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BUSINESS CORRESPONDENCE

MEMORANDUM/MEMO

An office memorandum, or memo, is a written document used within an

organization to communicate information, instructions, or to clarify situations.

Memos are typically used for internal communication, and are meant only for

those within the organization.

Details

1. Purpose: To inform employees of policies, procedures, announcements,

events, or to give instructions
2. Who issues: The head of the organization, such as the CEO or project
manager in a company, or the government in administration
3. Audience: Only those within the organization

Purpose of a Memorandum: A memo can have many uses and this versatility
combined with its official capacity is why it is used quite often in an
organization. The uses of a memorandum are as follows:

1. A way to transfer knowledge of a specific process

2. To convey specific details on a project
3. To request specific information
4. To offer suggestions on a matter
5. To report to a superior
6. To offer congratulations or positive news
7. To share ideas
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SAMPLE

Q. Write memorandum to inform employees about ‘New Remote

Work Policy’

CREATIVE LEGAL SERVICES

Ref.no.34/CLS/2024
MEMORANDUM

To: All Employees

From: Deepak Singla, HR Manager
Date: September 30th, 2024
Subject: Implementation of New Remote Work Policy – Effective October 1,
2024

As part of our ongoing commitment to enhancing work-life balance and

fostering flexibility, we are pleased to announce the implementation of a new
Remote Work Policy effective October 1, 2024.
Eligibility: The remote work option is available to full-time employees who
have completed at least 6 months of service. Eligible employees must have
demonstrated consistent performance and the ability to meet deadlines
independently.
Remote Workdays and Expectations: Employees may work remotely up to 3
days per week, with prior approval from their supervisor. It is essential that all
remote employees remain available during regular working hours (9 AM – 5
PM) and maintain the same level of productivity as expected in the office.
We trust that this new policy will provide you with more flexibility while
continuing to meet the company’s goals. If you have any questions or need
further clarification, please reach out to your supervisor or HR.
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OFFICE ORDERS

INTRODUCTION

Office order is an order issued by the employer or the authority which contains
instructions about work-related information indicated by the organization. It is a
means of downward communication. It carries a stamp of authority and people
working at lower levels are bound to accept this.

IT IS USED TO COMMUNICATE MATTERS CONCERNING:

 Posting
 Promotion
 Transfer
 Suspension
 Termination of services
 Granting / Withholding certain privileges
 Imposing certain restriction
 Disciplinary proceedings
 Refusing leave to an employee

FEATURES OF OFFICE ORDERS

1. It is a means of Downward Communication.
2. It carries a stamp of authority.
3. People working at lower level are bound to accept this

ESSENTIALS OF OFFICE ORDERS

1. The order must be very precise
2. It should be written in very simple words
3. The order should be written in unoffending language
4. It should clearly specify for whom they are meant
5. It should be correct, short & to the point
6. It should draw the attention of the concerned persons who have to comply
with the office order
7. It must contain specific instructions or directions for compliance
8. It must be authentic & duly signed by a competent authority.

SAMPLE
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PRASAR BHARTI
PRASAR BHARTI HOUSE
COPERNICUS MARG, NEW DELHI

Ref. No. A-101/01/2017-ABC

Dated: July 20, 2024

OFFICE ORDER

In pursuance of this Secretariat's Office Order no. 140/2017-PPC dated 20.07.2024, Ms.
Shalini has been relieved of her duties from NPL, w.e.f. 30.09.2020. Ms. Geetanjali has
reported for duty in Prasar Bharti Secretariat w.e.f. 19.09.2020. Accordingly, the official
stands posted in Operations Division of this Secretariat.

Ms.Shalini shall draw her pay and allowances from DG: AIR, being placed on the strength of
the Directorate.

Ashok Kumar

Deputy Director

Copies to:
I. Concerned Officer
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TOPIC: NOTICE WRITING

INTRODUCTION A Notice is a written or a printed information or news

announcement. It is meant only for a select group. Since a notice contains a formal
announcement or information, its tone and style is formal and factual. A notice is
always brief and to the point. It is widely used by individuals and organizations to
announce events and celebrations, births and deaths, occasions like inaugurations
or sales to issue public instructions to make appeals. Notices issued by the
Government departments/ other big organization also appear in various
newspapers.
Purpose of writing notice

1) Announce Social Events.

