K EEP
IT
S HORT &
S IMPLE
DEFINITIONS
FILE: File means a collection of papers on a specific
subject matter, assigned a file number and consisting of
one or more of the following parts:
Correspondence, Notes, Appendix to correspondence,
Appendix to notes.
NOTE: Note means the remarks recorded on a case to
facilitate its disposal, and includes:
summary of previous papers.
a statement or an analysis of the questions requiring
decision.
suggestions regarding the course of action.
final orders passed thereon.
CORRESPONDENCE: Correspondence portion in relation
to a file means the portion containing:
Receipts , Office copies of ‘issue’ pertaining to the file, Self-
contained inter-departmental notes.
DEFINITIONS
CASE: A current file or receipt along with other related
papers.
CURRENT FILE: A file, action on which has not been
completed.
MINUTE: A Note recorded by the President, Vice President,
Prime Minister or a Minister.
ROUTINE NOTE: Routine note means a note of a
temporary value or ephemeral importance recorded
outside the file e.g.
record of casual discussion; or
a note on a point of secondary importance intended
to facilitate consideration of the case by higher officers.
RUNNING SUMMARY OF FACTS: Running summary
of facts in relation to a case means a summary of the
facts of the case, updated from time to time to incorporate
significant development as and when they take place.
FUNCTIONAL APPROACH TO NOTING
EPHEMERAL CASES (No-Noting cases)
File at the ‘dak’ stage in File ‘O’;
Record brief reasons;
May also be returned in original to the sender
recording requisite factual information.
ROUTINE CASES
1. REPETITIVE CASES
• Standard process sheet.
2. NON-REPETITIVE CASES
Fair draft without noting.
FUNCTIONAL APPROACH TO NOTING
ACTION IN CORRESPONDENCE CASES
Detailed noting not required.
Sufficient to record a brief note as follows:
“This is in reply to our letter at Sl. No….In brief,
the point is……..A reply as in the draft is put up for
approval.”
FUNCTIONAL APPROACH TO NOTING
PROBLEM SOLVING CASES
Detailed, but concise note, providing maximum
information on each aspect necessary;
Should cover the following aspects
What is the problem?
How has it arisen?
What is the rule/policy/precedent position?
What are the possible solutions?
What is the best solution? Why?
What will be the consequences of the proposed
solution?
FUNCTIONAL APPROACH TO NOTING
PLANNING AND POLICY CASES
Require a thorough examination with maximum
amount of noting developed systematically;
Should cover the following aspects
Is there a need for change in the policy? Why?
Is it worth detailed examination?
Who is the decision taking authority?
Can it be broken into parts to identify major and
ancillary parts?
FUNCTIONAL APPROACH TO NOTING
What Are the priorities for solution and which should
be chosen first?
What is the origin of the problem-political,
sociological, administrative etc.?
What is the background or cause of the problem?
Does it have short term or long term repercussions?
Is more information or research required to find a
solution?
What is the legal/rule position?
Are there any precedents to ensure even-handed
treatment or to avoid past mistakes?
FUNCTIONAL APPROACH TO NOTING
Is there any new ground advanced in case the
proposal, if already rejected, has come up for
reconsideration?
What are the possible alternative solutions?
What is the best solution? Why?
What will be the consequences if the proposed
decision is/is not taken?
GUIDELINES FOR NOTING
Concise;
To the point;
Simple and direct style to be adopted;
Lengthy notes and excessive noting to be avoided;
No verbatim reproduction or paraphrasing of any part
of the correspondence;
Wherever a running summary of facts is available on
the file, it should be referred to without repeating any
part of the facts in the note;
Facts in subsequent notes should not be repeated;
GUIDELINES FOR NOTING
• Attention may be drawn to the facts already
recorded;
Reproducing relevant portions of rules/
regulations in the note be avoided;
Relevant extracts placed on file;
Courteous & temperate language used.
