Communication in Inter-departmental

  • Post last modified:14 January 2022
  • Reading time:13 mins read

Inter-Office Mem

An inter-office memo, also called a memorandum or internal letter, is written communication between employees and/or employers within the same company. If you are using a customer/company situation, use external letters to communicate the information.

A memo should include:

  • The main topic of discussion
  • A brief summary (background information,etc.)
  • May include graphics
  • Explain what information you are looking for and why
  • Conclusion, i.e. Asking for a task to be completed
  • If appropriate, reference any attachments.

Sample Internal Memo

XYZ Company 777 Widget Way Erie, PA16543
814-999-9999
Date August 25 1999
form Jeo Dokesh Director Of Engineering
To Laboratory Test Groups
Subject Testings Request

XYZ company dimensional quality of has had some customer complaints regarding some of our products.It is remove product from manufacturing for so……………………………………………………………………….. inconvenient to measurement, Please perform the following tests and return your data as an attachment to your memo.

Test #1:

Test#2:

Test#3:
(Translation: Be specific about where you found your answer.)


Internal memo requesting specific tests to be completed.

ACE Company 999 Widget Way Erie, PA16543

814-999-3333

Date April 22 1999

Form Ima Boss Director Of Engineering

To Ace Employee

Subject New Pipe Connecting Matal Tank To Bulkhead For Ship Model WYZ

A metal tank is to be fitted below deck in the forward compartment of the model XYZ. The tank will have a metal top, vertical side sand a sloping bottom, WXYZ. There is a bulkhead, upright partition separating parts of a ship for protection against fire, leakage, etc., located near where the tank is to be installed. From a specific point at the nearby bulkhead, A, a pipe at a 20° slope and a bearing of N 45° W is to be connected to plane WXYZ (Figure2.1).

DAGRAM

Internal memo requesting specific tests to be completed.

Attached is a copy of the dimensions of tank. Please calculate the exact dimensions needed for the new pipe.

Internal memo requesting calculations to be completed. Reply memo:

  • give introduction – re-word problem.
  • conclusion – results (ex. a 2′ 3-1/2″ pipe will be needed) state the facts only, no opinions
  • if appropriate, reference any attachments.
ACE Company 999 Widget Way Erie, PA16543
814-999-3333
Date May 1 1999
Form Ace Employee
To Ima Boss Director Of Engineering
Subject New Pipe Connecting Matal Tank To Bulkhead For Ship Model WYZ


A metal tank will be fitted below decks in the forward compartment of
ship model XYZ. The true length for the pipe, from the bottom of the tank
to a specified point on the bulkhead, at a slope of 20° and a bearing of N
45° W is 2′- 3 1/2″.

Office Circulars

A document which has a habit of appearing every now and then on the office scene, is a near perfect example of what is called as the downward communication in the management jargon. It has a way of creating impacts of various sizes on the people and the processes ranging from a ripple to a massive Tsunami Wave.

Nobody wants to see it as most of the times it brings an additional workload, rotation, displacement, transfer and other such unpleasant intimations. Rarely as an exception does it bring news of a promotion or a raise in the salary package or as in more recent times a stock option for a lucky few who are immediately a subject of envy to the others.

The bland looking piece of paper, which otherwise carries a lot of weight owing to its place of origin, is the in famous Office Circular. The circular ideally is for the effective communication between the people at the top and the operating staff in the field or the divisions.

It also gives a fair idea of what the management wants in a particular span of time. A “theme for the month” circular is the in thing in today’s management. The places where circulars rule the daily routine are generallty the government departments, especially ones where revenue is generated.

Those smart ones in the government departments use the presence or the absence of circulars to conveniently circumvent the issues. The budgetary provisions related to excise duty, income tax sent in a form of a circular to all affected, every year, needs a special visionary to decipher the same, once and if it lands safely.


Office Orders

Office order is a kind of instruction note sent to particular office or department for some specific instructions to that particular office only. It need not be circulated in general to all the departments of offices. How to write an office order? It is essential to avoid certain pitfalls and common mistakes, especially when communicating about issues with possible legal repercussions, such as terminations or reprimands. only. It need not be circulated in general to all the departments of offices.

Clear and concise writing that is free of spelling and grammatical errors sets a good example for co-workers or subordinates.Review rules for comma usage and make sure to proof read all orders for spelling and clarity and this will encourage co-workers to do the same. Clear writing is essential for clear communication, which is vital to achieve business goals. Make the objective clear initially. A good example has present tense writing and states the purpose in two sentences or less:

The purpose of this order is 193 to review areas of opportunity for improvement within the topic of our recent discussion regarding the termination of so-and-so employment. I have evaluated the correspondence between you and the said employee and identified several opportunities to improve your management skills in order to achieve the maximum desired outcome.” Stay positive and keep the pace flowing and easy to follow.