2) Report on matters of interest to staff.

3) Inform staff of new procedures.

4) Advertise Posts for internal appointment.

5) Remind staff of company procedures

6) Meeting announcement

Content that a good effective notice must include in it are:

1. Name of the Organization, Institution or Office issuing it.

2. Date of issuing of a particular notice.
3. The heading ‘Notice’ to make it very clear.
4. A suitable description/ eye- catching caption or heading to hold the immediate
attention of the reader.
5. Purpose for which it has been written like calling a meeting, drawing attention,
making an appeal or informing general public about some issue of concern etc.
6. Details of schedule i.e. date, time, venue, programme, duration etc. in case the
notice is about and event to be organized in the near future.
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FORMAT OF NOTICE

1. Name of Issuing Organization/Authority: Right at the very top, you print

the name of the person or company that is issuing the said notices. This will help
the reader identify the notices as important or unimportant to him.

2. Title: When writing notices we mention a title “NOTICE” at the top. This
helps draw attention to the document. Notices are generally posted at a public place
or published in newspapers. It is important that they do not get lost in a sea of
information. So a bold title clearly mentioned helps draw the attention.

3. Reference Number: A unique number to maintain the office record of the

document

4. Date: After the tile to the left-hand side we print the date on which the
notices have been published. Since this is a formal document date is an important
aspect of it since these documents stay on record.

5. Heading: Then we move on to an appropriate heading to the notices. This

heading should make abundantly clear the purpose of the notices.

6. Body: After the heading, we write the brief and to the point body of the
notice. The main content of the notice features in the body.

7. Writer’s Name: At the end of the notices we write the name and
designation of the notice-writer. The notices have to also be signed by the same
person to lend it authority and validity.

AGENDA

A meeting agenda is a list of the topics and activities that will be discussed/covered
during a meeting, and the order in which they will be discussed. It's a roadmap that
helps ensure a meeting is productive and efficient by providing a framework for
participants to follow. The agenda should include the meeting's goal, a list of topics
to be discussed with their purposes, time allocations, and assigned facilitator.
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Sample format of Notice

Q: On the occasion of Diwali your housing society has planned a feast for all its
members. As the chairman of your society write a notice inviting all the members of the
society to this gathering. Provide all the necessary details.

ABC Co-operative Housing Society

Sector 90, NOIDA

NOTICE

Ref No……………….

Date: 25th October 2024.

Diwali Gathering

On the auspicious occasion of Diwali, the Society has organized a

gathering followed by dinner. All members of the society are requested to

attend the event in the clubhouse of the society at 8:00 pm on the 30th of

October, 2024

Dinesh Chawla

Chairman

ABC Co-operative Housing Society

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SAMPLE FORMAT OF NOTICE FOR MEETING

XYZ Corporation

Industrial Area, New Delhi

NOTICE

Reference Number: 34XYZ/Oct/2024

Date: 25th Sept, 2024

PERFORMANCE REVIEW

You are hereby notified of a meeting scheduled to discuss the quarterly performance review
and strategic planning for the upcoming fiscal year.

Date: October 2, 2024

Time: 10:00 AM
Venue: Conference Room, 4th Floor, XYZ Corporation, Main Office
Your attendance and participation are highly encouraged, as the meeting will cover critical
business updates and decision-making processes. Please find the agenda below.

AGENDA

1. Welcome and Opening Remarks (Time: 10:00 AM - 10:10 AM)

Presenter: Chairperson
2. Approval of Previous Meeting Minutes (Time: 10:10 AM - 10:15 AM)
3. Quarterly Performance Review (Time: 10:15 AM - 10:45 AM)
Presenter: Financial Manager
4. Discussion of Strategic Goals for the Upcoming Fiscal Year (Time: 10:45 AM - 11:30
AM)
Presenter: CEO and Senior Management Team
5. Budget Allocation for Key Projects (Time: 11:30 AM - 12:00 PM)
Presenter: Project Managers
6. Open Floor for General Questions and Feedback (Time: 12:00 PM - 12:15 PM)
7. Closing Remarks (Time: 12:15 PM - 12:30 PM)
Presenter: Chairperson
Please make sure to review the provided reports prior to the meeting. Should you have any
additional points for discussion, kindly submit them to the secretary by September 30, 2024.

