This summary highlights the primary forms of written communication in government offices, emphasizing their unique purposes and structured formats. Here's an explanation of each type:
- File Number
- The names and complete postal address of the sender organization
- The name/designation of the addressee with complete postal address
- Salutation (sir or Dear)
- Subject of the communication
- Number and date of the last communication in the series (from the addressee or from the sender)
- The enclosures, which are to accompany the fair copy ( A short oblique line in the margin will indicate that enclosures are to be sent along with the fair copy)
- Subscription (yours faithfully, yours sincerely)
- Urgency grading, by registered post, by special .messenger indicated at the top right corner
- Name, designation, signature of the sender
1. Letter
An office letter is a formal document commonly used in government offices to facilitate official communication. Its format ensures clarity, uniformity, and adherence to protocol. Below is an explanation of the structure and guidelines for drafting such a letter, as described in your text:
Key Features of a Government Office Letter:
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Header with Government Identity:
- The letter should include either the government emblem or the words “Government of Andhra Pradesh” (or relevant government authority) at the top center of the page.
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Sender’s Details:
- The name, designation, and telephone number of the signatory must appear in the “From” address, typically positioned at the top-left corner.
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Recipient’s Address:
- The details of the person or entity the letter is addressed to should be at the top-right corner.
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Salutation:
- Use a formal greeting such as “Sir/Madam” or “Dear Sir/Madam” depending on the recipient's status.
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Letter Number and Date:
- Include a Letter Number, which corresponds to the file number as recorded in official documentation, and the date of approval.
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Subject Line:
- Clearly state the purpose of the letter in the subject line. This aligns with entries in the Personal Register or note file.
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References:
- List all relevant references immediately after the subject line to provide context or supporting documentation.
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Body of the Letter:
- Structure the content in logical paragraphs to convey the message succinctly and formally.
- The letter should be written in the first person to reflect an official perspective.
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Closure:
- Conclude with “Yours faithfully”, aligned to the right.
- The designation of the approving officer should be included below the signature.
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Enclosures:
- If additional documents are attached, mention them on the left side at the end of the letter.
-
Urgency and Dispatch:
- Indicate the priority grading (e.g., Urgent, Priority) at the top-right corner.
- Specify the mode of dispatch (e.g., registered post, certificate of posting, or by special messenger) in the same area.
Additional Tips:
- Maintain professional tone and avoid any personal remarks.
- Use formal language appropriate for government communication.
- Ensure accuracy and completeness of all referenced documents and attachments.
This standardized format ensures that the communication is professional, clear, and aligns with government protocols.
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2. Demi-official Letter (DO Letter)
Demi-Official (DO) Letter
A DO (Demi-Official) letter is a semi-formal mode of correspondence in government offices, intended to draw the recipient's personal attention to a matter. It is less formal than official letters but maintains a professional tone. Here's a detailed explanation:
Purpose
- To whom?
- Addressed to officers of the same rank, up to two levels above, or even junior officers, depending on necessity.
- Can also be sent to non-officials for sharing information or opinions without adhering to strict procedural formalities.
Format and Writing Guidelines
-
Header:
- Includes the government emblem at the center or the words “Government of Andhra Pradesh” in uppercase.
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Sender’s Details:
- Name and designation of the sender are placed in the top-left corner below the government emblem.
- Typically, pre-printed DO letter formats may already have these details.
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Department and Contact Details:
- Include the department name, office address, and telephone number of the sender in the top-left corner, opposite the name and designation.
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Recipient’s Address:
- The address of the addressee appears at the bottom-left corner, after the body of the letter.
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Salutation:
- Salutations vary based on the rank of the recipient:
- Senior officers: "Dear Sir/Madam"
- Equal rank officers: "Dear Sri./Smt." (with their name handwritten)
- Junior officers: "My Dear" (with their name handwritten)
- Salutations vary based on the rank of the recipient:
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Letter Number and Date:
- Mention the letter number (file number as per official records) and the approval date.
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Subject Line:
- Clearly state the subject of the communication, usually aligned with the Personal Register or note file entry.
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References:
- Include all relevant references needed to follow up on the matter.
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Body:
- The letter is written in first person, in a personal and friendly tone, yet professional.
- Use logical paragraphs to clearly convey the message.
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Conclusion:
- End with appropriate expressions of regard based on rank:
- Senior officers: "With kind regards"
- Equal rank officers: "With regards"
- Junior officers: "With best wishes"
- End with appropriate expressions of regard based on rank:
-
Subscription:
- Close with "Yours sincerely", aligned to the right.
