Memo

Que: What is a Memo?

Ans: Memo are an essential tool used with in an organization and professional settings to
convey information, make requests, and provide updates. Memo is also know as
memorandum.

Que: What is the purpose of Memos?

Ans:
Memos serve as internal communication tools within an organization.
They convey information concisely and efficiently.
Common purposes of memos include announcements, requests, reminders, and
updates.

Que: Write a Memo and Requesting Additional office supplies from a supervisor.
Ans:
Memo
To: [supervisor’s Name]
From: [Your Name]
Date: [Current date]
Subject: Request for additional office supplies
_________________________________________________________________

I hope this memo finds you well, I am writing to request additional office supplies for
our department as we are currently experiencing a shortage that is impacting our
productivity. The details of our request are as follows:

1. Writing materials:
a. 50 packs of ballpoint pens
b. 20 packs of highlighters
c. 30 packs of sticky notes
2. Printer supplies:
a. 10 black ink cartridges for the HP LaserJet printer
b. 5 colour ink cartridges for the HP LaserJet printer
3. Paper supplies:
a. 10 reams of A4-sized white paper

We kindly ask for your assistance in procuring these supplies by [date], as it will
greatly facilitate our daily operations and help us meet our targets efficiently.

Attached to this memo, you will find a detailed breakdown of the costs associated
with the requested items. We believe this investment is necessary.
 Letter
1. Business letter – A commercial or business letter can be referred to as a letter that
contains business related information, business letter is an effective medium to exchange
and convey information, ideas, instructions, etc.
2. Structure of business letter –
a. LetterHead – a letter head of a business letter has some components that provide
basic and primary information about its sender. The letter head consists of the
following:
Name of the organization
Mailing address
Phone no.
Fax no.
Pin code
e-mail address
company logo
b. Date – it indicates the date on which the letter is written.
• It always comes two inches below the general information printed on the
letter head.
• It follows a pattern of day, month, year(26th July, 2022)
c. Inside name and address – the full address of a person or the organisation to
whom the letter is being addressed should be written two space below the date.
This will include the addressee’s name, the company name, street, state, pin code.
d. Courtesy title – while writing inside address, the title of rank (sir, madam, dr., prof)
individual profession.
The name already carried a title – kumar and sons
“the” is already a part of a name – “the toy factory”
e. Subject – although experts suggest placing the subjects line two lines below the
salutation.
Use ‘Subject’ Or “Re”
Type the subject in bold letter.
Type the subject in capital letter.
f. Salutation – it referred to as “greeting a person”. The choice of salutation differs
according to the designation and people for e.g. Dear Sir, Dear Madam, Respected
Sir or Respected Madam.
g. Message – this is also called “body” of a letter. It evaluated three questions before
proceeding. i.e the aim of writing letter, outcome, and how to achieve the
outcome. It divided into three parts-
• Opening paragraph- this paragraph introduces the topic of conversation and
also refers to previous conversation, if any.
• Middle or second paragraph – it contains all the relevant facts and
information. Here the reason of writing the letter is discussed in detail.
 • Closing paragraph – this is the final segment which states clearly the
expectations attached or an assurance of future action.
h. Complimentary close – it is a courteous way of ending the letter. It refers to
concluding the letter in a polite way - yourfaithfully
i. Signature and designation
j. Reference initials
k. Enclosures – any kind of document attached with the letter is enlisted as
enclosure.

A LETTER OF INQUIRY [ FORMAT]

Sender’s address

Date

Receiver’s address

SUBJECT

Salutation

With reference to your advertisement in ………… on date ……….. regarding ………… I want to
state that I am currently …………….. I am very much interested in ……………….
I would be highly grateful if you could provide information about the following.

➢ Fee structure
➢ Faculty
➢ Timing
➢ Eligibility criteria
➢ Transportation

Kindly send me the latest brochure/ prospectus so that I may enroll and get registered at
earliest looking forward to hearing from you.

Thank you
Yours sincerely

(name)
(sign)
Que. You noticed an advertisement in the newspaper on yoga classes at P.R. Hospitalities.
Write a letter to the director enquiring about the duration of course and other relevant
details you are Amar, Amrita of B:65 Yamuna Vihar Delhi
Ans.
B:65
Yamuna Vihar
Delhi - 110053

16 September 2023

The director
P.R.Hospitalities
Jagatpuri delhi

Subject:- Enquiry about the yoga classes.

Sir,

With reference to your advertisement in newspaper on date 17 September 2023 regarding

yoga classes at P.R. Hospitalities. I want to state that I am currently pursuing BCA. I am very
much interested in yoga.
I would be highly grateful if you could provide information about the following.

➢ Fee structure
➢ Faculty/instructor
➢ Timing
➢ Duration of course

Kindly send me the latest brochure so that I may enroll and get registered at earliest
looking forward to hearing from you.