Signature

Vimal Verma
Secretary, XYZ Corporation
Email: [email protected]
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MEETING MINUTES/ MINUTES OF MEETING

Minutes of meeting are written record of the proceedings of the meeting that
includes discussions, decisions, and action items. They are a vital tool for
accountability, and can also serve as a legal document in some cases.

They typically include:

1. Attendees: A list of who was present and who was absent

2. Agenda items: A summary of the topics discussed
3. Decisions: A record of the decisions made
4. Action items: A list of tasks that need to be completed
5. Meeting details: The date, time, and location of the meeting
6. Votes: The results of any votes or motions
7. Next steps: Information about what will happen next

How to take meeting minutes effectively

1. Create an outline or use a meeting minutes template

2. Check off attendees as they enter

3. Take notes of action items and decisions

4. Don't write everything down

5. Don't forget to record

6. Put down meeting minutes as they're discussed

7. Review with attendees at the end of the meeting

8. Revise your notes and fix any spelling errors

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SAMPLE MINUTES OF MEETING

Q. Last week, “Monthly Marketing Strategy Meeting” was organised by your

organisation. Prepare minutes of meeting

Answer:

Company Name: XYZ Corp.

Meeting Title: Monthly Marketing Strategy Meeting
Meeting Number:1

Date: September 20, 2024

Time: 10:00 AM – 11:30 AM
Venue: Conference Room B, XYZ Corp. Headquarters

Attendees:
1. John Doe (Marketing Manager)
2. Jane Smith (Sales Director)
3. Michael Brown (Product Manager)
4. Emily White (Digital Marketing Specialist)
5. Sarah Johnson (Content Writer)
6. Robert Green (SEO Specialist)

Absentees:
 None

Agenda:
1. Review of Last Month’s Marketing Performance

2. Discussion of Upcoming Campaigns

3. Analysis of Social Media Engagement

4. Budget Allocation for Q4

5. AOB (Any Other Business)

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1. Review of Last Month’s Marketing Performance

 Presented by: John Doe
 Key Points Discussed:
1. The overall increase in lead generation by 15% compared to the
previous month.
2. A significant drop in website traffic from paid ads, primarily due to
budget constraints.
3. Conversion rates improved by 2% after the introduction of the new
landing pages.
 Action Items:
1. Michael Brown to investigate issues with paid ad traffic and report
back by September 30.
2. Emily White to prepare a detailed report on the performance of the
new landing pages by October 5.

2. Discussion of Upcoming Campaigns

 Presented by: Emily White
 Key Points Discussed:
1. Launch of the Fall Product Line Campaign on October 10.
2. Collaboration with influencers and bloggers for the product launch.
3. Allocation of roles and responsibilities for the campaign.
 Action Items:
1. Sarah Johnson to finalize influencer partnerships by September 25.
2. Robert Green to optimize the SEO strategy for the new product
pages by October 1.

3. Analysis of Social Media Engagement

 Presented by: Robert Green
 Key Points Discussed:
1. Instagram engagement increased by 20%, mainly due to the recent
video content.
2. Facebook reach declined by 8%, possibly due to changes in the
algorithm.
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 Action Items:
1. Robert Green to create a revised social media strategy focusing on
Facebook engagement by October 5

4. Budget Allocation for Q4

 Presented by: Jane Smith
 Key Points Discussed:
1. Proposal to increase the digital ad budget by 10% to support the
upcoming campaigns.
2. Reallocation of funds from print advertising to digital channels.
 Decisions Made:
1. Approved the reallocation of the budget with a focus on social media
and email marketing.

5. AOB (Any Other Business)

 Discussed by: John Doe
 Proposal to hold a team-building event next month to boost morale and
collaboration.
 Action Items:
 John Doe to coordinate with HR and finalize the event details by October
5.

Next Meeting: October 20, 2024, at 10:00 AM, Conference Room B.

Meeting Adjourned: 11:30 AM

Minutes Prepared By:

Sarah Johnson
Content Writer
Email: [email protected]

Approved By:
John Doe
Marketing Manager
Email: [email protected]
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SAMPLE-II
Q. Last week, “Annual Meeting” was organised by your organisation. Prepare
minutes of meeting
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EMAIL WRITING
Email stands for electronic mail and is a method of sending, receiving, and producing
information over the Internet through an electronic communication system. Emails are
generally used to communicate for official purposes. It is the most popular mode of
communication since it is the cheapest and it takes less time.

