effective way of reaching out to the
general staff for whom they are meant.
The approach in drafting notices should be polite and persuasive.
For example:
“Members of the staff are requested……”
“Members of staff are kindly requested to refrain from…..”
Institute of Business & Computer Studies (IBCS)
SOA Deemed to be University
Bhubaneswar
NOTICE
Date: 5th October, 2022
This is to inform all the students that the institute will be organising a cultural programme on 14th October, 2022 on the
occasion of it’s 20th Annual Day Celebrations- “Extravaganza”.
In this regard, the students are hereby required to give their names along with the programme titles to the undersigned on
or before 7th October, 2022.
Dean
Students’ Welfare Council

6. Demi-official letter is used in correspondence between the Officers when it is intended to bring to the personal notice of
an officer a case in which action has been delayed and official reminders have failed to elicit a suitable reply.
- It is addressed personally to an officer by name.
- It is written in the first person singular in a personal tone.
- The salutation ‘My dear..’ or ‘Dear ……’ and terminating with ‘Yours sincerely’.
- It is signed by the officer without mentioning his designation.

7. Un-official Note can be made in two different ways, namely –

(a) by sending the file itself to the department/office with a note recorded.
(b) by sending a self-contained note.
-This method is generally employed in various departments for obtaining the views, comments of other departments on a
proposal, obtaining a clarification of the existing instructions, or information, etc.
-No salutation or complimentary closing words are used in this form.