CBSE Class 12 English Official Letters Notes Set 01

Class 12 English notes on official letters, covering the six forms of official communication: circular, memorandum, notification, press release, endorsement and resolution. Each form is explained with its elements and format, followed by 12 sample drafts, including four circulars and three memoranda, laid out in the proper official format.

Official Letters

Letters written by business or non-business concerns (such as government, no-trading concerns, clients/customers etc) regarding official matters are known as Official Letters. In other words, it is a correspondence between two or more institutions/individuals on matters other than business. An official letter may be written to complain, request, enquire, warn etc. The structure of an official letter is same as business letters. It can also be used as a documentary evidence for future reference. An official letter may be sent/received by more than one person at the same time.

Official letters can be in the following forms

1. Circular
2. Memorandum
3. Notification
4. Press Release
5. Endorsement
6. Resolution

1. Circular

Circular letter is also a kind of a letter that is issued for a number of people. It is a kind of notice that is sent as a letter, aimed to address a large group of people.

When any information/instructions/guidelines are to be sent to all the branches by the Head Office, circulars are usually issued by the Head Office to its branches or by higher officer to his junior officers for compliance.

There are two types of circulars

(i) Official Circulars

Instructions/guidelines, issued by the head of the department to a large number of employees, are usually circulated through official circulars.

Official circulars are issued generally from Head Office to its branches and are, usually, issued as follows

(a) From Head Office to its branches.
(b) From Ministry to State Ministries, or offices/departments working under the Ministry.
(c) From Chief Election Commission to all the States Commissions.

(ii) Business Circulars

These are issued by a business entity to its clients, dealers, sub-dealers or branches. Following types of information are usually sent through business circulars

(a) Information about change of address of registered office to its shareholders.
(b) Information about special discount on festivals, to dealers and sub-dealers.
(c) Information about removal from service of an employee, to all its offices, dealers and sub-dealers.
(d) Information about a policy of incentive for achieving sales targets etc to dealers and sub-dealers.
(e) Any other such information relating to business.

Elements of a Circular

1. Address of the Issuing Agency Usually in all kinds of circulars, the address, phone no etc of the issuing office/agency/department is printed at the top.
2. Reference It is usually written on the left side. It is different for each circular.
3. Date It is written on the left side.
4. Subject The subject on which the circular is being issued is written, as it is written in simple letters.
5. For After subject, 'for' is written, that indicates for whom the circular is being issued.
If the circular is issued by the Head Office of a bank, for all the Zonal/Regional Offices, then it must be invariably mentioned as following
For All Zonal/Regional Offices
If the circular is meant for all its branches, then it should be mentioned as following
For All branches
6. Salutation Generally, no salutation like Dear Sir, Dear Sirs etc is used in circulars.
When the circular is meant for the authorities, the use of salutation can be made.
In business circulars, usually salutation like Dear Dealers, Dear Customers, Dear Valued Customers etc is used.
7. Body The body of the circular contains whatever is wished to be conveyed by the issuing authority. The language used should be straight, unambiguous, formal and simple, that conveys the instructions/guidelines in clear terms.
8. Signature At the end, the circular issuing authority puts his signature. The designation of the circular issuing authority is also written below the signature. The use of subscription 'Yours faithfully', or 'Yours sincerely' is avoided in circulars.

Sample Circulars

Draft a circular for the staff, outlining the need and value of punctuality in keeping office hours and quick disposal of writs and other work (as the Head of your office)

Office of Dy Commissioner
Commercial Taxation

Hasan Khan Mewat Nagar, Alwar
Circular Ref : KB /14/15/20XX
Date : 27th September, 20XX
For : All the Members of the Staff including the Officers

All the members of the staff, including the officers, are instructed to adhere to punctuality in coming to office and leaving office. Hence, attendance in the office is desired by 10:00 am positively.

It has been noticed that some of the employees, including officers, are habitual of coming late and leaving office before time that is before 5:00 pm.

This causes great inconvenience to the management. Lack of punctuality and leaving office before time is an act of indiscipline that leads to delay in disposing of the files and hinders smooth working. Intentional delay and keeping the work pending must be stopped forthwith.

All the officers are instructed to dispose off all the pending work within a week and apprise the undersigned in the matter positively on the next Monday.

Non-compliance on the part of any staff shall be viewed as an act of indiscipline and action against such conduct shall be taken in response by the undersigned.

