Notices, Circulars and Memo

Presented by:
Sushil Nirbhavane
Assistant Professor, MIT-DMSR
 Notices

Notice can be described as a written or a printed information or

news announcement. It is written for informing people, employees
of the organization or students about an activity or an event and is
specifically only meant for a select group.

Since a notice is a formal announcement or piece of information,

its tone and style are formal and it is strictly factual. Its language
is also simple and formal.

The occasions for creating a notice could be a competition, an

inauguration to take place in near future or an exhibition. It could
also be school activities like an excursion, a meeting or show.
 Notices
Tips:
- NOTICE at the top
- Name and Place of the school/college, or organization or office
that is issuing the notice
- An appropriate heading/title is required
- Date of issuing the notice
- Target group clearly (for whom the notice is to be displayed)
- Other relevant details like date, venue and time
- Contact for extra information
- The signature, name and designation of the person who is issuing
the notice
 Notices
Characteristics:
1. Brief
2. Complete
3. Authority
4. Clarity
5. Language
6. Details:
- Name of the issuing agency (school, etc)
- Subject and date of issue/release of the notice
- Event (what?)
- Date/time/duration (when?)
- Place/Venue (where?)
- Authorized signatory: Name and signature
Notices
 Circulars
Circular letter is a written document that is addressed for circulation
to a group of people. It is usually formal and official. It may be for a
closed group or general distribution.

A circular means a paper intended for wide distribution. Any

information which must be made known to a large number of persons,
is circulated. In the business life, circulars have to be sent to the
customers, dealers, agents, etc. These are known as trade circulars.

Circulars are also sent to the members of an association giving them

some information. For example, a Government Notification is
circulated among the members by a chamber of commerce, or a
circular is sent to the subscribers of a journal that the annual
subscription is going to be raised from the next year.
 Circulars
From:
(Company Name)
(Address)
(Date)
Circular No.____________
To:
All the employees of packaging department
It has been reported that a section of employees working in packaging
department of the company are proposing to go on a day’s token strike on
____________ (Date).
It is hereby made known to all concerned employees that the proposed
token strike is illegal and unlawful and employees whosoever partici­pate in
such a strike shall be subjected to disciplinary action as per the company’s
service rules and other applicable laws.
(Name)
(Designation)
 Memos
Memo is an abbreviation for memorandum. A memo is a brief,
written communication, especially in a business setting. Memos are
used for "internal" communications within an organization. While they
are considered "informal," they are formal in the sense that they are
written and documented communication within the
organization. Memos typically include the following sections:
To
From
Date
Subject
Message

In today's electronic world, emails within an organization have taken

the place of memos that previously were typed out on paper.
 Memos
To: Department Chairs

From: Dr. Kerns, CEO

Date: March 13, 2016

Subject: Supplies Budgets

Please note that we have used more than 80% of the budgeted
funds for office supplies for this fiscal year. We have over 3 months
left in the fiscal year. Plan accordingly so that you do not
overspend in this area. Please see me to discuss extenuating
circumstances.
 Memos
To: All Staff

From: Dr. Jeff Joyner, President

Date: March 13, 2016

Subject: Annual Company Picnic

The annual company picnic will be held at Memorial Park on May

27, 2016. The event will be catered by Fresh Air Barbeque, with
desserts by Nancy's Sweet Things. Immediate family members are
invited. Please plan to join us! RSVP with Mrs. Taylor by May 1,
2016.
 Memos
Dear [Employee Name],

It has been noticed recently that your performance is not on par with the acceptable level.
This has been confirmed by the continuous complaints from your direct manager and your
colleagues. You have been neglecting your duties either intentionally or unintentionally.
You have fallen behind in many of the projects and tasks that were assigned to you.
Despite the several verbal warnings, you did not show any signs of progress.
In the light of what has been said above, we are forced to escalate the matter to the next
level. Please consider this letter as an official written warning. We would have preferred
not to reach this stage but we were out of choices.
You are required to improve your performance and increase your productivity. You have
done it before and we are confident that you can do it again. If there is a specific reason
stopping you from performing at your best level, then please share it with us so that we
understand the problem and work it out together.
A reevaluation of your performance will be conducted within [two weeks] from now. We
are looking forward to some dramatic improvements.

Sincerely,