Noting & Drafting
Noting & Drafting
Noting & Drafting
&
Work Book
On
Effective Noting & Drafting
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FORWARD
3. The training monograph on 'Effective Noting & Drafting' which has been
in use for the past several years has now been revised on the basis feedback
received from the Participants of various workshops. In this monograph,
additional chapters on "Definitions" of terms relating, to noting & drafting and
"Allied Instructions- Correspondence with Specified Authorities" have been
added. Besides, additional drafting exercises in respect of most commonly used
forms of communication have also been included. I am sure participants would
find the monograph very useful.
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Table of Contents
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Part - I
Reading Material
On
Noting & Drafting
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CHAPTER-I
DEFINITIONS
1. 'Note' means the remarks recorded on a case to facilitate its disposal, and
includes a precise of previous papers, a statement or an analysis of the
questions requiring decision, suggestions regarding the course of action
and final orders passed thereon.
2. 'Minute' means a note recorded by the President, the Vice-President, the
Prime Minister or a Minister.
3. 'File' means a collection of papers arranged chronologically on a specific
subject matter assigned a file number and consisting of the following
parts:
(a) Notes
(b) Correspondence
(c) Appendix to notes
(d) Appendix to correspondence
4. 'Notes Portion' in relation to a file means the portion containing notes or
minutes recorded on a case.
5. 'Correspondence Portion' in relation a file means the portion containing
'receipts' and office copies of 'issue' pertaining to the file.
6. 'Appendix to notes' in relation to a file means a lengthy summary or
statement containing detailed information concerning certain aspects of
the question discussed on the file, incorporation of which in the main note
is likely to obscure the main point or make the main note unnecessarily
lengthy.
8. 'Case' means a current file or a receipt together with other related paper, if
any.
9. 'Current file' means a file action on which has not been completed.
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10. "Come-back Case' means a case received back for further action such as
reexamination or preparing a draft or a summary of the case.
11. 'Docketing' means making of entries in the notes portion of a fife about
the serial number assigned to each item of correspondence (whether
receipt or issue) for its identification. The remarks recorded on the body
of the receipt by higher officers towards its disposal are also required to
be reproduced on the note sheet immediately after docketing a receipt.
14. 'Sectional note' means a note recorded on only one of the many issues
raised in the PUC. ,
16. 'Urgent dak' means dak marked 'immediate' or 'priority' and includes
telegrams, savingrams, wireless messages and telex messages.
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CHAPTER-II
NOTING
GUIDELINES
(a) All notes should be concise and to the point. Excessive noting should be
avoided.
(b) A simple and direct style of writing should always be adopted. Use of
complicated and ambiguous language should be avoided.
(d) Notes should not be recorded on the receipt itself except in very routine
matters.
(h) Any remarks recorded by the Branch officer, or other senior officers, on
the receipt should first be reproduced while docketing the receipt.
(i) When passing orders or making suggestions, an officer should confine his
note to the actual points he proposes to make. He should not repeat or
reiterate the ground already covered in the previous notes. If he agrees to
the line of action suggested in the preceding note, he should merely
append his signatures.
(j) A self-contained summary of the case should always be put up with every
file submitted to a Minister. Such a summary should bring out briefly, but
clearly, all the relevant facts, including the views expressed on the subject
by other Departments, if any, consulted in the matter, and the point(s) on
which the orders of the Minister are sought.
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(k) When a paper under consideration raises several major points which
require detailed examination and respective orders on each point (or
group of related points) it will be, noted upon separately in "Sectional"
notes. Such sectional notes will each begin with a list of the major
point(s) dealt with therein.
(1) The dealing hand will append his full signature with date on the left
below his note. An officer will append his full signature on the right hand
side of the note with his name, designation and the date.
1. Ephemeral Cases:
Such cases should be filed at the dak stage itself by the Section Officer or
Desk functionary briefly recording the reasons why no action is necessary.
These cases are also known as "No-Noting" cases. Such cases should be kept in
the File "O" bundle and destroyed on 31st December of every year. These may
also be returned in original to the sender recording requisite factual information.
3. Action-in-Correspondence Cases:
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In these cases, a detailed note providing maximum information on each
aspect will be necessary. Even then, the note should be concise and to the point,
covering the following aspects:-
These types of cases would not be large in number and are normally dealt
with at sufficiently higher levels of the organisation. They require a thorough
examination with maximum amount of noting developed systematically. A note
in such cases should be structured in the following manner: -
(i) Problem: - State the problem. How it has arisen? What are the
critical factors?
(ii) Additional Information: - Give additional information to size up
the problem. The information would be available on the files and
other papers in the Section. If sufficient information is not
available to enable thorough examination, it should be collected
before attempting a note.
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financial and other implications, repercussions, and the modality of
implementing the decision and the authority competent to take a
decision.
(c) When a note on a file is recorded by an officer after obtaining the orders
of a higher officer, a remark that "this has the approval of-----" should be
added in that note.
(d) A copy of the note finally recorded on the main file will be retained with
the routine notes/shadow file, before the main file is returned to the
originating Department.
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NOTING ON CASES REFERRED TO UNDER THE SINGLE FILE
SYSTEM
The single File system applies to matters, which are not within the
delegated powers of the attached or subordinate offices and have to be referred
frequently to the Ministry/Department for seeking a sanction/order. The Non-
Secretariat Office (Attached or Subordinate) will open files in such cases.
Noting on such files in the Ministry/Department should be on the file of NSO.
However, in certain selected types of cases concerning sensitive and delicate
matters in the sphere of personnel, policy issues and finance, noting in the
Ministry/Department should be on "duplicate or shadow" files (which would
indeed be only notes recorded at a particular stage of the case or at a particular
level). In such cases, the final decision alone should be suitably recorded on the
NSO file.
(ii) The summary should give the chronological facts of the case and
should not omit any important considerations that could affect the
decision.
