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Types of Letter Own

D.O. letters are semi-official letters exchanged between government officials to share views or information without formal procedures, and are usually written between equivalent ranks, though sometimes to slightly higher or lower officials. Demi-official letters have some formal elements but are less formal than official letters. Office notes are used within organizations to seek approvals, report developments, or share information with higher authorities and constitute an official record of permissions and sanctions.

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45 views3 pages

Types of Letter Own

D.O. letters are semi-official letters exchanged between government officials to share views or information without formal procedures, and are usually written between equivalent ranks, though sometimes to slightly higher or lower officials. Demi-official letters have some formal elements but are less formal than official letters. Office notes are used within organizations to seek approvals, report developments, or share information with higher authorities and constitute an official record of permissions and sanctions.

Uploaded by

Kashif Niazi
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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D.O.

letters are demi official letters written by government officials to their counterparts in
other government departments/ministries
Demi Official (DO) letters are semi official letters. In this type of letters the body and text of
letter is written in a partially official format. These are written for mutual exchange of views or
information or opinion without going through the formality of prescribed procedures. A DO
letter usually written in between equivalent post or rank but in exceptional cases it may be send
to slightly below or higher rank or post.

A memorandum letter or simply known as memo is a letter containing a statement that is usually
written by higher authorities of an organization for the purpose of sharing information. The main
purpose that a memorandum fulfills is that it aims to record and relay information, and to make brief
appeals. A memorandum is also essential in the field of business as it helps build good relationships. It
also helps in establishing accountability of things and saves you hassle and time than writing a letter will.
In establishments and offices, memos are used to relay information to employees regarding events or
any other changes that have been made in the company. Memos are generally less formal than a letter.

1.Circulars are intended for mass distribution whereas memos are


intended for a select few.
2.Circulars often bear general announcements and have several
subjects while memos often bear a limited subject matter.
3.Memos are more internal and exclusive in nature than circulars.
4.Memos can also pertain to legal documents like the MOA

Office order is a means of internal communication within an organization. The term 'order'
generally means telling subordinates to do or refrain from doing a specific job. But' passing
an order high level executives want their subordinates carry out the order.
An agenda is a list of meeting activities in the order in which they are to be taken up, beginning
with the call to order and ending with adjournment. It usually includes one or more specific
items of business to be acted upon. It may, but is not required to, include specific times for one
or more activities.
Notice of meeting- The agenda serves as a notice of meeting if it is sent out
tomeeting participants in advance. List of items/topics - The agenda is a list of topics that will
be discussed. The agenda enables participants to prepare in advance for the topics so that they
can make a more valuable contribution.
How to Write Office Notes?
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Office notes are another form of internal communication popular within business
organizations. Office notes are put up by sections, departments or units to the higher
authorities, head of the unit, department or institution.

Office notes are put up for ‘consideration and orders’ or for ‘information’ where there are
specific delegated powers for various sanctions, incurring of financial expenditure,
changes in placements and assignments.

ADVERTISEMENTS:

Office notes incorporating all relevant details and seeking such sanctions are put up to
the appropriate sanctioning authority. Such sanctions, through office notes, constitute a
record of due permissions obtained before duly communicating or acting on them.

Office notes are put up to the president, general manager, executive director, managing
director or chairman, as the case may be. Alternatively, they may be put up to the
Executive Committee, the General Managers’ Committee, the Management Committee,
Audit Committee and the Board of Directors as well.

Some organizations also have some specific functional committees like the Legal
Committee, Premises Committee, Credit Committee, Promotions Committee,
Procedures and Systems Committee to whom office notes seeking deliberation and
orders or reporting developments are put up.

Although there may or may not be any specific written instructions on the drafting of
office notes or the details to be furnished therein, in practice, one can observe a well-
established and widely followed method in putting up such notes.

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Sometimes, the size and colour of the paper, the nature of typing (single space or
double space), the authority who should sign and time schedule for submission are
clearly stated. Office notes often refer to policy guidelines or important sanctions and
generally pass through various tiers and incorporate views or comments of different
functionaries.

Whenever inputs are sought from different departments such as legal, personnel and
inspection, their views are incorporated in the office notes as well. Office notes are
prepared and filed in serial order and serve as authoritative documents confirming
sanctions or orders.

While in some cases copies of the office notes are dispatched to the implementing
units, in other cases the gist of the order or observations made by the authority
concerned on the note are conveyed to the implementation levels.

Preparation of office notes too calls for relevant skills, as all relevant facts and figures
will have to be furnished sequentially. Wherever necessary, other related matters and
previous decisions will have to be cited for reference.

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The actual recommendation has to be clearly stated. In the end, the specific decision or
instruction sought, or development being reported, has to be clearly mentioned.

Unless the office note itself is clear, the observations or orders thereon may also
become vague and unimplementable.

This will create uncertainty at various levels and may necessitate the putting up of the
note once again with additions and modifications. It is necessary, therefore, that the
office notes prepared cover all relevant information and facilitate consequent decision
making and orders by the authority concerned.

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