Q. 2. Write short notes on :
(a) Office memorandums,
(b) Office orders,
(c) Office circulars.
Or What is the meaning of the memo?
Ans. (a) Office Memorandums
Memorandum is more popularly known as Memo. The literal meaning of the word memorandum is a note to assist the memory: Memorandum is singular in number. Its plural forms memorandums or memoranda.
A memo is used for internal communication between executives and subordinates or be officers of the same level. It is never sent outside the organization.
A memo can be used :
(i) to issue instruction to the staff
(ii) to communicate policy changes to the staff
(iii) to give/seek suggestions
(iv) to request help or information
(v) to confirm a decision arrived at on the telephone.
(vi) to seek explanation on some matter of conduct etc.
However, a memo may not be found appropriate if the matter is of a complex or serious nature involving lengthy discussion.
A memo can be filed for future reference.
Momo Format: The memo format is different from that of a letter. Since a memo moves from one department to another or from one employee to another, it is essential to write the name of the son sending the memo and the name of the receipt and the designation or department of both the persons. It must also have reference numbers.
The words from and to are invariably used in a memo. There is no salutation and the writer’s signature is put without writing the subscription or complimentary clause.
The memo is properly dated, is written in a direct style, and is as brief as possible.
The tone of a memo should neither be very formal nor should it be so informal that is loses all seriousness. The three factors to be kept in mind while considering the tone are :
- Who is going to read the memo?
- The subject-matter of the memo.
- The company house style.
A memo is not very different from a letter, only a memo being used within the organization, the formal aspects of the letter are dispensed with. But like a letter, it must be clear, concise, courteous, etc. Even in the negative messages, courtesy should be observed as far as possible.
Example 1: A memo to an employee granting permission to join a part-time diploma course in marketing.
To Mr. Deepak Agarwal, Marketing Dept.
From Mr. V.B Agarwal, Marketing Manager
Date : 5 Feb 2014
Subject: Your application dated 3 Jan 2014. Seeking permission to join a diploma course in marketing.
The office has no objection to your joining the Y.M.C.A to do a part time diploma course in marketing in the evening. But this must not interfere with your normal office routine. Please note that you will not be allowed to leave the office early to reach the institute in time nor you will be entitled to any special leave to prepare for your examination.
B.B.A. Example 2: A memo to an employee informing him of a cut in his salary.
Date: 29th March, 2014
To: Mr. Manish Kumar, Lecturer
From: Dr. A.K. Tyagi, Director
You remained away from your duties on the date/s and for the period/s mentioned below. Please note that you have not earned a salary and emolument for the said period.
Period 10:30 a.m. to 5:30 p.m.
March 28, 2014
This is without prejudice to our right to take disciplinary action against you.
Dr. A.K. Tyagi
Principle, DAV College.
(b) Office Orders
The word order suggests acceptance or complain. If a message is conveyed as an order, it means that it carries a stamp of authority with it and has to be accepted. Office order is a tool of downward communication, it travels from the higher-ups down to the subordinates.
Orders are usually related to posting, promotion, suspension, termination of services, granting certain privileges, imposing certain restriction, etc.
An office order is a very sensitive form of communication and if misunderstood or misinterpreted, it can lead to serious unintended consequences. The following points should be kept in mind while drafting order:
(i) Order must be very concise, they must not contain any unnecessary details.
(ii) The language employed should be absolutely clear. The order should be written in very simple words that can be easily understood by all. Idioms, phrases, and slangs should be strict, avoided.
(iii) Orders should clearly specify who they are meant for. Some orders are sent to the concerned individuals with copies to the concerned departments, others may be meant for display on the notice boards.
“Examples of Office Order”
Example 1. An office order posting a new recruit to a department
Guest, Keen, Williams
Sansad Marg, New Delhi
Ref: Per/597/22 Date : 4.1.2014
Il boronorting to Shri. Lacnaeva nas been posted as sales executive w.e.f. 5.1.14. He will be repor C.M. Handa, sales officer.
Deputy Manager (HR)
Copies to :
1. Shri Anil Sachdeva
2. Shri C.M Handa
3. Accounts Office
Example 2. An office order regarding the transfer of an employee from the head office to take over the independent charge of unit
New Trends Casual Wears
12, Lamination Road, Bangalore
Date: 5. 1. 2014.
Shri Anil Jain, assistant administrative officer, is transferred from the head office to take independent charge of the production unit at K.M. industrial area. He shall hand over charge of his duties at the head office to the undersigned and take charge of the K.M. industrial area unit from Shri Rahul Sharma latest by 12.1.2014.
Sd/ M.K. Agarwal
Deputy General Manager
Copies to :
1. Shri Amit Jain
2. Shri Rahul Sharma
3. Accounts Office Example
Example 3. An Office order regarding the promotion of an employee.
Date: 1. 7. 2013
Mr. Sanjay Singh, sr. the lecturer is promoted as an assistant professor with immediate affect. He will draw the basic pay 12000 on the pay scale from 12000-16400. Other allowances will continue to be admissible as per the government’s rules.
Sd/- Kanwar Jain
Copy to :
Mr. Sanjay Singh
Through HR Department
Example 4. An office order granting special increment to an employee.
In appreciation of the excellent performance of Ms. Smitha Ramchandran in the sales promotion campaign during the summer month of May-June 2013, the management is pleased to grant her a special increment of 300 effective from 1.7.2013.
Example 5. An office order terminating the services of an employee.
Date: 18 Nov 2013
Pursuant to the report of the enquiry conducted by the inquiry or services of Shri. Ajit Miglani, Accounts clerk, are terminated with the department is her y directed to settle the accounts of Shri Ajit Miglani I counts clerk, are termInated with immediate affect. The Accounts ne enquiry officer Shri. H.R. Khanna, the RI Ajit Miglani immediately.
Senior Manager (H.R.)
To: Shri Ajit Miglani
Copies to :
1. Accounts Department
2. Notice Board, all departments.
(c) Office Circulars
Office circulars are meant to convey the same information to a large number of people. Such information is usually of general nature and not confidential. Circulars can be used for following purpose :
(i) To emphasize certain aspects of office conduct.
(ii) To intimate change in the working hours of the office, canteen, library etc.
(iii) To invite applications from employees for promotion tests, etc.
(iv) To inform the employees about changes in medical rules, LIC rules, reimbursement of conveyance expenses, etc. The subject of the circular must be mentioned at the top.
Circulars are usually put on the notice board. If they contain some information of substantial importance, they can be circulated among the staff and the signatures of the staff members obtained on an employee list.
Examples of Office Circulars
Example 1. A circular informing the staff that a certain employee has been relieved of his duties.
Circular No. : Pers/ 2013/15
Date : 3 Aug. 2013
Ref: Mr. J.P. Verma, Internal Auditor
The bank has relieved Mr. J.P. Verma of his services as the internal auditor from 2nd Aug 2013. All branch managers are, therefore, to note that no books of accounts shall be made available to Mr. Verma or his office staff for any audit work.
Deputy General Manager
Example 2. An office circular informing the employees about the change in office timings.
Circular No. Pers/ 2013/27
Date : 27.3.2014
Sub.: Change in office timings.
Ministry for surface transport, Government of India, has suggested viding its notification No. ……………………… dated ……… that office timings of various companies should be staggered to ease traffic congestion on the Delhi Roads.
Hence, from 1st April 2014 onward, the office timings will be as follows:
8:30 AM to 12:30 PM Morning session
12:30 PM to 1:30 PM Lunch.
1:30 PM to 5:00 PM Evening session
Employees are expected to strictly adhere to these office hours.
BBA Business Low Question Paper 2018-2020