Lesson Note on Correspondence: Meaning, Types and Office Memos for SS 2

Class: Senior Secondary School 2 (SS2 / SSS 2)
Term: 1st Term
Week: 8
Age: 16 years
Duration: 45 minutes
Subject: Office Practice
Curriculum Theme: Office Communication
Previous Lesson: Filing Equipment: Cabinets and Filing Systems.
Topic: CORRESPONDENCE
Subject Matter: Meaning of correspondence (written communication in an office), types of correspondence, memos (internal, external, differences), notice, minutes of meetings

Specific Objectives

By the end of the lesson, pupils should be able to:

Cognitive Domain:

• Define correspondence as written communication in an office.
• Identify different types of correspondence.
• State the differences between internal and external memos.
• Describe the key parts of a notice and minutes of meetings.

Affective Domain:

• Appreciate the importance of clear and effective written communication in an office.
• Value the role of proper documentation in office procedures.

Psychomotor Domain:

• Distinguish between internal and external memos based on purpose and audience.
• Identify the key sections in a sample notice and minutes of meetings.

Social Domain:

• Participate actively in discussions about office communication.
• Communicate ideas clearly regarding different forms of office correspondence.

Reference Materials

The following resources were used in planning this lesson:

• Senior Secondary Schools Education Curriculum
• State Unified Scheme of Work
• Office Practice for Senior Secondary Schools, Book 2

Instructional Materials

The teacher will teach this lesson with the aid of:

• Specimen memos (internal and external)
• Sample notices
• Sample minutes of meetings
• Chalkboard and chalk

Rationale for the Lesson

This lesson helps pupils understand various forms of written communication used in an office. It enables them to identify, differentiate, and understand the structure of common office documents like memos, notices, and minutes, which is important for effective office operations and their future careers.

Prerequisite/Previous Knowledge

Pupils are expected to have basic knowledge of office functions and general communication methods.

Lesson Content/Board Summary

CORRESPONDENCE

Meaning of Correspondence

Correspondence refers to all forms of written communication exchanged between individuals or organizations, especially in a business or official context. It is essential for documenting decisions, conveying information, and maintaining records in an office.

Types of Correspondence

The following are common types of correspondence:

• Memos (Memoranda)
• Letters
• Notices
• Minutes of Meetings
• Reports
• Emails

Memos (Memoranda)

Meaning of Memo

A memo, short for memorandum, is a written message used for internal communication within an organization. It is typically brief and conveys specific information, announcements, or requests.

Types of Memos

There are two main types of memos:

• Internal Memo: This is a memo sent within an organization to communicate with colleagues, departments, or other internal stakeholders. Its purpose is to share information, make announcements, or request actions internally.
• External Memo: This is a memo used to communicate with individuals or organizations outside the immediate office or company. It serves to convey official information, inquiries, or responses to external parties.

Differences Between Internal and External Memos

The following are key differences between internal and external memos:

• Purpose: Internal memos are for intra-organizational communication, while external memos are for inter-organizational communication.
• Audience: Internal memos are addressed to colleagues or departments within the same company, whereas external memos are addressed to individuals or entities outside the company.
• Format: Internal memos often have a less formal tone and may include specific internal codes. External memos tend to be more formal and follow standard business letter formats.
• Confidentiality: Internal memos might contain information specific to the company that is not for external eyes. External memos are designed for public or external consumption.
• Distribution: Internal memos are typically distributed through internal mail systems, email, or company intranets. External memos are sent via postal service, courier, or external email.

Notice

Meaning of Notice

A notice is a formal announcement or warning, often displayed publicly or circulated to a specific group of people, to inform them about an event, meeting, decision, or important information.

Key Parts of a Notice

The following are key parts of a notice:

• Heading: Usually “NOTICE” at the top.
• Issuing Authority: Name of the organization or person issuing the notice.
• Date: The date the notice is issued.
• Subject/Title: A clear, concise title indicating the purpose of the notice.
• Body: The main content providing details of the event, information, or warning.
• Signature/Name: Name and designation of the person issuing the notice.

Minutes of Meetings

Meaning of Minutes

Minutes of a meeting are the official written record of the proceedings of a meeting, including decisions made, actions agreed upon, and key discussions. They serve as a formal record and reference point.

Key Parts of Minutes

The following are key parts of minutes of meetings:

• Title: Name of the organization and the meeting (e.g., “Minutes of the Board Meeting”).
• Date and Time: When the meeting took place.
• Venue: Where the meeting was held.
• Attendees: List of members present and apologies for absence.
• Chairman: Name of the person who chaired the meeting.
• Secretary/Minute Taker: Name of the person who recorded the minutes.
• Agenda Items: Each item on the agenda is addressed sequentially.
• Discussions: Summary of key points raised under each agenda item.
• Decisions/Resolutions: Specific actions or decisions taken.
• Action Points: Who is responsible for what action and by when.
• Date of Next Meeting: If applicable.
• Approval: Space for the chairman’s signature and date of approval.

