FORMS OF OFFICIAL COMMUNICATION

Letter Endorsement
Memorandum Notification
Office Memorandum Resolution
Demi-official Letter Press communiqué or
note
Un-official Note Office Order
 LETTER
Official letter to convey the views or orders of the
government of India.
Must be written under the direction of
Government.
It is used for formal sanctions and
communication to (a) provincial governments,
(b) public bodies and (c) individuals.
 It is also used to convey sanctions of
Government to attached departments and sub-
ordinate offices but not between Divisions of
Government.
LETTER SHOULD BE COMPOSED OF
Letter head bearing words Government
of India and name of the Division
Number and date

Name with title and designation of the

sender
Designation and address of the
addressee
Subject

Salutation
• Letter addressed to official
authorities should begin with Dear
Sir, and end with Yours faithfully.
• Letter to non-officials or groups of
individuals should begin with Dear
Sir / Sirs and end with Yours Truly
followed by signature and
designation of the person signing the
letter.
• Official letter not purporting to issue
under direction from Government
should begin with the words, “I have
the honour to …not I am directed
to…”
 OFFICE MEMORANDUM
•Should be used for correspondence
between various Divisions

•For conveying information not amounting

to a n order Government to Attached
Department and sub-ordinate authorities

•It should be written in third person and

bear no salutation except signature and
designation of the officer signing it.
Ѳ Name of the Division, Attached
Department or Office should appear
at bottom on the left hand corner of
the page.

Ѳ The OM purporting to be written

under government directions should
begin with the words, “The
undersigned is directed to…..”
 MEMORANDUM
• Should be used for correspondence between
the Divisions and Attached Departments and
subordinate offices.
• In reply to petitions, applications for
appointment
• Should be written in third person; begin with
no salutation and subscription except
signature and designation of the officer
signing it.
• The name of the addressee should appear on
the left hand corner of the page. The Memo
should begin with the words, “ Reference
application / petition / letter No……
dated……..from……….”
 DEMI-OFFICIAL LETTER
Should be used in correspondence between
Government officers when it is desired t h a t a
mat t er should receive personal attention of
the addressee.

Demi-official communication should be

addressed to a n officer by name. It should
written in first person singular with salutation,
“My dear………..” or “Dear Mr……………” and
end with “Yours sincerely”.
The expression “My dear” should be normally
used for a n officer of the same status or one
step above. “Dear Mr…..” when address is two
or more steps higher.

The name and designation with title if any of

the sender be typed under the crest on the
first page alongwith telephone number.
Unofficial note (UO note) should be
made by sending a note on the file
itself. This method of consultation
should be generally employed
between Divisions and Division and
attached departments where so
authorized.
 ENDORSEMENT
Is used when a copy of communication is to be forwarded to
others in addition to the original addressee. It may take the
following forms.

“A copy (with the copy of the letter replied to) is forwarded

to…………………. For

1. information

2. information and guidance

3. necessary action

4. compliance
 NOTIFICATION
It is used for notifying in the
Gazette of India
(a)ordinances,
(b)rules and
(c) orders, appointments, leave
and transfer of Gazetted officers
and matters of which are required
to be published in the Gazette of
Indi.
 ORDINARY NOTIFICATIONS
Part-I: Notifications regarding appointments, promotion etc.
issued by Ministry/Divisons of the Government of India.
Department of the Auditor General of India and the Supreme
court of India other than the Ministry of Deference.

Part-II Notifications issued by the Ministry of Aviation and

Defense.

Part-III Notifications issued by the High Courts, Federal

Public Service Commission and by the Attached and
Subordinate Offices of the Government of India
Part-IV Notifications issued by the minor
administrationsand miscellaneous
notifications not included in any other part.

Part-V Notifications etc., issued by the

Patent Office.

Part-VI Advertisements and Notices

issued by Corporate Bodies
and Private Individuals on
payment.
 EXTRA-ORDINARY NOTIFICATIONS
Part -I Consists of Acts, Ordinances, President’s
Orders and Regulations.

Part-II Consists of Statutory Notifications

(S.R.O.) issued by various Ministries.