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Signature:
- The name of the approving officer is handwritten or typed below the closing.
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Enclosures:
- Mention attached documents on the left side at the end of the letter.
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Grading:
- Mark priority levels like Urgent or Priority at the top-right corner.
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Mode of Dispatch:
- Indicate dispatch methods such as registered post or special messenger if applicable.
Key Characteristics
- Combines official authority with a personal touch.
- Ensures important matters are addressed promptly and efficiently.
- Maintains a semi-formal structure while encouraging interpersonal engagement.
This flexible yet structured format is a vital tool for effective communication within government and between government officials and non-official entities.
- To whom?
3. Office Memorandum (Memo)
Memorandum (Memo)
A memorandum, often abbreviated as "memo," is a common form of communication in government offices, typically used for internal correspondence. Contrary to the common association with disciplinary actions, memos are versatile and can address a wide range of administrative purposes.
Purpose
-
To whom?
- Addressed to subordinate officers or staff within a department or organization.
- Examples include communication from:
- Secretariat Department to Heads of Departments.
- Heads of Departments to district or other subordinate offices.
- District offices to Mandal or lower-level offices.
- While memos are standard for subordinate communication, letters can also be used depending on the situation.
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Uses:
- Calling for information or conveying information.
- Not suitable for issuing government orders.
Format and Writing Guidelines
-
Header:
- At the top center of the page, type “Government of Andhra Pradesh” (or relevant authority) in uppercase.
-
Sender’s Information:
- Instead of personal details, begin with “Office of the _________” followed by the full office address on the top-left corner.
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Recipient’s Address:
- The address of the recipient is included at the bottom-left corner, after the body of the memo (similar to a DO letter).
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Salutation:
- Memos do not use salutations like "Dear Sir/Madam."
-
Memo Number and Date:
- Mention the memo number (file number as per official records) and the date of approval.
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Subject Line:
- Clearly specify the subject of the memo, usually aligned with entries in the Personal Register or note file.
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References:
- List any references required for understanding or processing the communication.
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Body:
- The content should be written in the third person and in passive voice to maintain formality and objectivity.
- Use logical paragraphs for clarity.
-
Subscription:
- Memos do not include closing phrases like "Yours faithfully" or "Yours sincerely."
- They only include the designation of the approving officer at the end.
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Signature:
- The designation of the signatory is included below the body of the memo.
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Enclosures:
- If additional documents are attached, mention them at the left side below the body of the memo.
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Grading:
- Indicate priority levels (e.g., Urgent, Priority) at the top-right corner.
Key Characteristics
- Maintains formal and impersonal tone.
- Written in passive voice to emphasize objectivity.
- Used mainly for internal administrative purposes, such as sharing information, requesting updates, or clarifications.
- Lacks personal elements like salutations or closing phrases.
The memo’s simplicity and directness make it an efficient tool for routine communication in hierarchical government structures.
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4. Proceedings
Proceedings
Proceedings refer to the final orders issued by a department or office, much like Government Orders (G.Os.) issued by the government. These are authoritative documents used to grant specific sanctions or approvals in financial or administrative matters.
Context and Purpose
Proceedings are issued to:
- Approve administrative or financial actions like:
- Appointment orders.
- Pay fixation orders.
- Promotion orders.
- Sanction of leave.
- Approval of expenditure for specific purposes (e.g., travel allowances, purchases).
- Communicate the final decision of the competent authority.
A proceedings document:
- Indicates the delegation of powers under which the sanction is issued.
- Provides the context and background to justify the decision.
- Mentions the budgetary provision for financial sanctions.
Format and Writing Guidelines
-
Header:
- At the top center of the page, type “Government of Andhra Pradesh” (or relevant authority) in uppercase.
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Introduction:
- Start with “Proceedings of the ___________” (include the designation of the sanctioning authority).
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Present Authority:
- Mention the name and designation of the sanctioning authority in the format:
Present: Sri/Smt. [Name], Designation.
- Mention the name and designation of the sanctioning authority in the format:
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Recipient Details:
- Address the recipient’s details (to whom the proceedings are issued) at the bottom-left corner, similar to memos or DO letters.
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Copies to Other Stakeholders:
- Copies of the proceedings should be marked to:
- Drawing and Disbursing Officer.
- Treasury/Pay and Accounts Office.
- Accountant General.