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authorities to study the annexure or appendices if they want further
details on any particular point.
(vi) The paragraphs of the summary should be properly numbered.
1. reference books;
2. notes portion of the current file ending with the note for
consideration;
3. running summary of facts;
4. draft for approval, if any;
5. correspondence portion of the current file ending with the latest
receipt or issue, as the case may be;
6. appendix to notes and correspondence;
7. Standing Guard File, standing note or reference folder, if any;
8. Other papers,, If any, referred to e.g. extract of notes or
correspondence from other files, copies of orders, resolutions,
gazettes, arranged in chronological order, the latest being placed on
the top;
9. Recorded files, if any, arranged in chronological order, the latest
being placed on the top;
10. Routine notes and papers arranged in chronological order and
placed in a separate cover.
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LINKING AND DE-LINKING OF FILES
1. If the issues raised in two or more current files are so inter-connected that
they must be dealt with together simultaneously, the relevant files will be
linked in the manner indicated in (2) below. Such linking may also be
resorted to if a paper in one current file is required for reference in
dealing with another current file unless a copy -of the paper can be
conveniently placed on the first file.
2. When files are to be linked, strings of the file board of the lower file (but
not its flaps) will be tied round the upper file. The strings of the file board
of the upper file will be tied underneath it in a bow so that each file is
intact with all its connected papers properly arranged on its file board or
flap.
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CHAPTER-III
REFERENCING
1. Every page in each part of the file (viz., notes, correspondence, appendix
to notes and appendix to correspondence) will be consecutively numbered
in separate series, in pencil. Blank intervening pages, if any, will not be
numbered.
3. The paper under consideration on a file will be flagged 'PUC' and the
latest fresh receipt noted upon, as 'F.R'. In no circumstances, will a slip,
other than PUC and 'FR' be attached to any paper in a current file. If there
are more than one fresh receipt in a case, these should be flagged as 'F.R
I', 'FR II and so on.
4. In referring to the papers flagged 'PUC' or 'FR' the relevant page numbers
will be quoted invariably in the margin.
5. Recorded files and other papers put up with the current file will be
flagged with alphabetical slips for quick identification. Only one
alphabetical slip will be attached to a recorded file or compilation. If two
or more papers contained in the same file or compilation are to be
referred to, they should be identified by the relevant page numbers in
addition to the alphabetical slip, e.g. 'A'/23 n., 'A'/17 C and so on.
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7. Rules or other compilations referred to in a case need not be put up if
copies thereof are expected to be available with the officer to whom the
case is being submitted. The fact of such compilations not having been
part up will be indicated in the margin of the notes in pencil.
8. The reference slips will be pinned neatly on the inside of the papers
sought to be flagged. When a number of papers put up in a case are to be
flagged, the slips will be spread over the entire width of the file so that
every slip is easily visible.
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CHAPTER-IV
DRAFTING
Is a draft necessary?
Who should be addressed and who will sign?
What is the relationship between the sender and receiver?
What should be the form?
Is something to be conveyed or to be called for?
Are all details available?
What is the intention of the decision?
What should be the recipient response?
Does the language convey?
Has the referencing been done?
Is it logically sequenced?
Does it have proper urgency, security grading?
DRAFTING SKILLS
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CHECK LIST FOR DRAFTING
A draft should indicate
File No.
The name, designation, telephone number, fax number and complete
postal address of the sender organisation
The name/designation of the addressee with complete postal address
Salutation (i.e. Sir, Dear.....etc.,), where required
Subject
Number and date of the last communication in the series (from the
addressee or from the sender)
The enclosures which are to accompany the fair copy (A short oblique
line in the margin will indicate that enclosures are to be sent along with
the fair copy)
Subscription (i.e. yours faithfully, yours sincerely etc.), where required
The mode of transmission, e.g. 'By Registered post' 'By Special
messenger etc., at the top right corner
Urgency grading, if required
Endorsement, where necessary
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CHAPTER-V
ALLIED INSTRUCTIONS
(b) Oral discussions: - All points emerging from discussions between two or
more officers of the same department and the conclusions reached will be
recorded on the relevant file by the officer authorising action. He may if
considered important get it confirmed by the participants. Confirmation is
desirable In the following circumstances:
(i) If policy of government is not clear
(ii) Departure from the prescribed policy
(iii) Two or more levels differ on significant issues
(iv) Decisions though agreed by all are significantly important.
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immediately thereafter. If the oral instructions from the Minister or his personal
staff are in accordance with the norms, rules, regulations or procedures, these
should be brought to the notice of the Secretary. However, if those are not in
accordance with the norms, rules, regulations or procedures, the officer
receiving such instructions should seek further clear orders from the Secretary
about the line of action to be taken stating formally that the oral instructions are
not in accordance with the rules, regulations, norms or procedures.
The Manual of Office Procedure further prescribes that the correspondence with
the following authorities will be made in the manner indicated against each.
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(e) Demi official letters can also be sent. However, the requisite
difference in levels should be kept in mind e.g. D.O. addressed to the
Chief Secretary should not be written by an Officer below the level of
Joint Secretary.
6. Lok Sabha and Rajya Sabha Secretariat - Communications requiring
urgent or high level attention may be addressed to the Secretaries
concerned and not to the Speaker or the Chairman direct.
7. Members of Parliament -
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(iii) as aforesaid on the other, stipulate the cases in which and the conditions
subject to
which direct correspondence may be resorted to. Salient features of and
specimen forms of communication for such correspondence are also Included in
Chapter V of Notes on Office Procedure (1980).
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CHAPTER VI
(2) The words "proximo" and "Ultimo" should be avoided. They lead to
confusion and one has to take the trouble of looking at the date of the
letter to find out what they mean. The names of the months must be used
instead.
(3) "The same" must hot be used instead of "it" or some other simple word.
