Chapter 7: Produce special purpose correspondence

Special purpose correspondence is a critical skill for office administration professionals in Kenya, involving the preparation of documents tailored to specific business needs beyond routine communication. These documents require precision in formatting and typing to convey information clearly and professionally, reflecting the organization's image. Whether drafting letters of introduction, memos, or acknowledgements, mastery of special purpose correspondence supports effective internal and external communication in diverse sectors such as law firms, transport companies, and printing shops.

7.1 Special purpose correspondence formatting

Special purpose correspondence is the group of office documents written for one particular purpose and laid out in a form that suits that purpose: a memo to inform staff, a notice to announce a meeting, a menu to list a meal, an advertisement to attract customers or an invitation card to invite guests. Each has its own recognisable layout, and the reader expects to find it. A memo that looks like a letter, or a notice buried in dense paragraphs, is slow to read and may be ignored.

Formatting these documents means choosing the layout, alignment, type size and spacing that suit the purpose, the reader and the place where the document will be read. A notice is read from a distance, a memo is read at a desk, a menu is read while choosing and an invitation card is kept. The sub-topics below describe each document in turn. The typing rules that apply to all of them are covered under Special purpose correspondence typing, and the paper, proofreading and printing steps under Special purpose correspondence production.

Parts common to special purpose documents

Most special purpose documents are made from the same small set of parts, used or left out according to the document.

• Heading or letterhead: the organisation's name, logo and contact details, or a heading naming the document, such as MEMORANDUM or NOTICE. It tells the reader what the document is and who issued it.
• Date: records when the document was issued, which matters for filing and for deciding which version is current.
• Reference number: a file or serial number that helps staff trace and retrieve the document later.
• Addressee and sender: who the document is for and who it is from, given by name and job title.
• Subject or title line: a short phrase that states the purpose, so that the reader knows at once what the document is about.
• Body: the message itself, in short paragraphs or numbered points.
• Authority: the name, job title and signature or initials of the person responsible.
• Confidentiality mark: a word such as CONFIDENTIAL added where the content is sensitive.

7.1.1 Memos

A memo, short for memorandum, is a written message sent inside an organisation, from one person or section to another. It is quick to write and to read, carries no postal address and usually deals with one subject. Typical uses are announcing a change of working hours, calling a meeting, giving an instruction or requesting information.

Layout of a memo

A memo opens with the word MEMORANDUM, or the organisation's name and the word memo, followed by guide words with the details beside them: TO, FROM, DATE, REF and SUBJECT. The guide words are typed in capitals and are aligned with a tab stop, so that all the details start at the same position. A line or space separates the guide words from the body.

MEMORANDUM

TO:       All Section Heads
FROM:     Office Manager
DATE:     4 November 2026
REF:      OM/GEN/12
SUBJECT:  CHANGE OF OPENING TIME FOR THE REGISTRY

The registry will open at 8.00 am from Monday 9 November 2026.
Section heads should send their files for filing before that time.

J. Mutua
Office Manager

Style and typing points

• The memo has no salutation such as "Dear Sir" and no complimentary close such as "Yours faithfully". The message begins directly.
• It is usually typed in block style, with every line at the left margin and a blank line between paragraphs.
• The sender initials or signs beside the typed name, or at the foot, to show that the memo is authorised.
• Where copies go to other people, a line such as cc: Finance Officer is typed below the body.
• A memo is kept to one subject. A second subject is sent as a second memo, so that each can be filed separately.

Example: the manager of a small import business sends a memo to the stores and accounts sections telling them that stock counts will move from Friday to Thursday afternoon.

7.1.2 Displays

A display is a document whose lines are arranged for visual effect, not for continuous reading. The text is short, and its position on the page, its size and the spaces between lines all contribute to its message. Wall signs, programmes of events, simple posters, name boards and timetables are examples. Display work depends on balance, which means that the lines are arranged so that the page looks even and complete.

Arranging a display

• Centre the lines horizontally: each line is centred between the margins, so that the page is balanced.
• Centre the block vertically: the whole block is placed in the middle of the page, with equal space above and below. In Word, set Vertical alignment to Center in the Page Setup dialogue, as described under Centering in the formatting of manuscripts.
• Show importance through size: the main line is the largest, the secondary lines are smaller and the details are smallest.
• Use capitals and bold sparingly: the heading in bold capitals is enough; capitals on every line weaken the effect.
• Leave generous space between groups of lines: space is part of the design and helps each line stand out.
• Check readability from a distance: a display that will hang on a wall is tested by standing back from the printed sheet.

Example: the front office of a conference centre prepares a display listing the day's sessions, each with its time and room, centred on one page and printed in large type so that delegates can read it from the door.

7.1.3 Notices and agenda

A notice announces something to a group of people, such as a meeting, a change or an event. An agenda is the list of items to be discussed at a meeting. The two often travel together: a notice of meeting tells members when and where to come, and the agenda tells them what will be discussed.

Notices

A notice carries the heading NOTICE in bold capitals, a clear subject, the details of what is happening (date, time and place), who must attend or take action, the name and title of the person issuing it and the date of issue. It is short, because it is read in a moment, usually on a notice board, so the type is larger than that of a letter and the layout is open. Example: the administration office of a training centre posts a notice about the closing date for fee payment, with the date in bold.

• A notice has one message. If there are several, each gets its own notice.
• The important facts are placed near the top, where the eye falls first.
• Contact details are given for readers who want to know more.
• The notice is dated and removed or replaced once it is out of date.

