Tag Archives: Memos

Circular of Leave without Intimation

Sample letter format of a circular of leave without intimation. Circulars are meant to remind or give me news to be followed in the near future or it is given to warn the persons for their certain actions. These easy formats are regarding the taking of leaves without intimation.

Circular of Leave without Intimation

Greetings! How are you? We hope and pray the goodness for you in your lives. We are one and together we run the system as our company’s motto brags! We are caring and believe in the weaknesses or the emergencies of our workers which they face in their respective lives but it is to intimate that no further leave will be entertained if got without prior intimation to the governing body. If the same act is repeated in future please think of yourself as not a part of this system!

Best Regards.

Office Note Regarding Office Leave without Informing by HR

Dear Employee,

This is not a good sight to see that employees taking the intensity of work at office, lightly. We have observed that you are not coming to office from two days without giving any prior notification of your leaves. We here at company, believe in the employees who commit to their challenging work with all honesty and never take surprising leaves without notifying the office management. This is considered extremely un-professional and childish and does not comply with rules of company. This office has some rules to obey and some disciplines to maintain so the environment is not distorted by any means. In any case of emergency as per the policy of company, employee need to inform other day of being absent and if employee doesn’t coordinate or go by company rules then separation with company is the sole situation we find better. Warning letter will be issued to you, if same behavior seen again.

Robert john

HR Head

Circular of Leave without Intimation for Teachers


Good day! We hope you all will be satisfied in your lives and departing the true essence of knowledge in its true spirit. Teachers are the backbone of all educational institutions and we are mindful of their hectic routine and mental pressure. Granting and taking of leaves is a common activity and is valued everywhere, but without intimation to the high ups is not a good thing and will not be entertained in positivity in the near future. Your healthy compliance in this connection is required by the administrative staff. Thanks.

Circular of Leave without Intimation for Students

Greetings! How are you all? Young minds are fresh and receptive in their nature for their brains are like blank slates on which anything good or bad could be written or imprints upon. Teaching is a river which flows into sea and knows no reverse path so we recommend you not to take un-necessary leaves and especially without intimation to the teaching or administrative staff. We hope you will take care of this reminder in the future. Wishing you days filled with knowledge and wisdom to be imparted to you by your teachers!

Best Wishes,

Sample of Circular for No Smoking

Notice about smoking. Here are easy formats regarding stop smoking.

Sample of Circular for No Smoking

This organization has strictly prohibited the smoking in office premises. It has been said that smoking is like paying to have your life cut shorter. Smoking is harmful to health and can deteriorate the lungs. It can cause cancer which is very lethal and dreadful. No employee should be found smoking in common places of office like cafe, stairs, rest rooms lifts and cabins. We do not have smoking policy here. We do not appreciate the smoking and would take strict action against employees who would not obey the regulations. It is moral duty of each of the employee to make the environment healthier by not promoting activities like smoking. Safety of each other is a responsibility of each individual and should not be ignored in any case. This letter applies to each employee of the office regardless of their post. All employees should act in accordance with No smoking Policy.

Smoke Free Workplace

Dear All,
Smoking is prohibited during the office premises. Kindly, follow this rule to make the environment smoke free. Or else strict actions will be taken against the concern person.

Interoffice Memo Email Sample

Interoffice Memo Email Sample for internal office employees.You can use these format emails according to your need.

Employment Induction Request Email

Human Resource Manager,

With reference to our telephonic conversation, kindly arrange to prepare the employment induction of the following below mentioned designations.

Designation: Site Project Manager, Site Supervisor

Salary Package( 1000$-1200$)

Your utmost cooperation on this matter will be highly appreciated.

Warm Regards,

Helmy  Joseph       .
Deputy Projects Director
Extension: 329

Request Email to Release Passport for Visa Process

Subject:  Release Passport for Visa Process

Dear Sir,
Thanking you in advance for your usual cooperation.With reference to the above mentioned subject, kindly be informed that I need my passport for the process of Australia Visa in order to meet my son in this case, Kindly allow to release my passport for visa endorsement process in Australian Embassy In Jeddah.

