Table of Contents(toc)
2.1. Introduction
We have discussed about the general skills required in noting in the Unit 1 of this module. You know that once the note is approved, the decision needs to be communicated to the person who has approached us by sending a communication on which you have taken a decision. You know that this will be done through one of the forms of communications prescribed. In this module we will discuss about the forms of communications commonly used in government offices.
2.2. Objectives
On completion of this Unit, you will be able to -
1. State the formats of written communications used in government offices
2. List out the important components of any communication
3. Describe the format of a letter
4. Describe the format of Demi-official letter
5. Describe the format of Office Memorandum
6. Describe the format of Proceedings
7. Describe the format of an U.O. Note
8. Describe the format of Telegram
9. Describe the format of Circular
10. Describe the format of Endorsement
11. Describe the format of Telex Message
12. Describe the format of Press Communication/Note
13. Describe the format of Notification
14. Select suitable form of communication for the given data
2.3. What is a communication?
Do you remember that in Module-I we have discussed about the main purpose of an office is information receiving, processing, communicating and its retrieval. We have seen in Unit-1 of this module the processing part of it. I.e., Preparing an office note for facilitating to take a decision of a communication received in the office. Once a decision is taken, an appropriate format has to be selected to communicate the decision to the person who sent the communication to us.
Let us for a minute think of our personal life. You get a communication from your friend, parents, relatives, government offices so on and so forth. They may be in different forms. Similarly, you may be sending communications to your parents, friends, relatives, Government, and other offices. Would you like to recall the formats used in these occasions and write down:
Activity - Participants Activity (Please see the workbook)
2.4. Forms of written communication in government offices
1. Letter
2. Demi-official letter
3. Office Memorandum
4. Proceedings
5. U.O. Note
6. Telegram
7. Circular
8. Endorsement
9. Telex Message
10. Press Communication/Note
11. Notification
12. Officer order
2.4.1. Important Components in the format of Communication
Any correspondence, communication will contain certain components whether it is official or personal. In our personal correspondence also we give date, place, the reference of the sender i.e., from whom we have received the communication etc. Similarly in government offices also. The communication is to serve a defined purpose. Would you like to list out the components of an official communication?
Activity - Participants Activity (Please see the workbook)
2.4.2. Letter
Would you like to list out certain points, like, to whom it is addressed, and how it should be written?
Activity - Participants Activity (Please see the workbook)
Specimen of Letter
2.4.3. DO letter
You might have seen instances of receiving DO letters in your office. DO stands for Demi Official. You may be thinking that all the correspondence in an office is related to office. How there could half office and half other. It is used in correspondence between government officers to draw personal attention of the addressee officer.
Would you like to bring out the main points as you have done in respect of the letter above?
Activity - Participants Activity (Please see the workbook)
To whom?
Addressed to the officers of the same rank of the addressee being not more than one or to levels above the officer who is writing. But it is also written to junior and senior officers depending upon the need. To a nonofficial for an inter change or communication of information or opinion without the formality of prescribed procedure.
How it should be written?
1. Similar to the letter, government emblem on the top centre of the page or the words “Government of Andhra Pradesh” typed in capitals.
2. The name, designation of the sender on the left-hand side top corner just below the emblem of the government to be typed. (Generally, you will be finding printed D.O. letter formats of the officer in the office.
3. The department name, address of office and telephone number of signatories must be mentioned in the left side top opposite to the name and designation.
4. The address entry of the person to whom it is intended is indicated at the left-hand side bottom after the body of the D.O. letter.
5. Then it must commence with salutation. Unlike in the letter, here different salutations are used. Depending upon the level of the officer to whom it is addressed the following salutations be used:
For Senior level officers: Dear Sir/Madam
For Equal level officers: Dear Sri./Smt (here the name of the officer in own handwriting Be given)
For junior level officers: My Dear (here the name of the officer in own handwriting Be given)
6. The letter Number will be given here. This is the file number as indicated in the note file and the date of approval of the communication indicated.