No personal remarks;
If PUC raises several major points, each point
to be noted upon separately.
GUIDELINES FOR NOTING
Modification or replacement of notes of
juniors should not be asked for;
If required record separate note;
Oral discussions/instructions to be recorded/
confirmed at the earliest;
Small margin left on all sides for better
preservation.
Note be divided into serially numbered
paragraphs.
GUIDELINES FOR NOTING
• Courtesy sheets to be kept;
• Any remarks recorded by senior officers on the receipt
should be reproduced while docketing the receipt;
• Dealing hand will append his initials with date on the
left below his note;
• An officer will append his full signature on the right
side of the note with his name, designation & date;
• Sufficient space not less than one quarter of the page
should be left below the last recorded note;
• Black or blue ink will be used by all category of staff
and officers;
SEQUENCING & CONTENTS
Matter under consideration;
Related relevant facts;
Related rules/regulations/ instructions;
Precedents;
Alternatives for decision making;
Analysis of alternatives;
Recommendation of suggested course of
action;
REFERENCE from OTHER DEPTS.
If the reference seeks opinion, ruling or
concurrence, the receiving department will:
examine separately through routine notes;
record the final result on the file of the sending
department;
Retain a copy of such note in the routine notes for
future references, if any ;
The receiving department will open subject – wise
files each year in which such routine notes will be
kept;
REFERENCE from OTHER DEPTS.
The inter-departmental note recorded on the
file of the sending department will bear the
subject file number to facilitate retrieval;
If required information is of a factual nature
or other action based on clear precedents,
note on the file may be recorded on the file
straightaway;
If the note is recorded with the approval of
higher officer, the fact should be recorded on
the file;
SINGLE FILE SYSTEM (SFS)
Applies to matters which are referred by the NSO
to the Department for seeking a sanction or order
(i.e. a decision not within its own delegated
powers);
The file cover of a SFS should prominently
indicate the name of the originating NSO;
Need not bear a I. D. No. or other formal method
of sending;
It will be sent as though it is from one officer to
another in the same department;
SINGLE FILE SYSTEM (SFS)
The SFS file should be complete in all respect;
The NSO should ensure that:-
The points for decision/order is clearly brought
out;
Relevant papers are placed on the file, properly
arranged & referred to;
Draft orders/sanctions are put up where they
require the approval of the department;
Availability of funds etc. is certified where
additional expenditure is involved;
SINGLE FILE SYSTEM (SFS)
ACTION ON THE DECISION OF DEPARTMENT:
Action to implement the Government decision in
SFS case to be initiated in and by the NSO;
Orders so issued should specifically state that
they have received the concurrence of the
Government in the department concerned;
Copies of every sanction/order so issued by the
NSO, will be endorsed without fail to all the
officers concerned in the department.
DRAFTING
FORMS OF COMMUNICATION
LETTER
Foreign Governments, State
Governments.
UPSC, Other Constitutional Bodies.
PSUs, Statutory/Autonomous Bodies.
Members of the Public.
FORMS OF COMMUNICATION
LETTER
Salutation;
Subscriptions etc.;
Subject, File number, date etc.
Name, Telephone Numbers etc. of the
sender;
LETTER
No.…………………
Govt. of India
Department of…….
New Delhi, the……
To
Subject:…………………………….
Sir,
With reference to your letter no……..dated…………on the subject
above, I am…………………………………………………………………
………………………………………………………………………………
Yours faithfully,
Sd./-
Designation
Tel:
Endorsement: Copy for information/necessary action to:
(1)………………..
(2)………………..
Sd./-
FORMS OF COMMUNICATION
DEMI OFFICIAL LETTER
Between officers generally.
Matter to receive personal attention.
Inter-change of communication/ opinion;
In first person, friendly tone;
Should not normally exceed 1 page;
Divide into paragraphs to hold interest.
DEMI-OFFICIAL LETTER
XYZ D. O. No………….
