NOTICES
· Notice is a short piece of communication written in a formal style to convey important information to a group of people in an organisation.
· Most organisations have notice boards posted around the offices, which are used to bring special items to the attention of all staff. It can even be published in a newspaper.
· The government when it issues notices must publish it in national and local papers. There are different purposes of notice which are:
· To display information to a specific group of people.
· To announce social events
· To report matters of interest to staff
· To inform staff of new procedures
· To advertise posts for internal appointment
· To remind staff of company procedures
FORMAT OF NOTICE
· There is no single rigid format of notice. Different people/organisations use different formats. However, most of organisations tend to use the following format:
i. Name of the Issuing Organisation/Authority
ii. Title
iii. Date
iv. Heading
v. Body
vi. Writer’s Name
Five W’s in Notice
• Notice is expected to cover some distinguishing points that are to be communicated to the readers. Basically, an ideal notice must cover the five Ws.
• What: The notice should be clear about what is going to happen (event), or what has already happened (occasion).
• Where: If the notice is about an event, then the location of such an event must be written clearly. The venue or the location is important in the notice.
• When: This is the time and the date of the event or meeting. If possible, the duration of the event should also be mentioned.
• Who: This will be to whom the notice is addressed to
• Whom: And final detail should be whom to contact or who should get in touch with.
Things to Remember Regarding Notice Writing:
• Be precise and to the point.
• It is a formal form of communication so the language used should be formal as well.
• Keep the sentences short and use simple words. Since notices are fairly brief it is best to keep it simple.
• Present your notices in a proper format in a box.
• Make the presentations neat to appeal to the eyes.
Sample Notice 1
On the occasion of the anniversary of the Shanti School Alumni Association, it has planned a feast for all its members. As a communication officer, write a notice inviting all the members of the alumni association to this gathering. Provide all the necessary details.
Shanti School Alumni Association
Manigram, Tilottama, Nepal Tel: + 977-71560188
email: alumni@sns.edu.np
www.sns.edu.np
Notice
2nd August 2023.
Dinner Party!
It is notified that on the auspicious occasion of 14th anniversary of this alumni association, we are going to organise a gathering followed by dinner. All members of this association are requested to attend the event in the Bishram Batika, Manigram, Tilottama at 8:00 pm on the 7th of August.
Shailaja Neupane
(Communication Officer)
Shree Shanti Namuna Higher Secondary School
Manigram, Tilottama, Rupandehi
Tel: +97771560188
Email: info@sns.edu.np
31st July 2023.
Notice
Attending a Meeting!
On the occasion of National Science and Technology Day, the school has decided to organise a fair. All office bearers are requested to attend a meeting in the School Library on 30th of October at 10 am to discuss the arrangement for the fair.
Dhiraj Shrestha
(Coordinator, Science Club)
Apple International Pharmaceuticals
Manigram, Tilottama, Nepal
Tel: +977-71562970
Email: contact@apple.com.np
www.applepharmaceuticals.com.np
25 July 2023
Notice
Welcome to AGM!
Members of the Board of Directors for this pharmaceutical are pleased to announce their 2023 Annual General Meeting, taking place on 25 August 2023, 9:00 am to 15:00 pm at Soaltee Hotel, Kalimati, Kathmandu.
This year keynote presentation will be on The Importance of Motivation for Good Performance by Mr Rishiram Bhandari, President of this pharmaceutical. The venue map can also be available at: https://goo.gl/maps/SOLTATA9S99
Krishna Bashyal
(Administrative Officer)
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 organisations and their customers, clients and other external parties. There are different types of business letter but the most used letters are mentioned below:
a) Acknowledgement Letters
b) Apology Letters
c) Appreciation Letters
d) Circular Letters
e) Complaint Letters
f) Confirmation Letters
g) Cover Letter
h) Enquiry Letter
i) Order Letters
j) Payment Request Letters
k) Recommendation Letters
l) Resignation Letter
m) Sales Letter
Components of Business Letter
Business letters usually contain the following information (in this order):
1) Writer's address (street, city, country).