XYZ
Dy Commissioner (Administration)

Draft a circular from the State Government, Department of Civil Supplies, addressed to all District Supply Officers advising the steps to be taken for proper distribution of essential commodities from fair price shops

Government of Rajasthan
Secretary, Department Civil Supplies, Jaipur

Circular Ref : Civil Sup/26/20XX
Date : 15th July, 20XX
Subject : Distribution of Essential Commodities through Fair Price Shops
For : All District Supply Officers

It has come to the notice of the government that some fair-price shop dealers are indulged in improper distribution of the essential commodities. They are selling the commodities in open market. In rural areas specially, the shops remain close or the commodities are not distributed to the people, which frustrates the aim and objective of opening these fair price shops.

The matter was discussed in a meeting presided over by the Minister for Civil Supplies and a very serious view of the situation was taken. I, therefore, advise you to make all the efforts required to maintain regularity in supply of goods. You are also being advised to implement the following measures agreed upon in the meeting

1. The Enforcement Inspectors should visit personally all the fair price shops and should also meet the Panch or the Sarpanch of the villages. Not only this, reports and views of the general people should also be taken and noted to ascertain the factual position.
2. The DSOs should also make a point to visit at least 15 fair price shops in a month and verify the reports of the Enforcement Inspectors invariably. Out of the 15 fair price shops, 10 must be located in rural areas.
3. Action, including the suspension of licence of the dealer of the fair price shop, should be resorted to, in the first instance. In a second instance, if any, the dealership of the fair price shop must be terminated and legal action should also be initiated in accordance with the advice of the legal cell.
4. Periodical inspection report and the visit reports are to be submitted to the office of the undersigned on monthly basis.

Intimate compliance to the undersigned within seven days.

SK Mahajan
Secretary Civil Supplies

Draft a circular from the Finance Secretary, Government of Rajasthan, to all Departments, District Officers and Commissioners requesting them to adopt measures of financial austerity

Government of Rajasthan
Office of the Finance Secretary, Jaipur

Circular No F 348/26/20XX
Date : 28th May, 20XX
Subject : Economy Drive
For : All Head of Deptts, Commissioners, and District Collectors

To review the drought and famine conditions prevailing in the state, a High Power Committee has been instituted under the Chairmanship of Deputy Chief Minister. The Committee has decided in its last meeting, held on 23rd August, to adopt some thrift measures as per the following

1. An over all cut of 20% in all non plan expenditure with immediate effect.
2. All unnecessary and avoidable TA bills be reduced by 25% with immediate effect.
3. Expenses on office purchase be stopped forthwith. No expenditure will be made on office purchase without the permission of the Deputy Secretary of the respective Ministry.
4. All the medical bills are to be thoroughly checked before making the payments.

All the departments concerned under your jurisdiction must be informed of the instructions immediately.

Compliance of the order is required to be submitted to the undersigned within three days.

KK Jha
Finance Secretary

The management of Home Appliances Ltd VKI, Delhi has decided to close down their Station Road Branch and to open instead two new branches in the city. Draft a circular informing your customers about the change of premises and also inviting them to visit the new branches

Home Appliances Ltd
VKI New Delhi

Ref : Circular/1992/21st July, 20XX
Dear Valued Customer

Owing to the parking problem faced by our valued customers, it has been decided to close down the Station Road Branch from 15th August and open two new branches at the following locations, keeping in view the long standing demands of our customers of these areas.

Branches Opening on 15th August at
(i) 148 Raja Park, Shopping Complex, New Delhi
(ii) J-84 Malviya Nagar, Shopping Centre, New Delhi

You will find more variety at both the branches, with fully air conditioned showroom and facility of customers lounge for rest and recuperation.

An inaugural discount of 10% is being offered only for the first three days.

We expect your valuable support as earlier.

Customer satisfaction is our prime motto.

Home Appliances Ltd
VKI New Delhi

2. Memorandum

Memoranda or memo is a short note written as a reminder. It is a brief, unsigned diplomatic communication issued to an individual of lower rank. It does not need to be preserved.

Structure of Memorandum

1. The structure of a memorandum is almost similar to that of a circular.
2. In a memorandum, the names and designation of the officer by whom and to whom it is being sent are also mentioned usually above the subject line.
3. A circular is meant for a large number of recipients/employees, while a memorandum is meant for a particular employee.