Deputy Secretary Govt. of India,
Tel:…………… Department of…………
Date:
My dear/Dear Shri…..,
We propose to draw up a model scheme for……… A copy of the out-
line prepared in this connection is enclosed.
I shall be grateful if you would send your comments as soon as
possible. I may add that we intend to circulate the draft scheme formally
to all Departments in due course for their comments.
With regards/Best wishes,
Yours sincerely,
(XYZ)
To,
Shri ABC,
Deputy Secretary,
Department of……
North Block, New Delhi.
FORMS OF COMMUNICATION
OFFICE MEMORANDUM
Other departments.
Calling for/conveying information from
employees of the Dept.
In third person, no salutation.
OFFICE MEMORANDUM
No………………
Govt. of India
Department of………
New Delhi, the….
Subject: …………………
Reference is invited to this Department O. M. No…….dated….
regarding………………………………………………….
2. Doubts have been expressed whether the provisions of……..apply
also to……………………. It is hereby clarified that the provisions of
Para 2 of the O. M. Dated……is applicable mutatis mutandis to the
present case.
(A. B. C.)
Under Secretary
Tel:
To,
Department of ………………….
Yojna Bhawan, New Delhi.
FORMS OF COMMUNICATION
INTER DEPARTMENTAL NOTE
To obtain advice, views, comments,
concurrence of other departments on a
proposal or in seeking clarification of the
existing rules/instructions etc.;
May be on a file or an independent note;
The subject need not be mentioned if
recorded on a file;
INTER-DEPARTMENTAL NOTE
Govt. of India
Department of ………..
Subject:…………………………
The present rules regulating the issue of Identity Cards provide
inter alia that ……………………………………….
2. A question has now arisen whether……………………
3. In this connection, it may be mentioned that………….
4. It is, therefore, felt that the existing rules require……….
5. This Department will be grateful for the advice of the Department of
Legal Affairs on the issue raised at Para 4 above.
(XYZ)
Deputy Secretary
Tel:
Department of Legal Affairs, Shri……….., Shastri Bhawan, New Delhi
----------------------------------------------------------------------------------------------------
Department of …………. I. D. Note No……………… Dated……..
FORMS OF COMMUNICATION
OFFICE ORDERS
For issuing instructions for internal
administration
Grant of leave, distribution of work.
Appointments/Transfers.
OFFICE ORDER Specimen – I
No………………….
Govt. of India
Department of…………
New Delhi, the…..
OFFICE ORDER
Shri XYZ, a permanent LDC in this Department is granted earned leave
for……………….days from…………….to……………. with permission to
prefix…………………….., a public holiday, to leave.
2. It is certified that Shri XYZ is likely, on the expiry of this leave, to
return to duty at the station from which he proceeded on leave.
(ABC)
Under Secretary
Copy to:
(1). Office Order File;
(2). Cashier;
(3). Section concerned;
(4). Shri XYZ, L. D. C.
OFFICE ORDER Specimen – II
No………………….
Govt. of India
Department of…………
New Delhi, the…..
OFFICE ORDER
It has been decided to transfer the work relating to ……….
from ……………….Section to…………………Section with effect from
……………………..
(ABC)
Under Secretary
Copy to:
(1) ……………..
(2) ……………..
(3) ……………..
FORMS OF COMMUNICATION
ORDER
Financial sanctions.
Decisions in disciplinary matters etc.
ORDER SPECIMEN - I
No………………….
Govt. of India
Department of…………
New Delhi, the…..
ORDER
Sanction of the President is accorded under rule 10 of the Delegation
Of Financial Powers Rules, to write-off irrecoverable loss of Rs.5000
(Rupees five thousand only) being the value of the following articles
Belonging to this Department:
1 …………….
2 …………….
(ABC)
Under Secretary
Copy forwarded to:
The A. G. C. R., New Delhi;
Internal Finance Section;
Cash Section
ORDER SPECIMEN – II
No………………….
