INTRA ORGANIZATION

COMMUNICATION

PRITIMA KAUSHAL
WWW.Enablersindia.com
Formal & Informal Written Communication
within the Organisation

Different Locations
/ Geographies
Formal & Informal Written Communication
within the Organisation
• Intranet / E-mail
• Memorandum
• Circulars
• Notices
• Memos are an important part of communication in the
corporate world.
• Most of the official communication takes place through
memos as they are written evidence that can be used in case of
conflicts.
 MEMORANDUM

• Originates from a latin word memoranda(Plural) meaning ,“A

thing which must be remembered)
• Inter office Memo (IOM)
• It’s a tool for communication within the organization.
• Compared to letters, it is informal in style.
• Sent electronically or sent as a hardcopy through a messenger
in a printed / hand written form
 WHEN TO USE A MEMO INSTEAD OF
MAIL.
• If people will print your communication, use a memo
rather than an email.

• If your message belongs on a bulletin board—for

example, in an employee break room—write a memo.

• If people will discuss your ideas at a meeting, write a

memo to make it easy for them to print the document.
 WHY MEMOS?

To inform of Memo To request decision/

decision/action action
____________________________
_____________________________
______________________________
______________________________
______________________________
______________________________
To Remind ______________________________ To provide information
someone of Of any kind
action required
 FORMAT OF A MEMO
Memorandum

To________________________ From____________________

Subject____________________ Date____________________
_________________________________________________________

For your
Approval  Information  Comment 
 Logo
Memorandum
No courtesies required
To________________________ From____________________

Header Subject____________________ Date____________________

_________________________________________________________

Message
Body _________________________________________________________
_________________________________________________________
_________________________________________________________
Close _________________________________________________________
/Action _________________________________________________________

Reply
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________

Pre printed stationary for Memos

 TYPES OF MEMOS

Informational Memo (can take a form of a report eg a Tour

Report)
Persuasive Memo (request)
 KEY POINTS

Make a plan before writing a memo. Group your points together in a

logical order.
Give your memo an appropriate subject heading
Use simple, clear language which every one understand
Use bullets wherever appropriate.
End with an Action statement
 Action you want reader to take
 Action You will take
 Deadline?
Avoid unnecessary expressions like Thank you and Regards
Do not include a salutation or complimentary close on memos
 MEMO FORMAT PLAN

1. The Direct or Deductive organizational plan

2. The Indirect or Inductive Organizational plan.
 MEMO FORMAT

The Direct or Deductive organizational plan

 When the memo is purely informational
 The writer knows that his proposal will be accepted
 The purpose or request is mentioned right in the beginning and then the reason
provided.

The Indirect or Inductive Organizational plan.

 When the purpose of memo is to persuade, but the writer feels the receiver will
object or reject his proposal.
 The writer presents the reason first and then makes the request or
recommendation in the end .
 EXERCISE

• AS an Area sales Manager of Haryana region, write an IOM to

your sales manager to sanction 5 additional sales executive for
your Territory.

• Study group 1 to 5 Deductive plan

• Study group 6 to 10 Inductive plan
 CIRCULARS AND NOTICES

Written forms of communication within the organization.

Both convey information to a pre determined group or circle.

circulars are announcements which are distributed to small or

selective groups of people within an organization
 Inform staff of a new policy matter
 Inform customers of a change or a new policy eg RBI circulars to banks.

Notices are meant for a larger group of people.

Notice may also be sent to an individual if found guilty of a
misconduct. (Show Cause Notice)
 CIRCULARS AND NOTICES

Notice
Circular from HR _______
head Branch HR Mangers
_______
_______
 CIRCULAR

• TO: All Area Sales Managers From GM Sales

• Subject: Date
• REF:
 Notices

• A notice is a short composition which is direct, formal and

straightforward in style.
• A notice is a very important form of written communication
used by individuals and organizations to convey information
about functions, events and occasions or to announce
something that has happened or is about to happen.
 Notices

Notices can serve a number of purposes

 Announce social events
 Inform Staff of some new procedure
 Advertise post of internal appointment( IJPs)
 Blood donation camp in the office.
 Motivational quotation
 Flag hoisting in the campus