Written Communication In Government Offices

Distance Learning Module

on

Written Communication In

Government Offices

Shri A. Chakravorty Joint Director, Assam Administrative Staff College,

Distance Learning Module on

Written Communication in

Government Offices

Contents

1. Dear Reader 2. Introduction to the module 3. Why do you need this module 4. Receipt, Registration and Distribution of Dak 5. Diarising and action on receipt 6. Different forms of communication-classification 7. Drafting of communication 8. Issue of drafts

Dear Reader

We welcome you to this module on written communication in Government offices. What is communication? You may say that communication is, therefore a process of sharing or exchange of ideas, information, knowledge, attitude or feeling among two or more persons through certain signals and symbols; it could be language, oral or written.

In this module we will concentrate on written communication, as it is an important part of office work. The procedure for receipt of a communication, it's processing and finally the sending of a reply will be examined. In addition you will also be able to clarify the different forms of written communication used in an office and how to draft them.

This self-learning module is based on the concept of adult learning, wherein you are given the responsibility to learn at your own chosen time, place and desire to learn. Adults like to learn by themselves but they do not like to be taught.

With this workbook you can:

?= Organise your study to suit your own needs

?= Study the material alone or with other people

?= Work through the material at your own pace.

WHY DO YOU NEED THIS MODULE?

When working in your office, your supervisor might have told you to put up a letter or paper under correspondence that has been received from the Head Office.

The letter, which has been sent from Head Office, is known as a written communication. In order to make the work in the office efficient, effective and streamlined and also to maintain accountability there are laid down procedures to be followed in offices.

If you do not have knowledge & skill about the procedures to be followed for disposal of correspondence, then you will tend to do your task in an incorrect way and the organization will suffer. It will also make you unhappy and miserable in your work.

By working through this module, you will be in a position to

know about the procedures to be adopted for disposal of written communication. In addition your skills for drafting different types of written communication will also be improved.

This in turn will increase your competence to execute the work allotted to you so that you will have higher level of job satisfaction. In addition this will also increase your confidence and enable you to make improvement in your career prospects.

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