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General Communication

Interview letters
Interview letter consists of following points: 1.Reference to application/ written test 2.Time, date & place of interview 3.Name/ Designation of the authority, before whom the candidate has to appear 4.List of documents to be accompanied 5.Any other instructions regarding the

Appointment Orders
Appointment order consists of following points: 1.Congratulations to the candidate appointed or employers pleasure in making the offer 2.Date & time of joining 3.Nature of duties 4.Service conditions including duty hours, salary, allowances, perquisites etc. 5.Name/designation of the person to whom he/she is supposed to report for duty & is going to be answerable

Promotion Letter
Promotion means upliftment of deserving employees to the higher position, so that his skill, status, responsibilities & pay is changed. Types of promotion 1. Seniority/ experience-based promotion 2. Merit-based promotion Promotion letter consists of following (i)New designation (ii)Increment (if any) (iii)Name/Designation of the authority, to whom he/she is supposed to report (iv)Whether training/ re-training is required on new promotion
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Transfer Letter
Types of Transfers 1. On the basis of purpose - Shift transfer - Versatility transfer - Production transfer - Precautionary transfer - Remedial transfer - Request transfer/Personal transfer 2. On the basis of unit - Department transfer - Sectional transfer - Inter-plant transfer - Sister concern transfer

Transfer Letter Contd


Transfer Letter includes 1.Place of transfer 2.Name/designation of the authority, to whom he/she is supposed to report 3.Date of transfer 4.Whether transfer is going to affect the pay 5.Reason of transfer 6.Name of the person initiating the transfer order 7.Whether the transfer is on promotion/demotion
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Appreciation
Whenever the employees achieve the set target beyond the expectation of management, the management in appreciation provides either felicitation or cash prize or in kind, increment etc. For this management writes letter to the concerned employee by congratulating him & motivating him for further good performance.
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Circulars
A circular is a letter or memorandum addressed to a number of persons or intended for general circulation. Written to deliver messages, notice, new policy, new rules, etc The objectives of circular letters are: - To obtain publicity for a merchandise, - To impress the readers with the facts about the firm and the products, - To make the readers more interested in their contents, - To attain the confidence of the readers and to stimulate sales. Features It is purely an information-giving letter expressed in clear language. It is unsolicited & hence persuasive & tactful in approach. You-attitude is predominant note of an effective circular letter. They are mass produced & have mass appeal. 8 They are lengthy & eye-catching.

Notices
A notice is a very short piece of writing which is usually formal in style. It is widely used by individuals & organisations to announce events & celebrations, births & deaths, occasions like inaugurations or sales, to issue public instructions, to make appeals & to extend invitations besides issue notices of termination to the employees or other way round i.e. notice of leaving the job from the employee to the employer.

Notices
Content that good effective notice must include in it are Name of the Organisation, Institution or Office issuing it. Date of issuing of a particular notice. The heading Notice to make it very clear. A suitable description/ eye-catching caption heading to hold the immediate attention of the reader. Purpose for which it has been written like calling a meeting, drawing attention, making an appeal or informing general public about some issue of concern etc. Details of schedule i.e. date, time, venue, 10

Notices
Important points to remember while writing a notice Notices can use capital letters for details such as names of organisations, captions, an important detail within the message itself. The date of the notice can be placed at the top right/ left, or bottom right or left hand corner. The entire content of the notice is centered within a box. The individual/s responsible for issuing the notice indicates the name below the signature in parenthesis, followed by their designation/s. Complete sentences need not always be used in all types of notices. Abbreviations & symbols can also be used. Usually future time references predominate over other tense forms. There is penalty for exceeding the prescribed word limit (i.e. 50 words for the body of the notice)
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