2) Date of Writing
3) Recipient's name, job title, company name; and address
4) Subject
5) Salutation or Greeting (Dear Sir / Madam/ Mr / Ms …)
6) Message (body of the letter)
7) Closing
8) Signatory
9) Designation in some situations
Format of Business Letter
There are three common formats for the business letter:
1. The Blocked Format: In block format, the entire text is left aligned and single-spaced. The exception to the single spacing is a double space between paragraphs (instead of indents for paragraphs). The first lines of paragraphs and all the other address, date, closing and signature information are lined up with the left margin.
• There is a blank line between paragraphs. It is the easiest format to use and it produces a clean-looking page. It's common in the USA. If you are using letterhead, do not include the sender's address at the top of the letter; instead, begin with the date.
Example:
ABC Biscuit Factory
Omsatiya Rural Municipality 4
Padsari, Rupandehi, Nepal
August 16, 2021
Jack Thapa
Lalitpur Metropolitan City 13
Nakhhu Dobaato
Lalitpur, Nepal
Dear Mr Thapa,
Thank you for your letter dated August 13, 2021. We are very pleased to receive your order and confirm that we can supply you with the goods at the prices and terms previously discussed.
We have passed your order onto our warehouse where it will be prepared for dispatch as soon as possible. You will receive a letter once it has been dispatched, notifying you of the expected delivery date.
We hope you will be pleased with your goods.
Yours sincerely,
XYZ
2. The Modified Block Format: Modified block format is difficult from block format in the positioning of certain elements. Heading, complementary close and signature block are aligned vertically with the right margin. It is common in the UK.
Example:
Bhaktapur Municipality 10, Thimi
Bhaktapur, Nepal
25 July 2023
Human Resource Manager
CG Group, Jawalkhel Nepal
Dear Sir,
I am applying for the position of Senior Marketing Officer in your organization. I have recently completed BBA from Tribhuvan University, Nepal Commerce Campus with marketing optional.
I have also been working as an assistant marketing officer in Apple International Pharmaceuticals Pvt. Ltd., Tilottama 6, Manigram, Rupandehi. By working here, I have received relevant experiences and have also improved my communication skills.
Please find my attached résumé which further clarifies my relevant skills and experiences. I hope you will provide me an opportunity to convince you in interview.
Thank you for your consideration.
Yours faithfully,
Deepak Pandey
3. Intended/The Semi-Blocked Format: This resembles modified block style except that the start of each paragraph is indented. Each paragraph of the message starts a few spaces away from the margin. This format makes the letter somewhat clumsy and has gone out of style. This is not a common format at present in business communication.
Example:
Apple International Pharmaceuticals
Tilottama 6, Gorkatta
Manigram, Rupandehi, Nepal
August 16, 2021
Jeevan Thapa
Butwal 13, Devinagar
Butwal Sub-metropolitan City, Rupandehi, Nepal
Dear Mr Thapa,
Thank you for your letter dated August 16, 2021. We are very pleased to receive your order and confirm that we can supply you with the goods at the prices and terms previously discussed.
We have passed your order onto our warehouse where it will be prepared for dispatch as soon as possible. You will receive a letter once it has been dispatched, notifying you of the expected delivery date.
We hope you will be pleased with your goods.
Yours sincerely,
XYZ
Closing lines when the recipient’s name is unknown:
Dear Sir … Yours faithfully
Dear Madam … Yours faithfully
Dear Sir or Madam … Yours faithfully
When you know the recipient’s name:
Dear Mr Sharma … Yours sincerely
Dear Ms Pandey … Yours sincerely
Dear Mr Yadav … Yours sincerely
When addressing a good friend or colleague:
Dear Shreebha/Subatsa/Shulochana … Best wishes/Best Regards
Addressing the whole department:
Dear Sirs … Yours faithfully
1. Acknowledgement Letters: It is the most common letter used in the business organization. It is a type of written business document that is often addressed to a company or person to recognize or acknowledge that you have received the items demanded in a previous communication. Here is an example:
Lalitpur Chocolate Factory
LMC-12, Jawalakhel, Nepal
October 21, 2021
Nepalganj Chocolate Factory
Nepalganj Sub-metropolitan City-12, Banke
Dear Mr Sharma,
This letter is to acknowledge the receipt of the chocolates as per our order. We received the items on October 20, 2021, in good condition and appreciate your timely response.