(4) Such needlessly formal words as "therein" and "thereon" should not be
used instead of "in it" or "on if.
(5) The preference for passive verbs over active verbs generally make the
style vague and clumsy, as "it is understood" for "I do not understand" or
"The date of issue of the order should be reported by him" for " he should
report when he issues the order".
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(8) Short sentences should be preferred to long ones "Secretary's attention is
invited to O.M-----He is requested........" is better than "The Secretary's
attention is invited to O.M. and he is requested". "in case in which" is a
clam phrase for which "when", "where" or "if" can be substituted. The
word "necessary" is usably superfluous in such phrases as "the necessary
entried","the necessary corrections", "the necessary instructions", etc.
(9) The phrase "do the needful" should never be used. Either say definitely
what is to be done or say, "do what is necessary". The word "avail" is
very awkward one, as It is reflexive and also takes "of' after it. It is better
avoided. Moreover, if you do use it, you must not say "the leave was
availed of" or "I availed of the leave", still less "he is permitted to avail
the holidays". You must say, "I availed myself of the leave" and so on.
But why not simply say "took the leave"? "Available also is a bad word.
A register "not readily available" may mean anything, for example, that it
was needed for reference by one of the members or had been sent some-
where out of the office, or was locked up and the key was elsewhere. It is
very annoying to have one's work increased by having to send a note back
to ask what it means.
(10) Split infinitives should be avoided. Write "kindly to state" and not " to
kindly state'. A very common and equally objectionable feature of official
communications is a similar splitting of other verbal phrases. For
instance, "the Deputy Commissioner will, in the circumstances now
stated, be requested" is not good English. It is quite as easy to say, "in the
circumstances now stated, the Deputy Commissioner will be requested
to..."
(11) Do not write "marginally noted' which could only mean, "having
marginal notes". Write "noted in margin". Similarly "Plan marked' could
only mean "marked with, plans" (Compare "pock-marked") and "plaint
mentioned" neither does nor possibly could mean anything.
(12) Instead of such a phase as "the figures for 1949, 1950 and 1951 were 256,
257 and 348 respectively" which is confusing, write "the figure for 1949
was 256 that for 1950 was 257 and that for 1951 was 348". This is a little,
if at all, longer and is perfectly clear. "Former' and "latter should also be
avoided as they are constant source of confusion.
(13) Do not ride any phrase to death. Some persons begin every letter with the
phrase 'with reference to'.It is better to vary the phrase so as to make it
more definite. Say in reply to". "As directed in" and so on; or begin in
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narrative form "In their order... Government directed..." Avoid the phrase
"with advertent to".
(14) In ordinary English "in case" does not mean the same as "if" 1 shall take
my umbrella in case it rains" means" so as to be prepared for rain". Nor
does" as well as' mean the same as" and. 1t is much more emphatic. It
would be absurd to say, "a man was 5 feet 8 inches high as well as 21
years of age." But you might well say that" he was a good painter as well
as a remarkable musician.
(15) The fondness for writing "as well as" for "and" and "in case for "if'
presumably arises from the fondness of the users for a longer
expression."In case if' is a stage further on the downward path. "I am
unable to" for "I cannot" and "hand over" for "give" are other common
examples of the preference for the longer phrase. "By the time" is
sometime wrongly used for "then". "By that time" means "then". "By the
time that" means "when". Always be as definite as possible.
(16) 'As such' is often misused. It is correct to say "Mr. A was then the
Superintendent and as such was bound to report... but "Mr. A was not then
the Superintendent as such he is not to be blamed" is meaningless."While
such being the case" is a familiar embellishment of criminal complaints
etc. "while" is here redundant.
(17) Tenses and moods are misused in almost every note or draft The misuse
of "had' is one of the commonest errors. The pluperfect "had' is rightly
used to emphasize the priority of one event in the past to another. It
is correct to say" I had gone to bed when the house caught fire" but
senseless to say" I had gone to bed at 10 o'clock last night" ("l went" is
correct)-unless the meaning is that you had gone to bed before 10 o'clock.
The present tense is wrongly used for the incomplete perfect, as in "I am
record-keeper from 1906". "1 have been record-keeper since 1906" is
coned. "Government press for a reply" should be "government is pressing
for a reply". "The following men now act" is wrong. It should be "are
now acing". "Act" means "usably act' or "habitually act"; "are acting'
emphasizes the fact that they are doing-so now.
(18) "Must have' is sometimes misused for "should have" or "ought to have"."
Must have done it," means that he certainly has done it. It is not to be
used to mean that he has not done it but should have. "Till' is commonly
misused in a way that it positively misleading."No reply was received till
January 1st" implies that a reply was received on January 1st; but it is
erroneously used to mean that even on January 1st no reply had been
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received. To convey this latter meaning "up to" with the pluperfect is the
correct English- "up to January 1", I had received no reply".
(19) Distinguish "all the stamps have not been punched", which is ambiguous
from "Not all the stamps have been punched", or "the stamps have not all
been punched", `which mean that some have been punched and some not.
These phrases are commonly confused. "He has yet to collect Rs. 1,000",
is not ordinarily Modem English. "Still has' is correct."Yet" may be sued
with a negative, e.g. "has not yet applied' and is only used with a positive
verb in special phrases such as "I have yet to learn".
(21) The very "to hope" implies pleasurable anticipation. It is used sometimes
instead of a neutral word such as "think", and thereby producing
comically in appropriate phrases, such as, "I hope your honor is ill".
Omissions on articles (a, an & the) is a common faun. It is permissible in
a telegram for reasons of economy not elsewhere. But articles must be
used correctly. The statement "appellant is the inhabitant of Jaipur implies
that there is only one inhabitant."An inhabitant of Jaipur" Is correct. "This
is serious omission" should be "This is a serious omission."
