1.

Write a General letter and convert the letters into different styles as Indented
style, blocked style, and semi –block style.

Aim:

To write a general letter and convert it into different formats: Indented style, Blocked style,
and Semi-block style.

Procedure:

1. Write a General Letter

o Choose a common formal letter topic (e.g., a request letter or an application).
o Include key elements: sender’s address, date, recipient’s address, salutation,
body, closing, and signature.
2. Convert the Letter into Indented Style
o Indent the address, paragraphs, and closing.
o Keep a formal tone and correct grammar.
3. Convert the Letter into Blocked Style
o Align all text to the left without indentation.
o Keep spacing between sections for clarity.
4. Convert the Letter into Semi-block Style
o Align the address and closing to the left.
o Indent each paragraph while maintaining a formal structure.

Conclusion:

By completing this activity, it was observed that different letter formats are used based on the
level of formality required. The Blocked Style is the most modern and commonly used in
business letters, while Indented and Semi-block Styles are useful for official and academic
purposes.

This experiment enhanced our ability to format letters properly and apply the correct style as
per the requirement.
OUTPUT:

General Letter (Formal Letter Sample)

Subject: Request for Issuance of Bonafide Certificate

From
Rahul Sharma
123, MG Road
Bangalore – 560001

Date: 19th February 2025

To
The Principal
XYZ College
Bangalore – 560002

Respected Sir/Madam,

I am writing to request a bonafide certificate from the college as I require it for scholarship
purposes. I am a final-year student of B.Com (Batch: 2022-2025) with Roll Number
21BCO123.

I kindly request you to issue the certificate at the earliest so that I can submit it before the
deadline. Please let me know if any additional documents are required for processing the
request.

I shall be grateful for your assistance.

Thank you.

Yours sincerely,
Rahul Sharma
1. Indented Style

In this style, paragraphs and addresses are indented.

Rahul Sharma
123, MG Road
Bangalore – 560001

Date: 19th February 2025

The Principal
XYZ College
Bangalore – 560002

Respected Sir/Madam,

I am writing to request a bonafide certificate from the college as I require it for

scholarship purposes. I am a final-year student of B.Com (Batch: 2022-2025) with Roll
Number 21BCO123.

I kindly request you to issue the certificate at the earliest so that I can submit it before
the deadline. Please let me know if any additional documents are required for processing the
request.

I shall be grateful for your assistance.

Thank you.

Yours sincerely,
Rahul Sharma
2. Blocked Style

All text is aligned to the left margin without indentation.

Rahul Sharma
123, MG Road
Bangalore – 560001

Date: 19th February 2025

The Principal
XYZ College
Bangalore – 560002

Respected Sir/Madam,

I am writing to request a bonafide certificate from the college as I require it for scholarship
purposes. I am a final-year student of B.Com (Batch: 2022-2025) with Roll Number
21BCO123.

I kindly request you to issue the certificate at the earliest so that I can submit it before the
deadline. Please let me know if any additional documents are required for processing the
request.

I shall be grateful for your assistance.

Thank you.

Yours sincerely,
Rahul Sharma
3. Semi-block Style

In this format, text is left-aligned, but paragraphs are indented.

Rahul Sharma
123, MG Road
Bangalore – 560001

Date: 19th February 2025

The Principal
XYZ College
Bangalore – 560002

Respected Sir/Madam,

I am writing to request a bonafide certificate from the college as I require it for scholarship
purposes. I am a final-year student of B.Com (Batch: 2022-2025) with Roll Number
21BCO123.

I kindly request you to issue the certificate at the earliest so that I can submit it before the
deadline. Please let me know if any additional documents are required for processing the
request.

I shall be grateful for your assistance.

Thank you.

Yours sincerely,
Rahul Sharma
 2. Write a memorandum to an employee of the institute for the confirmation of
his/her job to the post of junior secretariat assistant (JSA).

Aim:

To draft a memorandum confirming an employee’s job appointment to the post of Junior

Secretariat Assistant (JSA).