You will be informed about the payment bill from the concerned department either through email or letter as soon as possible. We expect to continue our transaction in the days ahead.
Thank you for your kind co-operation.
Yours sincerely,
Aman Somai
(Communication Officer)
2. Apology Letter: It is written to apologize to someone for one's mistake. A letter of apology is also a means to maintain the broken relationship between two people or two organizations. While writing an apology letter, say you are sorry, own the mistake, and describe it. what happened, have a plan, admit you were wrong, and ask for forgiveness. Here is an example.
ABC Textile Company
KMC – 10, New Baneswor,
Kathmandu, Nepal
November 23, 2022
Poudel Clothes Store
Tilottama 5, Manigram
Rupandehi, Nepal
Dear Mr Poudel,
We offer our sincere apology that you were unable to receive our delivery on time. There was a bit of confusion and a delay in our system, and that caused your package to be sent later than it was supposed to.
I know that delay in the delivery of goods has inconvenienced you and for that, we are extremely sorry. I also do assure you that there will be no such mistake in future transactions.
Again, I do apologize on behalf of our company, and we look forward to your continuous business relationship.
Yours sincerely,
Hari Gopal Sharma
(Delivery Manager – ABC Textile Company)
3. Appreciation Letters: In business settings, the purpose of an appreciation letter is to let an employee know that he or she has performed a certain job nicely and to encourage him/ her to keep up the good work. It is also known as a letter of thankfulness. Here is an example:
Letter of Appreciation to an Employee
Apple Pharmaceuticals Pvt. Ltd.
Tilottama 6, Manigram, Rupandehi, Nepal
November 12, 2022
Dear Ms Sunita Thapa,
I want to tell you how much I appreciate your performance as a communication officer in our organization. It is because of your communication skills; our customers are increasing day by day. The way you conducted the meeting with university teachers yesterday was really appreciable.
I am really confident that you will be a great asset to the business and an excellent resource for our customers. I expect you to keep up the good work!
Thank you again for your excellent performance herein.
Rishiram Bhandari
(Director)
4. Circular Letters: It contains some important information that is distributed to a large number of people working in an organization. For example, to invite an entire department for a meeting, or new updates about the company the dress code, policy and other related things, a circular will be the best mode of communication. Since circular reaches a large number of people in a limited time, it is a time-saving, cost-effective and inexpensive way of communication. Here is an example:
Elam Innovations
Tilottama 6, Purano Sadak
Rupandehi, Nepal
November 21, 2021
Dear All Valued Employees,
This is to inform our valued employees that there will be certain social distancing, protocols and other safety measures which all of you are expected to follow effective from Sunday. As you know that we are going to open our office from coming Sunday after an almost three-month lockdown due to COVID-19.
Still, the risk of the infection of coronavirus is not low. In this sense, you are requested to maintain distance from other persons in the office. The act of wearing a double mask and using hand sanitizer is compulsory. You are also requested to use the lift only in an emergency following the "one-at-a-time rule." All employees are requested to take the above-mentioned things into consideration.
Thank you all for your kind co-operation.
Subatsa Bhattarai
(Executive Director)
5. Complaint Letters: A complaint letter is a persuasive letter sent by a customer to a business or agency to identify a problem with a product or service and can also be referred to as a letter of complaint. Typically, a claim/ complaint letter opens (and sometimes closes) with a request for adjustments, such as a refund, replacement, or payment etc. Here is an example:
Mr Girish Sharma
Executive Manager,
ABC Suppliers & Co.
