OFFICE DRAFTING

NOTICE
MEMO
E-MAIL WITING
 NOTICE
• POINTS TO BE REMEMBERED
INCLUDE DATE & SIGNATURE WITH NAME

INFORMATION MUST BE COMLETE &CORRECT

USE OFFICIAL LANGUAGE

NO PLACE FOR FEELINGS & EMOTIONS

MUST BE OBJECTIVE
 TYPES OF MEETINGS

• INSTITUTIONAL/DEPARTMENTAL NOTICE

• PUBLIC NOTICE

• NOTICE WITH AGENDA

• NOTICE WITHOUT AGENDA

 FORMAT OF NOTICE

SENDER’ ADDRESS

PH.NO FAX E-MAIL

OUT NO. DATE-

NOTICE
All the staff members/board of directors / students are
informed that --------------------------------------------------------------
-------------------------------------------------

Sd/
Signature
 Question
• As the Principal, draft a notice to all the
students informing them to do submission on
time. Give them dates year wise for
submission.
 RAMKRISHNA TECHNICAL EDUCATION SOCIETY’S
SHIVAJI POLYTECHNIC COLLEGE SANGOLA
SANGOLA –JATH ROAD ,SANGOLA
PH.NO 02187-222852 FAX-222853 E-MAIL- spc_sangola@yahoo.com

OUT NO DATE
• NOTICE
• All the students are hereby informed that the dates of the submission of various
subjects are displayed on the college notice board. You are instructed to see them and do
your submission on the time. No submission will be accepted after the due date. The time
for submission is given below. Take note of it and act accordingly.
• Sd/
• Principal
• Sr .no. Day Date Time
1 Monday 10/03/2015 10.00 to
2.00 PM
2 12/03/2015 10.00 to
Wednesda 2.00 PM
y
3 Friday 14/03/2015 10.00 to
2.00 PM
 QUESTION

• Draft a notice inviting the members

of the Board of Directors to attend
the meeting at the Registrars Office
of the company
 TATA MOTORS PVT.LTD
CHAKAN 32, PUNE
PUNE –NAGAR ROAD ,PUNE
PH.NO 02187-2228 FAX-222853 E-MAIL- tatamotors@yahoo.com

OUT NO –TAMO/N/25/2015 Date- 12/02/2015

NOTICE

• All the members of the board of directors are hereby informed that
the meeting is arranged/ is scheduled/ will be held at the Registrars office on
Monday,15/02/2015 at 3.00 PM. You are requested to remain present for the
same on the time.
• Secretary
• Agenda of the meeting.
•1) Confirmation of the minutes of the last meeting.
•2) To discuss new policies
•3) To discuss launching new plants
 QUESTION

As the Workshop In charge ,write a

notice asking all the students to enter
the workshop only after putting on the
overalls
 RAMKRISHNA TECHNICAL EDUCATION SOCIETY’S
SHIVAJI POLYTECHNIC COLLEGE SANGOLA
SANGOLA –JATH ROAD ,SANGOLA
PH.NO 02187-222852 FAX-222853 E-MAIL-
spc_sangola@yahoo.com
OUT NO

NOTICE
• All the students of FY Diploma Engg. are hereby informed that you
should enter the workshop only after putting on the overalls /apron and
gloves, safety glasses. It has been observed some students do not wear/put
on apron and gloves during practicals in the workshop. It is very serious
issue. It may cause minor or major accident in the workshop. Those who do
not put on apron during the practical, will not be allowed for practical. Take
note of it and act accordingly.
• Workshop In charge

•
 Question

• As a Librarian draft a notice to

the students informing them
change in the time table of
library working hours.
 RAMKRISHNA TECHNICAL EDUCATION SOCIETY’S
SHIVAJI POLYTECHNIC COLLEGE SANGOLA
SANGOLA –JATH ROAD ,SANGOLA

PH.NO 02187-222852 FAX-222853 E-MAIL- spc_sangola@yahoo.com

OUT NO Date-
NOTICE

All the students are hereby informed that there

is change in the working hours of library. The library
will remain open from 10.00am to 10.00 pm due to
exam period. You are informed to take note of it and
act accordingly.
Librarian
 Question
• As a principal draft a notice to
students informing them not to
use cell phones in the college
campus.
 RAMKRISHNA TECHNICAL EDUCATION SOCIETY’S
SHIVAJI POLYTECHNIC COLLEGE SANGOLA
SANGOLA –JATH ROAD ,SANGOLA
PH.NO 02187-222852 FAX-222853 E-MAIL- spc_sangola@yahoo.com

• Out no Date
• NOTICE

• It has been observed that some students in the college are

using cell phones in the college campus. There is ban on use
of mobile phone. You are hereby strictly informed not to use
cell phones in the campus. If found, your cell phone will be
seized forever. Take note of it and act accordingly.

• Principal
 MEMO
• POINTS TO BE CONSIDERED:
• 1) Memo is abbreviation of MEMORANDOM
• 2)It is downward communication
• 3) It is stern kind of warning informing
discipline
• 4) It includes the information of cause and
effect
 Structure of Memo

• 1) First Paragraph: contains the cause

negligence towards duty,irresponisble
behaviour, etc.