Procedure:

1. Write the Heading of the Memo

o Include the organization’s name, memorandum number, and date.
o Mention "Memorandum" in bold or capital letters.
2. Address the Employee
o Write the employee’s name and department.
3. Write the Subject Line
o Keep it brief, e.g., "Confirmation of Appointment – Junior Secretariat
Assistant."
4. Draft the Body of the Memo
o Begin with a formal statement confirming the appointment.
o Mention the job title, joining date, and any probationary period (if applicable).
o Highlight important terms and conditions.
5. Close the Memo
o Include a formal closing remark.
o Sign with the name, designation, and department of the issuing authority.

Conclusion

The experiment successfully demonstrated the process of drafting a memorandum to confirm

an employee’s job appointment as a Junior Secretariat Assistant (JSA). The memo was
structured according to professional standards, ensuring clarity and formal communication.
OUTPUT:

INSTITUTE NAME
[Institute Address]
[City, State, PIN Code]

Memorandum No: XYZ/HR/2025/07

Date: 19th February 2025

To
Mr./Ms. [Employee’s Name]
Junior Secretariat Assistant (JSA)
[Department Name]
[Institute Name]

Subject: Confirmation of Appointment – Junior Secretariat Assistant

Dear [Employee’s Name],

We are pleased to inform you that your appointment as a Junior Secretariat Assistant (JSA)
at [Institute Name] has been confirmed, effective from [Confirmation Date]. Your dedication
and performance during the probationary period have been commendable, and we look forward
to your continued contributions to the department.

As per the terms of your employment, all policies and benefits applicable to permanent
employees will now be extended to you. Kindly ensure compliance with the institute’s rules
and regulations. If any formalities remain to be completed, please coordinate with the HR
department at the earliest.

We congratulate you on your confirmation and wish you success in your role.

Best regards,

[Authorized Signatory]
[Designation]
[Institute Name]
 3. Draft on office order for an employee for grant/sanction of earned leave for a
period of 5 days.

Aim:

To draft an Office Order granting/sanctioning earned leave for an employee for a period of
five days.

Procedure:

1. Write the Office Order Heading

o Mention the organization’s name at the top.
o Include the office order number and date of issue.
2. Address the Employee
o Write the employee’s name, designation, and department.
3. Write the Subject Line
o Keep it brief, e.g., "Sanction of Earned Leave for Five Days."
4. Draft the Body of the Office Order
o Begin with a formal statement sanctioning the leave.
o Mention the type of leave (Earned Leave), duration (specific dates), and any
conditions if applicable.
o State that the leave has been approved as per company policy.
5. Close the Office Order
o Include a formal closing statement.
o Sign with the name, designation, and department of the issuing authority.

Conclusion:

Through this activity, we learned that an Office Order is an important administrative document
used for official approvals and internal communication. It ensures clear documentation of
decisions within an organization. The structured approach followed in this task enhances
formal communication and documentation skills.
OUTPUT:

[Organization Name]
[Organization Address]
[City, State, PIN Code]

Office Order No: XYZ/HR/2025/08

Date: 19th February 2025

To
Mr./Ms. [Employee’s Name]
[Designation]
[Department Name]
[Organization Name]

Subject: Sanction of Earned Leave for Five Days

Dear [Employee’s Name],

With reference to your leave application dated [Application Date], your request for earned
leave (EL) has been approved for a period of five (5) days, from [Start Date] to [End Date],
as per the leave policy of the organization.

During this period, you will be relieved of your official duties, and you are expected to resume
work on [Rejoining Date] without fail. Kindly ensure all pending tasks are completed before
proceeding on leave.

This office order is issued for official records and necessary action.

For [Organization Name]

[Authorized Signatory]
[Designation]
[Department Name]
 4. Write a D.O (Demi-Official) letter from the principal of the school to directorate
of education registering a complain of the staff member.

Aim:

To draft a Demi-Official (D.O.) Letter from the Principal of a school to the Directorate of
Education, lodging a complaint against a staff member.