7. After words the “subject” be indicated. (Generally, the subject will be the same that is noted in the Personal Register and the note file)
8. Immediately after the subject, Reference is indicated. Here all the references that are required for following the case should be given.
9. Body of the letter in convenient paras comes next.
10. It is writing in the first person and in a personal and friendly tone.
11. Finally it ends with an expression of regards (You should note that depending upon the level and intimacy of the officers it is written as follows:
For Senior level officers : with kind regards
For Equal level officers : with regards
For junior level officers : with best wishes
12. The subscription “yours Sincerely” comes last on the right end of the body of the letter.
13. Signed by name of the officer approving it.
14. Indication of Enclosures at the left end of the body of the letter.
15. Grading i.e., Urgent, Priority be indicated on the right-side top corner of the letter Specimen of Demi-Official Letter
Specimen of Demi-Official Letter
We are sure that you could understand that a particular form of communication is adopted for a specific purpose with a specific target group to be addressed. Accordingly, therefore, each should have some distinctive features, is only obvious.
Now please try to identify the major defects in the DO letter given below and redraft it to make more effective
Activity - Participants Activity (Please see the workbook)
2.4.4. Memorandum
You might have noticed that most of the communications from the Government are in the form of a Memorandum. You might have also seen that most of the employees refer to a disciplinary case whenever they hear about a memo. Isn’t it? In fact, this is a misnomer. Memorandum commonly called memo is one of the commonly used form of communications in government offices.
Would you like to bring out the main points in respect of a memo? We would suggest that you examine some of the communications received in the memo format in your office before you attempt to do this.
Activity - Participants Activity (Please see the workbook)
To whom?
Addressed to all subordinates. Suppose in an office various categories of officers are there; memo format can be used to all except the top boss. Similarly, to subordinate offices viz: From Secretariat Department to Head of the Department, Head of the Department to District and other offices, District to Mandal office etc. You should also note that there is no compulsion that only memo should be used to a subordinate. Nothing prevents us from writing a letter. It is used in calling for or conveying information but not for conveying any order of the govt.
How it should be written?
1. On the top centre of the page the words “Government of Andhra Pradesh” typed in capitals.
2. Instead of the sender’s name etc., the memo starts with “Office of the __________” with full address given on the left top corner.
3. The address entry of the person to whom it is intended is indicated at the left-hand side bottom after the body of the memo as in the case of a D.O. letter.
4. Unlike in the letter, no salutations are used.
5. The memo Number will be given then. This is the file number as indicated in the note file and the date of approval of the communication indicated.
6. After words the “subject” be indicated. (Generally, the subject will be the same that is noted in the “Personal Register” and the “Note file”)
7. Immediately after the subject, Reference is indicated. Here all the references that are required for following the case should be given.
8. Body of the memo in convenient paras comes next.
9. It is written in third person passive voice.
10. Bears no subscription except the designation of the signatory.
11. Signed by Designation of the officer approving it.
12. Indication of Enclosures at the left end of the body.
13. Grading i.e., Urgent, Priority be indicated on the right-side top corner.
Specimen of Memorandum
2.4.5. Proceedings
What are proceedings? You might have received number of G.Os. from the government. If the government order (G.O.) is the final order of the government, proceedings are the final order of the department/office. Would you like to go through the various proceedings issued in your office and note in what context they were issued?, what are the contents to be incorporated in a proceedings? Please note your findings in the box given below:
Activity - Participants Activity (Please see the workbook)
Context
Proceedings are generally issued when a specific sanction is required to be given. Ex: An appointment order, pay fixation order, Promotion order, Sanction of leave, sanction of expenditure to meet TA claims, Purchase of stationery or equipment etc.
Unlike other forms of communication, a proceeding communicates the final order of the competent authority. It should indicate the delegation of powers (financial or administrative) under which the officer is empowered to sanction, Background of the case to give clear picture i.e., the context under which it became necessary to issue the sanction order, appropriate budget head to which such expenditure is to be debited after consulting about availability of the financial provision.