(22) "As to" is common redundant from, e.g. "The Deputy Commissioner is
directed to report as to whether"; "whether" alone is sufficient so also "as
against" or "as compared with" are commonly used in comparing figures,
where "against" or "compared with" are sufficient and correct. It is
correct to say "as compared with last harvest, the yield was poor", but not
"yield was 4 rupees as compared with 8 rupees last year". "As" means
nothing in the latter phrase.
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subordinate is referred to."The S.D.O maybe -asked to report" sounds
silly.
(24) On the other hand, the use of such phrases as "at all", 'care to', "in spite
of" sometimes sounds needlessly discourteous as well as unidiomatic. "In
spite of three reminders the Deputy Commissioner has not at all cared to
reply" is
rude as well as UN-English. "It" will be enough if the Deputy
Commissioner..." is not English. The more appropriate phrase is "the
Deputy Commissioner need only". Avoid pretentious words such as
"penultimate". "Last but one" is quite good enough.
(25) "I am directed to request that you will be as good as to furnish me with
information as to whether" is the sort of stuff that we come across
frequently. "I am directed to enquire whether" means exactly the same
and is not unduly curt. Never use several words where one will do. Do
not write "make an application" but "apply" or" a level of the value of
fifty paise only" instead of" a fifty paise stamp". Addition of the word
"only" after any sum of money is in place in a bill or cheque not
elsewhere.
(28) The words" comprise' "compose" and "consists" are confused with each
other. It is written "the land comprises of 3 plots" or "is comprised of. The
correct forms are "the land comprises/consists of/is composed of three
plots". It is also written, "the old building was substituted by a new one.
You can say" a new building was substituted for the old one "or" "the old
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building was replaced by a new one". Dispose it off' is a common error
for "dispose of it also "tear oft" for "tear up" and "stick up" for "stick in".
(You can stick a thing "up" on a wall of course but not "up" in a book
"Stick up to" is used for "stick to" itself a slang phrase. "He stuck up to
the agreement" is wrong. It is also written 'slips have been pasted" and the
"papers have en stitched' whereas "pasted in" and "stitched (or preferable
'Sewn') together" are correct.
(29) "Agree' and "tally" cannot be used actively. Figures may agree or tally.
You cannot "agree" figures or "tally" them. Generally use unpretentious
words rather than pompousness. "I went to camp" not" I preceded".
"Live" or "dwell not "reside". Instead of "is much more usual in ordinary
English than "in lieu of", which is phrase used mainly in legal
documents."Stamp" is the ordinary English not "label"; and "Envelopes
or 'letter' not "cover".
(30) You cannot say "he told/expressed that he was unwilling". It must be "he
told me that he was unwilling'; "he expressed his unwillingness", "he
expressed himself strongly"."Enough of money" is not good English.
Say" enough money" "of" follows "enough" when for any reason it is
necessary to use" enough' as a substantive, e.g. I have had enough of this'
"I don't know enough of the language, to..."but" "I know enough English
to..." "None" for "no one" is obsolete or poetical.
(32) "He puts himself up at..." or "he is put up at", are wrong. The correct
English (and it is colloquial) is "He is putting up at', "wooden piece" for
"piece of wood" is a common error.
(33) "1 enquired into the witness" is another frequent mistake. You "examine"
a witness and "enquire into' a case. But one does not "investigate into a
case', one "investigates it'. Male member should not be used to mean
"male" or "man". You can say "my family members" but "members of my
family". "Through" meaning "past' and "cross' meaning" went past' are
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frequently used e.g. "I went though the temple", or "I crossed the temple".
You "cross" a river or a road when you go from one side of it to the other.
(34) Do not use such phrases as "has breathed his last', or "is no more", for "is
dead". "It is high time to do so and so" is an Idiomatic English phrase.
"As it was high time, the court adjourned the case till next day" is not
English.
(35) "In view to do" so and so is wrong. You can say "with a view to reducing"
meaning "in order to reduce", and you can also say "in view of these
circumstances" meaning "having regard to them."In view to" is
impossible.
(36) "You should insist on the under secretary to reply' is wrong. It should be
"should insists on his replying'."Address' is used sometimes as though it
meant, "ask". "Government will be addressed to reconsider their order" is,
strictly speaking, meaningless.
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CHAPTER-VII
FORMS OF COMMUNICATION
FORMS
1. LETTER
1. DEMI-OFFICIAL LETTER
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2. OFFICE MEMORANDUM
4. INTER-DEPARTMENTAL NOTE
(a) This form is generally employed for obtaining the advice, views,
concurrence or comments of other Departments on a proposal or in
seeking clarification of the existing rules, instructions, etc. It may
also be used by a department when consulting its Attached & Sub-
ordinate Offices and vice-versa.
5. TELEGRAM
(a) Telegrams are of two kinds' viz., enclair telegrams and cypher code
telegrams. The former are worded in plain language. The latter are
expressed in secret language (code or cypher or both) but a
combination in the same telegram of figures and letters having
secret meaning is not permitted. In editing, numbering and issuing
of cypher/code telegrams, the instructions issued by the Ministry of
External Affairs in respell of external and by the Ministry of Home
Affairs in respect of Internal telegrams should be carefully
observed_
(b) Telegrams, other than cypher and code telegrams should normally
be followed by post copies.
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6. OFFICE ORDER
This form is normally used for issuing instructions meant for internal
administration, e.g. grant of regular leave, distribution of work among officers
and sections, appointments and transfers, etc.
7. ORDER
This form is generally used for issuing certain types of financial sanctions
and for communicating government orders in disciplinary cases, etc., to the
officials concerned.
8. NOTIFICATION
9. RESOLUTION
11. ENDORSEMENT
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copies to State Governments. The appropriate form for such communication
should be letter.
12. CIRCULAR
13. ADVERTISEMENT
This form (same as in case of Letter with a text attachment) is used for
communicating with, the general public to create awareness and may take the
form of audio-visual or written communication.