Procedure:

1. Write the Heading of the D.O. Letter

o Mention the sender’s designation (Principal) and school name.
o Include the reference number and date.
2. Address the Letter to the Recipient
o Mention the recipient’s designation (Directorate of Education).
3. Write the Salutation
o Use “Dear [Recipient’s Name]” for a semi-personal touch.
4. Draft the Body of the Letter
o Begin by introducing the subject of the letter.
o Clearly explain the complaint about the staff member.
o Include necessary details, such as incidents, dates, and impact.
o Request appropriate action from the Directorate of Education.
5. Close the Letter Politely
o Express confidence in the recipient’s action and cooperation.
o Provide the sender’s contact details for further discussion.
6. Review and Finalize
o Check for errors in grammar, format, and clarity.
o Ensure all essential details are included before submission.

Conclusion:

Through this activity, we learned that a D.O. Letter is a powerful tool for official
communication that requires personal attention. It ensures clarity, professionalism, and a
formal record of complaints or concerns within an organization. The structured approach
followed in this task enhances official correspondence skills and improves communication
between institutions.
OUTPUT:

From:
The Principal,
[School Name],
[School Address],
[City, State, PIN Code]
Ref. No.: [Reference Number]
Date: [DD/MM/YYYY]

To,
[Recipient’s Name]
Director,
Directorate of Education,
[Directorate Address],
[City, State, PIN Code]

Subject: Complaint Against a Staff Member

Dear [Recipient’s Name],

I hope this letter finds you well. I am writing to formally bring to your attention a serious
concern regarding a staff member, Mr./Ms. [Staff Member’s Name], [Designation], at
[School Name].

We have received multiple complaints regarding their (mention specific issue, e.g.,
misconduct, negligence, absenteeism, etc.), which has significantly impacted the school’s
environment and student welfare. Despite verbal warnings and attempts to address the matter
internally, there has been no improvement in their behavior/performance.

Given the seriousness of the situation, I kindly request your intervention in this matter. An
appropriate inquiry and necessary action from your end would be highly appreciated. I have
attached relevant documents and reports for your reference.

I am confident that your office will take the necessary steps to resolve this issue at the earliest.
Please feel free to contact me at [Phone Number] or [Email Address] for any further
discussion.

Looking forward to your prompt response.

Yours sincerely,

[Your Name]
Principal,
[School Name]
[Contact Information]
 5. Draft on office note inviting the teachers of the school for an urgent assembly in
the auditorium.

Aim:

To draft an Office Note inviting the teachers of the school for an urgent assembly in the
auditorium.

Procedure:

1. Write the Office Note Heading

o Mention the school’s name, office note number, and date of issue.
2. Address the Teachers
o Begin with “To: All Teachers” to specify the recipients.
3. Write the Subject Line
o Example: "Urgent Assembly in Auditorium – Invitation for Teachers."
4. Draft the Body of the Office Note
o Clearly mention the purpose of the assembly.
o Provide details such as date, time, and venue (auditorium).
o Specify if attendance is mandatory.
5. Close the Office Note Formally
o Add a polite closing statement.
o Include the name, designation, and signature of the issuing authority (Principal
or Head of Administration).
6. Review and Finalize
o Check for clarity, correctness, and completeness before issuing.

Conclusion:

Through this activity, we learned that an Office Note is a simple but essential communication
tool within an institution. It helps in relaying information quickly and formally, ensuring that
all staff members are informed and aligned. This exercise enhanced our ability to write short,
structured, and effective internal communications.
OUTPUT:

[School Name]
[School Address]
[City, State, PIN Code]

Office Note No.: XYZ/ADMIN/2025/09

Date: 19th February 2025

To: All Teachers

Subject: Urgent Assembly in Auditorium

Dear Teachers,

You are requested to attend an urgent assembly scheduled to be held in the school auditorium
on [Date] at [Time]. The meeting will address an important matter concerning school
operations and upcoming events.

Your presence is mandatory, and we request you to be seated in the auditorium 5 minutes
before the scheduled time.

For any further clarification, please contact the administration office.

Regards,

[Authorized Signatory]
Principal / Head of Administration
[School Name]