Chapter–39 : Official Correspondence Practice (Memos, Circulars, Notices – Practice)
(কাৰ্যালয়িক যোগাযোগ অনুশীলন: মেম’ৰেণ্ডাম, চক্ৰপত্র, বিজ্ঞপ্তি)
এই অধ্যায়ত শিক্ষাৰ্থীসকলে Memo, Circular, Notice-ৰ Formats শিকাৰ পাছত বাস্তৱ অনুশীলন কৰে। লক্ষ্য হৈছে writing speed, clarity, precision, আৰু professional presentation উন্নত কৰা।
39.1 Objectives of Practice
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শিকাৰ পৰা বাস্তৱ অভ্যাসলৈ স্থানান্তৰ
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Heading, date, salutation, body, signature–ৰ সঠিকতা নিশ্চিত কৰা
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Professional tone আৰু concise communication শিকি ব্যৱহাৰ কৰা
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Deadline, instructions, আৰু recipients সঠিকভাৱে উল্লেখ কৰা
39.2 Practice Guidelines
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Read the Scenario Carefully:
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Who is writing? (Sender)
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To whom? (Recipient)
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Purpose / Issue / Event
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Choose Format:
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Memo = Internal communication
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Circular = Group notification
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Notice = Public announcement
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Follow the Format Strictly:
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Date, Subject, Heading, Signature placement
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Use Professional Language:
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Avoid slang, casual expressions, or emotional words
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Include Actionable Points:
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Deadlines, responsibilities, instructions clearly mentioned
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39.3 Sample Practice Scenarios
Scenario 1 – Memo Practice
Situation: Principal wants teachers to submit monthly progress reports by 25th of the month.
Task: Write a memo for all teaching staff.
Sample Answer:
To: All Teaching Staff
From: Principal, ABC School
Date: 15 June 2025
Subject: Submission of Monthly Progress Reports
All teachers are requested to submit the monthly progress reports of their respective classes by 25 June 2025. Kindly ensure that the reports are complete and accurate.
Principal
ABC School
Scenario 2 – Circular Practice
Situation: School organizing Annual Sports Day on 30th June. All students must participate.
Task: Write a circular for students and staff.
Sample Answer:
CIRCULAR
Date: 15 June 2025
Subject: Annual Sports Day
All students and staff members are informed that the Annual Sports Day will be held on 30 June 2025 in the school playground. Attendance of all students is compulsory. Staff members are requested to supervise and ensure smooth conduct of the events.
Principal
ABC School
Scenario 3 – Notice Practice
Situation: Blood Donation Camp in school on 20th June. Interested students and staff must register.
Task: Write a notice to display on notice board.
Sample Answer:
NOTICE
Date: 15 June 2025
Subject: Blood Donation Camp
All students and staff members are informed that a Blood Donation Camp will be organized on 20 June 2025 in the school premises. Interested volunteers are requested to register with the Health Club Coordinator by 18 June 2025.
Principal
ABC School
39.4 Tips for Effective Practice
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Time Yourself: Practice writing within 10–15 minutes for each document
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Review After Writing: Check for headings, salutation, subject line, signature, and clarity
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Vary Scenarios: Include different departments, events, and urgencies
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Peer Feedback: Exchange practice letters with classmates for review
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Maintain Professional Tone: Avoid personal opinions or casual language
39.5 Exercises for Students
A. Memo Writing
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Request to IT department to upgrade computer systems
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Reminder to staff about upcoming PTA meeting
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Internal notice for submission of annual inventory
B. Circular Writing
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Announcement of inter-school quiz competition
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Notification about cultural week events
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Information on computer literacy workshop
C. Notice Writing
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Vaccination drive for students
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Parent-teacher meeting schedule
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Workshop on traffic rules and safety
39.6 Common Mistakes in Practice
❌ Missing Date / Recipient / Sender details
❌ Informal language or emotional tone
❌ Long paragraphs without clarity
❌ No signature or designation
❌ Ignoring deadlines or instructions
39.7 Chapter Summary
✔ Practice is essential after learning formats
✔ Memo = Internal communication
✔ Circular = Group / institutional communication
✔ Notice = Public display / notification
✔ Professionalism, clarity, and format consistency are key
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