Understanding Office Correspondence: Types, Purpose, and Forms

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Chhabindra Parajuli
Joint Secretary
 
Any written or digital communication
exchanged by two or more parties.
Correspondences may come in the form of
internal memos, letters, emails or notes.
Letter’s may be short, simple and sweet.
Correspondences promote the organizational
image.
 
Serving a notice to the office personnel.
Serving a notice to the individual personnel.
Serving an order to the department or
individual employee of the  offices.
Serving an instruction to the department or
individual employee of the  offices.
 
Internal Correspondence
External Correspondence
Routine Correspondence
Circular
Personalized Correspondence
Sales Correspondence
 
Letters
Emails
Memos
Notes
Fax
Text messages
 
Appointment Letters
Transfer Letters
Nomination Letters
Authority Delegation Letters
Invitation Letters
Promotion Letters
Instructions Letters
Others…..
 
 
Mapping the existing knowledge of the
individuals
 
Individual Letter writing on the specific task
 
Pairs exercise for errors finding
 
Prepare a draft invitation  letter for the
Board of Trade meeting under the chair of
Honorable Commerce minister assume that
you are working as a section officer  at the
ministry of commerce, Nepal.
 
 
Thank you for your kind attention.
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Office correspondence involves written or digital communication exchanged between two or more parties in various forms such as memos, letters, emails, and notes. The purpose includes serving notices, orders, and instructions within an organization. Correspondences can be classified as internal, external, routine, circular, personalized, or sales. Different types of letters like appointment, transfer, nomination, and invitation letters serve various functions. Forms of correspondences include letters, emails, memos, notes, fax, and text messages. Checklists and exercises help in ensuring the quality and effectiveness of written communication.


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  1. OFFICE CORRESPONDENCE Chhabindra Parajuli Joint Secretary

  2. WHAT IS OFFICE CORRESPONDENCE? Any written or digital communication exchanged by two or more parties. Correspondences may come in the form of internal memos, letters, emails or notes. Letter s may be short, simple and sweet. Correspondences promote the organizational image.

  3. PURPOSE OF OFFICE CORRESPONDENCE Serving a notice to the office personnel. Serving a notice to the individual personnel. Serving an order to the department or individual employee of the offices. Serving an instruction to the department or individual employee of the offices.

  4. CLASSIFICATION OF OFFICE CORRESPONDENCE Internal Correspondence External Correspondence Routine Correspondence Circular Personalized Correspondence Sales Correspondence

  5. FORMS OF CORRESPONDENCES Letters Emails Memos Notes Fax Text messages

  6. WHAT ARE THE DIFFERENT TYPES OF LETTERS? Appointment Letters Transfer Letters Nomination Letters Authority Delegation Letters Invitation Letters Promotion Letters Instructions Letters Others ..

  7. CHECK LIST S.N. Qualities Yes No 1 Inside Address 2 Paragraphs 3 Salutation 4 Date 5 Margins 6 Copy list 7 stamped 8 Signature 9 Enclose( If any)

  8. EXERCISE ONE Mapping the existing knowledge of the individuals Individual Letter writing on the specific task Pairs exercise for errors finding

  9. EXERCISE Prepare a draft invitation letter for the Board of Trade meeting under the chair of Honorable Commerce minister assume that you are working as a section officer at the ministry of commerce, Nepal.

  10. Thank you for your kind attention.

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