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3.Inside address: The address of the person you are writing to along with the name of the recipient, their title and company name, if you are not sure who the letter should be addressed to either leave it blank, but try to put in a title, i.e. "Director of Human Resources".

Memos:
A memorandum or memo means to remember, and means literally “a
thing to be remembered”. However memorandums are much more than
simply a memory aid – it provides a written record. They are the main
method of internal communication within organization.
A memorandum is a written message exchanged by employees in
their daily conduct of internal work or affaires of the organization.
Circular:
A printed advertisement, directive or notice intended for mass
distribution either by mail or by hand. Ex: - He mailed the circular to all
subscribers.
Notice:
Information concerning a fact actually communicated to a person by an
authorized person, or actually derived by him from a proper source.
Notice to a defendant of a lawsuit that has been insinuated against him
or of an action in which he may have an interest to defend is
accomplished by service of process on him.
Agenda:
An agenda is a list of meeting activities in the order in which they are to
be taken up, beginning with the call to order and ending with
adjournment. It usually includes one or more specific items of business
to be considered.
In business meetings of deliberative bodies, the agenda may also
be known as the orders of the day. The agenda is usually distributed
to a meeting's participants prior to the meeting, so that they will be
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aware of the subjects to be discussed, and are able to prepare for the
meeting accordingly.
Form of Agenda
The agenda is usually headed with the date, time and location of the
meeting, followed by a series of points outlining the order of the
meeting.
Points on a typical agenda may include:
• Welcome/open meeting
• Support for absence (what ever that is)
• Approve minutes of the previous meeting
• Matters arising from the previous meeting
• A list of specific points to be discussed — this section is where the
bulk of the discussion as well as decisions in the meeting usually
takes place
• Any other business (AOB) — allowing a participant to raise
another point for discussion.
• Arrange/announce details of next meeting
• Close meeting
Minutes:
Minutes, also known as protocols, are the instant written record of a
meeting or hearing. They often give an overview of the structure of
the meeting, starting with a list of those present, a statement of the
various issues before the participants, and each of their responses
thereto. They are often created at the moment of the hearing by a
typist or court recorder at the meeting, who may record the meeting in
shorthand, and then prepare the minutes and issue them to the
participants afterwards. Alternatively, the meeting may be audio
recorded or a group's appointed or informally assigned Secretary may
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take notes, with minutes prepared later. However it is often important
for the minutes to be brief and concentrate on material issues rather
than being a verbatim report, so the minute-taker should have
sufficient understanding of the subject matter to achieve this. The
minutes of certain entities, such as a corporate board of directors,
must be kept and are important legal documents.
Resume:
A brief account of one’s professional or work experience and
qualifications, often submitted with an employment application.
A resume is a personal summary of your professional history and
qualifications. It includes information about your career goals,
education, work experience, activities, honors, and any special skills you
might have. A resume written for an entry-level position should not be
over one page long.
Curriculum Vitae (CV, Vitae, or Vita):
Also known as a CV, Vitae, or Vita, in the United States a Curriculum
Vitae is a detailed listing of your educational achievements,
publications, presentations, professional activities and honors. Usually
the vita does not include an objective statement, and formatting for the
vitae varies by career. The curriculum vita is longer than the resume; it
is generally two pages or more. They are most often necessary only if
you are seeking a faculty, research, clinical or scientific position.
Press release:
A press release, news release, media release, or press statement is a
written or recorded communication directed at members of the news
media for the purpose of announcing something claimed as having news
value. Typically, they are mailed, faxed, or e-mailed to assignment
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editors at newspapers, magazines, radio stations, television stations,
and/or television networks.
The use of a press release is common in the field of public relations, the
aim of which is to attract favorable media attention to public relations
professional's client and/or provide publicity for products or events
marketed by those clients. A press release provides reporters with the
basics they need to develop a news story. Press releases can announce a
range of news items such as: scheduled events, personal promotions,
awards, news products and services, sales and other financial data,
accomplishments, etc.
Business letters:
A business letter is a letter written in formal language, usually used
when writing from one business organization to another, or for
correspondence between such organizations and their customers, clients
and other external parties. The overall style of letter will depend on the
relationship between the parties concerned.
Types of letters:

1. Acknowledgement letter: This type of letter is written when you
   want to acknowledge someone for his help or support when you
   were in trouble. The letter can be used to just say thanks for
   something you have received from someone, which is of great help
   to you.


2. Apology letter: An apology letter is written for a failure in
   delivering the desired results. If the person has taken up a task and
   he fails to meet the target then he apologizes and asks for an
   opportunity to improve in this type of letter.
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3. Appreciation letter: An appreciation letter is written to appreciate
   some one's work in the organization. This type of letter is written
   by a superior to his junior. An organization can also write an
   appreciation letter to other organization, thanking the client for
   doing business with them.


