Chapter 5

Writing Business Memos-Circulars, Notices, Memos, Agenda and Minutes, Maintaining a

Diary, Resume/ CV and Press Release, Solicited and Unsolicited Cover Letters.
Terminologies-
1. Circulars- A circular is essentially a letter containing some important information
that is distributed to a large number of people Be it for inter-
departmental communication, advertising or even personal reasons a circular must
always reach a large number of correspondents. Circulars are an inexpensive and fast
way to distribute information as they are highly informative, depending on the level of
information needed.
2. Trade Circular Letter- A Trade circular letter which carries business-relative
information. This includes retirement or death of a partner/partners, opening a new
branch, launching a new business, changing the address, introducing new products
and services, etc.

3. Non-Trade Circular Letter-A Non-trade circular letter which shares personal or

social information. This includes preaching political ideologies or giving a personal
opinion on contextual matters.

4. Notice- A notice is a formal means of communication targeted at a particular person

or a group of persons informing of some important event. This can be an invitation to
a meeting, an announcement of any event, to issue certain instructions, make appeals
etc.

5. Memo- A memo or memorandum, meaning “reminder” is normally used for

communicating policies, procedures, or related official business within an
organization. It is often written from a one-to-all perspective (like mass
communication), broadcasting a message to an audience, rather than a one-on-one,
interpersonal communication. It may also be used to update a team on activities for a
given project, or to inform a specific group within a company of an event, action, or
observance.

6. Request Memo -The objective of these types of memos is to gain a favourable

response to a request. A request memo should use persuasive language because the
end goal is to convince others.

7. Confirmation Memo-These memos are used to confirm in writing something that has
been agreed to verbally. Examples of these types of memos can be observed in
situations that need agreement between two or more parties.

8. Suggestive Memo -These types of memos are usually circulated to find efficient
solutions to problems. One of the building blocks of success in any organization is the
creative thinking of its employees. Managers or team leaders often encourage group
discussions and brainstorming sessions through suggestive memos. The purpose could
be gathering innovative new ideas or generating out-of-the-box solutions to problems.
9. Agenda- The word agenda is the plural for of the Latin word agendum, which
literally means "something to be done. The agenda is the version of the meeting plan
shared with meeting attendees. A meeting agenda may include a list of topics to
discuss, a sequence of planned activities, or both. The simplest agendas are formatted
as a short-bulleted list. More complicated agendas may include detailed topic
descriptions, including the expected outcomes for each item and reference material,
such as reports and proposals for review prior to the meeting. Formal agendas will
also include timing and presenter information for each agenda item.

10. Minutes of Meeting- Meeting minutes, or MoM (for minutes of meeting) can be
defined as the written record of everything that's happened during a meeting. They're
used to inform people who didn't attend the meeting about what happened, or to keep
track of what was decided during the meeting so that you can revisit it and use it to
inform future decisions.

11. Résumé - A résumé is a formal document that provides an overview of the

professional qualifications, including the relevant work experience, skills, education,
and notable accomplishments. Usually paired with a cover letter, a résumé helps to
demonstrate the abilities and the qualifications of an applicant. The spelling of
“résumé” actually originates from French, and means “summary.” To this day, the
purpose of a résumé is still to provide employers with a summary of an applicant’s
relevant qualifications.

12. Curriculum Vitae- A CV (short for the Latin phrase curriculum vitae, which means
“course of life”) is a detailed document highlighting the professional and academic
history of a candidate. CVs typically include information like work experience,
achievements and awards, scholarships or grants the candidate may have earned,
coursework, research projects and publications of his/ her work. A CV is typically a
longer, more detailed document than a resume focused largely on academic
coursework and research.

13. Press Release- A press release is a written communication that reports specific but
brief information about an event, circumstance, product launch, or other happening.
It's typically tied to a business or organization and provided to media through a
variety of means.

14. Advertisement- An advertisement (often shortened to advert or ad) is the promotion

of a product, brand or service to a viewership in order to attract
interest, engagement and sales. Advertisements come in many forms, from copy to
interactive video, and have evolved to become a crucial feature of the app
marketplace. An advertisement is different from other types of marketing because it is
paid for, and because the creator of an advert has total control over the content and
message.
 15. AIDA- AIDA is an acronym used in advertising that describes a common list of
events that may occur when a consumer engages with an advertisement. A – attention
(Awareness): attract the attention of the customer. I – interest: raise customer interest
by focusing on and demonstrating advantages and benefits (instead of focusing on
features, as in traditional advertising). D – desire: convince customers that they want
and desire the product or service and that it will satisfy their needs. A – action: lead
customers towards taking action and/or purchasing. With practice and by following
specific steps, you can write scripts that are both interesting and effective.

16. Testimonial- A testimonial is basically an advertisement that sells your services for
you, encouraging potential clients to work with you without beating a dead horse with
your own sales pitch and personal good word. Good testimonials are important
because they: Build trust and credibility.

17. Cover Letter- A cover letter is a single-page letter written to the person or
organisation offering the job you're applying for. A well-written cover letter should
introduce you and encourage the person reading it to read your resume. Writing a
cover letter should be part of every job application you make, unless there are clear
instructions not to send one.

18. Solicited Cover Letter- A solicited application letter is a letter that a person writes
requesting for an interview for a particular job position. It may be used to introduce
the applicant to the manager and to highlight the information provided on the resume.

19. Unsolicited Cover Letter- An unsolicited cover letter is a letter that expresses
interest in working for an employer who may or may not have a job opening. The
letter serves to highlight the relevant skills and experiences, the kind of job an
applicant is looking for, and most importantly, why the applicant thinks that he/she
would be a good fit for the company.

Questions from Chapter 5

Questions [ 2 / 4 / 5 Marks]

1. What is a Circular? As a General Manager of the Company write a Circular to all

employees of the company regarding the celebration of Independence Day.
2. What is an Agenda and Minutes of Meeting?
3. Write a press release announcing a merger of your company with an MNC from
Mauritius.
4. What are memos?
5. What are the characteristics of a good Résumé? How is it different from Curriculum
Vitae?
 6. Draft a notice highlighting the important of punctuality and adhering to lunch timings;
to streamline work in your department.
7. What is the importance of a Cover Letter?
8. Write a Testimonial for a colleague in office.

Questions [ 8 Marks]

1. What are the essentials of a good Résumé? A leading television channel has the
vacancy for the position of Area Sales Manager. Write your resume which you would
send to the channel.
2. Elaborate on the Important Features of a Press Release.
3. What is the difference between a Circular and a Notice? Illustrate through suitable
examples.
4. Write an appropriate Agenda for a meeting of the Student’s Union to plan and prepare
for annual cultural fest at your Institution.