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Office procedure – forms of communication There are various forms of written communication Each form has its use & phraseology of its own Occasions on which these forms are used and salient points of each form are detailed in the following slide

Office procedure – forms of communication PURPOSE TO WHOM GENERAL Letter To seek/convey/ Views/informations/ decisions/directions Foreign Govts State Govts Attached/sub-ordinate offices Statutory authorities Member of public Public bodies/ enterprises Begin with salutation “sir” or “Dear Sir” and end with subscription “Yours faithfully” Tel. No. invariably below signature

Office procedure – forms of communication PURPOSE TO WHOM GENERAL Demi-Official Letter To communicate opinion or information without formality of prescribed procedure or where matter should receive personal attention Another Govt. Officer Non-official Does not follow formality Written in first person Name, designation and Tel no of sender at top of letterhead Subject may be in first sentence Begin with salutation “My dear” or “Dear Sri” or “Dear Sir/Madam” as may be appropriate & end with phrase “with regards”

Office procedure – forms of communication PURPOSE TO WHOM GENERAL Office Memorandum Inter-dept. communication To call for infn or convey infn Another Ministry/Dept/Secretariat Attached & subordinate offices Employees Written in third person Bears no salutation or subscription except name, designation & tel. no. of signatory Office Order To communicate internal administrative decisions Officers/sections/units within the department Copies are invariably endorsed to administrative/financial authorities concerned Order and Notification The promulgation of statutory rules and orders Appointments/ promotions of Gaz. officers Manager of Govt. Press concerned There are different parts and sections of the gazette reserved for different types of notification

Office procedure – forms of communication PURPOSE TO WHOM GENERAL Resolution To make public announcement of decisions of Govt. in important matters of policy None specifically Published in gazette An order below it authorises such publication & it is communicated to specified parties Press note communique To give wide publicity to a govt. decision through press ,radio etc. None spcifically Sent to press information officer for arranging publicity It is formally worded and has to be reproduced intact by media A press note serves only as a handout which media may edit,compress or enlarge

Office procedure – forms of communication PURPOSE TO WHOM GENERAL Endorsement Reply on the original letter itself To forward copy to another Dept/ office for information/action Sender of original communication Another Dept. or officer subject to any official restrictions in r/o any party Not used for communicating with State Govt. UPSC etc.