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Annex I to IOM NO. 218/10 Brief on Forms of Communication Written communications may have different categories, such as, Letter, Memorandum, Office Memorandum, Demi-Official Letter, Un-official Letter, Un-official Note, Endorsement and Office Order. A brief explanation of each of the above is as under: 1. Letter An official letter purporting to convey the views or orders of the Management is written under the direction of the Rector or a Director. It is used for all formal sanctions and communications to other departments outside the University or campuses. It should use letter head of the University or the campus, number and date, name and designation of the addressee, subject, salutation, main text of the letter and name, designation of the Sender, his signature with his telephone number. 2. Office Memorandum This form is be used for correspondence between various campuses and for conveying information usually not amounting to an order of the management. It is written in the third person and should bear no salutations except the signature and designation of the officer signing it. Since this University is conducting most of its communication electronically, Office Memorandum form is used for conveying orders of the Rector and other authorities. 3. Memorandum This form should be used for correspondence between the campuses and their subordinate offices in a campus. It should be written in the third person and should bear no salutations or subscriptions except the signature and designation of the officer signing it. 4. Demi-Official letter This form should be used in correspondence between campuses and Head Office when it is desired that a matter should receive the personal attention of the individual addressed. A demiofficial communication should be addressed to an officer by name. It should be written in the first person singular with the salutation: “My dear or “Dear Mr.” and end with “Yours sincerely.” The expression ‘My dear’ should normally be used for an officer of the same status or an officer one step higher in status and “Dear Mr.” if the officer to be addressed is two or more steps higher in status. The name and designation of the sender with titles, if any, should also be typed. 5. Un-official note An un-official (u.o.) note should be made by sending a note on the file itself. This method of consultation could be employed between campuses and the Head Office. 6. Endorsement This form should be used when a copy of a communication is to be forwarded to others in addition to the original addressee. The endorsement may take one of the following forms:— “A copy (with a copy of the letter replied to) is forwarded to for information/necessary action/guidance/for compliance.”