Agenda

An agenda has a heading with the name of the meeting, the date, the time and the venue. The items follow in numbered order. The usual order of a formal meeting is:

1. Opening of the meeting
2. Apologies for absence
3. Minutes of the previous meeting
4. Matters arising from the minutes
5. Reports and main items for discussion
6. Any other business
7. Date of the next meeting
8. Closing

Each item is a short phrase and the numbers are aligned with a hanging indent or tab stop. The agenda is typed in block style and sent with the notice of meeting, so that members come prepared.

7.1.4 Menus

A menu lists the dishes and drinks on offer, grouped by course, so that the guest can choose. In an office, menus are typed for events such as a staff lunch, a workshop dinner or a farewell party, as well as for the restaurant or catering section of an organisation.

Layout of a menu

• Heading: the name of the event or establishment, centred, with the date for a special occasion.
• Courses in order: starters, main courses, desserts and drinks, each under its own heading, in the order they are served.
• Dish names with a short description: the name of the dish is bold or capitalised, and a line of plain description follows.
• Prices: in Ksh, aligned in a column at the right using a right tab stop, so that guests can compare them quickly. For a fixed-price event menu, one price appears once.
• Labels: a short mark such as (V) for vegetarian dishes, explained at the foot of the menu.
• Spacing: equal space between dishes, and more space between courses.

The sample below shows a centred heading and aligned prices. The dishes and prices are for illustration only.

                  STAFF LUNCHEON MENU

                        STARTERS
 Vegetable soup (V) ...................... Ksh 250
 Fresh garden salad (V) .................. Ksh 300

                      MAIN COURSES
 Roast chicken with rice ................. Ksh 650
 Beans and maize stew (V) ................ Ksh 400

Spelling and prices are checked with special care, because a menu is a promise to the guest. Typing a menu uses leader dots from a tab stop, rather than rows of typed full stops, so that the prices line up.

7.1.5 Advertisements

An advertisement is a message that tells readers about a product, service, job vacancy or event and persuades them to act. Offices type advertisements for the notice board, the press and the website, for the organisation itself or for a client.

Parts of an advertisement

• Headline: the largest and boldest line, stating the offer or the position in a few words.
• Body text: short lines giving the main details: what is offered, the main benefit and key facts such as price, quantity or requirements.
• Call to action: what the reader should do, for example "Call 07xx xxx xxx before 20 November".
• Contact details: a name, a telephone number, an email address or a location.
• Closing date or period: the date by which the offer ends or applications must be received.

Layout

A common plan follows four stages: attract attention with a strong headline, hold interest with the main details, build desire by pointing out the benefit and prompt action with clear contact details. Keep wording brief and accurate. A border may be used to separate the advertisement from other items on a board. Columns may be used for several items. Use bold and size to rank the lines, but do not fill the space with many fonts. Prices are given in Ksh, and every claim must be true and checkable.

Example: a printing and stationery shop types an A4 advertisement for its notice board: a bold headline offering lamination and binding, three short lines of details, the opening hours and a telephone number.

7.1.6 Invitation cards, etc

An invitation card asks a person or a group to attend an event, such as a launch, a graduation, a wedding, a farewell or an annual general meeting. Because it is kept and sometimes displayed, it is neater and more decorative than other office documents.

Content of an invitation

• The host: who is inviting, by name or organisation.
• The wording of the invitation: a courteous phrase, for example "request the pleasure of your company", often in the third person.
• The occasion: what the event is.
• Date and time: day, date and starting time.
• Venue: the place, with directions if it is hard to find.
• Dress code: only where one is requested.
• Reply: the date by which to reply and a name and contact. The letters RSVP are an abbreviation of a French phrase meaning "please reply".

Layout

Lines are centred, with the name of the event set largest. A page border or a simple rule gives the card a finished appearance. Text is balanced vertically and spaced evenly, so that the card looks calm. The card is usually printed on heavier paper in A5, or on A4 and folded. A reply slip at the foot, separated by a broken line, is easy to detach.

Example: an advocates' chambers prepares invitation cards for its anniversary dinner, with the host's name at the top, the event in large type in the middle, the date and venue below and the reply details at the foot.

Other items under special purpose correspondence

The list is open-ended. Other documents typed to the same principle of a fixed layout for a specific purpose include programmes, certificates, name tags, acknowledgement cards and reply slips. Whatever the item, ask four questions before formatting: who is it for, where will it be read, what must the reader notice first and what must the reader do next.

Chapter Summary

This chapter explored the formatting requirements for various types of special purpose correspondence including memos, displays, notices, agendas, menus, advertisements, and invitation cards, highlighting the unique features of each. It then examined the importance of these documents within an organization and detailed the appropriate layout elements such as margins, font size, and spacing, together with formatting styles like blocked and modified styles, ensuring correct punctuation and grammar. The discussion progressed to specific typing guidelines, emphasizing accuracy, proofreading skills, and the need to maintain privacy and confidentiality when handling such correspondence. Production aspects covered the use of high-quality and standard-sized paper, the purpose and methods of proofreading including understanding proofreaders’ marks, page numbering formats, and the steps for formatting, saving, and printing the final copy. Finally, the chapter addressed the critical role of effective filing systems for special purpose correspondence, outlining the preparation and procedural steps necessary for proper organization and retrieval within an organization. This comprehensive treatment ensures that students grasp both the technical and administrative aspects involved in managing special purpose correspondence effectively.