Sample Memorandum

As Sales Executive of a Textile firm, write a memorandum to the Dy General Manager, suggesting therein some incentives for dealers to increase the sales

Piramal Textiles
Mumbai

To : The Deputy General Manager (Sales)
From : Sales Executive
Date : September 21, 20XX
Subject : Incentives to Dealers to Increase the Sales

The present slump in the overall textile industry and the reduction in sales are a matter of great concern for our company. I suggest following incentives for the dealers in order to boost the sales.

1. Cash discount of 3% instead of 2% being provided hitherto.
2. Gift in the shape of woollen suit length costing Rs. 2000/- for every purchase of Rs. 50000/-.
3. A five days free trip to Singapore for two persons, for all the dealers who achieve the sales target of Rs. 10 lakhs and above.

Please accord your approval.

Sales Executive

As Deputy General Manager of a Private Limited Company, write a memo to the General Manager informing him about the damage caused by fire in the factory

Kotsons Mills Pvt Ltd
Mall Road, Mumbai

Ref : No GM/26/20XX
To : The General Manager
From : Deputy General Manager
Date : 23rd August, 20XX
Subject : Damage Caused by Fire

It was on 22nd August, 20XX when a fire broke out in the Mill's Showroom at about 3 o' clock in the night. It seems to be caused by short circuit and the entire showroom was in full blaze within minutes. It took nearly four hours for the two fire brigades to control the fire.

The total damage estimated is not less than rupees one crore, as some goods lying in the adjacent godown also caught fire. Lot of goods were saved by the timely arrival of the fire brigades. The Insurance Company has since been informed and a requisite claim for the damage will be submitted within three days.

I am trying to chalk out the plans and the measures to be taken to prevent such happenings in future. A detailed report will be submitted to you at the earliest.

SD
Deputy General Manager

As Deputy Secretary in the Ministry of Home Affairs, Central Government, New Delhi, write a memorandum to be sent to all the State Home Ministers, expressing the Government's concern about police excesses in the states

Government of India
Ministry of Home Affairs, New Delhi

Date : July 18, 20XX
Subject : Police Excesses in States

Undersigned has been directed to apprise all the State Home Ministers that the entire Lok Sabha has expressed its sincere concern and has taken a serious view of the excesses committed by the police more or less throughout the country.

The department of police comes under the State List, so it is the sacred responsibility of all the states to check the recurrences of any such cases. Cases of deaths in police custody, indiscreet firing, cases of violence and rape against women and similar other indecent cases of torture, have been reported frequently by the Press. Human Rights violation is a crime even if committed by a government deptt.

The honourable Home Minister has expressed great concern over the situation and has earnestly desired that the police ought to be sensitised and be trained to deal with common people politely and also to exercise the powers within their limits. Strong and strict action must also be initiated against the criminals irrespective of their status in the society.

Therefore, it is urgently required that a meeting of all the Superintendents of Police of the states be called to discuss the ways and means to regulate proper conduct. A report is to be sent to the ministry at the earliest.

Ajit Sabhrawal
Joint Secretary
(Ministry of Home Affairs)

3. Notification

Notification is a written action of notifying someone about authoritative, urgent, formal or legal information regarding appointment, promotion, transfer, increment, retirement, termination etc. They usually consist of general information and are written in third person.

Sample Notification

Notification of an increment in salary

No. 239/IF2B : The undermentioned employees are informed that they are given an increment of 15% on their basic salary (excluding allowances). This change shall enforce from next month.

1. Ms Pooja Bhatia
2. Ms Swinky Narang
3. Ms Komal Choudhary
4. Mr Ajay Singhal
5. Mrs Priyanka Gupta

1st September, 20XX
Sd/
Accounts (Head of Dept)

Notification asking an employee to report for renewal of job contract

116/1C/20XX: Ms Kamya Sahajwani is informed to report the recruitment committee before 12th March, 20XX for the renewal of job contract. The company declares to stand free to cease her services considering the failure to meet the above said demand as a rejection.

2nd March, 20XX
Sd/
Human Resources

4. Press Release

A press release is a written or recorded communication directed at the members of the news media for the purpose of announcing something ostensibly newsworthy. A press release is one of the best techniques for publicising an event or calling attention to an issue. Typically, they are mailed, faxed, or e-mailed to assignment editors at newspapers, magazines, radio stations, television stations and/or television networks.

The use of press releases is common in the field of Public Relations (PR). Virtually, the aim is to attract favourable media attention to the PR professionals client and/or to provide publicity for products or events marketed by those clients.