How it should be written?
1. On the top centre of the page the words “Government of Andhra Pradesh” typed in capitals.
2. Instead of the sender’s name etc., the proceedings starts with “Proceedings of the (Designation of the sanctioning authority given here)
3. The name and Designation of the authority sanctioning given next as “Present: Sri/Smt__________________, Designation)
4. The address entry of the person to whom it is intended is indicated at the left-hand side bottom after the body of the proceedings as in the case of a D.O. letter and memo.
5. Besides the person to whom the sanction is concerned, copy of it should invariably be marked to the drawing and Disbursing officer, Treasury/Pay and Accounts office, Accountant General and other concerned persons.
6. No salutations are used.
7. The proceedings Number will be given then. This is the file number as indicated in the note file and the date of approval of the communication indicated.
8. After words the “subject” be indicated. (Generally, the subject will be the same that is noted in the “Personal Register” and the note file but the details about sanction order should be mentioned here)
9. Immediately after the subject, instead of Reference, “Read” is indicated. The major difference in other forms of communications and proceedings is this. It indicates that I have read the references quoted here under and knowing fully well the powers empowered upon me I am issuing the sanction order. Here all the references that are required for issuing the order should be given.
10. One additional feature is after read, ‘ORDER’ in capital letters is indicated before the body of the proceedings.
11. Body of the proceedings in convenient paras comes next. A proceeding should at least have:
a. Para:1: Context of the case.
b. Para:2: Sanction order with reference to the delegation.
c. Para:3: Reference to availability of budget provision and the relevant budget to which the expenditure is to be debited.
12. Bears no subscription except the designation of the signatory.
13. Signed by Designation of the officer approving it.
14. Generally, it should be comprehensive and self-explanatory and putting enclosures to be avoided. However, if it is necessary to enclose certain statements etc. indication of Enclosures at the left end of the body should be given the format for proceedings is given below:
2.4.6. U.O. Note
We have now discussed about the communications commonly sent outside the office. Do we have any communication within the organization? Did you notice any such thing in your office? Yes, it is the U.O.Note.
To whom?
This form of communication is used with in the office. If you require any advice, views etc of some other sections, how do you obtain them?
Activity - Participants Activity (Please see the workbook)
Yes. This is mostly used in Secretariat between the secretariat departments. It is also used in Heads of Departments. One way is we send the file to the concerned section for their remarks. The other way is we obtain the information by sending a U.O.Note.
How it should be written?
1. The U.O. Note No. is given on the top left with date. This is the file number as indicated in the note file and the date of approval of the communication indicated.
2. The address entry of the person to whom it is intended is indicated at the left-hand side bottom after the body of the U.O. Note as in the case of a Memo & D.O. letter.
3. Unlike in the letter, no salutations are used.
4. After the words the “subject” be indicated. (Generally, the subject will be the same that is noted in the "Personal Register” and the “Note file”)
5. Immediately after the subject, Reference is indicated. Here all the references that are required for following the case should be given.
6. Body of the U.O. Note in convenient paras comes next.
7. Bears no subscription except the designation of the signatory.
8. Signed by Designation of the officer approving it.
9. Indication of Enclosures at the left end of the body.
Specimen of U.O. Note
Purpose
To obtain the advice, views, concurrence, or comments on a proposal or to seek clarification of rules, instructions, this form of communication is addressed to other sections. Though the name is Un-official note, it is used to obtain information within the organization, and it is not something unofficial.
2.4.7. Telegram
In our personal life also, we give telegrams on various occasions. It is such a popular form of communication, that you find list of greetings in the telephone directory. Though we have today more advanced modes of communications like fax, e-mail etc. the importance of a telegram cannot be underestimated.
How it should be written?
If you notice the previous para, it indicates that the telephone directory gives numbers to the popular greetings. This is done for the purpose of economy. Since each word in a telegram is counted for the purpose of calculation of the charges for sending the telegram. This means that it is necessary to write the telegram in very short, pointed language, that is why everyone says, “Telegraphic language”. You are well aware of the importance of telegram our office functioning.
