This document discusses official correspondence in the public service. It defines correspondence as the sharing of information through official documents like letters, memos, reports and minutes to accomplish management functions. Letters are formal documents used internally to communicate matters like promotions or discipline. They require signatures, references and specific formatting. Memos are less formal and used for sharing internal information that does not require acknowledgment. Challenges in correspondence include structuring documents clearly, concisely and consistently for the intended audience. Tips provided encourage applying best practices of business communication standards to reflect positively on the government.
2. `
Introduction
• It is the process by which the management
functions of planning, organizing, leading,
directing and controlling are accomplished
• Information has to be communicated to
managers so that they have a basis for
planning
• Plans have to be communicated to others
• Most managerial work is spent on the
activity of communication
2
3. What is correspondence
Sharing of information in the discharge of
official functions through official documents
which include but not limited to:
• Letters—ordinary and circular
• Internal submissions—concept papers,
instructions, proposals
• Reports—routine and special or
investigative
• Memos –ordinary and cabinet memos
• Minutes—ordinary meetings and special
meetings
3
4. Official letters
Letters(ordinary or circular letters)
• These written mediums of
communication are used internally when
disseminating information of highly
formal nature such as promotion,
recognition, discipline, commendations
etc
• Addressed to specific person(s)
• Communicate with external publics
4
5. • Deals with Specific subject
• Complete address and logo
• Referenced
• sent by post or courier
• content too formal
• Originate from superiors
5
6. • We should sign all letters
• We do not have authority to sign over our own
designation except for the accounting officer
• We sign on behalf of the HOD or accounting
officer
• If we have been delegated to sign over our own
designation we should type our own name and
designation clearly
• Letters are normally addressed to the
accounting officer or HOD and should be
marked for the attention of a particular officer
who is expected to deal with the matter
6
7. Rules
• Reply to all correspondent within a
reasonable time– some within a day.
• When we refer a matter to a senior officer
through written communication, it should
be stated clearly with all facts to aid in
effective decision making
• All letters should have folio numbers
7
8. • When confidential correspondence is
sent through the fax, the authorized
officer should be asked to stand by to
receive the correspondence personally
• When corresponding through via a fax,
faxed documents which are for
clarification, acknowledgements or
inquiries need not be followed by true
copies unless specifically requested by
recipient
8
9. –Documents of contract terms with
financial or legal implications should
bear original signatures such include
purchase orders, agreements, credit
notes, debit notes and certificates
9
10. • If an officer needs to write a letter to a
superior who is not the immediate
supervisor, this should be through their
immediate supervisor. Such letters contain
information on serious issues which
cannot be communicated through a
memo.
10
11. • Use letters when communicating with other
organizations and not a memo.
• Seek authority from your superior if you do not
have the authority to do so.
• You cannot write letters to your colleagues who
you do not supervise but you can write a memo.
• Apply good protocol when you communicate in
the public service
11
12. Circular letters
• Cabinet decisions are communicated
to ministries by Permanent Secretary,
Head of Public Service and Secretary
to the Cabinet through a circular to all
accounting officers with copies to
other relevant officers
• Information at this level is in form of
policies or general direction on
specific issues affecting the public or
public service
12
13. • Other circular letters are usually
produced by the HOPS or Accounting
Officers to provide policy direction or
clarify issues which might not be clear
for example circular letters from
MOSPS or Treasury
13
14. Memos
Ordinary Memos and Cabinet Memos
• There is nothing like internal memo. The
word memo in itself means internal
communication
• We use memos for purposes of sharing
information when we are not able to
interact face-to-face.
• Therefore memos do not communicate
information of a highly confidential nature
or formal nature 14
15. Memos
• This is precisely why initially memos
used to be called “loose minutes”
• Some memos do not have folio
numbers
• We do not use memos to
communicate with external publics
whether as individuals or
organizations
15
16. Memos
• General information
• Updates or progress, meeting, seek
authority or approval
• Communication to many
• Recipient does not acknowledge receipt
16
17. challenges in production of
correspondence
• Structure
• Obtaining information
• The writing process itself
• Mechanics/principles of writing – take
longer to internalize---punctuation marks,
paragraphing, constructions(length of
sentences and ambiguity, clarity), tenses,
prepositions etc
• Audience analysis 17
18. Tips on effective correspondence
A complex communication activity which
requires a lot care. There are several reasons
why writing is complex communication activity:
• Principles guiding writing take longer time to
internalize.
• Prepare documents that meet all the standards
of communication in order to reflect a good
image of the Government
18
20. Conclusion
As we correspond using various mediums
lets bear in mind best practices as spelt out
in standards of business communication.
However we should change some outdated
practices that we continue to embrace since
they have no place in modernizing public
service
20