- Any other relevant stakeholders.
- Copies of the proceedings should be marked to:
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No Salutations:
- Salutations are not used in proceedings.
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Proceedings Number and Date:
- Include the proceedings number (file number) and the date of approval.
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Subject Line:
- Clearly specify the subject, including details about the sanction order.
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"Read" Section:
- Instead of “References,” use “Read” to list the documents and information reviewed for issuing the proceedings.
- This section confirms the authority's awareness of the context and powers enabling the sanction.
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"ORDER" Section:
- After the “Read” section, add “ORDER” in uppercase before proceeding to the main body.
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Body of Proceedings:
- Written in logical paragraphs, it should include:
- Paragraph 1: Context of the case.
- Paragraph 2: Sanction order with reference to delegation of powers.
- Paragraph 3: Details of budgetary provision and the budget head under which the expenditure will be debited.
- Written in logical paragraphs, it should include:
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Subscription:
- No closing phrases like “Yours faithfully” are used.
- End with the designation of the signatory.
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Signature:
- The proceedings should be signed with the designation of the officer issuing the order.
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Enclosures:
- Enclosures should generally be avoided unless necessary. If included, mention them at the bottom-left of the document.
Key Characteristics
- Authoritative and serves as the final decision of the department/office.
- Provides contextual clarity and ensures the decision is self-explanatory.
- Formal and comprehensive to avoid ambiguity.
- Ensures alignment with delegated powers and budgetary provisions.
Proceedings are essential for ensuring transparency, accountability, and adherence to administrative and financial guidelines in government operations.
- Approve administrative or financial actions like:
5. U.O. Note (Unofficial Note)
U.O. Note (Un-Official Note)
A U.O. Note, or Un-Official Note, is a form of internal communication primarily used within government offices, especially in the Secretariat or among Heads of Departments. Despite the term "Un-Official," it is an official document used to gather information, seek advice, or clarify rules and instructions.
Purpose
A U.O. Note is typically used:
- Within an organization to address other sections or departments.
- To seek:
- Advice, views, or concurrence on a proposal.
- Comments or clarifications regarding rules, policies, or procedures.
Format and Writing Guidelines
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U.O. Note Number and Date:
- Begin with the U.O. Note No. and date at the top of the document.
- The number corresponds to the file number as indicated in the note file, and the date is the approval date of the communication.
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Recipient Details:
- Include the address or details of the recipient at the bottom-left corner after the body, similar to a Memo or D.O. letter.
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No Salutations:
- U.O. Notes do not include salutations like "Dear Sir/Madam."
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Subject Line:
- Clearly specify the subject of the communication, which typically matches the entry in the Personal Register or note file.
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References:
- After the subject, list any references required to provide context or follow the case.
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Body:
- Write the content in logical paragraphs, ensuring clarity.
- The tone should be formal and to the point.
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Subscription:
- No closing phrases like "Yours sincerely."
- End the note with the designation of the signatory.
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Signature:
- The U.O. Note should be signed with the designation of the issuing officer.
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Enclosures:
- If there are additional documents, list them under “Enclosures” at the bottom-left of the document.
Key Characteristics
- Internal Communication: Used only within the organization.
- Purpose-Driven: Focuses on obtaining or providing information, views, or clarifications.
- Formal Yet Direct: Maintains a formal tone without unnecessary embellishments like salutations or closings.
- Efficient: Facilitates the exchange of information between sections, ensuring smooth decision-making and implementation.
A U.O. Note is a vital tool for collaborative decision-making and efficient management in hierarchical government structures.
6. Telegram
Telegram
A telegram is a concise form of written communication traditionally used for urgent and official messages. Despite advancements in technology, such as fax and email, telegrams retain their significance in certain contexts, particularly for their brevity and immediacy.
Key Features of Telegrams
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Conciseness:
- Telegrams are written in short, pointed language to minimize word count, as charges are calculated based on the number of words.
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Capital Letters:
- The content of the telegram is written in all capital letters with double-line spacing for clarity.
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Punctuation Importance:
- Proper punctuation is critical as it can drastically alter the meaning of the message.
- Example:
- STOP, NOT HANG HIM. (Save the person)
- STOP NOT, HANG HIM. (Execute the person)
- Example:
- Proper punctuation is critical as it can drastically alter the meaning of the message.
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Telegraphic Address (Grams):
- Many organizations maintain telegraphic addresses, known as "Grams," to streamline communication. Keeping a list of these addresses can simplify sending telegrams.
