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02 Forms of Communication

The document provides information on various forms of official communication used in the Government of Pakistan, including letters, memorandums, notifications, resolutions, press releases, emails, orders and more. It defines each form and how it should be structured and addressed. Letters are used for formal communication between governments and public bodies. Memorandums are for internal correspondence. Notifications are published in official gazettes. Resolutions publicly announce important government decisions. [END SUMMARY]

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SAJID HUSSAIN
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© © All Rights Reserved
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137 views

02 Forms of Communication

The document provides information on various forms of official communication used in the Government of Pakistan, including letters, memorandums, notifications, resolutions, press releases, emails, orders and more. It defines each form and how it should be structured and addressed. Letters are used for formal communication between governments and public bodies. Memorandums are for internal correspondence. Notifications are published in official gazettes. Resolutions publicly announce important government decisions. [END SUMMARY]

Uploaded by

SAJID HUSSAIN
Copyright
© © All Rights Reserved
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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FORMS OF COMMUNICATION

BY

Mak-Professional Consultant
Services
Khyber Pakhtunkhwa, Peshawar

FORMS OF
COMMUNICATION

FORMS OF OFFICIAL
COMMUNICATION
Letter
Endorsement
Memorandum
Notification
Office
Resolution
Memorandum
Demi-official
Press communiqu or
Letter
note
Un-official Note
Office Order
Circular
Order
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LETTER
Official letter to convey the views or orders of the
government of Pakistan.
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 Pakistan and name
of the Division
Number and date
Name with title and designation of the sender
Designation and address of the addressee
Subject
Salutation
Main text of the letter
Subscription and
Signature and designation of the sender with telephone
number
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 6
not I am directed to

OFFICE MEMORANDUM
Should be used for correspondence between various Departments.
For conveying information not amounting to an 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.
Name of the Division, Attached Department or Office should
appear at bottom on the left hand corner of the page.
The OM purporting to be written under government
directions should begin with the words, The undersigned is
directed to..
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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
Nodated..from.

DEMI-OFFICIAL LETTER
Should be used in correspondence between Government officers
when it is desired that a matter should receive personal attention
of the addressee.
Demi-official communication should be addressed to an 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 an 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.

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
information
information and guidance
necessary action
compliance
NOTIFICATION
is used for notifying in the Gazette of Pakistan (a) ordinances,
(b) rules and (c) orders, appointments, leave and transfer of
Gazetted officers and matters of which are required to be
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published in the Gazette of Pakistan

ORDINARY NOTIFICATIONS
Part-I
Notifications regarding appointments,
promotions etc., issued by Ministries/Divisions of the
Government of Pakistan, Department of the Auditor
General of Pakistan and the Supreme Court of Pakistan
other than the Ministry of Defence.
Part-II
Notifications issued by the Ministry of Aviation
and Defence.
Part-III Notifications issued by the High Courts, Federal
Public Service Commission and by the Attached and
Subordinate Offices of the Government of Pakistan
Part-IV Notifications issued by the minor
administrations and 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.

11

EXTRA-ORDINARY NOTIFICATIONS
Part -I
Consists of Acts, Ordinances, Presidents
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 matter of
policy, appointment of
committees or commissions of enquiry and the
results of the review of important
reposts of
such bodies
12

PRESS COMMUNIQU 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 Press Information Department.
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

13

FORMS OF COMMUNICATION

SPECIMENS

14

GOVERNMENT OF PAKISTAN Le
t
ter
ESTABLISHMENT DIVISION
No. ...dated, Islamabad
the.
To

Subject:
Sir,
Body of the letter

Yours faithfully
Name
Designation
Telephone

15

e
s
r
o
d
En

t
n
me

GOVERNMENT OF PAKISTAN
ESTABLISHMENT DIVISION
No. ..dated, Islamabad
the
To
.
Subject:
Sir,

Body of the letter


Yours faithfully
Name
Designation
Telephone

Copy forwarded to...for


information
Designation

16

Government of Pakistan
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..

17

Me
m

or
Government of Pakistan
an
Ministry of .
du
****
m
No.FIslamabad, the
..
MEMORANDUM
Subject:..
Attention is invited to the Ministry of ..
MAIN BODY
(Name of the Officer)
Designation
Telephone
To .

18

Government of Pakistan
Ministry of .
****
No.F..Islamabad, the
..
OFFICE MEMORANDUM
Subject:
The undersigned is directed..
MAIN BODY
(Name of the Officer)
Designation
Telephone .
To

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Government of Pakistan
Ministry of .
****
From:.
Designation
Tele: ..
D.O. No..Islamabad, the
..
Subject:..
My dear.
Apropos to my talkM A I N B O D Y
With regards.
To

(Name of the Officer) 20

Government of Pakistan
Establishment Division
Secretariat Training Institute

No. F-1(2)/2012-Admn
Septmeber 2012

Islamabad dated 17 th

Subject: GRANT OF OVERTIME ALLOWANCE


It has been observed that some sections of the Institute do
not observe the instructions while signing certificates for grant of
allowance.
2.
It may be borne in the mind that overtime time allowance
should be minimum and necessary to complete particular work. The
officers are advised to satisfy themselves while verifying the claims.
(MR. ABC)
DEPUTY DIRECTOR (ADMIN)
To
1.All Deputy Directors of STI
2.Copy for information to Director General, STI

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