Notice

efinition
Written or Iormal inIormation, notiIication, or warning
about a Iact, required to be made in law or imparted by an
operation oI law. A party is deemed to have cognizance oI
a Iact iI the party (1) has actual knowledge oI it, (2) has
received notice oI it, (3) ought reasonably to know it, (4)
knows about a related or associated Iact, or (5) would
have known by making reasonable enquiries about it.



Characteristics of an effective notice
To tbe point
A good notice is always to the point and leaves no scope
Ior Iurther enquiries without compromising on the word
limit (50 words).





Language
t should be Iormal.




Clearly stated purpose
A notice should contain all the necessary details such as:
1name of Lhe lssulng agency (school eLc)
2Sub[ecL and daLe of lssue/release of Lhe noLlce
3LvenL (wbot?)
4uaLe/Llme/duraLlon (wbeo?)
3lace/venue (wbete?)
6AuLhorlzed slgnaLory Name and s|gnature





Letter
A circular deIinition is a description oI the meaning oI a
lexeme that is constructed using one or more synonymous
lexemes that are all deIined in terms oI each other.

WrlLlng a leLLer can be easy lf you follow a few
slmple rules
1ake your Llme and Lhlnk carefully abouL J you
are wrlLlng Lo

SLarLlng off
CorrecL addresses ?Cu8 address (rlghL)
@ address (lefL buL only lf lL ls
an offlclal leLLer noL personal)
uaLe
uear Slr or Madam %ttbeltoctooloomeIlm
ooeMtIoesMlssletetsetc)
lndenL Lhe flrsL word under 'Madam'




1sL paragraph
Jby are you wrlLlng Lo Lhemlomwtltloqtyot
ecoose
Lxplaln who ?Cu are
8e pollLe! #lbeyootmlomewtltloqtyo
otlbotellyooot
8e sLrong (lf lL ls a leLLer of complalnL) eglmost
loftmyotbotlomotboywltb





2nd paragraphconL
Cffer your own oplnlon on Lhlngs eg lfltmlyelleve
tbotcostotlstbefloestfecooseltlssmtb
yettefloe


use any plannlng sheeL you have Lo Llck off each
polnL you are maklng




LasL paragraph
1hls ls a concludlng paragraph eg @somolwol
soytbot
Clve an overall vlew of Lhe leLLer eg Jbotlom
ttyloqtsoytyolstbotlwoleotlylveyot
cmeoostoywltbos


MLMC8AnuuM
As one oI the most common Iorms oI communication
within an oIIice environment, the memo or memorandum
serves as a quick note to convey inIormation Irom one
section oI the company to another. A memorandum may
be draIted by management and addressed to other


employees or Irom a department head to the company at
large. Generally, a memorandum will include a Iew basic
elements, such as the name oI the originator oI the
document, the intended recipient or recipients, the date oI
issue, the general topic, and the body oI the document that
contains the inIormation to be shared.
There are actually a number oI diIIerent types oI common
memorandum style documents that are employed in the
business world. One oIten utilized Iormat is reIerred to as
the Memorandum oI Understanding. This document is
used to deIine and document the perimeters oI a working
relationship between two parties. Generally, the body oI
this note addresses the main reason Ior the partnership,
the anticipated outcome, and the general terms and
conditions that will govern the business arrangement. n
many cases, the Memorandum oI Understanding serves as
a precursor to a more Iormal contract.

Memos should have the Iollowing sections and content:
1. A %o section containing the name oI the receiver. For
inIormal memos, the receiver`s given name; e.g. To:
Andy` is enough. For more Iormal memos, use the
receiver`s Iull name. I the receiver is in another
department, use the Iull name and the department name. t
is usually not necessary to use Mr., Mrs., Miss or Ms
unless the memo is very Iormal.


2. A rom section containing the name oI the sender.
For inIormal memos, the sender`s other name; e.g. From:
Bill` is enough. For more Iormal memos, use the sender`s
Iull name. I the receiver is in another department, use the
Iull name and the department name. t is usually not
necessary to use Mr., Mrs., Miss or Ms unless the memo
is very Iormal.
3. A ate section. To avoid conIusion between the
British and American date systems, write the month as a
word or an abbreviation; e.g. January` or Jan`.
4. A Subject heading.
5. %he message. Unless the memo is a brieI note, a well-
organised memo message should contain the Iollowing
sections:
a. Situation an ntroduction or the purpose oI the
memo.
b. Problem (optional) Ior example: 'Since the move to
the new oIIice in Kowloon Bay,
staII have diIIiculty in Iinding a nearby place to buy
lunch.
c. Solution (optional) Ior example: 'Providing a
microwave oven in the pantry would
enable staII to bring in their own lunchboxes and reheat
their Iood.
d. Action this may be the same as the solution, or be the
part oI the solution that the


receiver needs to carry out; e.g. 'we would appreciate it iI
you could authorise up to
$3,000.
e. Politeness to avoid the receiver reIusing to take the
action you want, it is important to
end with a polite expression; e.g. 'Once again, thank you
Ior your support., or more
inIormally 'Thanks.
I. Signature (optional).








Agenda

efinition
Crdered sequence of lLems Lo be dlscussed ln a formal
meeLlng 1he ob[ecLlves of an agenda lnclude Lo (1)
famlllarlze parLlclpanLs wlLh Lhe Loplcs Lo be dlscussed


and lssues Lo be ralsed (2) lndlcaLe whaL prlor
knowledge would be expecLed from Lhe parLlclpanLs and
(3) lndlcaLe whaL ouLcome Lhe parLlclpanLs may expecL
from Lhe meeLlng





Circular

|rcu|ar |etter ls a wrlLLen documenL LhaL ls addressed Lo
a closed group of people
ircular letters are the cycle oI business dealings. A
circular is a communication meant to convey inIormation
oI a business Iirm to customers, business Mends etc. n
the course oI business, occasions will arise to send out
circular letters. The sender aims giving certain
inIormation to the public. There are also other ways to
communicate or advertise in newspapers or journals.


Generally printed or cyclostyled circular letters have a
Iew advantages such as, less expenses, any number oI
letters can be posted in a day, to a certain extent the
personal meet oI the sales agents can be substituted, and
the recipient, iI interested, may call upon the Iirm or the
sales agent, and so the agent need not wait to have an
appointment. The objectives oI circular letters are: To
obtain publicity Ior a merchandise, to impress the readers
with the Iacts about the Iirm and the products, to make the
readers more interest in their contents, to attain the
conIidence oI the readers and to stimulate sales.
A circular letter is one that carries a communication to a
number oI addresses. The basic diIIerence between a
circular and a general letter is that, whereas the Iormer is
addressed to many persons, the latter is addressed to only
one person. ircular letters are to be read by a large
number oI people, whereas general letters arc personal
and private in nature