Give the reader every reason to believe he or she has your utmost confidence in complying. Keep criticism constructive and always include areas where the employee did the correct thing if the memo is concerning their behavior. Employees tend to react more positively when you encourage them to do the right thing, rather than emphasize the problems they have caused.

Sample of Office Order

Ref No.: IPA/GAD/E-9/2005 Dated: 15-01-2009

Office Order

In partial modification of this office order No. IPA/GAD/E-9/2005 dated 22- 05-2008, it is informed that Shir A. Janardhana Rao in his capacity as Managing Director (Tel. No: 011-24365632) is again appointed as Appellate Authority in Indian Ports Association, New Delhi.

Sd/-
(P. Krishnam Raju)
Chief Administrative Officer
Public Information Officer

  1. The Secretary (Shipping), Ministry of Shipping, RT &H, New Delhi
  2. The Chairman, IPA
  3. The Chairman, All Major Port Trust
  4. The CMD,EPL
  5. The CMD,SCL
  6. The Vice Chancellor,IMU
  7. Director IIPM
  8. The MD, IPA for information
  9. DD (EDP), IPA for information and necessary action. Ref No. IPA/
    GAD/E-9/2005 Dated:15-01-2009
  1. The Secretary (Shipping), Ministry of Shipping, RT &H, New Delhi
  2. The Chairman, IPA
  3. The Chairman, All Major Port Trust
  4. The CMD,EPL
  5. The CMD,SCL
  6. The Vice Chancellor,IMU
  7. Director IIPM
  8. The MD, IPA for information
  9. DD (EDP), IPA for information and necessary action. Ref No. IPA/
    GAD/E-9/2005 Dated:15-01-2009

Office Order

In supersession of the earlier office order No. IPA/GAD/E-9/2005 dated 05- 10-2007, it is hereby informed that Shri S Arihant, CAO (Telephone No. 011- 24369726) is again appointed as Public Information Officer in Indian Ports Association, New Delhi.

/S. Arihant Chief Administrative Officer

  1. The Secretary (S), Ministry of SRT &Highways, New Delhi
  2. The Chairman,IPA
  3. The Chairmen, All Major Ports
  4. The CMD, EPL andSCL
  5. The Vice Chancellor,IMU
  6. The Director,IIPM
  7. The MD, IPA for information
  8. The CAO, IPA for information
  9. DD (EDP), IPA – for information and necessary action.

Office Notes

Office notes are important points, arguments, facts or ideas contained in written material. Efficient note making is an asset. Discernment, judgment and quick comprehension are the qualities that note making demands. Office notes are aid to memory. Experience shows that in the process of note making, several ideas, facts, etc. get fixed in ones mind. In fact, many people cannot remember things unless they write them down. The material that you note should be logically arranged and numbered. The arrangement should be such that you can get a glance from an idea of the topic on which you have made notes and locate quickly any particular point you are looking for.

While making office notes, bear in mind the following points:

  • When you reproduce a director’s or any authorities words, put them within quotation marks. You should indicate any breaks in quotation by a series of three dots.

  • In most cases, you would be making summary of opinions, ideas, etc. expressed by the authorities.

  • If making extensive notes, use abbreviations. Just take care that these 195 are so devised that there is no difficulty in understanding them when you refer to your notes after some time.

  • Notes should always be neatly written. References to the sources from where you have made the notes should be clearly given.

Communication with Regional and Branch Offices

Though communication with Regional and Branch Offices is a specialized branch of Business Communication, there is no basic difference between the two. The process is the same and so are the principles to regulate them. The difference lies in their application to situations. Whereas business communication plays many roles in the business at different stages, communication with regional and branch offices is specially concerned with activities of that particular region or office only.

Communication with regional and branch office are mainly for: maintaining and improving the morale of employees, giving orders to workers, prescribing methods and procedures, announcing policies and organizational changes and keeping the management informed. Every activity, leads to some result. The main purpose of every communication is to obtain some results that is, to secure an action by the receiver. The sender expects him to do something on receiving the message-write a cheque, place an order, approve an action,send some information, etc. To achieve this purpose, the language used is direct,plain, concise, developing conviction and inducing action.

The main features of communication with regional and branch offices are as follows:

  • It deals with various commercial and industrial subjects.
  • It is characterized by certain formal elements such as commercial and technical vocabulary, the use of graphics and audio-visual aids and conventional formats.
  • It is impartial and objective as extreme care is taken to convey information accurately and concisely.
  • It has comparatively a high concentration of certain complex writing techniques and procedures.

To sum up, we may define communication with regional and branch offices as the use of effective language for conveying a commercial or industrial message to achieve a predetermined purpose.

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