Forms of communication

FORMS OF OFFICIAL COMMUNICATION

Letter Endorsement Memorandum NotificationOffice Memorandum Resolution Demi-official Letter Press communiqué or note

Un-official Note Office Order

LETTER Official letter to convey the views or orders of the government of Pakistan. Must be written under the direction of Government. It is used for formal sanctions and communication to (a) provincial governments, (b) public bodies and (c) individuals. It is also used to convey sanctions of Government to attached departments and sub-ordinate offices but not between Divisions of Government.

LETTER SHOULD BE COMPOSED OF Letter head bearing words Government of

Pakistan and name of the DivisionNumber and dateName with title and designation of the sender Designation and address of the addresseeSubjectSalutationMain text of the letterSubscription and Signature and designation of the sender with

telephone number

Letter addressed to official authorities should begin with Dear Sir, and end with Yours faithfully

Letter to non-officials or groups of individuals should begin with Dear Sir / Sirs and end with Yours Truly followed by signature and designation of the person signing the letter.

Official letter not purporting to issue under direction from Government should begin with the words, “I have the honour to …not I am directed to…”

OFFICE MEMORANDUMѲ Should be used for correspondence between various Divisions

Ѳ For conveying information not amounting to an order Government to Attached Department and sub-ordinate authorities

Ѳ It should be written in third person and bear no salutation except signature and designation of the officer signing it.

Ѳ Name of the Division, Attached Department or Office should appear at bottom on the left hand corner of the page.

Ѳ The OM purporting to be written under government directions should begin with the words, “The undersigned is directed to…..”

MEMORANDUM Ω Should be used for correspondence

between the Divisions and Attached Departments and subordinate offices

Ω In reply to petitions, applications for appointment

Ω Should be written in third person; begin with no salutation and subscription except signature and designation of the officer signing it.

Ω The name of the addressee should appear on the left hand corner of the page. The Memo should begin with the words, “ Reference application / petition / letter No……dated……..from……….”

DEMI-OFFICIAL LETTER Should be used in correspondence between Government officers when it is desired that a matter should receive personal attention of the addressee.

Demi-official communication should be addressed to an officer by name. It should written in first person singular with salutation, “My dear………..” or “Dear Mr……………” and end with “Yours sincerely”.

The expression “My dear” should be normally used for an officer of the same status or one step above. “Dear Mr…..” when address is two or more steps higher.

The name and designation with title if any of the sender be typed under the crest on the first page alongwith telephone number.

Unofficial note (UO note) should be made by sending a note on the file itself. This method of consultation should be generally employed between Divisions and Division and attached departments where so authorized.

ENDORSEMENT Is used when a copy of communication is to be forwarded to others in addition to the original addressee. It may take the following forms.

“A copy (with the copy of the letter replied to) is forwarded to…………………. for information information and guidance necessary action compliance

NOTIFICATION is used for notifying in the Gazette of Pakistan (a) ordinances, (b) rules and (c) orders, appointments, leave and transfer of Gazetted officers and matters of which are required to be published in the Gazette of Pakistan

ORDINARY NOTIFICATIONSPart-I Notifications regarding appointments, promotions etc., issued by Ministries/Divisions of the Government of Pakistan, Department of the Auditor General of Pakistan and the Supreme Court of Pakistan other than the Ministry of Defence.

Part-II Notifications issued by the Ministry of Aviation and Defence. Part-III Notifications issued by the High Courts, Federal Public Service Commission and by the Attached and Subordinate Offices of the Government of Pakistan

Part-IV Notifications issued by the minor administrations and miscellaneous notifications not included in any other part. Part-V Notifications etc., issued by the Patent Office. Part-VI Advertisements and Notices issued by Corporate Bodies and Private Individuals on payment.

EXTRA-ORDINARY NOTIFICATIONS Part -I Consists of Acts, Ordinances, President’s Orders and Regulations.

Part-II Consists of Statutory Notifications (S.R.O.) issued by various Ministries.

Part-III Consists of other Notifications, Orders etc.

RESOLUTION Is used for making public announcement in the Gazette of decisions of Government on important matter of policy, appointment of committees or commissions of enquiry and the results of the review of important reposts of such bodies

PRESS COMMUNIQUÉ OR PRESS NOTE

It is issued when it is sought to give publicity to a decision of Government. It should ordinarily be prepared in consultation with and issued though the Press Information Department.

TELEGRAMS AND TELE-PRINTERS MESSAGE It is used only on occasion of urgency. The message should be brief but clear. Clarity should not be sacrificed for brevity. The priority of message is as under: Ordinary, Express, Important, Immediate or Most Immediate. Immediate and Most Immediate telegrams are sent only on authority of Secretary or Additional Secretary or Joint Secretary.

Cypher telegram is drafted in normal rather than telegraphic language. Cypher message is forwarded through Pakistan Crypto Centre, Ministry of Foreign Affairs, Islamabad.

COPIES OF CYPHER TELEGRAMS

Copies of cypher telegrams are strictly prohibited except with the request to Ministry of Foreign Affrays.

Making unauthorized copies is breach of Cypher Security

Reference giving should be avoided cypher telegram should be passed

though other means

EMAIL AND FAX MESSAGE For quick disposal of official business urgent message may be transmitted through e-mail or fax.

OFFICE ORDER Is used for conveying instructions to the followed in office and notifying appointment, promotion, leave etc. of the non-gazetted staff.

ORDER Is issued to convey decision of the Government in disciplinary cases

FORMS OF COMMUNICATION

SPECIMENS

GOVERNMENT OF PAKISTAN ESTABLISHMENT DIVISION

No. ……………………………...dated, Islamabad the……………………….

To ……………………….

Subject: ……………………………………………Sir,

Body of the letter Yours faithfully

Name Designation

Telephone

Letter

GOVERNMENT OF PAKISTAN ESTABLISHMENT DIVISION

No. ……………… ……………………………………..dated, Islamabad the……………………………To ……………………….

Subject: ……………………………………………

Sir, Body of the letter

Yours faithfully

Name Designation

TelephoneCopy forwarded to…………………………………………..…….for information

Designation

Endorsement

Government of PakistanMinistry of ………………….

****Subject:……………………………………………..

With reference to the ……………..M A I N B O D Y

(Name of the Officer)Designation…………Telephone ………….

Encl:……….Ministary of ………………… (Name & Designation), Address, City.U.O. No.F………………………………………………… dated…………………..


****No.F…………………………………Islamabad, the ……………………………..

MEMORANDUM

Subject:………………………………………..Attention is invited to the Ministry of … ……………..M A I N B O D Y

(Name of the Officer)Designation…………Telephone …………

To …………………….

Memorandum


****No.F………………………………..Islamabad, the …………………………..

OFFICE MEMORANDUMSubject: ………………………………………………

The undersigned is directed……………..M A I N B O D Y

(Name of the Officer)Designation…………Telephone ………….

To ………………………


****From:……………….Designation…………Tele: ………………..

D.O. No.………………………………….Islamabad, the …………………………………………..

Subject:- …………………………………………………………………………..My dear…….

Apropos to my talk……………M A I N B O D Y

With regards.(Name of the Officer)

To ……………………

Business

Forms of communication