METHOD OF DELIVERY
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17. E-MAIL
---------------------
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ANNEXURE -1
(1) Letter
No....................
Government of India
(Bharat Sarkar)
Department of..........
(.......... Vibhag)
To
The Director General,
Central PWO, Nirman bhavan,
New Delhi
Subject:
Sir,
Yours faithfully,
Sd/-
(A.B.C.)
Under Secretary to the Govt.of
India
Tele.No...........
No...........................
Copy forwarded for information /action to:
(1)
(2)
(A.B.C.)
Under Secretary to the Govt.of India
Tele.No.
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(2) DEMI-OFFICIAL LETTER
XYZ
Deputy Secretary Government of India
Tele.No. (Bharat Sarkar)
Department of.....
(............ .. Vibhag)
My dear/Dear Shri.........
With regards,
Yours sincerely,
(X, Y, Z)
Shri A.B.C.
Deputy Secretary
Department of............
(........ . Vibhag)
Krishi Bhavan
New Delhi-110001
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(3) OFFICE MEMORANDUM
NO.....................
Government of India
(Bharat Sakar)
Department of.............
(............. Vibhag)
OFFICE MEMORANDUM
Subject: ________________________________________
Enc.: 3 statements
(A.B.C.)
Under Secretary to the Govt.of
India
Tele.No.........
To
The Department of..........
(................ Vibhag)
(Shri /Smt............ ..)
Yojana Bhavan,
Parliament Street,
New Delhi
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(4) INTER-DEPARTMENTAL NOTE
Government of India
(Bharat Sarkar)
Department of..........
(............. Vibhag)
Subject: ___________________________________
The present rules regulating the issue of identity cards provide interalia
that
-----------------------------------------------------
2. A question has now arisen whether....................
3.
4.
5. This department will be grateful for the advice of the Department of
Legal Affairs on the issue raised in pares 4 above.
(X.Y.Z)
Deputy Secretary
Tele. No.
__________________________________________________________________________________________
37
(5) Enclair Telegram
TELEGRAM
DCOMAH
BOMBAY
STATE EXPRESS
HOMEX
________________________________________________________________
NOT TO BE TELEGRAPHED
(A, B, C)
Under Secretary to the Govt.of
India
Tele.No.
Department of.................
(... ........ Vibhag)
No......................
To
The Director of Census Operation,
Maharashtra Sachivalaya,
Bombay
(A, B, C)
Under Secretary to the Govt.of India
__________________________________________________________________________________________
38
(6) EXPRESS LETTER
No............ .
Government of India
(Bharat Sarkar)
Department of..........
(...... ... Vibhag)
To
Shri________________
_______________________
_______________________
Subject:
______________________________________________________
______________________________________________________
(ABC)
Under Secretary to the government of India
Telephone No
__________________________________________________________________________________________
39
(7) OFFICE ORDER
NO
GOVERNMENT OF INDIA
(BHARAT SARKAR)
DEPARTMENT OF.........
(............... VIBHAG)
OFFICE ORDER
It is certified that but for his proceeding on leave, Shri XYZ would have
continued in the same post.
(A, B, C)
Under Secretary To the Govt. of India
Copy to:
__________________________________________________________________________________________
40
(8) ORDER
NO
Government of India
(Bharat Sarkar)
Department of......
(........Vibhag)
ORDER
(1) XXXX
(2) XXXX
(A,B,C)
Under Secretary to the Govt.of India
Tele. No.......
__________________________________________________________________________________________
41
(9) NOTIFICATION
Government of India
(Bharat Sarkar)
Department of......
(... ... .Vibhag)
NOTIFICATION
(A,B,C)
Joint Secretary to the Govt. of India
To
The Manager
Government of India Press
(Bharat Sarkar press)
Faridabad
#Endorsement should be typed on all copies except one Intended for the Press.
*See Annexure - II.
__________________________________________________________________________________________
42
(10) RESOLUTION
NO
Government of India
(Bharat Sarkar)
Department of.......
(........ Vibhag)
RESOLUTION
The Government of India has had under consideration the question of further
improving efficiency bf the departments and services concerned with the
collection of revenue. As a first step in that direction the President has been
pleased, under the powers vested in him by provisio to Article 309 of the
Constitution of India, to decide that a Class I Central Service to be known as
'India Revenue Service' should be constituted with effect from..................
(A,B,C)
Secretary to the Government of
India
ORDER
(A, B,C,)
Secretary to the Government of
India
To
The Manager,
Government of India Press,
(Bharat Sarkar)
Faridabad
__________________________________________________________________________________________
43
*See Annexure - II
(11) PRESS COMMUNIQUE/NOTE
PRESS COMMUNIQUE/NOTE
2. The Commission will consist of Shri............ ... ....... as Chairman and the
following as members:
1.
2.
3.
Department of......
(....... Vibhag)
No......................
Forwarded to the Principal Information Officer, Press Information
Bureau, Government of India, New Delhi for issuing the communique and
giving it wide publicity
(ABC)
Joint Secretary to the Govt. of
India
__________________________________________________________________________________________
44
(12) ENDORSEMENT
NO
Government of India
(Bharat Sarkar)
Department of.......
(........ Vibhag)
(A,B,C)
Under Secretary to the Government of
India
Tele. No... ...
__________________________________________________________________________________________
45
ANNEXURE II
Composition of the Gazette of India and Instructions for sending material for
publication therein
APPENDIX -11 [Vide pare 50 (11)] of MoP
__________________________________________________________________________________________
46
A. Composition
Part Section Type of matter to be published
I 1. Notification relating to resolutions and non-statutory orders
(To be published issued by the ministries of the Government of India (other than
from Faridabad) the Ministry of Defence).
2. Notifications regarding appointments, promotions, etc. of
government officers issued by the ministries of the
Government of India (other than the Ministry of Defence).