Thanks & Regards,
Eng’r. Arshad Iqbal
Site Engineer

Email for Internet Access During Office Hours

Subject: Request for Internet Access

With reference to the above mentioned subject, kindly arrange to provide an Internet Access to Mudassar Azeem (Structural draftsman) Civil & Structural Dept. Purpose helping engineering software (AUTO CAD 2014, Revit Structure 2014).

Thanks & Regards,
Mudassar Azeem
Structural Draftsman

Permission Slip for Marketing  Sales Employees

Subject: Approval of  Outdoor Visits through Permission Slips 

All Marketing Staff,
If any of the employee leave from the office without taking the approval from management strictly action will be taken according to the company rules and regulations.With reference to the above mentioned subject, kindly be informed that no permissions will be accepted for the site visits or for any business meeting till it have been approved from the Top Management. The head of department will prepare and issue an interoffice memo for the purpose of the meeting and site visit with attendees’ name before minimum one day from date of meeting and delivered to Eng’r. Magdi Hassan (Projects Director) in order to get the approval from the top management.

Best Regards,

Eng’r. Rana Ali(Deputy Projects Director)

Email for Projects/Enquiries Status

This instruction email by Mr Abraham (Projects Director), kindly submit the status of the Enquiries received and the offer submitted to the client during the vacation period of  Mr Pitter. Also, kindly submit the list of projects awarded to MTMM during last two (2) months with the Hard Copy of Contract of Agreement.

The above mentioned will be submitted maximum by tomorrow (i.e. Thursday, 2nd January 2014).

Best Regards,
Head of Civil & Structural Dept

Email to Arrange a Car with Driver

Subject: Request to arrange a Car with Driver


With reference to the above mentioned subject, you are kindly requested to arrange a Car with driver on upcoming Wednesday, Early Morning (i.e. 12th August 2015) @ 06:00am in order to attend the meeting at MADA Gypsum Office In Yanbu.

Your kind assistance for this matter will be highly appreciated.

Best Regards,
Mr. Ayman M. Johnn                                                                       
Manager of Engineering Dept

Request Email to Update the Specification of the PC   

IT Manager,

With reference to our discussion, please be informed that the specification of the desktop which is in my used is not performing well according to my requirements due to the following mentioned below:

  • The speed of the system is too slow
  • Storage capacity on near to end
  • It take several minutes even to open an email
  • Some time the system becomes hanged and not responding in order to proceed or to continue my work and May it will cause lose the data or something else.

You are kindly requested to arrange for the new system or update the specifications of my PC which is in my used. The specification of the system is attached for your reference.

Your anticipated cooperation for this matter will be highly appreciated.

Best Regards,
Ajmal Khan
AutoCAD Operator

Request to Arrange for the Business Cards




Subject: Request to Arrange for the Business Cards

Dear Sir,

With reference to the above mentioned subject, you are kindly requested to arrange for the business cards (In Arabic & English Both). The details are as follow:

Sr. No- Name of Engineer- Designation- Mobile
1. Mustafa Rasheed        Project Manager 0503 678543

 (?????? ???????)

??? ?????? ??????? ??? ??????? ?????
0503 757 573 ???? ????? ?. ????? ???? ?????? ???? 1

 Your utmost cooperation for this matter will be highly appreciated.

Best Regards,

Mr.Mustafa Rasheed

Project Manager

Request to Deposit Amount Against Tender Documents                                    

Project: Supervise the Implementation of Sewage Projects
Subject: Request to Deposit 6,000 SAR for the Tender Documents

Respected Sir,

With reference to the invitation received from National Water Company dated 2nd April 2014, regarding the above mentioned project (See the attachment for your reference), kindly arrange to deposit an amount of 6,000 SAR (Six Thousand Saudi Arabian Riyals) on the below mentioned account details in order to collect the Tender Documents for the above mentioned project.

Also, kindly be informed that the last date of the submission of the offer is 1st May 2015.

Beneficiary Name: National Water Company (NWC), Madina & Taif Business Units (MTCBU)

Beneficiary Address: Madina(MTCBU), Saudi Arabia, P. O. Box 1367, Madina 21955

Telephone: 00966 123456789

Beneficiary Bank: Banque Saudi Fransi (BSF)

Account No: P123450000 000 927 8370 1194

Swift Code: BSYUPHYU

Thanking you in advance for your usual cooperation.