4. Complaint letter: A complaint letter is written to show one that an
   error has occurred and that needs to be corrected as soon as
   possible. The letter can be used as a document that was used for
   warning the reader.


5. Inquiry letter: The letter of inquiry is written to inquire about a
   product or service. If you have ordered a product and yet not
   received it then you can write a letter to inquire when you will be
   receiving it.


6. Order letter: This letter is as the name suggests is used for
   ordering products. This letter can be used as a legal document to
   show the transaction between the customer and vendor.


7. Letter of recommendation: This type of letter is written to
   recommend a person for a job position. The letter states the
   positive aspects of the applicant's personality and how he/she
   would be an asset for the organization. Letter of recommendation
   is even used for promoting a person in the organization.
   34


8. Format of business letter:
   Return Address Line 1 1
   Return Address Line 2
   Date (Month Day, Year) 2
   Mr./Mrs./Ms./Dr. Full name of recipient. 3
   Title/Position of Recipient.
   Company Name
   Address Line 1
   Address Line 2
   Dear Ms./Mrs./Mr. Last Name: 4
   Subject: Title of Subject 5
   Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
   Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
   Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
   . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
   Closing (Sincerely...), 7
   Signature 8
   Your Name (Printed) 9
   Your Title
   Enclosures (2) 10
   Typist Initials. 11
   35
   The block format is the simplest format; all of the writing is flush
   against the left margin.
   1.Your address:
   the return address of the sender of the letter so the recipient can easily
   find out where to send a reply to. Skip a line between your address and
   the date. (Not needed if the letter is printed on paper with the company
   letterhead already on it.)
   2.Date:
   put the date on which the letter was written in the format Month Day
   Year i.e. August 30, 2003. Skip a line between the date and the inside
   address (some people skip 3 or 4 lines after the date).
   3.Inside address:
   The address of the person you are writing to along with the name of the
   recipient, their title and company name, if you are not sure who the letter
   should be addressed to either leave it blank, but try to put in a title, i.e.
   "Director of Human Resources". Skip a line between the date and the
   salutation.
   4.Salutation:
   Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or
   To Whom It May Concern: if recipient's name is unknown. Note that
   there is a colon after the salutation. Skip a line between the salutations
   and the subject line or body.
   5.Subject line (optional):
   makes it easier for the recipient to find out what the letter is about. Skip
   a line between the subject line and the body.
   6.Body:
   the body is where you write the content of the letter; the paragraphs
   should be single spaced with a skipped line between each paragraph.
   Skip a line between the end of the body and the closing.
   36
   7.Closing:
   Lets the reader know that you are finished with your letter; usually ends
   with Sincerely, Sincerely yours, Thank you, and so on. Note that there is
   a comma after the end of the closing and only the first word in the
   closing is capitalized. Skip 3-4 lines between the closing and the printed
   name, so that there is room for the signature.
   8.Signature:
   your signature will go in this section, usually signed in black or blue ink
   with a pen.
   9.Printed name:
   the printed version of your name, and if desired you can put your title or
   position on the line underneath it. Skip a line between the printed name
   and the enclosure.
   10.Enclosures:
   if letter contains other document other than the letter itself your letter
   will include the word "Enclosure." If there is more than one you would
   type, "Enclosures (#)" with the # being the number of other documents
   enclosed that doesn't include the letter itself.
   11.Reference initials:
   If someone other than yourself typed the letter you will include your
   initials in capital letters followed by the typist's initials in lower case in
   the following format; AG/gs or AG:gs.
   Annual report:
   An annual report is a comprehensive report on a company's activities
   throughout the preceding year. Annual reports are intended to give
   shareholders and other interested people information about the
   company's activities and financial performance. Most jurisdictions
   require companies to prepare and disclose annual reports, and many
   37
   require the annual report to be filed at the company's registry.
   Companies listed on a stock exchange are also required to report at more
   frequent intervals (depending upon the rules of the stock exchange
   involved).
   Typically annual reports will include:
   • Chairman's report
   • CEO's report
   • Auditor's report on corporate governance
   • Mission statement
   • Corporate governance statement of compliance
   • Statement of directors' responsibilities
   • Invitation to the company's AGM
   Other information deemed relevant to stakeholders may be included,
   such as a report on operations for manufacturing firms or corporate
   social responsibility reports for companies with environmentally- or
   socially-sensitive operations. In the case of larger companies, it is
   usually a sleek, colorful, high gloss publication