It is necessary that when you write short and pointed language, keeping the economy in view, you should also take care of the punctuation.
You might have heard a popular saying here. Look at the following:
HANG NOT LEAVE HIM
What do you understand by the above sentence? Before we say something about what does it mean, we would like to give you some background of it.
“A person was convicted by the court of law, and he was about to be hanged on a particular day. The person submitted a mercy petition to the Governor of the state. Considering the shortage of time, the Governor sent a telegram to the Jailor of the prison with the message. The jailor was puzzled with the message”.
Let us see the sentence now:
STOP, NOT HANG HIM (.)
STOP NOT, HANG HIM (.)
That is why it is said, “Kama (,) killed a person. One should take care about not only the short and pointed language but also about punctuation when you send a telegram.
1. Telegram is to be written in very short, pointed language.
2. Should be written in capital letters in double line space.
3. You might have noticed that many organizations will have telegraphic address, which is referred as “Grams”. If you keep a list of the telegraphic addresses, it will be easy.
4. Generally, Government telegrams are indicated as “State”
5. Telegrams are classified in to two types i.e., Urgent and Ordinary.
6. Whenever you send it on “Urgent”, the cost will be more. Hence adequate care should be taken to mark the grades.
7. It is necessary to send a post copy after the issue of the telegram.
8. Whenever a post copy is sent additional information can be furnished through it.
Specimen of Telegram
2.4.8. Circular
You might have noticed that in addition to the communications we have discussed till now, we do find circular is another form of communication. The “Circular” mainly differs from the ordinary memorandum in that it is addressed to several departments or persons simultaneously. The circular form should be used whenever the substance of the communication does not require the formality of proceedings or letter. In other words, it is a form of memorandum to be issued to large number of people at the same time.
2.4.9. Endorsement
You may be wondering is this one also a form of communication. Would you like to think for a minute and indicate when this form of communication is being used?
Activity - Participants Activity (Please see the workbook)
2.4.10. Telex Message
This is one of the advanced versions of communication. The format that is used in respect of a telex message is as that of a Telegram with some variation. This is possible only if the sender and addressee are Telex subscribers.
How it should be written?
1. Telex messages should be worded briefly and precisely in the same manner as in the case of telegrams.
2. The messages should be typed in capital letters in double line space.
2.4.11. Press Communication/Note
You might have noticed in your office that certain events are given to the press for publicity. We will be generally calling them press communication, press note, press release etc. Though much difference is not there, they slightly vary.
What is a Press Communication?
A press communication or press note is issued when it is sought to give wide publicity to the decision of the government/department. Press communication is more formal in character than a press note and generally reproduced by the press. Communications like events that are taking place in the office, brief reports intended to be appeared in the press comes under this category.
What is a Press Note?
On the other hand, a press note is intended to serve as a handout to the press. They may edit, compress or enlarge as they may choose.
2.4.12. Notification
We are sure that you are familiar with this. Probably you might have joined the present service after seeing a notification, applying, and later selected to the post.
Notifications are used for publishing rules and orders passed under legal enactments by the government. Also used for making announcements about appointments, postings, transfers, etc. In the departments/offices it is mostly used for publishing matter in government gazette under provisions of any law.
2.5. Summing up
In this Unit we have learnt about various forms of written communications used in Government offices. Viz., Letter, Demi Official letter, Memorandum, Proceedings, U.O. Note, Telegram, Circular, Endorsement, Telex message, Press communication /note and Notification.
The formats used for these communications and how they have to be written including the salutations to be used, important components in the formats have been discussed.
2.6. Self-Assessment
Activity - Participants Activity (Please see the workbook)
2.7. Journey to next Unit
In this module we have discussed about Noting in unit 1. We discussed about the various types of communication in this unit. The next step is that we should know how to draft these communications and the note also. Let us know about drafting in the next unit.