Best Regards,

Eng’r. Ali Hassan                                       Eng’r. Ayan Ali
Projects Director                                        Deputy Projects Director

Email Request to Arrange Lunch for Employees

Date 26th May 2015  Ref No: IOM/05-2015/980
 To: Procurement Dept Origin Engineering Dept.
Attn: Mr. YahyaHead of Procurement DeptMr. Ali  Khan
Secretary / Procurement Dept
From Eng’r. Eng’r. Ali HassanManager of Engineering Dept
Project: Fire & Safety Consultation 
Subject: Request to Arrange for Lunch

Dear Sir,

With reference to the above mentioned subject, kindly be informed that our supporting staff will continue their work in break time from 01:30 pm up to 05:00pm in order to finalize our tasks’ for the above mentioned project. You are kindly requested to arrange for the lunch for (4 Persons), the lunch time is from 02:00pm up to 02:30pm.

Your utmost cooperation on this matter is highly appreciated.

Best Regards,

Eng’r. Ali Hassan

Manager of Engineering Dept

Request Email for Taxi Fare

Project: Site & Supervision of Arar Airport   
Subject: Taxi Fare


With reference to the above mentioned subject, kindly arrange to release the taxi fare (original invoice is attached) which was been spent during the travel to handed over the laptop of the Arar site to our engineer in — ———–

The detail of the invoice is given below:

Sr. No Description Invoice Value Notes
1. Address 40.00 Invoice is attached
Total: 40.00 Invoice is attached

You are kindly requested to reimburse the above mentioned invoices.

Thanking you in advance for your usual cooperation.

Best Regards,
Admin Manager

Flight Booking Reservation  Email 


Subject: Flight Booking Reservation  

With reference to the above mentioned subject, Please arrange for the flight booking reservation for. Mohd Abdul Raja (Head of Electrical Dept).

The schedule of his travel is mentioned below:

Name of Staff:

Sr. No Name of Person Designation Travelling Date Mobile Attendances Status
1. Mohammed Abdul Raja Head of Department Friday 25th August 2015(Evening) 0443 678904 Confirmed

 Note: The flight will be reserved one way only.

Thanking you in advance for your usual cooperation.

Best Regards,

Head of Electrical Dept

Scope of Work Information Email


Subject: Scope of Work      

All Concerns,

With reference to the above mentioned subject, kindly find the below given link to download the scope of work received from our client regarding the design review consulting services for the GEMS Plant located in Lahore Industrial City.

Link: —————-

You are kindly requested to review and evaluate the received information/data and send your feedback maximum by upcoming Sunday (i.e. 05th July, 2015) in order to prepare our comprehensive and competitive technical & commercial proposal accordingly.

Also, you are kindly requested to appoint one person from your dept to attend the meeting with GEMS on upcoming Monday (i.e. 6th July 2015).Thanking you for your anticipated cooperation for this matter, for further clarification don’t hesitate to contact undersigned.

Best Regards,

Coordinator Project       

Joining of New Person for Site Work

Subject: Joining of New Person (Surveyor) at Al Sugar Site


With reference to the above mentioned subject, kindly be informed that Hassan Ali (Surveyor – Al Sugar Site) will report on upcoming Sunday (i.e. 4th May 2014). His last working day at Multan Sumou site is last Thursday (i.e. 1st May 2014). Whereas, Saturday (i.e. 3rd May 2014) he take permission for his personal intention.

This is for your information and record.

Best Regards,
Mr. Haji Ali
Deputy Projects Director

(Mobile: 033445567)

Joining Job Email after Annual Vacation

Subject: Joining Job after Annual Vacation

Dear Sir,

Please be informed that Mr John Petter (Senior Structural Supervisor) is reported / Joined duty at  Head Office in Structural Dept today (i.e. Wednesday, 29th July 2015) after his annual vacation.

This is for your information and consideration.