Tilottama 6, Manigram, Rupandehi, Nepal
12 January 2023
Dear Mr Sharma,
I ordered furniture for kitchen from your company online three days ago. I received the furniture sets last night. I checked the entire set and found those two tables and three chairs in broken and scratched condition.
I paid the cash through ESEWA. However, I think I have not been served well. I am sending the broken and scratched furniture back to you with this letter. Please refund my money and there is also no need to send those furniture sets as I have bought them from a local supplier herein.
Thank you for the time you have given to consider this letter. Please feel free to contact me on my number 9847000000 or you can email me at ganesh@outlok.com.
Yours sincerely,
Ganesh Dixit
6. Confirmation Letters: It is written to confirm various informal and formal activities, which include appointments, conferences, events, meetings, etc. It is also a written record of information already discussed in a meeting or through a telephone conversation. Here is an example:
Elam Innovations
House Number 1060, TC 185
Tilottama – 6, Purano Sadak Marg
Rupandehi, Nepal
23 June 2023
Avinash Baal Griha
Tilottama 14, Kotihawa
Rupandehi, Nepal
Subject: Confirmation Regarding Our Visit
This letter is an official confirmation regarding our previous agreement to visit the organization " Avinash Baal Griha". Our visit is scheduled on June 27, 2023, as of 10:00 am. As we discussed earlier, I will spend quality time with the children and later present them with different gifts such as food, clothing, and other necessities.
I will be accompanied by my other two staff members. It will be our wonderful visit and we are happy to help the needy ones as a part of corporate social responsibility.
We appreciate your cooperation in organizing this event, and we hope to work with you in the future.
Yours sincerely,
Ashok Bhandari
MD, Elam Innovations
7. Cover Letter: It is a persuasive message which is sent with a résumé for employment purposes. It is written to convince the employer that you are the right person for the particular job. It includes your qualifications, experiences, and positive work traits that are relevant to the job. Here is an example:
Tilottama 7, Bhalwari
Rupandehi, Nepal
17 Shrawan 2080
Apple Pharmaceuticals Pvt. Ltd.
Tilottama 6, Manigram
Rupandehi, Nepal
Dear Sir,
I am applying for the position of Senior Marketing Officer in your organization. I have recently completed my BBA from Tribhuvan University, Rammani Multiple Campus with marketing optional.
I have also been working as an assistant marketing officer in Bishram Batika Hotel & Resort Pvt. Ltd., Tilottama – 5, Manigram. By working here, I have received relevant experiences and have also improved my communication skills.
Please find my attached résumé which further clarifies my relevant skills and experiences. I hope you will provide me with an opportunity to convince you in an interview.
Thank you for your consideration.
Yours faithfully,
Pradeep Chaudhary
8. Enquiry Letter: It is written in a formal way for the request to get information about anything from anyone formally. When an inquiry letter is written to an organization or a person, it is necessary to give reply to the letter by giving the correct information for the request of inquiry.
9. Order Letters: It is written by an individual or company requesting for delivery of goods or services.
10. Payment Request Letters: A letter requesting payment is a polite way of reminding a customer or client that he/she has not made the payment agreed upon after the delivery of goods or services. It contains details of the goods delivered and the amount of money expected to be paid. This letter should be written in a polite manner to maintain a good business relationship between the supplier and the customer. Here is an example:
Apple Publications Pvt. Ltd.
Tilottama 6, Manigram
Rupandehi, Nepal
12 November 2022
Tapoban Books Store
Butwal Sub-metropolitan City-10
Rajmarg Chauraha, Butwal
Dear Mr Gyawali,
This is to bring to your attention that I have not received payment for bachelor’s and master's level books, which were provided on April 20, 2022. The amount due is Rs. 70,000. I have attached the invoice for your consideration.
I would appreciate it, if you settle your bill in full by December 21, 2022, because we are going to publish the School series soon and for that, we need to invest much amount. If you have any questions or concerns, contact me at 985700000.