Govt. of India
Department of…………
New Delhi, the…..
ORDER
Shri ……………………Lower Division Clerk in the Department of
………………………….is hereby informed that it is proposed to
take action under rule……………of……………..
2. Shri……………………is hereby given an opportunity to make such
representation as he may wish to make against the proposal.
3. Shri……………..is required to make the representation within 15
Days from the date of receipt of this Order.
4 If no such representation is received by the stipulated date, it will
Be assumed that Shri………… has no representation to make.
(XYZ)
Deputy Secretary
To,
Shri…………, LDC
FORMS OF COMMUNICATION
NOTIFICATIONS:
• Promulgation of Statutory rules/orders;
• Appointments/promotion of gazetted officers in the
Gazette of India;
RESOLUTIONS:
• Public announcement of decisions of Govt. on
important policy in Gazette of India;
PRESS COMMUNIQUE/NOTE.
NOTIFICATION SPECIMEN – I
(To be published in the Gazette of India, Part I Section 2)
No……………………
Govt. of India
Department of…………
New Delhi, the…..
NOTIFICATION
No ……….. Shri XYZ, Under Secretary in the Department of……..
…………..is appointed to officiate as Deputy Secretary in that Department
vice Shri ………………………
(ABC)
Joint Secretary
To,
The Manager,
Govt. of India Press, Faridabad.
No…………………
Copy forwarded for information to:
…………………………..
…………………………..
(DEF)
Under Secretary
NOTIFICATION SPECIMEN – II
(To be published in the Gazette of India, Part II, Section 3, Sub-section (ii))
No……………………
Govt. of India
Department of…………
New Delhi, the…..
NOTIFICATION
No. S. O……………. In exercise of the powers conferred by Section 4 of
the Supply and Prices of Goods Act, 1950 (LXX of 1950)……………the
Central Government hereby fix the following schedule of maximum
price…………………. [No………………………]
(ABC)
Secretary to the Govt. of India
To,
The Manager,
Govt. of India Press,
New Delhi.
RESOLUTION
(To be published in the Gazette of India, Part I, Section 1)
No……………………
Govt. of India
Department of…………
New Delhi, the…..
RESOLUTION
The Govt. of India have had under consideration the question of further
improving the efficiency of the Departments and services concerned with
The collection of revenue. As a first step in that direction, the President
is pleased, under the powers vested in him by provisos to Article 309 of
the Constitution of India, to decide that a class I Central Service to be
known as ‘Indian Revenue Service’ should be constituted with effect
From………….
(ABC)
Secretary to the Govt. of India
Ordered that the resolution be published in the Gazette of India for
general information.
(ABC)
The Manager,
Govt. of India Press, Faridabad.
PRESS COMMUNIQUE/NOTE
Not to be published or broadcast before…..A. M./P. M. on………..the………..
PRESS COMMUNIQUE/NOTE
In response to public demand, the Govt. of India have appointed a Comm-
ission to go into the problem of……………………...........and make suitable
recommendations to the Government.
2. The Commission will consist of Shri………………….as Chairman and the
following as Members:
(i)………………………………..
(ii)……………………………….
3. In making its recommendations, the Commission is expected to give
consideration to the following matters:
(a)…………………………….
(b)…………………………….
4. The Commission is expected to submit its report to the Govt. of India
by………………………………………
Department of………………………………
No………………… New Delhi, the…………
Forwarded to the Principal Information Officer, P. I. B., Govt. of India New
Delhi, for issuing the communique and giving it wide publicity.
(ABC)
Joint Secretary to the Govt. of India
FORMS OF COMMUNICATION
ENDORSEMENTS:
• For giving reply/remarks on original letter &return to
addressee;
• Supplying copies to parties other than the addressee;
CIRCULARS:
• For circulating within a Department for info &
compliance by large no. of employees;
FORMS OF COMMUNICATION
ADVERTISEMENT:
• Audio/visual/written communication;
• Used for communication with the general public to
create awareness;
E-MAIL:
• Paper-less form used where computer facilities
supported by internet available;
• Used widely for subjects other than those not
involving legal/financial implications;
ENDORSEMENT
No……………………
Govt. of India
Department of…………
New Delhi, the…..