Best Regards,
Admin Human Resource


WithDraw Job Resignation Email

Respected Sir,

With reference to my  last resignation via email/06/2013 dated 30th June 2013, regarding “Resignation of My Services”, kindly be informed that as per the discussion with —————-yesterday (i.e. Monday, 16th September 2014), I am agree to withdraw my resignation.

Thanks & Regards,

Secretary \ Doc. Controller

Monthly Invoices Status Update Email


Subject: Monthly Invoices Status

Dear Sir,

With reference to the above mentioned subject, kindly update the latest regarding all of your projects Monthly Invoices Status maximum by Thursday (i.e. 19th December 2013).

This is for your information and follows up.

Best Regards,

Arshad Khan

Acting Projects Director

Email for the Maintenance of Accommodation Air Condition

Subject: Invoice for the Maintenance of Accommodation Air Condition


With reference to the above mentioned subject, kindly find herewith attached the original  invoice which has been spent for the maintenance of the air condition in accommodation.You are kindly requested to reimburse the payment which was done by me to the technician with an amount of 180.00 SAR (One Hundred Eighty Saudi Arabian Riyals) yesterday (i.e. Friday, 31st July 2015).

Your kind cooperation for this matter will be highly appreciated.
Best Regards,

Maintenance Department

Delegation Visit Detail Email from Head Office  

Subject: Royal Commission Delegation Visit to Head Office  

All Department Heads,

Please be informed that a delegation from Royal Commission is visiting MTMM Head Office by upcoming Sunday (i.e. 22nd February 2015).

It is requested to all Managers, Head of Departments, and Engineers & Technical Supporting Staff to make your present necessary at office during the visit of Royal Commission delegation.

Thanks in advance for the anticipated attention on this matter.

Best Regards,
Head Office

Official Memo Format Regarding Low Sale

Sample Official Memorandum Format Regarding Low Sales. For a marked success of any organizations its sales department plays a very vital and crucial part. Higher sales graphs show the success of any business and low sales graphs tell the sad story. For keeping the success level contained and at par Official steps are taken out by the companies’ heads. This format of memo is being used by multinational companies and International business organizations.

Sample Official Memo Format Regarding Low Sale

For: Sales Managers

Sales Representatives

Sales Staff

Of: Titan Watches, New York.

Subject: Marked Low Sales of Titan Watches

The saddest moment ever in the history of Titans! Low sales graphs isn’t a thing to digest at any cost. We had heard about the long tales of the low sales and the similar harping of the same tunes. BUT the point is we are not here to tolerate the deficient skills that resulted in this black depression.The Titans decided to arrange the training sessions that is mandatory to attend.

S/N    Date           Workshop Title                Department

1.      27.09.’15       Interactive Skills           Managers & Staff

2.     28.09.’15       Leadership Guide          Managers & Staff

3.     29.09.’15      Communication               Managers & Staff

4.     30.09.’15     Crisis Management         Managers & Staff

5 .    01.10.’15      Disruptive Clients            Managers & Staff

We wish you and your administrative as well as executive staff a very good training sessions. Please note down the venues and timings detail as well.

Venue: Auditorium Hall C (S.No:1)

Multi-purpose Hall II (S.No:2)

Campus 3, 4, 5 of Main Ground (S.No:3-5)

Timings: Auditorium Hall C (10-12:00 pm)

Multi-purpose Hall II (9-11:00 am)

Campus 3, 4, 5 of Main Ground (7-1:00 pm)

Kindest Regards,
James Johns
CEO, Titan Watches.
Dated: 20.09.2015

Official Memo Format Regarding Low Sale
Official Memo Format Regarding Low Sale

Official Memo Regarding Summer Vacations and Teacher’s Workshop

Sample Official Memorandum Format Regarding Summer Vacations and Teachers’ Workshop. Memos are set course of any organization that plays a part in the elevation of the organizations. Teaching, being the known toughest job is the profession that dealt with vacation and the related training session scheduled to be held in the vacation. This format is being used by educational and course development organizations.

Official Memo Regarding Summer Vacations and Teacher’s Workshop

For: Principal

Section Heads


Of: New Haven School, New York.