3. Notifications relating to resolutions and non-statutory orders
issued by the Ministry of Defence.
4. Notifications regarding appointments, promotions, etc, of
government officers issued by the Ministry of Defence.
II 1. Acts, ordinances and regulations
(To be published 1A. Publication of the authoritative texts in Hindi language of Acts,
from Delhi) ordinances and regulations.
2. Bills and reports of Select Committees on Bills.
3. Sub-section (1) General statutory rules (including orders,
byelaws etc., of a general character) issued by the Ministries of
the Government of India (other than the
Ministry of Defence) and by central authorities (other than the
administrations of Union Territories)
Sub-section (ii) Statutory Orders and notifications issued by the
Ministries of the Government of India (other than the Ministry
of Defence) and by central authorities (other than the
administrations of Union Territories
3A. Authoritative texts in Hindi (other than such texts published in
section 3 or section 4) of general statutory rules and statutory
orders (including bye-laws of general character) issued by the
Ministries of the Government of India (including the Ministry
of Defence) and by central authorities other than
administrations of Union Territories)
4. Statutory rules and orders issued by the Ministry of Defence.
III 1. Notifications issued by the Supreme Court, Comptroller and
(To be published Auditor General, Union Public Service Commission, Railway
from Faridabad) Administration, High Courts and the attached and subordinate
offices of the Government of India.
2. Notifications and notices issued by the Patent Office, Calcutta.
3. Notifications issued by or under the authority of Chief
Commissioners.
4. Miscellaneous notifications including notifications, orders,
advertisements and notices issued by the statutory bodies.
IV Advertisements and notices by private individuals and private
(To be published bodies.
from Faridabad)
V Supplement showing statistics of births and deaths, etc.
(To be published both in English and Hindi.
fromFaridabad
__________________________________________________________________________________________
47
Note 1 - Notifications it to be published in sub-section (1) of Section 3 of Part
11 are serial numbered by press as `G.S.R......and those published in sub-section
(ii) as 'S.O.............. The identification numbers given by the ministries will
appear within brackets at the end of notification".
Note 3 - Part II of the Gazette Is published in octavo form so that each section
might be bound at the end of the year in a form convenient for reference.
B. Instructions
1. The part and the section of the gazette in which the matter is to be
published (vide 'A'. instructions above) should invariably be indicated on
the top of the copy. for the guidance of the press. In case of doubt as to
whether a notification should be treated as a statutory rule or order and
published in sub-section (1) or sub-section (ii) of section 3, as the case
may be, of Part II, the Ministry of Law should be consulted.
4. In fixing the date which a Gazette Extraordinary should bear, the time-
schedule prescribed by the Chief Controller of Printing and Stationery
should be observed. Where for any special reasons this is not practicable,
the Government Press should be consulted, before fixing a date.
__________________________________________________________________________________________
48
6. All notifications intended for publication as 'extraordinary issues'
irrespective of the part, section, or sub-section, in which they are to
appear, should be sent to the Government of India Press, New Delhi.
The part and the section of the Gazette in which the notification
would normally have been published will be indicated by that press in the
issue itself.
8. Not less than ten copies of every statutory Notification will be sent by the
department a Issuing it to the Legislative Department of the Ministry of
Law, Justice and Company Affairs, on the date on which it is sent for
publication in the Gazette of India.
__________________________________________________________________________________________
49
Part -II
Work Book
On
Noting & Drafting
__________________________________________________________________________________________
50
1. COMMENTS & FAULTS EXERCISE
-----------------------------------
-----------------------------------------
"In view of the above, all the Original Applications are allowed and the
Office Memorandum dated 29.1.1993 together with the list annexed thereto is
hereby quashed. The Central Government will publish draft seniority list
"prepared in the manner herein above indicated within four months from today.
Objections against this list may be preferred within one month of the
publication of the list. The final seniority list will be prepared within the next
three months. During the intervening period, ad hoc promotions to Grade I may
be made on the basis of the list annexed to the Office Memorandum dated
29.1.1993. In the appointment /promotion order, it will be specifically
mentioned that the same is ad hoc and is subject to the publication of the final
list in pursuance of the present judgment. Any person, who is found to have
been promoted contrary to this list which will now be finalised, shall be reverted
forthwith. Till the list is finalised, no versions will be affected. The Government
will embark upon the exercise of paring Select List for promotion to Grade I
only after finalising the seniority list. The list approved in Pardasani's case shall
remain in tact. Promotions made from that list shall not be disturbed despite
alteration of seniority position of those officers in the list which will now be
prepared. There shall be no order as to costs.
__________________________________________________________________________________________
51
TASK:
1. What are the documents that you would require to analyse the above
excerpt with a view to writing a comprehensive note?
2. Prima facie what do you think are the action points both long term and
short term contained in the operative portion of the judgment excerpted
above.
3. NOTING - A QUIZ
b. When the note ends at the bottom of a page, invariably a blank note
sheet should be added before submission of the file.
__________________________________________________________________________________________
52
c. A note of temporary value recorded outside the file to facilitate
consideration of the case by higher officers is
called_____________
d. When the line of action is obvious or is based on a dear precedent
or practice or has been indicated by a higher officer, a fair
communication should be put up without any
detailed_____________
4. Identify the nature of the case and the type of noting that, will be-required
in the following cases:-
__________________________________________________________________________________________
53
office under the Ministry of Science and Technology, eligible for
allotment of Govt. accommodation from the General Pool.
f. O & M Section has asked for the details of the work done in the
area of recording and review/weeding of files during the last year.
g. E.I Section has sent a circular to E.II Section seeking their help in
locating a file misplaced by them.
REMOVE DEADWOOD
More often than not, deadwood is noticed in our notes and drafts that we
put up. Note that it is not there in everyday English -rather it is very much there
nor is it grammatically wrong. Consider the following-sentence:
"The reason the attendance figure today is so low is due to the fact that
the DTC has followed the policy of keeping the buses off road to avoid
confrontation with the agitating students".