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Types of Telegrams:
- Telegrams are classified into:
- Urgent: Delivered faster but incurs higher costs.
- Ordinary: Less costly but may take longer to deliver.
- Telegrams are classified into:
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Government Telegrams:
- Official telegrams sent by the government are often marked as “State.”
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Post Copy:
- A post copy (detailed version of the message) is usually sent after issuing the telegram.
- The post copy can include additional information not contained in the original telegram.
Guidelines for Writing a Telegram
- Use short and precise language while ensuring clarity.
- Write in all capital letters and maintain double-line spacing.
- Include proper punctuation to avoid misinterpretation.
- Clearly indicate whether the telegram is Urgent or Ordinary to ensure appropriate processing.
- If sending an official government telegram, mark it as “State.”
- Ensure a post copy is sent with any supplementary details.
Conclusion
Telegrams are a vital mode of communication for quick and concise information exchange. Their significance lies not only in their brevity but also in their formal and urgent nature. However, meticulous care in punctuation and language is essential to ensure accurate and effective communication.
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7. Circular
Circular
A circular is an official document used to communicate with multiple departments, individuals, or subordinate offices simultaneously. It is distinct from an ordinary memorandum in its broader scope and is often used when formality is unnecessary. Circulars are widely used for disseminating information across a large audience efficiently.
Purpose
- To address multiple recipients (departments, offices, or individuals) simultaneously.
- Often used to inform, clarify policies, or request information, but not to convey government orders.
To Whom?
- Addressed to subordinate officers or offices in a hierarchical structure:
- From Secretariat Departments to Heads of Departments (HoDs).
- From HoDs to District Offices or Mandal Offices.
- Alternative formats, such as letters, can also be used in place of a circular when needed.
Format and Writing Guidelines
-
Header:
- The words “Government of Andhra Pradesh” (or relevant authority) are typed in uppercase at the top-center of the page.
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Sender’s Details:
- The memo begins with “Office of the ________”, specifying the department, with the full address provided at the top-left corner.
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Recipient’s Details:
- The address of the recipient(s) is placed at the bottom-left corner after the body of the memo, as in a DO letter.
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No Salutations:
- Circulars do not include salutations like "Sir/Madam."
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Memo Number and Date:
- Include a Memo Number, corresponding to the file number in the note file, and the date of approval.
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Subject Line:
- Clearly state the subject of the communication, usually consistent with entries in the Personal Register or note file.
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References:
- Provide all relevant references necessary for understanding or following the case.
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Body:
- Written in third-person passive voice for formality and neutrality.
- Structured in clear, concise paragraphs.
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Closing:
- Circulars bear no subscription (e.g., "Yours sincerely").
- Conclude with the designation of the approving officer.
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Signature:
- The designation of the signatory is included, often below their handwritten or typed name.
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Enclosures:
- Mention any attachments on the left side at the end of the circular.
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Grading:
- Specify urgency levels (e.g., Urgent, Priority) at the top-right corner.
Key Characteristics
- Efficient Communication: A circular is ideal for reaching multiple recipients at once.
- Informative and Neutral: It focuses on relaying facts and policies without personal tone or instructions.
- Formal Structure: While less formal than letters, it maintains professionalism and clarity.
This format ensures clear and uniform dissemination of information across departments and offices, supporting smooth administrative communication.
8. Endorsement
Endorsement
An endorsement is a formal method of communication in government offices, primarily used for forwarding documents, seeking remarks, or referring a matter to another department or section. It is often utilized to transmit information without the need for creating an entirely new document.
Purpose
-
Returning Original Papers:
- When a document is returned to the sender with comments or remarks.
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Referring to Another Department/Section:
- Used to forward a document to another section or department for remarks, information, or necessary action.
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Forwarding Copies of Communications:
- Sharing copies of official communications with other concerned parties for information, guidance, or compliance.
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Financial Sanctions:
- Copies of financial sanctions are sent by endorsement to audit authorities via the accounts department for record-keeping and compliance.
Format and Common Wording
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Wording in Endorsements:
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When forwarding information:
“A copy (with a copy of the letter to which it is a reply) is forwarded to ___________ for information and guidance/ for necessary action/ for favor of reply/ for early compliance.”
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When sending financial sanctions:
“Copies of financial sanctions issued by the departments, where required to be communicated to the audit authorities through the accounts department, are also sent by endorsement.”
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Structure:
- Reference: Mention the original document or correspondence being referred.