Subject: Teachers’ workshops in Summer Vacation

The hail of workshop is in the pipelines again! Summer vacation is, as always, utilized for professional development of the teachers that will help in the betterment of the student’s’ academic career. For professional development of the teachers the studious workshop schedule has been formulated and keeping in mind the previous years’ work load and training schemes the IPD has decided to put forth this year’s Training Sessions.

Kindly note down the schedule and after signing from the respective bodies send it back to our HRSDC department.

Date & Day                           Workshop Title                                          Respective Teachers

1.      27.09.’15               Interactive Teaching Style                     Language Teachers

2.     28.09.’15               Leadership Guide                                     Games Teachers

3.     29.09.’15               Communication Skills                             Coordinators

4.     30.09.15                How to teach Literature                            Language Teachers

5.    01.10.’15                Dealing with Disruptive                            Science Teachers

We wish you and your administrative as well as teaching staff a very good training sessions. Please note down the venues and timings detail as well.

Veneus: Auditorium Hall C (S.No:1)

Multi-purpose Hall II (S.No:2)
Campus 3, 4, 5 of Main Ground (S.No:3-5)
Timings: Auditorium Hall C (10-12:00 pm)
Multi-purpose Hall II (9-11:00 am)
Campus 3, 4, 5 of Main Ground (7-1:00 pm)

Kindest Regards

IPD staff
Dated: 20.09.2015

Official Memo for Employees Late Increments

This is sample memo for employees late increments due to some financial conditions of company. Company could not bear the further increments expense so they are late and after a short while when company will over come the expenditures they will work for increments and company informs its employees through memo the reason behind late increments.

Sample Memo for Employees Late Increments

Dear Staff Members,

As you all know that since one year the company is facing financial problems as the tenders and bank grantees are failed due to our rates and our factory machines are out of order. Our Plant & purchase manager bought new machines for improvement of company production.

So  management has decided to delay the increment period of salaries till next month. We hope that staff will understand the mentioned problems and current position of company. Our top management and officers are indulged in overcoming this improper financial condition and expectantly we will get recovered from it.

This decision is totally in liaison with senior executive staff and we assure other members that company will continue all its financial functioning properly from the next month.

HR Department.

Sample Memo for Employees Late Increments
Sample Memo for Employees Late Increments


Memo Asking for Contribution

Sample format of Memo Asking for Contribution or Asking for Charity. Internal memo for staff members, to ask them to make contributions and charity in case of any emergency, flood, earthquake and any other disaster victims. Template of memo from higher management to all members.

Sample Memo Asking for Charity


To: All Staff Members.
Subject: Contribution for Flood Victims.
From: Management.
Date: 3rd August, 2014.

Dear Staff Members,
I am writing to let you people know about the campaign started in our organization regarding the  recent disaster in order to contribute for helping the flood victims. It has been nearly a week since the destructive rain and flood made a lot of damage in various areas of our country. The gale force water ripped the roofs off of homes, uprooted trees and brought down power lines in our hometown.

People are homeless and helpless. The villages have been totally destroyed and people are residing under the sky, and asking for help. The total cost to the local economy is still being calculated and many experts suspect that the total impact will run into the many billion rupees.The foundations of houses were critically damaged from the rising waters. The entire area was flooded with a storm surge.

We are thankful for the many organizations from and across the country have pledged their support to our community. Being humans it is our duty to be right there when our people are in need. Kindly, make generous contributions in this regard.

Many Thanks.


Sample Memo for Contribution

To: All Staff Members.
Subject: Contribution for Earthquake Victims.
From: Management.
Date: 6th August, 2014.

Dear Staff Members,

This is to inform that you all know about recent disaster in Kashmir. It has affected thousands of people and economy of billion rupees has been devastated. This is a severe loss of our homeland and our native people.

Management has decided that in this holy month of Ramadan in form of zakat or donation, Rs. 500 from salary of each employee would be deducted as contribution in this regard.

We hope that it would not cause any problem or issue to any of you. You may contribute generously in this noble cause.


Memo for Leave Without Permission

Sample format of memo for leave without informing. For staff people who are habitual to be on leave without informing management, and having leave without any notice. You can use this memo for teachers.

Sample Memo Format for Absentees

To: Mr Khalid Ahmed.