__________________________________________________________________________________________
54
The sentence should, therefore, appear as:
"The attendance, today, is low because the DTC has kept the buses off
road to avoid confrontation with the agitating students"
Similarly, it is commonly seen that we write, "find enclosed herewith",
whereas either "find enclosed" or "find herewith" should be sufficient. Hence
the need to edit our writing. Our purpose is not necessarily to achieve brevity; it
is to help our readers by removing deadwood that they have to hurdle over.
__________________________________________________________________________________________
55
CHECK YOUR SENTENCES
The right words go a long way to make our 'Notes' and 'Drafts' easy to
read and understand. But words make up sentences and in fact, the sentences are
the basic thought units of writing. Their length and general structure should,
therefore, be given maximum attention.
Many of us- probably most- tend to ignore sentence length as a factor in
readability. Study made in this area shows that readers have difficulty with long
sentences used in the notes and correspondence portions in the secretariat files.
What is the best sentence length? - There is no formula. But still the moment the
number of words in a sentence is about to cross twenty or so, we must pause.
Then we should examine whether we can start a new sentence to make the
presentation more effective.
This need not lead you to infer that all sentences should be short. Too
many short sentences can also present difficulty in reading and understanding
like too many long ones. In terms of sentence length, the objective is to strive
for variety- that is, a good mixture short and medium-length sentences.
Consider the following:
You can easily see that the two sentences above contain four distinct
ideas. Let us separate them:
__________________________________________________________________________________________
56
II
III
We know that to make sense, every sentence must have a subject and a
predicate. Yet many people ignore this rule and produce no-sense sentences.
II. All the letters have been despatched by registered post. Which will
ensure their definite delivery?
__________________________________________________________________________________________
57
practicable, be avoided. It is only in rare cases- only to add emphasis - the short
telegraphic sentences may be used.
"XYZ whose quotation is slightly higher than the lowest, is one of the
best stationery suppliers. Perhaps the best."
SELF ASSESSMENT QUESTION (SAQ)-II
(1) Edit and break-down the following passages into manageable thought
units:-
(3) See if you can identify and do something with the sentence fragments
in the following:
__________________________________________________________________________________________
58
B. The work in the section has been suffering on many accounts. Such
as proceeding on long leave by two Assistants and non-provision of
a substitute in place of one who retired last month.
6. EXERCISE ON NOTING- I
FACTS:
The period of two years of deputation of Shri ABC to the post of
Administrative Officer in an organisation will expire on 31st December
this year.
His parent office has conveyed its concurrence to his further continuance
on deputation for a period upto 31st December of next year.
The senior most Superintendent will complete 5 years service in the grade
sometime in June next year but a disciplinary case is pending against him.
However, he will retire on superannuation w.e.f. the afternoon of 316'
December of next year.
TASK:
Examine the situation and write a Note suggesting a suitable course of
action. While writing the note, please keep in mind the various components of
Noting.
__________________________________________________________________________________________
59
7. EXERCISE ON NOTING -II
Ministry of WAL
Department of LMN
Q. Section
The proposal from CBI reflecting once again their true colour is to extend
tenure of Sh. Ram Kumar Singh, IPS (Maharashtra Cadre). Shri Singh whose
phototraph was published only last month in Times of India in connection with
some problem with his lady private secretary is at present working as DIG in the
CBI. He is on deputation to the CBI from 01.06.96, as such he completes the
deputation period of three years on 31.05.2001.
3. The CBI has justified the extension of tenure of Sh. R.K. Singh. Shri
Singh is at present heading the team investigating the case of bomb blast
in Kalka, which is a very sensitive case and lot of public opinion is being voiced
__________________________________________________________________________________________
60
against the delay in concluding the findings. Any change at this stage will lead
to further delay in the proceedings. Last week when Shri Singh visited the
Ministry to pursue his extension case he was mentioning that his house
construction at Gurgaon is nearing completion and for that purpose he has to be
in Delhi for a minimum of months. He requested, though orally, that if not
anything, his extension should be considered on compassionate grounds.
4. We are already examining two proposals from the CBI for extension of
the tenure of other two DIGs namely Shri Sukh Ram and Shri Bansi Ram in the
organisation. The file is pending receipt of some additional information, from
the CBI and would be submitted as soon the same is received. Of late there has
been lot of delay in getting the requisite information from the CBI. On the one
hand 'CBI is loading us with one proposal after another for extension of officers
but on the other hand they do not care to reply to our queries. We may have to
take up the matter with them so that such mundane matters do not affect our
efficiency.
Sd/
-
(Under Secretary)
Dtd.
Task
Working in your subgroup, please identify defects in this note and share your
findings in the plenary.
__________________________________________________________________________________________
61
8. EXERCISE ON REFERENCING
1. In a file, only the notes portion and appendix to notes are referenced.
CORRECT/INCORRECT
CORRECT/INCORRECT
4. Each receipt and each issue will be assigned a separate serial number.
CORRECT/INCORRECT
CORRECT/INCORRECT
6. Paper under consideration on a file will be flagged PUC and the latest
receipt noted upon, as FR.
CORRECT/INCORRECT
7. There may be, in addition to PUC and FR, other slips attached to papers
in the current file.
CORRECT/INCORRECT
CORRECT/INCORRECT
9. Recorded files and other papers put up with the current file will be
flagged with alphabetical slips.
__________________________________________________________________________________________
62
CORRECT/INCORRECT
10. One recorded file linked for submission may contain many alphabetical
slips.
CORRECT/INCORRECT
11. The number of the linked file referred to in the note will invariably be
mentioned in the body of the note to facilitate its identification even after
it is delinked and the slips are removed.
CORRECT/INCORRECT
12. Rules and other compilations referred to in the case should be put up with
files, even if copies are available with the officers to whom the case is
being submitted.
