This ppt slideshow is a compact capsule about various documents used for official communication. Notice Agenda Memo Minutes House Organ Bulletin Enquiry Letter Quotation Offers A brief description of various official documents are provided. For some documents, formats are provided.

1. Deep J. Gurung
Assistant Professor
Department of Commerce
CHRIST (Deemed to be University)
Main Campus, Bengaluru (INDIA)
Official
Documents

2. NOTICE
• It is written in order to inform a large number of people
about something that has happened or is about to happen.
• It could be an upcoming event, competition, Lost and
found notice or just a piece of information to be delivered
to the targeted audience.
• It is generally written in a formal tone. Notices are factual
and to-the-point.
• The language used is simple and formal, not flowery.

3. NOTICE FORMAT
• Must be on organization’s letterhead
• Name of the body/group which is to meet
• Day, Date & time of the meeting
• Place of the meeting
• Brief description about the reasons for the meeting
• AGENDA may or may not be enclosed
• Title/Subject of the Event (what?)
• BODY
• Authorized signatory: Name and signature (contact details)

5. TIPS
• Avoid unnecessary words
• Repetition of any information should be avoided.
• Always enclose the notice in a box. Make sure you draw the box
with a pencil.
• Keep your notice short, crisp and to-the-point.
• Highlight the word “NOTICE” and “TITLE”. It can be either bold
or underlined.
• The title should be captivating and eye-catching.
• Don’t make hypothetical information and facts. Make use of what’s
give in the question.
• Make sure you do not mention your personal information.
• Make use of all the available information in the question.
• Your answer shall include answers to all the 5 W’s – What, Why,
When, Where and Who.
• The purpose for which it is being written should be stated clearly.
• Focus on presentation and clarity.

6. AGENDA
• List of items to be discussed at the meeting.
• Agenda include:
• Title of the agenda
• Objective of the meeting
• Topics or activities to be addressed in the meeting
• Time allocation
• Call to Action
• Extra instructions (if any)

7. MINUTES
• A record of the decisions taken at a formal meeting is
called Minutes. Also known as Meeting Minutes or
Minutes of Meeting (mom)
• Format

8. • Date and time of the meeting
• Names of the meeting participants and those unable to
attend (e.g., “regrets”)
• Acceptance or corrections/amendments to previous
meeting minutes
• Decisions made about each agenda item, for example:
• Actions taken or agreed to be taken
• Next steps
• Voting outcomes – e.g., (if necessary, details regarding
who made motions; who seconded and approved or via
show of hands, etc.)
• Motions taken or rejected
• Items to be held over
• New business
• Next meeting date and time

9. TIPS
• Create an outline
• Check-off attendees as they enter the room
• Record decisions or notes on action items
• Ask for clarification if necessary
• Don’t try to capture it all

10. MEMO
• A memo (also known as a memorandum, or "reminder")
is used for internal communications regarding procedures
or official business within an organization.
• Send to a large group of employees, like your entire
department or everyone at the company.

11. Office Order vs.
Circular vs.
Notice

12. • Office Order: - issued by competent authority. Office
order contains instructions related to office works, change
of working hours, instruction on closed holidays, message
by senior authorities when they take over some
organisation, promotions etc. Office orders are issued
periodically like every Monday or on every 1st of month
etc. The sequence of the information is pre-decided.
• Circular: - An advertisement (usually printed on a page or
in a leaflet) intended for wide distribution. It need not be
issued by competent authority but generally it is issued by
officers or managers. Circulars are for specific purpose or
event like meeting, or any other event.
• Notice: - A sign posted in a public place as an
advertisement. When Govt authorities issue some
communication, it is also called as notice e.g. notice by
labour officer.

13. House Organ

14. • A house organ is a magazine or periodical published by a
company for its customers or its employees. This name
derives from the use of "organ" as referring to a
periodical for a special interest group.
• A house organ is what we otherwise might call
a company magazine or newspaper. Its purpose is to
officially update stakeholders about all company news.
It serves to prevent stakeholders from learning things first
from unofficial sources and, above all, at least in the pre-
digital age, to promote the company’s values and
culture.

15. • House organs come in two types, internal and external.
• An internal house organ is meant for consumption by the
employees of the company as a channel of
communication for the management.
• An external house organ is meant for consumption by the
customers of the company, and may be either a free
regular newsletter, or an actual commercial product in its
own right.

16. Importance
• A house organ is a great tool for informing people about
performance, technological innovations, new products
and services, as well as company events for employees or
everything related to the firm’s supply chain, retailers and
distributors.
• It’s vital for providing information continuity and for
updating company communication.
• Tool for promoting corporate culture, where this exists
and is well-established.
• A house organ can be an effective tool for explaining
how the company works, behaves and positions itself
in relation to the community, as well as how the
company brings its values to the community.