This is to inform you that your job requirement is to be present in office at peak hours. Your absence on daily basis is a cause of company loss as well. This would be the final notice to you, if this habitual conduct of being absent and being on leave will not be changed, you will have to suffer resulting your job termination. Please report to your manager regarding the mentioned issue during office hours.

HR Department.

Memo for Leave Without Permission

To: Mrs. Khalid.

You are being informed that it is for the third time you have taken leave from office without permission granted from the management. This shows unethical conduct and your job will suffer due to this act. This final warning is issued to you, otherwise you will be terminated on urgent basis. Kindly report to the manager for this issue and explain your reasoning.

HR Department.

Memo for Leave Without Informing

To: Mr. Akram Ali

This is to inform you that your leave from office without informing higher authorities is a case of your immoral ethics and improper conduct. This will serve as a warning letter to you and as you are on probationary period yet, in your appointment letter in terms and conditions section it is clearly mentioned that on third warning you will be terminated from the job. This is your second warning with the hope that in future you will show responsibility and won’t disappoint the management.

HR Department.

Memo for Leave Without Permission (For Teachers)

To: Mrs. Ayesha Khan.

This is to inform you that you are class teacher of senior section and without informing so many times you have been absent from school. This act is improper causing the loss of students. Annual exams are nearby and we do not expect such conduct from your side. Kindly meet the head of department in this regard.


Memo for Leave Without Permission (For Teachers)
Memo for Leave Without Permission (For Teachers)

Internal Memo For Late Comers

Sample official memo for late comers of marketing persons or other office management staff. It is with reference to explanation of early leaving regarding office tasks or late coming due to Donor visit  collection or other reason. It can be used for all office department persons.  You can use as Internal memo for late comersAll Visits/ Duties/ Assignments should be in pre-planed arranged form in case of any emergency with employee.

Internal Memo Format Letter

Ms. Huma Rana.
Incharge Resource Department,
Rehman Foundation.

Subject: This is with reference to explanation of late coming / early leaving during working hours from:

  • Mr  Jamil Shah
  • Mr Rashid Nawaz
  • Mr Nasir Munir

This is office internal memo , if any staff member has to go out of institute on duty, for any collection, visit etc, They should go with your permission/ information in advance and you are requested that if this time coincides with their arrival and departure please inform Mr Saqib Hassan about their late arrival and early departure so that he may be able to make necessary entry and do not place any red mark.

We have proforma for such assignment/ duties which you may fill in and send it to me through Mr Saqib. This will streamline departure and arrival time not only for Officers of Resource Development Department, but also other sections as well.

This time  their late arrival and departure time is condoned but should be properly streamlined in future.

Dr. Abdul Qadeer Khan.

Rehman Foundation.

Internal Memo Format Letter
Internal Memo Format Letter

Office Memo for Late Arrivals


2nd March 2015

Office Memo

The Arrival time for all admin & management staff is 8.30 am, however it is observed that many members of admin staff are not coming on duty by 8.30 am. There will be no deductions for February 2015 on the basis of yellow marking however it will be strictly applicable from March 20115 on wards.

The staff is once again reminded to arrive 5-10 mints before designated time.

HR Department.

Sample Proforma For Late Comers

A sample of proforma for late comers, to be filled by late comer and authorized by higher authorities. Reasons of approval of late coming reasons are mentioned.

Information Scheduled Working Hours:

All Visits/ Duties/Assignments should be pre-arranged with written record unless emergency prohibits. Please submit request to Hon. CEO through department Head.


Period of Assignment:
From:____                                                                                                                   To:_____

Specify Reason, Please:____________
Staff Member’s Name and Signature:____________
Signature of Department Head:______________
Not Approved Reason:_____________

Late Comer Memo For Marketing Persons


Mr.  Aslam Zahid.
Manager Marketing Department,
Roshni Association.

Subject: This is with reference to daily schedule of late coming / early leaving /Arrival & departure timing /during working .

It is ordered by management for marketing employee to come office at time and mark their attendance, make their daily schedule of visit & submit in front of manager. If any employee will not follow time schedule he/ she have to pay penalty & notice will be issued to him/her one have to tell his visit and meeting schedule by phone call, and should strictly achieve target given by management.

