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19 views

Com Skills

Uploaded by

tembo2228
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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1.

Memorandum (Memo)
Definition and Purpose:

A memorandum (commonly referred to as a "memo") is a formal written document used for


internal communication within an organization. It is typically used to inform, remind, or direct
employees about policies, procedures, events, or other important information. Memos are
concise and focus on a single subject.

Format of a Memorandum:

Heading: Includes the name of the organization, the word "Memorandum," and specific fields
such as:
To: (Recipient)
From: (Sender)
Date: (Date of Issue)
Subject: (Brief description of the topic)
Introduction: Briefly states the purpose of the memo.
Body: Provides details on the subject, including relevant instructions or information.
Conclusion: Summarizes the key points or provides a call to action.
Example of a Memorandum:

Martin Corporation
Memorandum

To: All Employees


From: HR Department
Date: October 6, 2024
Subject: Updated Remote Work Policy

This memorandum is to inform all employees of the updated remote work policy, effective from
November 1, 2024. The new policy allows employees to work remotely up to three days a week
with prior approval from their supervisor.

Please refer to the attached document for detailed guidelines and procedures.

Thank you for your attention to this matter.

2. Notice
Definition and Purpose:

A notice is a formal means of communication that announces important information or events to


a large group of people, often posted in public places or circulated within an organization.
Notices are commonly used to inform people about meetings, events, deadlines, or instructions.

Format of a Notice:

Heading: Clearly labeled as "Notice."


Date: The date when the notice is issued.
Subject/Title: A brief title describing the topic of the notice.
Body: Contains the key details such as what, when, where, and who is involved.
Signature/Contact Information: Name and designation of the person issuing the notice, along
with contact information if necessary.
Example of a Notice:

Notice
Date: October 6, 2024

Subject: Annual General Meeting

This is to inform all employees that the Annual General Meeting (AGM) of Martin Corporation will
be held on October 20, 2024, at 10:00 AM in the Conference Hall.

All employees are requested to attend. Kindly ensure that all pending reports are submitted to
your respective supervisors by October 15, 2024.

For further information, please contact the HR department.

Martin
HR Manager
Martin Corporation
3. Circular
Definition and Purpose:

A circular is a formal document used to communicate the same message to multiple recipients,
usually within an organization or a specific group. It is often used to disseminate policy changes,
general information, or notices of meetings and events. Unlike a memo, which is directed to
specific individuals or departments, a circular is distributed to a broader audience.

Format of a Circular:

Title: Clearly mentions it is a "Circular."


Date: The date the circular is issued.
Subject/Title: A brief title that highlights the key message.
Body: Contains the relevant details of the message being communicated.
Signature: The name, title, and department of the person issuing the circular.
Example of a Circular:

Martin Corporation
Circular

Date: October 6, 2024


Subject: Change in Office Timings

This is to inform all employees that the office timings have been changed with effect from
November 1, 2024. The new timings will be from 9:00 AM to 5:00 PM, Monday to Friday. All
employees are required to adhere to the revised schedule.

Please ensure timely attendance and completion of your work hours as per the new timings. For
any clarification, contact the HR department.

Thank you for your cooperation.

martin
HR Manager
Martin Corporation

Conclusion
In conclusion, memorandums, notices, and circulars are important tools for formal
communication within organizations. Each of these documents serves a specific purpose,
whether it's directing, informing, or reminding employees of important matters. Knowing how to
structure and write these forms of communication is essential for ensuring clarity,
professionalism, and effective dissemination of information.

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