Thank you
Yours sincerely

Amar
Amar
 Complaint letter:
Que: You are Abhilash, the sports secretary of your school. Write a letter to m/s Akash
sports Daryaganj, New Delhi asking them to replace the defective goods, Delhi Public
School.
Ans:
Delhi Public School
Daryaganj
New Delhi

5th Jan 2024/ Jan 5, 2024

M/s Akash Sports

Daryaganj
New Delhi

Subject: Complaint against the goods received

Sir,

I am Abhilash Sharma, sports secretary of Delhi Public School. This is regarding the recent
order bill no. 194, dated 28 dec 2023 against which the sports goods have been sent to us.

We regret to write that the material sent by you has not been approved. The items
supplied do not meet the specifications given in the order. Apparently, all the items are
substandard.

You are requested to replace the material by standard items within 15Day.

Your faithfully

Abhilash Sharma
Sports Secretary
Delhi Public School
 One Word Substitution
1. Lagoon: A shallow body of water separated by barrier islands.
2. Stickler: A person who insists on something.
3. Amateur: A person attached to a profession by love or unpaid manner.
4. Survey: The procedure of systematically acquiring information or opinion.
5. Spinster: A childless elderly unmarried woman.
6. Opaque: That through which light cannot pass.
7. Ochlocracy: A government by the mob.
8. Theocracy: Rule by the church.
9. Mercenary: A soldier who kills for money.
10.Honorary: A position for which no money is paid.
11.Volunteer: One who works for free.
12.Philanthropist: One who donates their wealth for the well-being of society.
13.Amnesty: A general pardon given to offenders.
14.Panacea: A cure for all diseases.
15.Curator: A person in charge of a museum.
16.Anarchist: One who is out to subvert a government.
17.Turncoat: One who changes sides.
18.Bilingual: One who can speak two languages.
19.Optimist: One who looks on the bright side of things.
20.Plagiarist: One who copies from other writers.
21.Feminist: One who thinks only of the welfare of women.
22.Eccentric: One who has strange habits.
23.Opaque: That through which light cannot pass
 Letter to Job
With bio-data
Format:
Sender Address
Date
Receiver address
Subject: “application for the post of ________________.
Sir/madam
With reference to your advertisement for the post of post name in your
organisation name dated date . I apply as a candidate for the post name .

I have a lot of interest in maths as a teacher. I have natural inclination towards working
in an atmosphere where I am utilise my potentialities and for that your institution draw
my attention. I’m well qualified and trained as a post name . if you given a chance, I will
leave no stone unturned in proving my worth. My bio-data is enclosed in herewith.

Thank you
Your faithfully

Name
sign

Bio-Data
Name:
Father’s Name:
Mother’s Name:
Email:

Qualification:
• Point 1
• Point 2
Experience:
• Points 1
Reference person:
• Person 1:
Name:
Phone number:
Address:
• Person 2
Name:
Phone number:
Address:
Que: You have read an advertisement for the post of maths teacher in red rose school
saket, new delhi-620017. Write an application applying for the Teacher. You are sumit, the
r/o 20-B Malviya Nagar new delhi-620017.

20-B Malviya Nagar

New Delhi - 17

29th sep, 2022

The principle
Red Rose School, Saket
New Delhi - 17
Subject: “application for the post of maths teacher.

Sir/madam

With reference to your advertisement for the post of math teacher in your school dated
September 26, 2022. I apply as a candidate for the math teacher.

I have a lot of interest in math as a teacher. I have a natural inclination towards working
in an atmosphere where I can utilize my potential, and for that, your institution draws
my attention. I’m well qualified and trained as a teacher. If you are given a chance, I will
leave no stone unturned in proving my worth. My biodata is enclosed herewith.
I will be highly obliged.

Thank you
Your faithfully

sumit
sumit

Bio-Data
Name: Sumit
Father’s Name: Rakesh
D-O-B: 07 oct, 1997
Email: sumit1997@gmail.com

Qualification:
• B.ed from D.U with 1st division in 2020
• Graduation from D.U with 1st Division 2018
Experience:
• Working as maths teacher in a public school Delhi since 2020

Reference person:
• Person 1:
Name:
Phone number:
Address:
• Person 2
Name:
Phone number:
Address:
 Question Answer Before Exam
1. What are testimonials? What are its contents?
A testimonial is a written or video statement from a customer that describes how a
product or service helped them. Testimonials can include information about the
product's use, performance, advantages, and value.
Testimonial Contents:
• Identity and Context
• Experience and Benefits
• Positive Feedback
• Permission for Use