- Recipient: Clearly identify the recipient(s) of the endorsement.
- Purpose: State the purpose (e.g., for remarks, guidance, or action).
- Attachments: Specify any accompanying documents or enclosures.
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Approval and Signature:
- Endorsements are signed by the officer approving the forwarding of documents, with their designation included.
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Urgency:
- Include priority grading, such as Urgent or Priority, when applicable.
Key Characteristics
- Efficient Communication: Enables the reuse of existing documents with additional remarks or instructions, saving time and effort.
- Versatility: Useful for transmitting information, seeking comments, or facilitating multi-department collaboration.
- Formality: Ensures proper documentation and adherence to official procedures.
This format streamlines administrative communication, ensuring that documents and actions are effectively managed and directed.
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9. Telex Message
Telex Message
A Telex message is a formal method of communication that uses telecommunication networks to transmit typed messages between subscribers of the Telex system. It is similar to a telegram but allows for more direct and immediate exchange of written communication. Telex was widely used before email became prevalent.
Characteristics of a Telex Message
Subscription-Based:
- Both the sender and recipient must be Telex subscribers to send and receive messages.
Concise and Direct:
- Messages are composed to be brief and precise, much like telegrams, to save time and transmission costs.
Typed in Uppercase:
- The content is typed in capital letters for clarity and uniformity.
Double Line Spacing:
- The message is spaced using double line spacing to enhance readability.
Format Guidelines
Header Information:
- Includes the Telex number and identification of the sender and receiver.
Message Content:
- Worded briefly, in uppercase, and structured clearly.
- Avoid unnecessary words to maintain conciseness.
Closing Details:
- May include the sender's name, designation, and organization for identification.
Use Cases
- Transmitting urgent messages between government offices or organizations.
- Sharing critical official communications where immediate attention is needed.
- Sending information to remote locations before modern digital communication tools like email were available.
Advantages
- Speed: Faster than traditional postal systems.
- Reliability: A formalized communication method suitable for official purposes.
- Precision: Designed for short, to-the-point messages.
Telex messages were instrumental in government and business communications, offering a balance between formality and speed before more advanced technologies replaced them.
10. Press Communication/Note
Press Communication and Press Note are tools used by government offices or organizations to share information with the media for public dissemination. While they serve a similar purpose of publicity, they differ slightly in their tone, purpose, and level of formality.
Press Communication
A press communication is a formal document issued to publicize significant decisions or announcements of the government or department. It is structured and precise, making it suitable for direct reproduction by media outlets.
Key Features:
-
Formal Character:
- Written formally, ensuring clarity and professionalism.
- Media outlets typically reproduce it as-is, without significant edits.
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Purpose:
- To announce official decisions, policy changes, or other major developments.
- To inform the public about events or reports from the department.
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Content:
- Detailed and specific, often containing facts, figures, or excerpts from official decisions.
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Example Use Cases:
- Announcement of new government schemes.
- Reports on significant meetings or conferences.
Press Note
A press note is a less formal communication intended as a handout to the press. Unlike a press communication, it allows room for the media to edit, compress, or expand the content to fit their narrative or space requirements.
Key Features:
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Informal Tone:
- Compared to press communication, it has a more flexible and concise format.
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Purpose:
- To provide general information or highlights about an event or development.
- Serves as a starting point for journalists to create stories.
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Content:
- May include summaries, highlights, or pointers, rather than exhaustive details.
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Example Use Cases:
- Announcing a press conference.
- Sharing brief details of an ongoing event or a new initiative.
Differences at a Glance
Feature Press Communication Press Note Formality Highly formal, detailed. Less formal, concise, and flexible. Purpose To convey official decisions or reports. To serve as a brief or highlights for the press. Reproduction Typically reproduced by the media as-is. Media may edit, compress, or expand it. Content Exhaustive, with facts and detailed information. Highlights or summaries of events.
Best Practices for Writing
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Clear Headline:
- Use an informative title that captures the essence of the content.
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Structured Content:
- Begin with the most important information.
- Follow with supporting details and context.
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Formal and Objective Tone:
- Especially for press communication.
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Editability:
- For press notes, ensure the content can be easily adapted by the media.
Both formats are vital tools for managing public information and fostering transparency, ensuring government or organizational activities are appropriately communicated to the public.
