Business Correspondence
Writing Memos, Agenda,
Circulars, Notices
What is a memo?
A memo, short for memorandum, is a way
to inform a group of people about a
specific problem, solution, or event. A
memo should be brief, straightforward,
and easy to read. It informs recipients and
provides an action plan with specific next
steps.
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When to Write a Memo:
The aim of your memo should be to inform, bring attention to a
problem, or answer a question. The following purposes are suitable for
a memo:
Broadcast internal changes
Disseminate news
Share an upcoming event
Update public safety guidelines
Raise awareness about an issue
Address a problem
Make a request
Share project updates
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Format of a
Memo
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What is an Agenda?
An agenda, also called a docket or a schedule, is
a list of activities in the order they are to be taken
up, from the beginning till the adjournment. An
agenda helps in preparing for a meeting by
providing a list of items and a clear set of topics,
objectives, and time frames that need to be
discussed upon.
Your agenda provides purpose, structure, and
opportunities for growth.
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An Agenda normally includes the following elements − Format of an
Meeting Agenda Title − at the top; preferablyAgenda
center-aligned
Meeting Information − Description of the purpose
Objective − description of Agenda
Date − for maintaining records of correspondence
Location − the place of meeting
Time − the actual time of commencement of the
meeting
Meeting Type − brainstorming or Discussion or
Assessment
Time of Arrival − time to begin the meeting
Time of Adjournment − time the meeting ends
Attendees − Number of people present, with their
names
Preparation for Meeting −
- Please Read − the instructions to be followed
-Please Bring − things supposed to be carried that 6
What is a Circular?
A circular is the official communication medium in which
a business organization communicates. Circulars are
generally used in the context of businesses and public
service organizations.
Circulars have four components: head, opening, text, and
signature. If you receive a circular from an organization
or its team of employees, then it means that the
organization is planning to inform you about something.
Although circulars can be written on any kind of paper,
the most frequently used type is the “letterhead”.
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Advantages of a Circular:
It is a very simple and effective way of communication. Since it
is precise and written, very little chance of miscommunication.
It is also quite inexpensive. It is a cost-effective way of
communication.
Circulars are also a time-saving method. It reaches a large
number of people in very limited time and effort.
They are great advertising and marketing tools as well. They can
help create a new market, educate people about the product or
services and also increase consumer confidence in the company
and the product.
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Format of a
Circular
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What is a Notice?
A notice is a written formal announcement
intended for a large group of people. A
notice follows a very precise form of
writing where just the key points about the
concerned topic are mentioned. Any extra
details are avoided in notice writing.
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Tips for Notice Writing
No details – Notice writing is not about details but about the exact information
you need the readers to know.
Correct Heading – Since the notice is meant for a large audience, it’s important
that they understand what the notice is about. Hence, choose the correct
heading.
Format – It is very crucial that the writer maintains the format of the notice.
Make sure you use a large font size for the name of the organization, a smaller
font for the next two lines containing the term ‘notice’ and what the notice is
about. See to it that you use capital letters for ‘NOTICE’. This is done in order to
draw attention to it. End the notice with the signature of the individual issuing
the notice followed by their designation in block letters.
Clarity – Even if notices are meant to be short, you have to make it clear to the
readers what the notice wants to convey. If the message of the notice isn’t clear,
it might give rise to ambiguity among the readers.
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Format of a
Notice
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Thank You…
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