MODULE III

Memo
Agenda and Minutes
Notice and Circular
Memorandum means something that should
be remembered or kept in mind
A memo is intended to inform a group of
people about a specific issue - an event,
policy, or resource
It encourages them to take action
Objectives of Memo

Conveying information
Informing decisions
Making a request
Providing a response to a question
Making a suggestion
Presenting an informal report
Proposing a solution to a problem
Documenting a reference for future use
NOTICES

It is a note or placard conveying information

or a warning for wide attention
Used to keep the workforce as a whole up to
date with what is going on
Impersonal method of communication - the
same communication is sent to all the workers
Notices may relate to vacant posts, holiday
arrangements, union matters or social events
and are likely to be displayed on a notice
board
They keep workers informed and attempt to
make them feel a part of a large company
 Features

• It contains diagrams as well as written

information
• A written record of the message
• They can be created in such a way as to attract
attention
• Employees tend to look at notice boards in their
breaks
• The message isn’t clearly sent across, as not a
lot of detail can be included in the notice
• The notice can easily be taken down to be
read by an employee or covered up by
another notice
• If they don’t look attractive, people tend not
to look at them
Circular

Circulars are a common method of conveying

specific messages across widely spread out
units or branches in any large multi- branch
organization
A circular is generally understood as a written
communication addressed to a circle of
persons and customers
A circular may cover a notice or
advertisements, reproduced for distribution
The process of sending circulars is referred to
as circularizing
Convey any commercial or non-commercial
message at minimum time, costs and efforts
Circulars to enforce dress codes and policies
or invite employees to meetings or luncheons
Circulars can also be used as an advertising
tool
Difference between circulars and memos –

Circular is a means of specific, subject-related

instructions/ memos cover events and
developments
Circulars are generally meant to be followed/
memos are noted
Circulars are in the nature of instructions or
guidelines and are expected to be followed
mandatorily
 Memos are generally a matter of information
Circulars are of a permanent nature, of long-
term relevance and may be modified as and
when instructions have to be revised
Memos are generally of short-term relevance
MEETING

A meeting is a gathering of two or more

people convened for the purpose of achieving
a common goal through verbal interaction,
such as sharing information or reaching
agreement
Meetings may occur face to face or virtually,
as mediated by communications technology,
such as a telephone conference call, a skyped
conference call or a video conference