Intra and Inter office communication - Memo, Circular, Agenda and Minutes

Inter and Intra-Office Communication are two types of Communication done in Organised sector.
Inter-Office is Between Offices and Intra is Internal Communication within the organisation.

1. Writing Skills -Official Communication- Inter-Office Communication Intra-Office Communication

2. Intra-Office Communication Memorandum Internal Communication Memo

3. Used by a Person Known to the Receiver Personally/ Officially

4. Less Formal in Tone and Without Formal Elements e.g. – Salutation/Greetings or even Signatures

5. Short, in a Friendly Tone. Directly states the SUBJECT after the following :

6. From____________ Subject_______________ To_______________ Date__________________ ………………………………………………………………………………………………………………..…………………………………………………………. No Dear Sir/Yours sincerely etc. To ________________ Date ________________ From ______________ Subject ____________ ………………………………………………………………………………………………………………………………………………………………………...……. No Dear Sir/Yours sincerely etc.

7. Principles: Necessary and Sufficient Information Do not Assume that Everyone knows Everything related to the issue discussed in the Memo!

8. Be Clear, Concrete and Specific Easy-to-understand Explain with Ease Co-operation and Politeness NO Emotional Appeal

9. It works like a Reminder to the one who is assigned with the TASK! Generally travels from Senior to Junior!

10. USES in Official Communication: To Provide Information To Issue Instruction To Convey A Policy Decision To Offer Suggestions To Record/Report An Agreement To Establish Accountability

11. CIRCULAR Information to Multiple Concerned People Same Content but Individual Copies

12. Circular No: Date: SUBJECT LINE Body of the Circular Signatures of Recipients: …. ……………….. Letter Head

13. Circular No : MMDU/2019/Sports/03 Date : 04 February 2019 Annual Sports Meet Registrations All the Faculty Members and Class representatives are informed that the Annual Sports Meet shall be held….. The students can register on the given web-link. Signatures of Recipients: …. ……………….. MMDU Mullana

14. Notice

15. ……. Letter Head……. Notice/ SUBJECT LINE Date: Body of the Notice Signature of Issuing Authority …. ………………..

16. Notice for First Year Students Date: 04 February 2019 All the students of 2019-20 batch are informed that they can get the identity cards and library cards from the office of the Dean, Students’ Welfare, Block D. The office will be open from 09AM to -4PM. Carry your provisional ID Card with you. In case of any query, contact the office of the undersigned. Signature of Issuing Authority Dean Students’ Welfare MMDU, Mullana

17. The Five Essentials of a Notice: What When Where Who How

18. Agenda of a Meeting A List of the ‘To Be Discussed’ subjects/tasks Shared with all invited members in advance They come with necessary preparation or queries.

19. Record of the Actions Taken at a Meeting The Agenda (Proposed Activities) of the Meeting gets concluded. Details of Members Present at the Meeting Minutes of a Meeting

20. 20 In proper order of events , minutes are taken. Any other point/s raised at the meeting is also mentioned. Minutes of the Meeting become Official Orders These are circulated among other members of the organisation.

21. Inter -Office Communication Letter E-mail

22. Inter-Office Communication (External Communication) Business Letters E-mails

23. Questions – Doubts – Queries Feedback Inter and Intra Office Communication Memo Circular Notice Agenda Minutes Inter-office Tools: Letter E-mail