This order is hard & fast rule and must be obeyed. A proper daily  visit plan must be submitted. One have to mark attendance even before taking off should have to be present in office before half an hour of office off timing. Three (3) late arrival & departure attendance will be considered as one leave. Strict action will be taken in case of any ignorance regarding memo.

Manager Human Resource.


Late Comer Memo For Marketing Persons
Late Comer Memo For Marketing Persons

Internal Memo for Late Comers

Dear Member,

It is seen by the duty in charge of Daily Attendance that you are not performing your duty well as coming half an hour late on the job from the last five days. If you are not on time it directly means that you are not doing quality work that is expected from you. It is the first notification served to you as reminder, but next time you will be taken seriously by the administration. Good Luck!

Best Regards


Memo of Fine For Late Comers

To: ( Name and department)
From: (Name and department)

Subject: Memo of fine for late comers

This memo is to remind all employees that the customary working hours within our firm are 9am to 5pm. We expect from all workers  to arrive on time and show punctuality and not leave early at the end of the day, before the ending timings of office.It is essential for all employees to be aware of timings and follow the rules and regulations of their job timings.
Early departure does negatively affect your personal review. Statements regarding your working hours can either be positive and lead to an increase in your salary at review time, or negative and lead to no raise or even to disciplinary action.In case of non observance of timings penalty would be charged from the employee and it may lead to warning letters in future.
We regret to pass this letter and consider that in future we should not have to.
Human Resource Department.

Coming Late at Office Email Memo





kindly be informed that it has been observed that Eng’r. Muhammad Khalil Rana  (Head of Electrical Dept) & Mohamed Raza (Secretary –Electrical Dept) are not following the company rules and regulations, daily they are coming late at office around or after 10:00am and also the same has been repeated in the second shift too.

It is kindly requested to take the necessary action as per the company rules and regulations and issue them the warning letter if the same will be repeated again in future strictly action will be taken according to the rules and regulation of our Company.

Your utmost cooperation for this matter is highly appreciated.

Thanks & Regards,
Deputy Manager of Engineering Dept

Memorandum for Late Comers Students

To Whom It May Concern,

It has been noticed that most of the school students, especially those who attend higher and secondary school classes, have been arriving late. The school starts at eight a.m. sharp and the morning assembly is to be attended by all students. It is intolerable that some students do not consider it essential to arrive until after the assembly has ended and the national anthem has been said.

It is hereby being notified that in the future attendance will not be marked for those who arrive after the school commences. Strict fine policy shall be administered and students will not be granted permission to participate in extracurricular activities if it is found that they are negligent in their duties or not punctual. The qualities that this school values and inculcates in its students are foundational. We respect discipline and expect nothing short of this from those who study here.

The Principal,
Good Hall School
Faisalabad, Pakistan.

Internal Memo Format Letter

Sample format of internal memo, used for official purposes. Ordered by management i.e timing schedule, holidays notification, short orders etc. Used in school, college administration as well. Known as office order or notice letter.

Official Memo for All Employees

Subject: Employees Identity Card

All Staff Members,

This is to inform you that all employees are strictly forced to wear employee identity card during office hours.To display his/her identity card is must and non-conformance of this may cause fine of Rs. 200/day. Administration has received strict orders from management due to security reasons. The implementation will start from Monday, and will hope that everyone will follow the rule and take it seriously.


Fiffa International.

School Notice for Parents Regarding Outstanding Dues


Dear Parents,

It is to inform you that school is going to announce annual result of your child. In order to avoid any inconvenience on the result day, you are requested to deposit the outstanding dues of your child on priority basis.



Official Notice from School for Parents

Dear Parents,

For your convenience the School Copies & Stationary are available from Thursday 18th of June 2015 from 09:00 to 12:00 from the school bookstore.
Note: Book store will remain open on Saturday 20th June 2015.