I look forward to getting your positive response and continuing our business relationship.
Yours sincerely,
Alok Maurya
(Sales Department)
11. Recommendation Letters: When writing a letter of recommendation, our goal is to convince readers that the person being recommended has the characteristics necessary for the job, project assignment, promotions, or scholarships, or other objective the person is seeking. A successful recommendation letter contains a number of relevant details:
· The candidate's full name.
· The position or other objective the candidate is seeking.
· The nature of your relationship with the candidate.
· An indication of whether you’re answering a request from the person or taking the initiative to write.
· Facts and evidence relevant to the candidate and the opportunity.
· Indicating the potentiality of the candidate.
· Your overall evaluation of the candidate’s suitability for the opportunity.
To Whom It May Concern
I am pleased to recommend Ms Grishma Khadka as a candidate for employment. She was employed by Elam Innovations Pvt. Ltd. as a communication officer from 2015 -2022. She was responsible for office support including word processing, scheduling appointments and creating brochures, newsletters, and other office literature.
She has excellent communication skills. In addition, she is extremely organized, reliable and computer literate. As far as I know, she can work independently. She is flexible and willing to work on any project that is assigned to her. She is quick to volunteer to assist in other areas of company operations as well.
I can assure you that she would be a great asset to your company and has my highest recommendation. If you have any further questions with regard to her background or qualifications, please do not hesitate to call me.
Yours sincerely,
Rabin Bhandari
Manager, Elam Innovations Pvt. Ltd.
Phone: +97771562073
12. Resignation Letter: It is an official letter sent by an employee to their employer giving notice they will no longer be working at the company. It should be written in a polite tone to maintain good relationships with the employers. Here is an example:
Bharatpur 10, Shahid Chowk
Chitwan, Nepal
1 August 2022
Mr Ashok Bhandari
Managing Director,
Elam Innovations
House Number 1060, TC 185
Tilottama – 6, Purano Sadak Marg
Rupandehi, Nepal
I am writing to formally notify you of my resignation from my position, as Marketing Officer. I was recently offered a new opportunity with a company headquartered very close to my home and has decided to take their offer.
Currently, I am spending several hours a day going to the office and coming back home. And this new opportunity will allow me more time with my family outside of work. My last day of employment with Elam Innovations Pvt. Ltd. will be 15 August 2022.
My short period at Elam Innovations Pvt. Ltd. has been some of the best of my life. I will miss my job and the incredible people I have had therein.
I appreciate your support and understanding, and I wish you all the very best.
Please let me know if I can be of any assistance during my stay here.
Yours faithfully,
Shivaji Neupane
13. Sales Letter: It is written to publicize and ultimately sell a product or a service to the customers. It is also called a marketing letter or persuasive letter. Here is an example:
New Products Promotion
ABC Beauty Products Pvt. Ltd.
Siddharthanagar, Bhairahawa
Rupandehi, Nepal
19 July 2022
Ms Prakriti Neupane
Communication Officer,
Success Beauty Home
Manigram, Rupandehi
Dear Ms Neupane
We are sure you have experienced the wonderful effects of our Feminine Beauty Cream, Lotions and Soaps. We are very happy to send you a sample of our new moisturizing cream, Feminine Beauty Cream with this letter. This product is a result of years of research in our labs. Its unique fragrance is sure to enchant you. Just a drop or two of this lotion applied gently on your face will keep it fresh all day long. With regular use, you can get rid of dark spots and fine lines and see younger-looking and glowing skin. This little tube we have included here will last you for a whole month.
We would love to hear your opinion about this new product. All you have to do is go to our website, www.femininebeauty.com and click on 'submit a review' in the top right corner.
We are also pleased to announce that we have an early bird offer for customers who order directly from us: a 12% discount! This offer expires in 15 days, so hurry! Stay beautiful always.
Yours truly,
Preeti Bashyal
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