Format of Email Writing

Email writing is an effective way of professional communication. It is not necessary to
get people to respond to your emails if they do not feel interested in your message or
proposal. This is exactly the reason why you should learn email writing should be
good. Be specific. The best email communication is the one that is easy and
straightforward.
1. Email Address- Make sure you type in the exact email id of the receiver to
whom you are sending. Always cross-check before sending because even an
unwanted full stop can land your email at the wrong address.
2. CC : In email, “cc” stands for Carbon Copy. When you cc someone on an
email, it means you are sending a copy of the email to that person for their
information and the Cc header appears inside the header of the received
message. email
3. BCC: BCC stands for Blind Carbon Copy. When you bcc someone in an
email, the other recipients in the “To” and “CC” fields will not be able to see
that person’s email address
4. Both are used to add the email addresses of the people you wish to send your
message to. However, they differ significantly in their usage.
5. Subject Line- The Subject line is the next most essential factor that should be
considered because that is the first thing anyone receiving the email would
see. It is also the determining factor if the receiver would want to open the
mail.
6. Salutation- See that your Salutation or Greeting is suitable for the receivers.
7. Body- The Body of the email states what the email is all about. Be very clear
with what you want your receiver to know. Make sure you jotted down
everything you want to convey drafted in simple terms. It should very simple,
short, and easy.
8. Sign off the email on a humble note. You can write ‘Thanks & Regards’ or
‘Warm Regards’. The closing should be good and hopeful so that the receiver
wants to respond.
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Sample Email
I. Suppose you are the Head Manager of your Office, ABC Pvt Ltd. Write down an email
informing your employees regarding the change in office timings for the monsoon season, due
to heavy traffic conditions in the city.

From: [email protected]

To: [email protected]

Subject: Change in office timings for monsoon season

Dear Team

Greetings of the day

This is to inform you that the entire team at Top Management has decided to revise the
office timings for the entire monsoon season. This decision has been made in
consideration of all the employees traveling from farther distance for office daily. The
city has bad traffic conditions in monsoon which makes it difficult for employees to
reach office on time. Thus, the office timings have been changed from 10:30 AM to
6:30 PM. This will be in effect from tomorrow, i.e., 25th July 2024.
We look forward to your cooperation and support to other staff members.

Thanks & Regards

Head Manager, ABC Pvt Ltd

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II. Write an email to the Admission Officer of Ayra International College for
Women, asking him/her about the information on the admission process, fees,
hostel facility, and eligibility criteria for your course.

From: Shreyakohli123@gmailcom

To: [email protected]

Subject: Request for information on the admission process for B.Tech

Respected Sir/Mam

I am writing to request information on the admission process of your college. I am

interested in pursuing Law from your reputed institution. Currently, I am in Class 10
but I aspire to join your institution after completing my high school. Can you please
provide me with information on the following:

1. Admission Process

2. Eligibility Criteria for Law

3. Fees Structure for the Law course

4. Hostel Facility and charges (including mess, dorm, sports charges)

Any information regarding these would be a great help from you. Looking forward to
early action.

Thanks & Regards

Reema Sharma
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WRITING BUSINESS LETTERS

A good business letter is brief, straightforward, and polite. If possible, it should be

limited to one single-spaced typewritten page. Because it is so brief, a business letter
is often judged on small, but important, things: format, grammar, punctuation,
openings and closings.

Main Style

Full block style: Align all elements on the left margin.