Teaching Methods/Instructional Techniques

Discussion, Lecture, Demonstration, Question and Answer, Visual Aids

Instructional Procedures

Step 1: Introduction

Time: 5 minutes
Teaching Skill: Set Induction
Teacher’s Activity: The teacher greets the pupils, reviews the previous lesson briefly, and then introduces the topic “Correspondence” by asking pupils about different ways people communicate in an office.
Pupils’ Activity: Pupils respond to the teacher’s questions and listen attentively.
Learning Point: Pupils are prepared for the lesson and connect to previous knowledge.

Step 2: Meaning and Types of Correspondence

Time: 10 minutes
Teaching Skill: Explanation/Lecture
Teacher’s Activity: The teacher explains the meaning of correspondence as written communication in an office and lists various types such as memos, letters, notices, and minutes, writing key points on the board.
Pupils’ Activity: Pupils listen, take notes, and ask questions for clarification.
Learning Point: Pupils understand the definition and general types of office correspondence.

Step 3: Memos (Internal and External)

Time: 10 minutes
Teaching Skill: Explanation/Demonstration
Teacher’s Activity: The teacher explains the meaning of memos and distinguishes between internal and external memos, showing specimen memos to illustrate their forms and uses.
Pupils’ Activity: Pupils observe the specimens, listen to the explanation, and ask questions.
Learning Point: Pupils learn about the types of memos and their basic characteristics.

Step 4: Differences Between Internal and External Memos

Time: 5 minutes
Teaching Skill: Discussion/Questioning
Teacher’s Activity: The teacher guides a discussion on the differences between internal and external memos based on purpose, audience, and format, drawing comparisons from the specimens.
Pupils’ Activity: Pupils actively participate in the discussion, identifying and stating the differences.
Learning Point: Pupils can differentiate between internal and external memos.

Step 5: Notice

Time: 5 minutes
Teaching Skill: Explanation/Visual Aid
Teacher’s Activity: The teacher explains what a notice is, its purpose, and the key parts of a notice, showing a sample notice and highlighting its components.
Pupils’ Activity: Pupils examine the sample notice and identify its key parts as explained by the teacher.
Learning Point: Pupils understand the function and structure of a notice.

Step 6: Minutes of Meetings

Time: 5 minutes
Teaching Skill: Explanation/Visual Aid
Teacher’s Activity: The teacher explains the meaning and importance of minutes of meetings, showing a sample and pointing out its essential parts like attendees, discussions, decisions, and action points.
Pupils’ Activity: Pupils observe the sample minutes and identify the various sections.
Learning Point: Pupils understand the purpose and structure of minutes of meetings.

Step 7: Evaluation/Review

Time: 5 minutes
Teaching Skill: Questioning/Assessment
Teacher’s Activity: The teacher evaluates the learning by asking the following questions:

1. What is correspondence?
2. Mention three types of correspondence used in an office.
3. State two differences between an internal memo and an external memo.
4. List three key parts of a notice.

Pupils’ Activity: Pupils answer orally and in writing.
Learning Point: Pupils demonstrate understanding of the lesson.

Step 8: Conclusion

Time: 5 minutes
Teaching Skill: Summarization/Assignment
Teacher’s Activity: The teacher summarizes the key points of the lesson and assigns homework: “Find and bring a sample of an internal memo and a notice from a real-life office or organization.”
Pupils’ Activity: Pupils listen to the summary and copy the homework assignment.
Learning Point: The lesson is reinforced, and pupils are given an activity to extend their learning.

Lesson Keywords

• Correspondence – Written communication exchanged in an office or business setting.
• Memo – A short, written message for internal communication within an organization.
• Internal Memo – A memo circulated within the same organization.
• External Memo – A memo for communication with parties outside the organization.
• Notice – A formal public announcement or warning.
• Minutes – The official written record of a meeting’s proceedings and decisions.

Differentiation

For pupils who grasp concepts quickly, the teacher can ask them to explain scenarios where each type of correspondence would be most appropriate. For pupils needing more support, the teacher will provide simplified examples and offer direct guidance in identifying the parts of the sample documents.

Note for teachers using this lesson plan

Ensure that the specimen documents are clear and readable for all pupils. Encourage active participation and real-life examples where possible to make the lesson relatable. Emphasize the practical application of these documents in daily office operations.