2. Who is a manager?
A manager is an individual within an organization who is responsible for overseeing a
team, department, or specific area of operations. Managers typically have authority and
decision-making power related to the functions they supervise. Their primary role is to
plan, organize, direct, and control resources and activities to achieve organizational goals
effectively and efficiently. Managers may be responsible for tasks such as setting
objectives, allocating resources, guiding and motivating team members, resolving
conflicts, and evaluating performance.
3. List the points to be considered by a banker before writing to a customer.
The following are the points to be considered by a banker before writing to a customer:;
• Purpose and Clarity: the purpose of the letter is clear and specific, whether it's to
provide information, address an issue, or offer a service.
• Professional Tone: Maintain a professional tone throughout the letter, reflecting
the bank's commitment to customer service and satisfaction.
• Accuracy and Detail: Provide accurate and detailed information relevant to the
customer's inquiry or situation, including account details, transaction records, or
any requested documentation.
• Personalization: Tailor the letter to the individual customer, addressing them by
name and acknowledging any specific circumstances or concerns they may have
raised.
4. Define Memo and Agenda with an example.
 Memo: Memo are an essential tool used within an organization and professional
settings to convey information, make requests, and provide updates. Memo is also
known as memorandum.
Example of Memo:
Memo
To: All Staff
From: John Doe, HR Manager
Date: May 10, 2024

Subject: Reminder: Team Building Event Tomorrow

Just a friendly reminder that our team building event is scheduled for tomorrow at 10:00
AM in the conference room. Please be punctual and prepared to participate in the
activities. We have some exciting team-building exercises planned that will help
strengthen our bonds and enhance collaboration within the team. Looking forward to a
fun and productive day!

Best regards,
John Doe
HR Manager

Agenda: An agenda refers to a list or plan of items to be discussed or accomplished

during a meeting, conference, or event.
Example of Agenda:
Meeting Agenda
Date: [Date]
Time: [Time]
Location: [Location]

1. Welcome and Introductions (5 minutes)

2. Review of Previous Meeting Minutes (10 minutes)
3. Presentation: Quarterly Sales Report (20 minutes)
4. Discussion: Marketing Strategy for Q3 (30 minutes)
5. Update: Project X Progress (15 minutes)
6. Any Other Business (10 minutes)
7. Closing Remarks and Adjournment (5 minutes)

5. What is communication? Discuss communication as process.

 Communication: Communication is the process of exchanging information, ideas,
thoughts, and feelings between individuals or groups. It's a continuous process that
involves at least one sender and one receiver.
The process of communication can be broken down into seven elements:
• Sender: The sender starts the talk or sends the message.
• Encoding: Encoding means turning thoughts or feelings into words or symbols.
• Chennel: The channel is the way the message travels, like speaking or writing.
• Decoding: Decoding is understanding the message you got.
• Receiver: The receiver gets and understands the message.
• Feedback: Feedback is the receiver's reaction, showing if they get it or need more
explanation.
• Context: Context is the setting around communication, affecting how it's
understood.
6. Differentiate between a notice and a memorandum.
Notice Memorandum
A notice is a formal announcement or A memorandum, or memo, is a brief
communication made to a group of people written message used for internal
communication within an
organization.
It is typically posted in public areas such as It is usually directed to specific individuals
notice boards or sent via email. or departments within the organization.
Notices often have a standardized format Memos are often more informal and may
and may include headings such as be less structured in format, containing
"Notice," "Date," "Subject," and "From". headings like "To," "From," "Date," and
"Subject".
Notices are commonly used for Memos are typically used for internal
announcements, reminders, or communication regarding specific projects,
notifications about events, meetings, or tasks, updates, or announcements.
policy changes.