A copy each of the under mentioned papers is forwarded for information
And necessary action.
(ABC)
Under Secretary to the Govt. of India
List of Papers forwarded:
1…………………………….
2…………………………….
3…………………………….
To,
1…………………………….
2…………………………….
3…………………………….
CORRESPONDENCE
With MP/MLA:
• Should be attended to promptly;
• If addressed to Minister, reply from Minister
• In other cases, over the signature of an officer
of the rank of Secretary;
• In routine matters, minimum rank of US;
• If addressed to Head of Organisation/PSU,
reply by the addressee himself;
CORRESPONDENCE
With Ministries/Departments:
• As per guidelines framed in this regard;
With State Governments:
• Addressed to the Secretary of that Dept.;
• If the communication is of special nature or
importance – addressed to Chief Secretary;
• DO letters can also be sent by officers at
appropriate level;
CORRESPONDENCE
With UT administration:
• Addressed to Principal Secretary/ Secretary of
concerned Department;
• Important communication may be sent to
Chief Secretary or Administrator;
With Lok Sabha/Rajya Sabha Sectt.
• To the respective Secretaries and not to the
Speaker or Chairman directly;
DRAFTING
DRAFT:
Is a rough sketch of a communication to be issued
after approval of the officer concerned.
DRAFTING:
Is the process of preparing this rough sketch.
DRAFT IS NOT NECESSARY:
• In simple cases – acknowledgements-fair
communication put up;
• Cases of repetitive nature.
DRAFTING – SOME QUESTIONS
Is a draft necessary?
Who is the addressee and who will sign?
What is the relationship between the sender and
the receiver?
What should be the form?
Is something to be conveyed or to be called for?
Are all details available?
Does the language convey the intention?
Has the referencing been done?
Is it logically sequenced?
Does it have proper urgency grading?
Does it have proper security grading?
What will be the mode of Despatch?
TWO SENTENCES
A DISCUSSION WAS HELD ON EVE-
TEASING IN THE MANAGING
DIRECTOR’S CHAMBER;
A DISCUSSION WAS HELD IN THE
MANAGING DIRECTOR’S CHAMBER ON
EVE-TEASING;
IMPORTANT POINTS FOR DRAFTING
A draft should
Carry the exact message sought to be conveyed;
Be clear, concise & incapable of misconstruction;
Be lucid, brief and complete;
Result in the desired response form the recipient;
Be divided into paragraphs, according to the
logical sequence expressed;
Have coherence of flow of ideas;
Contain reference to previous correspondence, if
any.
DRAFTING SKILLS- COMMANDS
Identify----------------- SENDER;
Adopt------------------- RIGHT FORM;
Visualize ------------- RESPONSE;
Expression-; CLARITY, CONSISTENCY,
UNIFORMITY;
Avoid --REDUNDANCY, VERBOSITY,
CIRCUMLOCUTION, REPETITION;
Summarise---COMPLEX & LENGTHY;
CHECKLIST FOR DRAFTING
A draft should indicate
File No.;
Name, designation, telephone number, fax no. &
complete postal address of sender organisation;
Name/designation of the addressee with
complete postal address;
Salutation (i.e. Sir, Dear etc.);
Subject;
No., date of the last communication in the series
(from the addressee or from the sender);
CHECKLIST FOR DRAFTING
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 fair copy)
Subscription (i.e. Yours faithfully, Yours sincerely
etc.), where required;
Mode of transmission e.g. ‘By registered post’/ ‘By
Special messenger’ etc. at the top right corner;
Urgency grading, if required;
Endorsement, where necessary;
THANK
YOU