CORRECT/INCORRECT
13. When a number of papers put up in a case are required to be flagged, the
slips will be spread over the entire width of the file so that every slip is
easily visible.
CORRECT/INCORRECT
14. Linking of current files should not be resorted to.
CORRECT/INCORRECT
15. When files are to be linked, strings of the file board of the lower file will
be tied round the upper file.
CORRECT/INCORRECT
16. After completion of action, the linked files will be immediately de-linked
after taking extracts and placing them on the relevant files, if necessary.
CORRECT/INCORRECT
17. The two urgency gradings used for cases are 'immediate' and 'most
immediate'.
__________________________________________________________________________________________
63
CORRECT/INCORRECT
18. Where Lok Sabha/Rajya Sabha labels are used, it will not be necessary to
use "immediate" or "priority" labels, in addition.
CORRECT/INCORRECT
20. Priority label will be used for cases, which require disposal in precedence
to others of ordinary nature.
CORRECT/INCORRECT
9. QUIZ ON DRAFTING
a. in all circumstances
b. wherever appropriate
c. only if indicated and approved in the note.
4. When two or more communications are to issue from the same file to the
same addressee on the same date
__________________________________________________________________________________________
64
a. a separate serial number may be inserted before the numeral
identifying the year
b. letters may be put in separate files.
c. A decision may be taken to send one of the letters on a different
date.
7. If copies of enclosures referred to in the draft are available and need not
be typed
9. The name, designation and telephone number of the officer, over whose
signature the communication is to issue
__________________________________________________________________________________________
65
c. may or may not initial the draft as approval is available on file.
5. M/s Cool Air (P) Ltd. Is to be intimated that their claim for Rs.10,000/-
towards refund of security deposit on account of air coolers supplied last
year has been rejected due to unsatisfactory performance of the air
coolers during the guarantee period.
__________________________________________________________________________________________
66
1. An Express letter is actually in the form of a letter and sent through speed
post.
(Correct/Incorrect)
2. The first appointment offer is sent to a successful candidate from the open
market in the form of an Office Memorandum.
(Correct/Incorrect)
(Correct/incorrect)
4. The form Office Memorandum can never use the first person or the
second person, nor does it bear any salutation or subscription.
(Correct/Incorrect)
(Correct/Incorrect)
__________________________________________________________________________________________
67
D. Name the form of communication for:-
3. Shri A.B.C., Section Officer, is hereby- informed that this Department has
no objection to his enrolment in the IGNOU for MBA course.
5. Request wire number of custodial deaths in Calcutta Central Jail last six
months.
6. Returned in original with the remarks that the applicant has not yet
completed the period of cooling for one year since his return from his last
deputation.
7. With the approval of the competent authority, it has been decided that the
seating arrangement of stenographers of this Ministry with immediate
effect will be as follows:
__________________________________________________________________________________________
68
(i)
(ii)
10. As you may recall, during the meeting in Vigyan Bhawan held in August
last we had discussed the issue of mobilising resources for adult
education in the tribal areas of Madhya Pradesh,
To ensure (i) we have also to seek the approval of the Ministry of External
Affairs so that the film has no political overtones and for the purpose of (ii) it
__________________________________________________________________________________________
69
has been our practice to attach a liaison officer with the foreign teams so that he
can see that nothing else than what has been approved by us is shot by the party.
3. The request also involves permitting the foreign party in question to bring
certain technical equipment like raw film, motion picture cameras, lens, etc.,
which they would require for their work in India. This material will of course be
taken back by them on return but to get it cleared government permission to the
Customs authorities is necessary. The Department of Revenue on our
recommendation has to issue instructions to the Customs authorities to permit
temporary import of the technical equipment required in such cases.
4. I have gone through the script submitted by the party and there is nothing
objectionable regarding the portion which they want to shoot in India. However,
before we communicate our `No Objection' to those as mentioned above, we
have to consult the Ministry of External Affairs. Thus, we may in the first
instance forward a copy of the script to Ministry of External Affairs for their
clearance. As regards the technical equipment, we may, on receipt of clearance
from MEA, write to the Department of Revenue to issue instructions to the
Customs authorities to permit the party for import of the technical equipment as
per the list given by them.
6. DS (F) may kindly see before the action as suggested in para 4 is taken.
Please issue.
W.R.
SI.No.27(l) (p.69/c)
Note dated 21.2.2002 above may kindly be seen to recall the case. We
have received clearance from the Ministry of External Affairs and they have no
objection to our permitting the foreign party to shoot the relevant portion in
__________________________________________________________________________________________
70
India. We may now convey our permission to the Universal Motion Pictures and
write to D/Revenue for customs clearance. JS (F) may kindly see for approval.
JS/(F)
Sd/-21.3.2002
DS/(F)
Sd/-21.3.2002
US/(D-I)
Please issue.
W.R.
Two telephone of your office are not working properly for the last two
months and complaints to. 198 and the local telephone exchange have not
yielded any result. Please draft a d.o.letter from the Director (Administration) to
Sh. K.P. Dubey, Divisional Engineer (Telephones), MTNL, Jeevan Bharti, New
Delhi - 110 001, requesting him to issue instructions to the concerned officers
for removing the faults in the two telephone connections.
__________________________________________________________________________________________
71
The 12 March, 2002
OFFICE MEMORANDUM
(XYZ)
UNDER SECRETARY (ADMN)
It has been decided that Shri Dayal Singh, Assistant in the Ministry of
Agriculture posted in Parliament Desk is to be promoted as Section Officer on
ad-hoc basis in the scale of pay of Rs.6500-10500 for a period of four months
w.e.f. the date he takes over the charge of the post of Section Officer in
Administration-III Section. The ad-hoc promotion would not confer upon
him any right to regularisation or seniority in the grade of Section Officer.
__________________________________________________________________________________________
72