๐ Content updated on 25 May 2026
A memo (memorandum) is a short, official note sent within an organisation to convey information, instructions, or reminders to staff. It has a clear header (To, From, Date, Subject) and a concise message. A circular is a written notice intended for wider circulation — to all departments, branches, or the general public — announcing events, policies, or changes. Both must be formal, clear, and to the point. This worksheet provides ample practice for both formats as required for Class 10‑12 exams.
๐ง๐ซ Tips for parents and teachers: Emphasise brevity. A memo should be just a few paragraphs; a circular can be slightly more detailed but still sharp. The header fields (To/From/Date/Subject) must always appear. In circulars, the issuing authority’s name and designation appear at the end.
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✅ Solved Examples (10 Questions with Answers)
Study these model memos and circulars. Notice the crisp header and the straightforward language.
As the HR Manager of a company, draft a memo to all staff reminding them of the formal dress code to be followed from Monday.
Show Answer
This is to remind everyone that effective from Monday, 15 May 2026, the formal dress code will be strictly enforced. Business formals (shirt, trousers, blazer for gentlemen; saree, salwar‑suit, or business suit for ladies) are mandatory from Monday to Thursday. Casual Fridays remain unchanged. Please ensure compliance to maintain a professional work environment. Violations may attract a note in your personnel file.
As the Principal, issue a circular informing students and parents about the summer vacation schedule.
Show Answer
Dear Parents and Students,
This is to inform you that the school will close for summer vacation from 20 May 2026 to 30 June 2026. The school office will remain open from 9 a.m. to 12 noon for fee deposits and queries. Students are advised to complete their holiday homework and submit it on the first day of school, 1 July 2026. We wish you a safe and happy vacation.
Principal
Draft a memo from the Head of Department to the faculty reminding them of the monthly staff meeting.
Show Answer
Kindly attend the monthly review meeting on Thursday, 12 May 2026 at 2:15 p.m. in Conference Room 2. Please bring your lesson plans and a list of students requiring remedial classes. Punctuality is expected.
As the Secretary of the Health Club, issue a circular to all residents of the society regarding a blood donation camp.
Show Answer
A voluntary blood donation camp is being organised in association with the Red Cross Society on 20 May 2026 from 9 a.m. to 3 p.m. at the Community Hall. All healthy residents between 18 and 65 years are encouraged to donate. Refreshments and certificates will be provided. Please register at the RWA office or call 9810xxxxxx.
Secretary, RWA
As the IT Manager, write a memo informing staff about new password security guidelines.
Show Answer
Effective immediately, all system passwords must be at least 12 characters long, include a mix of upper‑case, lower‑case, numbers, and a special character. Passwords must be changed every 45 days. Sharing of passwords is strictly prohibited. Non‑compliance will result in temporary access suspension.
As the Class Teacher, issue a circular for a class picnic to a nearby park.
Show Answer
A class picnic has been planned to Nehru Park on Saturday, 15 May 2026. The bus will leave school at 8 a.m. and return by 2 p.m. Students should bring packed lunch, water bottle, and a cap. A consent form is attached; please submit it by Wednesday. The cost is ₹150 per student.
Class Teacher
Draft a memo from the Office In‑charge to all employees about punctuality and attendance.
Show Answer
It has been observed that late arrivals and frequent absenteeism are increasing. Henceforth, attendance will be marked via biometric at 9:00 a.m. sharp. Unauthorised late marking will lead to half‑day leave deduction. Repeated offenders will be asked to provide a written explanation.
As the Librarian, draft a circular for students announcing the re‑opening of the school library after renovation.
Show Answer
We are delighted to announce that the school library will reopen on 15 May 2026 after extensive renovation. New facilities include a digital reading section, air‑conditioned reading rooms, and a separate reference corner. The library will be open from 8 a.m. to 5 p.m. on all working days. All pending library books must be returned immediately. Happy reading!
Librarian
Write a memo from the Training Head asking all team leaders to nominate two members for a leadership workshop.
Show Answer
Please nominate two high‑potential team members from your department for the upcoming 3‑day leadership workshop at the Head Office. Send the nominations to hr@company.com by 12 May. Attendance is mandatory for nominated members.
As the Principal, issue a circular regarding the half‑yearly exam schedule and rules.
Show Answer
The half‑yearly examinations for Classes IX‑XII will begin on 10 June 2026. The detailed date sheet has been uploaded on the school portal and notice board. All students must carry their admit cards and reach the exam hall 15 minutes before the start. Use of electronic gadgets is strictly prohibited. Any unfair means will result in cancellation of the paper.
Principal
✏️ Practice Questions (10 Questions with Answers)
Now draft these memos and circulars on your own first, then check the model answers.
As the Admin Head, draft a memo urging employees to conserve water in the office pantry and washrooms.
Show Answer
This is to request all staff to consciously avoid wastage of water. Please turn off taps tightly after use in the pantry and washrooms. Report any leaks immediately to the maintenance team. Let us contribute to a sustainable environment.
As the School Prefect, issue a circular for the upcoming inter‑house football final.
Show Answer
The final of the inter‑house football tournament between Blue House and Red House will be held on 18 May 2026 at 4 p.m. on the school ground. All students are encouraged to come and cheer for their teams. A special lucky draw will be held for the spectators.
School Prefect
Write a memo from the Store Manager reminding departments to submit their monthly stationery indents by the 10th of each month.
Show Answer
Please ensure that your department's stationery requirements are submitted through the online portal by the 10th of each month. Late indents will not be processed until the following month.
As the Cultural Secretary, issue a circular inviting students to participate in the annual function auditions.
Show Answer
Auditions for the Annual Function (dance, music, drama, and anchoring) will be held on 20‑21 May 2026 from 2 p.m. in the Auditorium. Interested students must register at the Cultural Office by 18 May. Come showcase your talent!