Elements/Format of a Standard Business Letter

1. Sender’s Address/Return Address/ Letterhead: Your address (or the

address of the company you represent). If you are using preprinted stationery,
there is no need to retype the information. A letterhead is a printed heading
placed at the top of a document, such as a letter or memo. A business
letterhead typically contains the company or sender name, a logo, and contact
information (email, phone, website).
2. Reference number: A reference number is a unique identifier assigned to a
specific transaction or document for tracking purposes. It is used to facilitate
communication between parties and to help ensure accuracy and efficiency. It
is the internal file number for internal recordkeeping purposes of the
company.
3. Date: Leave two blank lines after the return address. Always spell out the
month and include the day, a comma, and the year.
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4. Receiver’s Address/Inside Address: Leave two blank lines after the date.
Then type the address of the person or company to whom you are writing.
5. Salutation: Type Dear, followed by the person’s name. End the line with a
colon. If you don’t know the name of the person, use a title instead (i.e., Dear
Editor, Dear Madam).
6. Subject: A subject line states the topic or subject of the letter.
7. Body: Align your message on the left margin. Skip a line before starting a
new paragraph, but do not indent the paragraph’s first line. Make sure that
each paragraph is clear and concise.
8. Complimentary close: Leave two lines of space after your last body
paragraph, then use a conventional closing, followed by a comma (i.e.,
Sincerely, Sincerely Yours, Respectfully).
9. Signature: Your signature should appear below your closing. Unless you
have established a personal relationship with the person you are writing, use
both your first and last name.
10. Name and Position: Four lines after the closing, type your full name. Do not
include a title (Mr. or Mrs.). If you are writing on behalf of an organization,
type your title on the next line.
11. Abbreviations at the end of a letter: If you send a copy of a letter to
someone other than the person addressed, use cc: and the person’s name. Use
Enc. or Enclosure if you enclose something with the letter.

SAMPLE
FORMAL
BUSINESS LETTERS
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I. Suppose you are Manager of ABC Legal Services. Last month, you placed an order of
hundred laptops for the employees. Write complaint letter against the supply of ten defective
products.

ABC Legal Services

Industrial Area
New Delhi

Reference number: 34 ABC/Oct 2024

Date: 10th October, 2024

The Manager
Customer Service Department, HCl Private Ltd.
New Delhi

Subject: Complaint against defective products in recent order of laptops

Dear Sir/Madam,

I hope this letter finds you well. I am writing to bring to your attention an issue
regarding a recent order placed by ABC Legal Services. On 15th September, 2024, we
ordered 100 laptops under order number 56ABC/2024.
Unfortunately, after inspecting the shipment, we have found that 10 of the laptops are
defective. The issues with the laptops include the defects such as screen problems,
battery issues, programs start or run slowly, the laptop shuts down unexpectedly, the
battery won't charge, or it drains quickly.
We kindly request that you arrange for the replacement or repair of these defective
units at your earliest convenience. Please let us know the process for returning the
faulty laptops and receiving the replacements. We would appreciate it if this matter
could be resolved as soon as possible, given the urgency of our work. We value our
relationship with your company and look forward to resolving this issue promptly.
Please contact me at 9888956677 or via email at [email protected] to discuss the
next steps.

Thank you for your attention to this matter.

Yours truly
Kartik Singla
Manager, ABC Legal Services
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2. Write a letter to the Chairman of Municipal Corporation regarding poor sanitary condition
of your locality Model Town, sector 67 New Delhi

#34, Model Town, Sector 67

New Delhi

Date: 15 October, 2024

The Chairman
Municipal Corporation
New Delhi

Subject: Request for Immediate Action on Poor Sanitary Conditions in Model Town, Sector 67

Dear Sir/Madam,

I hope this letter finds you well. I am writing to bring to your immediate attention the
deteriorating sanitary conditions in our locality, Model Town, Sector 67, New Delhi.
For the past few months, residents have been facing significant challenges due to the
improper waste disposal and lack of timely cleaning services in the area.

Garbage collection is irregular, resulting in waste being left unattended for days. This
has led to foul odours, and in some cases, blocked streets and overflowing bins, which
are now becoming breeding grounds for insects and rodents. With the ongoing
monsoon season, stagnant water in open drains is also increasing the risk of vector-
borne diseases such as dengue and malaria. Despite several complaints to the local
authorities, no substantial action has been taken to address the situation. We, as
responsible citizens, are deeply concerned for the health and well-being of our
community. Therefore, I kindly request that you take swift and effective measures to
improve the sanitation services in our area. We believe that regular waste collection,
proper drain maintenance, and regular street cleaning will go a long way in restoring
the cleanliness of our neighbourhood. Your timely intervention in this matter will be
highly appreciated.

Thank you for your attention to this pressing issue. We look forward to a prompt and
positive response.

Yours sincerely
Ridhima Smith
Resident of Model Town, Sector 67
New Delhi, Ph. 9887856744, Email: [email protected]
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