Page 409 - Effective Communication Soft Skills Strategies For Success by Nitin Bhatnagar, Mamta Bhatnagar

Model Question Papers | 397

tion of the clarity, internity, purity and sincerity of the pedagogue intention and,
thus, opens the channels of communication between the pedagogue and the pupil.

b. Let us begin our answer with the general observation that official letters within the
organization mostly would consist of notices, memos and minutes. These are essen-
tially formal and precise and to the point.
A notice is often an invitation to a meeting. So it is necessary to clearly state the notice
period, the day, date, time, venue of the meeting, the purpose of the meeting and the
actual business to be carried out. Here is an example.

Hyderabad Private School

Banjara Hills, Hyderabad – 16.
February 29, 2011
Notice
A meeting of the Executive Committee will be held in the committee room at 11.30 a.m.
on March 10, 2011.
The agenda is:
1.
2.
3.
Signature
Designaton

A memo is written almost the same way. Instead of ‘Notice’, you write ‘Memorandum’. Next
follows ‘To’. On the next line, you have the name(s) and designation(s) of your addressee(s).
This is followed by the actual matter of the memo.
Minutes are the official record of the business carried out during a meeting. Essentially
a mnemonic, they guide further action. So minutes should have, in addition to the name of
the department/unit, a mention of the date/time/venue. Next, minutes should list the names
of chairperson(s), members, special invitees, et al. The minutes should include an item-wise
record of the discussion and finally, the signature of the authority.
An agenda is essentially an official list of activities to be looked at, discussed and dealt with
in a particular meeting.
Initially, it should indicate the importance, the urgency, and hence the ordering of items.
It should be time sensitive.
It should place routine items at the beginning. Next should follow matters arising from the
previous meeting(s).
The new items for consideration are placed next. An agenda, thus, maintains a proper
order for a meeting, minimizes discussion, and preserves continuity in the proceeding of the

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