Cultural Secretary
Draft a memo from the Safety Officer informing all floor wardens about a surprise fire drill next week.
Show Answer
A surprise fire drill will be conducted on 16 May 2026 at 11 a.m. sharp. Please ensure all exit routes are clear and staff members are aware of their assembly points. Your cooperation is essential for a safe evacuation.
As the Literary Club In‑charge, issue a circular announcing a book fair in the school.
Show Answer
A three‑day book fair “READATHON” is being organised from 1‑3 June in the school lobby. Over 5000 titles from leading publishers will be available at special discounts. Timings: 9 a.m. to 4 p.m. All students and parents are invited.
Literary Club In‑charge
As the Office Administrator, write a memo restricting lunch break to the designated 30‑minute slot.
Show Answer
It is noticed that many employees are extending their lunch break beyond the allowed 30 minutes (1:00‑1:30 p.m.). This disrupts office workflow. Please ensure strict adherence; repeated delays will be considered as late coming.
As the Accounts Officer, issue a circular reminding parents about the last date for fee payment.
Show Answer
This is to remind that the second instalment of the school fees is due by 20 May 2026. Payments can be made online or at the school counter. A late fee of ₹50 per day will be charged after the due date. Please ignore if already paid.
Accounts Officer
As the NSS Programme Officer, draft a memo to all volunteers about a campus cleaning drive.
Show Answer
All NSS volunteers are required to report at the Admin Block at 7 a.m. on 14 May 2026 for a campus‑wide cleaning drive. Gloves and garbage bags will be provided. Two certificates will be awarded to the most active volunteers.
As the Sports Director, issue a circular informing members about the re‑opening of the club swimming pool.
Show Answer
We are pleased to announce that the swimming pool will be operational from 15 May 2026. Timings: 6‑8 a.m. and 4‑7 p.m. daily. All users must produce a valid medical certificate and follow the pool hygiene guidelines. New members can register at the reception.
Sports Director
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๐ Challenge Questions (10 Questions with Answers)
Write these office documents with precision and a mature tone.
As the Compliance Officer, draft a memo instructing all employees to complete the mandatory data privacy training module by the end of the month.
Show Answer
All employees must complete the online Data Privacy Training on the internal HR portal by 31 May 2026. This is mandatory for compliance with the new IT Act regulations. Your bonus processing is linked to the completion certificate. Please plan accordingly.
As the Regional Manager of a bank, issue a circular to all customers announcing the opening of a new branch with weekend banking.
Show Answer
We are delighted to announce the opening of our new branch at Sector 76, Noida, from 20 May 2026. This branch will offer weekend banking on Saturdays and Sundays (10 a.m. – 4 p.m.), locker facilities, and instant account opening. All existing customers are welcome to transfer their accounts to this branch. A special inaugural gift awaits the first 100 visitors.
Regional Manager
You are the IT Security Head. Draft a memo warning all staff about a phishing email circulating in the organisation.
Show Answer
An email with the subject “Your Salary Has Been Credited” containing a fake link is circulating. Do NOT click any link. Forward such emails to infosec@company.com and delete immediately. The IT team is investigating. Report any suspicious activity at once.
Due to extreme summer heat, the school has revised its timings. Draft a circular for parents.
Show Answer
In view of the severe heatwave, the school timings will be from 7 a.m. to 12 noon with effect from 10 May 2026 until further notice. The canteen will serve cool refreshments. Students are advised to carry water bottles and wear loose cotton clothing. All outdoor activities remain suspended.
Principal
As the Project Manager, issue a memo reminding your team that the quarterly report submission deadline is non‑negotiable.
Show Answer
The quarterly report must be submitted by 5 p.m. on 15 May 2026. No extensions will be granted as the board meeting is on 17 May. Any member missing the deadline will have their name excluded from the report contributors. Please allocate work accordingly.
As the Medical Officer, issue a circular to all residents informing them about a free vaccination camp for senior citizens.
Show Answer
A free influenza and pneumonia vaccination camp for citizens aged 65 years and above will be held on 22‑23 May 2026 from 9 a.m. to 2 p.m. at the Urban Health Centre. Please carry Aadhaar card and any previous medical prescriptions. The service is absolutely free.
Medical Officer
As the Finance Head, write a memo to all departments stating that travel expense claims for the previous quarter must be submitted within 7 days.
Show Answer
All pending travel expense reports for the Jan‑Mar 2026 quarter must be submitted with original receipts to the Finance Desk by 15 May 2026. Claims received after this date will be processed in the next financial quarter. No exceptions.
As the Society Manager, issue a circular informing residents about a 6‑hour water supply shutdown for pipeline repair.
Show Answer
Due to urgent pipeline repair, the water supply will remain shut from 10 a.m. to 4 p.m. on 12 May 2026. Please store sufficient water for your needs. Water tankers will be available at Gate 2 if required. We regret the inconvenience.
Society Manager
Draft a memo from the Head of HR notifying that the revised work‑from‑home policy limits remote work to two days a week.
Show Answer
Effective 1 June 2026, the work‑from‑home option is reduced to a maximum of two days per week (Tuesday and Friday). Team leaders must approve requests 48 hours in advance. Office presence is mandatory on Monday, Wednesday, and Thursday. The full policy is on the intranet.
As the Youth Club Coordinator, issue a circular to society residents announcing a free summer camp for children.
Show Answer
A free summer camp for children aged 5‑14 will be held from 1‑15 June 2026 at the Community Centre, 8 a.m. to 11 a.m. Activities include yoga, art & craft, storytelling, and indoor games. Register at the Youth Club office by 25 May. Limited seats.
Youth Club Coordinator