Elements of Press Release

There is a standard format for creating press releases. It will help your credibility and chances of being published, if you present your material this way. Correct formatting is important because it conveys the necessary information in a readable, accessible and professional manner. Basic formatting should include a simple and easily recognisable format, and a clear presentation. Each press release should include the following

1. For Immediate Release These words should appear at the top left of the page, in upper case. If you don't want the story to be made public yet, write "HOLD FOR RELEASE UNTIL...." instead.
2. Headline Just like a headline in any newspaper, make sure this describes the content of the story.
3. City, State/Country, Month, Day, Year These details precede the story and orient the reader.
4. Body This is where the actual story goes. The body contains whole story of the event or what you want to make public. It should present the most important information, including who, what, where, when and why, in the first sentence of the body, emphasising why the event is newsworthy. Follow that with the supporting background information and details.
5. Company/Organisation Information Includes any background information about the company or organisation featuring in the press release.
6. Contact Information Includes contact person, company's name, phone/fax, email, physical/postal address.
7. ENDS or ### This indicates the end of the press release.
8. Signature and Designation Whosoever is sending the press release must sign in the last and also write her or his designation to make it authentic.

Sample Press Release

Press release on nuclear missile testing

Nuclear Age Peace Foundation
(Committed to a World Free of Nuclear Weapons)

For Immediate Release

Nuclear Missile Testing Continues in California

California, USA,
September 13, 20XX

Santa Barbara, CA The US military has announced a test of a Minuteman III Intercontinental Ballistic Missile from Vandenberg Air Force Base on September 15. The Minuteman missile will carry a 'dummy' nuclear warhead from Vandenberg to the Kwajalein Atoll in the Marshall Islands. The test is scheduled less than three weeks, after the official UN International Day against Nuclear Tests (August 29).

David Krieger, President of the Nuclear Age Peace Foundation, said, "The US moratorium on nuclear testing remains incomplete as long as we continue testing missiles designed to carry nuclear warheads. Minuteman III missiles are used, solely, to deliver nuclear warheads."

The Nuclear Age Peace Foundation seeks the abolition of all nuclear weapons worldwide. The foundation calls on the United States and all countries around the world to recognise their full obligation to halt all nuclear testing – not only of the warheads, but also of nuclear-capable missiles. The Preamble to the nuclear Non-Proliferation Treaty (NPT) calls upon the 189 countries that signed the NPT to facilitate "the elimination from national arsenals of nuclear weapons and the means of their delivery."

Dr Krieger added, "The US is demonstrating a stark double standard by condemning missile tests of other nations while continuing to conduct them on a regular basis itself. Continued testing of Minuteman III missiles by the United States sends a provocative message and encourages other countries to pursue their own nuclear weapon and missile delivery programmes."

There will be a peaceful protest against the US missile launch outside the front gate of Vandenberg Air Force Base at 11:55 pm on September 14. For more information or interviews, contact the undersigned.

Rick Wayman
Nuclear Age Peace Foundation
xxxxxxx@xxxx.com, (805)xxx-xxxx

5. Endorsement

An endorsement is a kind of support/approval given from one person to another for information, report or necessary action, or to politicians, products, services etc. It is written in third person. Endorsements forwarded for information or necessary action always have a reference number.

Sample Endorsement

Endorsement forwarding approval for back up army personnel

No 12/20XX
Commissioner of Police West

March 3, 20XX, New Delhi

Approval for back up army personnel from March 15, 20XX to March 29, 20XX for Central Delhi and Rajghat forwarded to SHO of Police (Central Zone)

Ramesh Nandwani
Commissioner of Police

6. Resolution

A resolution is a written statement issued by a group or the government for the officers to act upon and abide by. A corporate resolution will be found in the board minutes and the governmental resolution is issued in general interest. It should be noted that resolutions are written in third person. It consists of three parts

1. A preamble stating important documents and papers on the subject.
2. A resolution stating the conditions giving rise to the question, comments of the persons involved in the discussion and the decision taken.
3. An order stating the parties to whom the copies of the resolution should be sent.

Illustration of Resolution

Format of a resolution of the Board of Directors

Certified copy of the relevant extract from the minutes of the meeting of Board of Directors of .................. held on .................. at .................. .

After discussion the Board passed the following resolution

.............................................................................................
.............................................................................................
.............................................................................................
.............................................................................................

Board of Directors
1. .............................
2. .............................
3. .............................
4. .............................