Best Regards,

Memo Format Letter For All Club Members

Dear Sir/Madam,

We would like to share with our worthy members that the Government of the Punjab has imposed General Sales Tax(GST) on the Club Services/Sports, therefore, we are compelled to charge GST on all services including sports subscriptions and other fees/charges @ 16% w.e.f 1st July, 2015 in order to comply with the relevant provisions of the Punjab Sales Tax on Services Act,2012. The Club Management is endeavoring hard to approach the authorities concerned for some relief on GST on sports which has already been promised by the Chief Minister of the Punjab. Any development/relief provided will be communicated to the members and appropriate adjustment will be made, accordingly.

Thanking You

Internal Memo Format Letter For Marketing Employees



To: Employee Name and Designation

Subject: Fund Raising through Efficient Management of Donation Boxes

While signing incentive reports for the month of _____.It was observed that out of 250 donation boxes only 50 were cleared. This is potential source of income for ….(organization name)……. I would advised you to kindly pay special attention to this aspect of fund raising. It was decided in the past that every donation box site will be cleared at least twice a month. I hope this aspect will receive special attention.



Organization Name:________

Internal Office Memo for Purchase Department

Office Memo

There is laid policy for purchase & repair. All purchases, repair and maintenance related requisitions should be processed through the CEO office.

No requisitions or bill be signed & paid without prior permission in writing.

This is strict compliance.


Office Note from Human Resource For Employees Record Updating

Dear Employees,

In reference of record updating, three latest passport size photos of all employees are required.Please write your name designation, department and phone number on the backside of one photo. You are required to submit your photos at your department head latest by 20th Feb,2015.

Thank you

Farooq Ahmed

Manager HR

Office Order Regarding Air- Conditioner May Please Be Switched Off

Dear Staff,

Electricity bill is touching extreme height.It is requested to economize in this account as much as possible.

Now weather is fairly changed and we can be comfortable with fans. It is advised that Air-Conditioners may please be switched off and use them if it is absolutely necessary.

Chief Executive

Name:– ——–

Sample Office Timing Order

Office timings for admin and resource staff of Roshni Foundation in the month of Ramadan will be as follow:

Administration staff:   Mon-Sat (9am to 2 pm)

Resource development:  Mon-Sat (9am to 5pm)

By rotation one Resource development officer will be on duty from 9am to 6:30 pm.

Wishing all the members of staff a Happy Ramadan.



Office Order For Christian Staff Holidays Sample

This is to inform you that Office will remain closed for two days on the eve of Christmas for Christian staff. One day after Christmas leave will be provided. Other staff will attain only single holiday of Christmas day and will continue to office the other day.

Wishing all the members of staff a Happy Christmas.



Sample Office Order for Farewell Contribution

Staff members are directed to contribute Rs. 500 each person for the farewell ceremony of Mr. Ali Hakim organized on 5th July, 2014.

Timings: 5pm-9pm

All staff is cordially invited to participate.



Office Order Regarding Saturday’s Holiday

It is to informed to all concerned that the office and factory will remain opened on Saturday, June 28, 2014 and this holiday will be adjusted with Eid holidays.

Admin Department

Official Memo For Eid Holidays


Dear Staff,

Rehman Foundation, Karachi office and Lahore office will remain closed from Monday 28th July to Friday 1st August 2014(inclusive). on account of Eid holidays.

Marketing (funding) Department will work till the day before Eid with their own internal arrangements and shall be closed from Eid day till 2nd August 2014.

A happy Eid to all the members of staff.

Rehman Foundation

Official Memo For Employee Furnal

All Staff Members,

This is to inform you that our senior manager Administration Abdul Qayyum passed away on 18th of July in Islamabad.

Namaz-e-Janaza will be offered after Namaz-e-Zohar 1.30 pm on 21st of July at Main Mosque in Masjid Chowk, Block E, Phase 1 DHA Islamabad.

You are all requested to pray for the deceased and join for his Namaz-e-Janaza.

May Allah bless the family with patience and may his soul rest in peace. Aameen




Sample Internal Memo  Letter For Bank Guarantee

Sample internal memo between accounts and marketing department to arrange and provide Bid Bond/bank guarantee in favour of——————– company name.


Internal Memo

Sample internal memo for accounts and marketing department or purchase order for your reference and opening letter of credit in favour of ————– company name

Internal memo for requiring against payment of buying new item.

Sample(Internal Memo)Demand Draft Required