• 2) Second Paragraph: Contains the Effect of

action
• LWP, Stern warning, disciplinary action etc
 FORMAT OF MEMO
• SENDER’ ADDRESS

•PH.NO - FAX - E-MAIL-

•
•OUT.NO DATE_

• MEMO

•FROM:
•------------------------------
•TO
•-----------------------------
• SUBJECT: ------------------------------------------------------------------------------------------------------
•It has been observed
that-----------------------------------------------------------------------------------------------------------------------------------------
• sd/
• Signature

•
 Question
• As the Manager of TATA MOTORS
PVT LTD,Chakan, draft a memo for
Supervisor for taking leave without
prior intimation.
 TATA MOTORS PVT.LTD
CHAKAN 32, PUNE
PUNE –NAGAR ROAD ,PUNE
PH.NO 02187-222852 FAX-222853 E-MAIL- spc_sangola@yahoo.com

OUT.NO – TMC/M/2015/02 DATE-24/02/2015

MEMO
• FROM:
• Manager
• TO
• Supervisor
• SUBJECT: Leave taken without prior intimation
• It has been observed that you have taken leave on 23/02/2015 without
taking permission or prior intimation. As a result you have not completed an
assigned/given work.
• It has been clearly informed that no one can take leave without prior
intimation. Still you remained absent. It shows rude and irresponsible behavior of
an employee so that the leave day is treated as Leave Without Pay. You are also
warned not to repeat this action in the future which will affect on your service.
• sd/
• Manager
 Question

• AS the HOD of Civil, device a memo for the

Third year students on following points.

• Sub- Poor attendance in practicals

• Purpose-Warning of stern action

 RAMKRISHNA TECHNICAL EDUCATION SOCIETY’S
SHIVAJI POLYTECHNIC COLLEGE SANGOLA
SANGOLA –JATH ROAD ,SANGOLA

PH.NO 02187-222852 FAX-222853 E-MAIL- spc_sangola@yahoo.com

• OUT.NO – SPC/M/2015/02 DATE-24/02/2015

MEMO
• FROM:
• HOD( Civil)
• TO

• Third Year Civil Students

• SUBJECT: Poor attendance in practical

• It has been observed that you all students of Third Year Civil Engg. are not attending the practical. You
are bunking practical continuously and sitting in the canteen and lawns of the college. It is very serious
issue.
• If you fail to complete 75% attendance, you will be detained for Final Exam.
• Presently you are charged fine of Rs.50 per practical. Repetition of the action will be taken seriously. Take
note of it.
• HOD
• Civil Dept.
 Question
• As the General Manager devise a memo to
supervisor for sleeping during working hours
and warn him not to repeat the action.
 TATA MOTORS PVT.LTD
CHAKAN 32, PUNE
PUNE –NAGAR ROAD ,PUNE
PH.NO 02187-222852 FAX-222853 E-MAIL- spc_sangola@yahoo.com

OUT.NO – TMC/M/2015/52 DATE-24/02/2015

MEMO
• FROM:
• General Manager
• TO
• Supervisor
• SUBJECT: Sleeping during working hours
• It has been observed during my surprise visit that you were sleeping
during working hours. Though you know the rules and norms of the company
, yet you were sleeping. It indicates your carelessness and irresponsible
behavior.
• You are strictly warned not to repeat the mistake. If you found sleeping again,
a strict action will be taken against you. Take note of it.

• General Manager
 Question
• As the Lab In charge, draft a memo to First
Year students for not wearing aprons during
Chemistry practical.
 RAMKRISHNA TECHNICAL EDUCATION SOCIETY’S
SHIVAJI POLYTECHNIC COLLEGE ,SANGOLA.
SANGOLA –JATH ROAD ,SANGOLA

PH.NO 02187-222852 FAX-222853 E-MAIL- spc_sangola@yahoo.com

• OUT.NO – SPC/M/2015/02 DATE-24/02/2015

MEMO
• FROM:
• Lab In Charge
• TO
• First Year Students

• SUBJECT: Not wearing aprons during Chemistry practical

• It has been observed that you all students of First Year Engg. are not wearing aprons
during the practical of Chemistry. Though you have been already informed to put on/ wear
aprons for the practical. As there are many inflammable substances in the lab. An accident
may take place while performing / conducting practical.
• Those students who do not wear aprons, will not be allowed to appear for practical.
Take note of it and act accordingly.
• HOD
• Civil Dept.
 Question
• An industry is not able to meet the production
target for the month because of excessive
casual leaves of the workers. As a Manager,
draft memo in proper format, warning the
workers about stern action.
 TATA MOTORS PVT.LTD
CHAKAN 32, PUNE
PUNE –NAGAR ROAD ,PUNE
PH.NO 02187-222852 FAX-222853 E-MAIL- spc_sangola@yahoo.com

• OUT.NO – SPC/M/2015/02 DATE-24/02/2015

MEMO
• FROM:
• Manager
• TO
• Workers
• SUBJECT: Excessive casual leaves

• It has been observed that most of the workers are taking casual leaves unnecessary. It has
badly affected our production target. We have not been able to meet the production target for
the last month due to excessive casual leaves taken by the workers.
• You are strictly warned not to take unnecessary casual leave here after . Those who
will take casual leave without genuine reason, will be terminated. Take note of it and act
accordingly.

Manager