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11. Notification
The text describes the purpose and significance of notifications in a formal or governmental context. Here's a breakdown:
-
Recruitment Notifications:
Notifications are often issued to announce vacancies, providing details such as the position, eligibility criteria, and application process. The person reading this might have joined their current position after responding to such a notification. -
Legal and Official Use:
Notifications are used to formally publish rules, orders, or legal directives passed by the government. This ensures transparency and informs the public or concerned parties about actions taken under legal frameworks. -
Announcements:
Notifications are also used for administrative purposes, such as announcing appointments, postings, transfers, or other changes within government departments or offices. -
Government Gazette:
Many notifications are published in the official government gazette, which serves as an authoritative public record. These might be required by specific laws or regulations to ensure public access and legal validity. -
Purpose of Notification:
Overall, notifications serve to inform, document, and formalize governmental actions, decisions, or announcements, ensuring they reach the intended audience officially and transparently.
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Common Features
Each type of communication follows a structured format to:
- Ensure clarity and consistency.
- Align with the intended purpose and audience.
- Facilitate seamless communication within or outside the government framework.
Here is the example of how to draft one of these letter?
[Urgency: URGENT]
[Government Emblem or Department Name in Capitals]
From:
[Designation]
[Department Name]
[Full Postal Address]
To:
[Designation/Role]
[School Name]
[Full Postal Address]
Letter No.: [File Number]
Date: [DD/MM/YYYY]
Subject: Participation in the
National Literacy Enhancement Program
References:
2. Communication from the Ministry of Education dated [insert date].
Body of the Letter:
Dear Sir/Madam,
With reference to the
above-mentioned communication, you are hereby instructed to ensure your
institution's active participation in the National Literacy Enhancement Program
scheduled to commence on [insert date].
The program is a government
initiative aimed at improving literacy rates across the district. Participation
is mandatory, and you are required to:
1. Nominate three
representatives from your school to attend the training session on [insert
date].
2. Submit a detailed report on
your school’s existing literacy programs by [insert date].
The details of the venue,
agenda, and other relevant materials are enclosed for your reference. Your
cooperation in making this program successful is highly
appreciated.
Yours faithfully,
[Name of the Sender]
[Designation]
Enclosures:
2. Reporting Format
3. Training Session Agenda
Mode of Dispatch: By Registered
Post
---
Explanation of Key Components
1. Header and Details: Includes
sender and recipient information, date, letter number, and subject.
2. Body: Clearly outlines the
purpose, instructions, and deadlines.
3. Enclosures: Lists
accompanying documents to support the communication.
4. Mode of Dispatch: Specifies
how the letter is sent, ensuring tracking and accountability.
Here is the example of a
different form, such as a DO Letter, Memo, or another type?
GOVERNMENT OF [STATE/COUNTRY NAME]
[Office Address]
[City, State, ZIP Code]
Phone: [Contact Number]
Date: [DD/MM/YYYY]
Dear Dr. [Recipient’s Name],
**Subject:** Expediting the Implementation of the Vaccination Drive
I hope this letter finds you well. As you are aware, the ongoing vaccination campaign against [specific disease] is a critical initiative aimed at safeguarding public health. While your district has shown commendable progress, I am writing to personally request your attention to accelerate the remaining phases of this drive.
It is vital that all healthcare workers and volunteers are mobilized effectively to meet the target of [specific percentage] population coverage by [specific deadline]. I would appreciate receiving a detailed progress report from your office by [insert date].
I trust in your capabilities to lead this mission to success and look forward to your kind cooperation in this regard. Please do not hesitate to reach out to me directly if you require any support or resources from our end.
With kind regards,
[Signature]
[Name of the Sender]
[Designation]
Enclosures:
2. List of Additional Resources Allocated to Your District
[District/Area Address]
[City, State, ZIP Code]
Key Features of a DO Letter:
- Personalized Salutation: Begins with a personal tone like "Dear Dr. [Name]" and is tailored to the recipient’s rank or relationship.
- First-Person Tone: Written directly, often expressing trust and appreciation.
- Purpose-Driven: Draws attention to specific matters needing the recipient’s involvement or action.
- Conclusion: Ends with expressions of regard or best wishes depending on the relationship.
Key Features of a Memo:
- Internal Use: Addressed within the organization to subordinates or colleagues.
- No Salutation: Unlike a letter or DO Letter, memos do not begin with a greeting.
- Clear Purpose: The subject line and body are concise and action-oriented.
- Authoritative Tone: Communicates instructions or information clearly and directly.
- Sign-Off: Ends with the sender's designation rather than a personal sign-off.
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