17. Office Bulletins

18. • a brief official statement about a matter of public concern
• a brief statement of the latest news, as in a newspaper or
on radio or TV
• a regular publication, as for the members of some society
• a board for posting notices
• brief public notice issuing usually from an authoritative
source
• a public electronic forum that allows users to post or read
messages
• a short report with news and information about
a group or organization, printed for its members

19. Enquiry Letter

20. Basic Parts of Enquiry
Letter
• Introductory Opening
• Direct Questions
• Friendly Conclusion
Sample1
Sample 2

21. Points included in the
letters are:
1. Courteous request for information, giving its purpose
2. Statement of what is wanted (or a list of questions)
3. Request that the information may be given by a certain
date

22. REPLYING to ENQUIRY

23. • Reply letter must be a sales letter in disguise
• Persuasive skill
• Good judgment
• Present the facts
• Send a brochure, catalogue, price-list or samples
• Offer to send salesperson

24. • Sample 1
• Sample 2

25. ENQUIRING CONFIDENTIAL
INFORMATION

26. • Address the enquiry to an individual rather than to a
company
• Be Tactful
• Sample1
• Sample2

27. STATUS ENQUIRY LETTER
• The letter that is written for obtaining information about a
business enterprise is termed as business status inquiry
letter.
• Generally, one business enterprise writes this letter to
another business enterprise for collecting information
about a prospective customer/applicant.

28. Purposes
• To know payment terms
• To know the past records of job applicant
• To know the credit worthiness of a firm or a person
• To get recommendation from former employer
• To know the financial strength of a firm or a person
• To know the business reputation of a firm
• To obtain information about social status of a person or a firm
• To evaluate the performance of a person or a firm
• To learn about the quality of a product

29. Components of Status
inquiry Letter
• 1. Applicant’s Name and Address: The person
regarding whose information to be asked should be
clearly mentioned with his name and address. As a
result, there will be no confusion and this will clearly
identify the right person.
• 2. Causes of Inquiry: The reason behind the inquiry
should also be mentioned in the letter so that
information provider me, him, etc. i, e, the referee can
reasonably answer the letter.

30. • Necessary information: The information, which is
necessary, should be asked with a polite and definite
appeal.
• 4. Neutrality: The referee must remain neutral while
providing the confidential information regarding the
applicant. Such a tone should be communicated through
status inquiry letter.
• 5. Promise for information secrecy: They must be
promised that whatever information would be provided
by the referee will be kept secret by the sender
(employer).

31. • 6. Similar future assurance for help: If the referee
needs any similar help in the future, he will be
entertained and such assurance should be specified in
the letter.
• 7. Return Envelope with stamp: For the benefit of
the referee, return envelope with stamp must be
attached with such a letter. This will help the referee to
bear no cost to assist the person who has asked for
information.
• 8. Signature and Designation: The person is asking
for information should sign the status inquiry letter
with his respective designation at the end.

32. • Sample 1

33. NO means NO
ART OF REFUSING
• Appreciation of interest shown by inquirer
• Apology and reason for inability to give information
• Suggestion of other source of information, if possible
• Sample

34. ENQUIRE/INVITE QUOTATION

35. POINTS
• Explain details of your requirements
• Ask for a representative to visit you
• Ask for a demonstration to be arranged
• Details of requirements with quality and quantity of
goods.
• Place and time of delivery of goods required, carriage
paid or carriage forward. Any special request about mode
of delivery or packing
• Suggestion that the volume of business will be large if the
quotation is favourable

36. • Sample1
• Sample2

37. GIVING QUOTATION

38. Points
• Market conditions are normal, the usual quotation
is given.
• Customer seems likely to place a large order, an
exceptional quotation may be given.
• A tabulated quotation may be enclosed with a
letter.
• Point out the advantages of the quotation and the
benefit of buying the goods.
• Sample

39. Firm Offer
• A firm offer is made when the price of a product is
expected to rise
• Supplies are short of the demand
• The letter states the reason for making the offer
• Date up to which it is firm
• A firm offer is a moral obligation but not a legal
obligation.
• Builds goodwill with important customers.
• Sample

40. Offering a Substitute

41. Points
• If the requested goods are not available, try to get the
customer interested in a substitute.
• The substitute you offer must satisfy the purpose and
need of the customer.
• It must be the nearest in quality and price; if it differs,
explain why.
• A substitute must be offered with confidence.
• Explain briefly why you cannot supply the product

42. • Sample1
• Sample2

43. Withholding quotation
• If a particular customer repeatedly asks for quotations for
the purpose of comparing with other quotations and does
not place any orders, you may avoid giving a quotation.
• Write a tactful letter saying that the market is uncertain
and you can quote only for a definite contract, or make a
firm offer for a very short period.
• Sample

44. Bargaining Letters
• If your order is likely to be large, you can point this out to
persuade the seller to give better terms.
• You may also indicate that other suppliers are willing to give
more favourable terms.
• Expression of thanks for the quotation.
• Specific request for more favourable terms and attempt to
show that the supplier will benefit if he gives the requested
terms.
• Suggestion that large/frequent orders will be placed if the
request is granted.
• Sample

45. Seller’s Reply
• Agreeing too readily to reduce your price may give the
impression that the originally offered terms were not fair,
or that the sales are so poor that you are eager to get an
order at any price.
• If you agree to the request, explain how it is possible to
reduce the price.

46. Sample
• Positive Seller’s Reply
• Negative Seller’s Reply

47. Winning your Ex
(customer)

48. • Statement that the customer's communication
has been missed (never mention "records") for
some time
• Tactful enquiry about why s/he has been silent
• Information about new product or special offer
• Request for order; assurance that satisfaction
will be ensured
• sample

49. Request Letter vs
Enquiry Letter