7. Differentiate between a resume, biodata and curriculums.

Resume:
• A resume is a summary of your education, work experience, skills, and
achievements.
• It's usually tailored to a specific job you're applying for.
• Resumes are short and to the point, highlighting the most relevant information for
the job.
 • They're commonly used when applying for jobs or making career changes.
Biodata:
• Biodata is a detailed document that includes personal information like your name,
age, gender, date of birth, and family background.
• It also lists your educational qualifications and work experience.
• Biodata may include additional details like hobbies, interests, and references.
• It's used in various contexts, including marriage proposals, immigration
applications, and job applications in some countries.
Curriculum Vitae (CV):
• A CV is a comprehensive document that provides an overview of your academic
and professional background.
• It includes details about your education, work experience, skills, publications, and
other achievements.
• CVs are often longer than resumes and provide more detailed information.
• They're commonly used for academic, research, or scholarly positions, as well as
for applying to graduate programs or fellowships.
8. What is a technical proposal? Discuss in brief.
A technical proposal is a document that offers a solution to a technical problem or
project. It explains how to carry out a project, what resources are needed, and what the
expected outcomes are. It is often used to persuade a client or management to approve
or fund the project. The proposal typically includes an introduction, background
information, objectives, methods, timeline, budget, and benefits.
9. What is a report? Discuss on the different types of reports.
A report is a written document that presents information in a structured format for a
specific audience and purpose. Reports are used to communicate findings, analyses, or
recommendations.
Different types of reports include:
a. Informational Reports: Provide data without analysis, like progress reports or
meeting minutes.
b. Analytical Reports: Include analysis and recommendations, such as research reports
or feasibility studies.
c. Progress Reports: Update on the status of a project.
d. Financial Reports: Detail financial performance and projections.
 e. Incident Reports: Describe events like accidents or breaches.
10.What is a barrier in communication? Discuss in detail.
A barrier in communication is anything that prevents effective exchange of ideas or
information.
Barriers can be:
a. Physical Barriers: Noise, distance, or poor equipment.
b. Language Barriers: Different languages or jargon.
c. Psychological Barriers: Stress, emotions, or personality differences.
d. Cultural Barriers: Different cultural norms and values.
e. Perceptual Barriers: Misunderstandings due to different perceptions.
Overcoming these barriers involves active listening, clear language, empathy, and
feedback.
11.Differentiate between agenda, memo, and notice.
Agenda: A list of topics to be discussed at a meeting. It outlines the order of items and
ensures the meeting stays organized and on track.
Memo: A short, informal written communication used within an organization to share
information, make requests, or provide updates.
Notice: An official written or printed announcement, often used to inform people about
meetings, events, or changes in policy.
12.Discuss the principles of resume writing.
Principles of resume writing include:
a. Clarity: Use clear and concise language.
b. Relevance: Tailor the resume to the job you are applying for.
c. Accuracy: Provide correct information about your skills and experiences.
d. Professionalism: Maintain a formal tone and format.
e. Organization: Use headings and bullet points to organize information logically.
13.What is the importance of a business letter?
A business letter is important because it:
• Facilitates Communication: Helps convey messages clearly and professionally.
 • Creates Records: Provides a written record of correspondence.
• Builds Relationships: Helps establish and maintain professional relationships.
• Conveys Professionalism: Reflects the company's image and attention to detail.
• Legal Purposes: Can serve as evidence in legal matters.
14.What is a sales letter? What is it written for?
A sales letter is a written document used to persuade a potential customer to purchase a
product or service. It is written to highlight the benefits of the product, create interest,
and motivate the reader to take action, such as making a purchase or requesting more
information.
15.Define a resume and discuss the principles of resume writing.
A resume is a document that summarizes your work experience, education, skills, and
achievements. It is used to apply for jobs and helps employers evaluate your
qualifications.
Principles of resume writing include:
a. Clarity: Use simple, clear language to describe your qualifications.
b. Relevance: Customize your resume to the job you are applying for.
c. Accuracy: Ensure all information is correct and truthful.
d. Professionalism: Keep the format and tone professional.
e. Organization: Structure your resume with clear headings and bullet points for easy
reading.
 Short Notes (q/a)
1. Resume
A resume is a document that summarizes your work experience,
education, skills, and accomplishments. It is usually one to two pages long
and helps employers decide if you are suitable for a job. A good resume is
clear, concise, and well-organized. It often includes sections like contact
information, objective or summary, work experience, education, skills, and
sometimes hobbies or interests.

2. Cover Letter
A cover letter is a document you send with your resume when applying for
a job. It introduces you to the employer and explains why you are
interested in the job and why you are a good fit for the position. A cover
letter should be tailored to each job application, highlighting your most
relevant experiences and skills. It usually has three parts: an introduction,
a body, and a conclusion.

3. Group Discussion
A group discussion is a conversation among a group of people about a
specific topic. It is often used in educational settings and job interviews to
assess how well participants communicate, work in a team, and think
critically. During a group discussion, participants should listen carefully,
share their ideas clearly, and respect others' opinions. It is important to
stay on topic and contribute constructively to the conversation.

4. Interviews
Interviews are meetings where one person (the interviewer) asks another
person (the interviewee) questions to learn more about them. They are
commonly used in job hiring processes to assess the candidate's suitability
for a role. There are different types of interviews, such as face-to-face,
phone, and video interviews. Preparing for an interview involves
researching the company, practicing answers to common questions, and
dressing appropriately.
5. Informal Report
An informal report is a short, written document that provides information on
a specific topic. It is less structured and formal than official reports. Informal
reports are often used in workplaces to communicate information quickly and
efficiently among colleagues.
Key features of an informal report include:
o Purpose: It aims to inform, update, or present findings on a specific
issue or task.
o Format: It usually has a simple structure, which may include a title,
introduction, main body, and conclusion.
o Language: The language used is straightforward and easy to understand.
o Tone: The tone is often conversational and less formal than in official
reports.
Examples of informal reports include progress reports, meeting summaries,
and memos. They are typically used for internal communication within an
organization.