Office Memo, Circular, Orders, Notes

Presentation Slide on Office Memo/Memorandum, Circulars, Orders and Notes/Notice.

1. The Elite Mavericks Welcome to the Presentation of

2. Group Members 1. Md. Ashiqur Rahman Torun (L) (1655) 2 . Rahnuma Jamila Nabila (1628) 3. Mobasshira Tasnim Mitul (1633) 4 . Rezvi Ahmed (1634) 5 . Tasniva Chowdhury Mumu (1611)

3. Group Topics Office Memorandum Office Circulars Office Orders Office Notes

4. Office Memorandum

5.   Definition of Memorandum A Memorandum is a document typically used for communication within organization. Memorandums can be as formal as a business letter and to present a report

6.   Definition of Memorandum Memorandums are less formal and shorter than letter Used most often for communication within one organization The heading and overall tone make a Memorandum different from a business letter. All information is on single topic.

7.   Uses of Memorandum To give information to someone To issue an instruction To request for help To give suggestions

8. The Layout of Memorandum First write the word “Memorandum” (as a title in the middle on top of page.) Include “To” (who should get the Memorandum?) “From” (who sent the Memorandum?) Subject (what is the Memorandum about?) Date

9. General Template of Memorandum To : ………………………………………….. From : ………………………………………….. Subject : ………………………………………….. Date : …………………………………………..   ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

10. Demo of Memorandum To : Mr. ‘M’, Supervisor From : Mr. ‘T’, Bookkeeper Subject : Retirement Party Date : April 12, 2018   My brother and I will be able to attend Mr. Khan’s retirement party on April 20. We will bring foods and all other necessary items for the party.

11. Writing an Effective Memorandum Three stages in Memorandum writing: Pre-planning Writing Sequence Review

12. Some types of Memorandum 1. Persuasive Memorandum 2. Directive Memorandum 3. Technical Memorandum

13. Office Circulars

14. Definition of Office Circular Form of a letter Medium of communication Method of circulating information Issued for various purposes ranging from invitation for a party to informing important information

15. Features of Office Circular General circulation in the organization Intra-office communication Brief and Precise Persuasive User-friendly Cost-effective

16. Making an effective Office Circular Clear Precise Complete Form of a letter Contains some useful information Self-explanatory

17. Making an effective Office Circular Time and cost-effective Permanency of records Source of goodwill

18. Demo of an Office Circular PQR Limited Dhaka February 1, 2018 Circular no. HR/02/2018/01 To all employees A four-hour computer training program has been arranged for all employees on Sunday February 5, 2018, in the office premises. The program will start at 10:00 A.M. All employees are required to attend the program. Sd / Nur -e Islam Human Resource Management

19. Demo of an Office Circular PQR Limited Dhaka March 1, 2018 Circular no. HR/03/2018/01 To all employees A devastating tsunami has struck the southern coast of Bangladesh leaving a vast trail of destruction, misery and suffering. We appeal to all employees to contribute generously to the Tsunami Relief Fund for rehabilitation of the affected people. Any contribution to this fund is entitled to 100%income tax deduction. The contributions may be handed to Mr. Rahman, Finance Department from 4 pm to 6 pm, Sunday to Friday. Sd / Wahiduzzaman Human Resource Management

20. Office Orders

21.   Office Orders As the term denotes, it is an order containing directions or instructions, which are required to be compiled with by the recipient. In case of non-compliance of office orders, disciplinary action may be initiated.

22.   Effective Office Orders It should be correct, short and to the point. It should draw the attention of the person that has to comply with it. It must contain specific instructions or directions for compliance. It must be authentic and duly signed by a competent authority

23.   Demo of an Office Orders XYZ Dhaka Office Order June 1, 218 Re: 108/PER/05 Ashraful Alam , Junior Assistant is hereby required to show cause in writing by June 15, 2018 as to why disciplinary action should not be taken against him for his persistent refusal to carry out faithfully the instructions issued by his section officer. Ashraful Alam is hereby informed that on his failure to give satisfactory explanation about his conduct, disciplinary action will be taken as per company’s rules. Sd / Personnel Manager

24. Office Notes

25. Office Notes Form on internal communication Put up by sections, departments or units to the higher authorities, head of the unit, department or institution Consideration and o rders or information Put up to the president, general manager, executive, director etc.

26. Format of Office Notes There may or may not be any specific written instructions on the drafting of office notes or the details to be furnished therein. Sometimes, the size and color of the paper, the nature of typing, the authority who should sign and time schedule for submission are clearly stated.

27. Writing an effective Office Note It should be informative. Starts with heading. Brief and precise. Language should be simple. Must have a date. Issuing authority should be mentioned clearly. Must have the signature of the issuing authority.

28. Demo of an effective Office Note Jahangirnagar University Department of Management Studies Study Tour NOTICE June 14, 2018. We are organizing a study tour, an intellectually learning scope of Jahangirnagar University, in the month of July, 2018. Interested students for attending the study tour of the department of management studies can give their names to the involved office by June 30, 2018 . Mr. ********* Chairman, Department of Management Studies Contact number: 02*********

29. Thank you for your patience. The End