Part-III Consists of other

Notifications,Orders etc.
 RESOLUTION
Is used for making public announcement
in the Gazette of decisions of Government
on important m at t er of policy,
appointment of committees or
commissions of enquiry and the results of
the review of important reposts of such
bodies
PRESS COMMUNIQUÉ OR PRESS NOTE

It is issued when it is sought to give publicity

to a decision of Government. It should
ordinarily be prepared in consultation with
and issued though the PreInformation
Department.
 TELEGRAMS AND
TELE-PRINTERS MESSAGE
It is used only on occasion of urgency. The message
should be brief but clear. Clarity should not be
sacrificed for brevity. The priority of message is as
under: Ordinary, Express, Important, Immediate or
Most Immediate.
Immediate and Most Immediate telegrams are sent
only on authority of Secretary or Additional
Secretary or Joint Secretary.
Cypher telegram is drafted in
normal ra th er t h a n telegraphic
language.
Cypher message is forwarded
through India Crypto Centre,
Ministry of Foreign Affairs.
 COPIES OF CYPHER
TELEGRAMS
Copies of cypher telegrams are
strictly prohibited except with the
request to Ministry of Foreign
Affrays.
Making unauthorized copies is
breach of Cypher Security
 Reference giving should be avoided
cypher telegram should be passed
though other means
 EMAIL AND FAX MESSAGE
For quick disposal of official business urgent
message may be transmitted through e-
mail or fax.
OFFICE ORDER
Is used for conveying instructions to the
followed in office and notifying appointment,
promotion, leave etc. of the non-gazetted
staff.
ORDER
Is issued to convey decision of
the Government in disciplinary
cases
FORMS OF COMMUNICATION

SPECIMENS
 Let
OFFICE OF THE ter
INCOME TAX OFFICER, MSTU, NASHIK
O/O CHIEF COMMISSIONER OF INCOME TAX
KENDRIYA RAJASWA BHAVAN, GADKARI CHOWK, OLD AGRA ROAD, NASHIK-422002
PHONE NOS. 2575611 & 2575612 FAX NO 0253-2574364

No. MSTU/Nsk/Infrastructure/2018-19/
dated,

To,
The……….

Sir,
Sub:...............
Body of the letter

Y
o
u
r
 ent
rsem
OFFICE OF THE
INCOME TAX OFFICER, MSTU, NASHIK
O/O CHIEF COMMISSIONER OF INCOME TAX
o
End
KENDRIYA RAJASWA BHAVAN, GADKARI CHOWK, OLD AGRA ROAD, NASHIK-422002
PHONE NOS. 2575611 & 2575612 FAX NO 0253-2574364

No. ……………… …………………………………….................

dated,
To,
The ..................

Sir,

Subject:................................................
Body of letter
Yours faithfully

Name
Designation
Telephone
Copy forwarded to…………………………………………..…….for information
Designation
 Government of India Ministry
of ………………….
* * * * Subject:
……………………………………………..
With
reference to the ……………..
MAIN
BODY

(Name of the Officer)

Designation…………
Telephone ………….

Encl:………. Ministary of ………………… (Name &

Designation), Address,City.
U.O. No.F…………………………………………………
dated…………………..
 Government of India M
Ministry of em
………………….
m or a
****
ndu
No.F…………………………………Nashik, the
……………………………..
MEMORANDUM

Subject:
………………………………………..
Attention is invited to the
Ministry of … ……………..
MAIN BODY

(Name of the Officer)

Designation………
… Telephone
 Government of India
Ministry of OFFICE MEMORANDUM
………………….
****
No.F………………………………..Nashik the
…………………………..
OFFICE
MEMORANDUM
Subject:
………………………………………………

The undersigned is
directed……………..
MAIN BODY

(Name of the Officer)

Designation…………
 Government of India
Ministry of …………………. D.O.
**** Letter
From:……………….
Designation…………
Tele: ………………..

D.O. No.…………………………………., the

………………………………………….. Subject:-

…………………………………………………………………………..
My dear…….
Apropos to my talk……………M A I N BODY

With regards.
(Name of the Officer)
To ……………………
THANK YOU