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Noting and Drafting

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(For Course participants only)

Reading Material
&
Work Book
On
Effective Noting & Drafting
(Edited by Smt. Jayanthi Sriram, Asst.Director)

GOVERNMENT OF INDIA
INSTITUTE SECRETARIAT TRAINING & MANAGEMENT
DEPARTMENT OF PERSONNEL & TRAINING
ADMINISTRATIVE BLOCK, JNU CAMPUS (OLD)
OLOF PALMS MARG, NEW DELHI-110067
TEL. 26105592 TELEFAX: 26104183

Revised - 2005

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FORWARD

In responsive administration it is obvious that the response has to be

meaningful. Yet, it may not be effective unless the response time is optimised. This
twin objective can be achieved through streamlining of the decision making
process itself. In the Central Secretariat, as in other spheres of Government,
contribution by all rungs of employees particularly by those at the cutting edge
level, namely the Section Officers and Assistants, generally helps arriving at the
right decision. Besides collection of information, such contributions are rendered
through Noting & Drafting. Effective noting & drafting at every level, therefore, is
a matter of prime concern.

2. To address this concern, we in ISTM have been according utmost

importance to the inclusion of 'noting and drafting' as a subject in all our
foundational and refresher Courses. Besides, focussed workshops on effective
noting & drafting are also organised in large numbers. To help participants team
effectively, the need for practical exercises cannot be overemphasised. Similarly,
to help transfer of learning, reference material Presented in a crisp and user-
friendly manner serves as e very useful aid.

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.

(R.K.SAINI)
DIRECTOR

New Delhi, dated the 25th June, 2002

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Table of Contents

I - Reading Material Page No

1 Definitions
2 Noting
3 Referencing
4 Drafting
5 Allied instructions &Correspondence with Specified
Authorities
6 Styles in Notes & Drafts
7 Forms of Communication [including specimen forms,
Instruction - Annex I,

II - Work Book Page No

1 Comments & Faults Exercise
2 Documents & Action Point Exercise
3 Noting -- A Quiz
4 Exercise on Language - Edit your writing
5 Exercise on Noting
6 Exercise on Referencing
7 Quiz on Drafting
8 Exercise on Forms of Communication
9 Exercise on Drafting

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Part - I

Reading Material
On
Noting & Drafting

GOVERNMENT OF INDIA
INSTITUTE SECRETARIAT TRAINING & MANAGEMENT
DEPARTMENT OF PERSONNEL & TRAINING
ADMINISTRATIVE BLOCK, JNU CAMPUS (OLD)
OLOF PALMS MARG, NEW DELHI-110067
TEL. 26105592 TELEFAX: 26104183

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CHAPTER-I

DEFINITIONS

Based on Manual of Office Procedure, some of the terms relevant to Noting

and Drafting have been defined below:-

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.

7. 'Appendix to correspondence' in relation to a file means lengthy enclosures

to a communication (whether receipt or issue) on the file, inclusion of which
in the correspondence portion is likely to obstruct smooth reading of the
correspondence or make the correspondence portion unwieldy.

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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.

10. "Come-back Case' means a case received back for further action such as re-
examination 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.

12. 'Routine note' means a note of a temporary value or ephemeral importance

recorded outside the file, e.g., a record of casual discussion or a note on a
point of secondary importance intended to facilitate consideration of the
case by higher officers.

13. '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. It is prepared to avoid repeated
re-capitulation of the case through self-contained notes.

14. 'Sectional note' means a note recorded on only one of the many issues raised
in the PUC. ,

15. 'Security grading' means security marking 'Confidential', 'Secret or 'Top

Secret'.

16. 'Urgent dak' means dak marked 'immediate' or 'priority' and includes
telegrams, savingrams, wireless messages and telex messages.

17. `Referencing' is the process of identifying a document, decision and facts

mentioned in a note, draft or office copy of communication issued.

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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.

(c) Notes and orders should normally be recorded on note-sheets.

(d) Notes should not be recorded on the receipt itself except in very routine
matters.

(e) Verbatim reproduction of extracts from, or paraphrasing of the P.U.C or of

notes of other Ministries recorded on the same file, should be avoided.

(f) 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.

(g) A note should always be written in a businesslike language. Even if apparent

errors or misstatements have to be pointed out or if an opinion expressed
therein has to be criticised, care should be taken to couch the observations in
courteous and temperate language free from personal remarks.

(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.

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(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.
(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.

(m) A note will be divided into paragraphs of a convenient size. Paragraphs

should be serially numbered and may also have brief titles, if necessary.

TYPES OF CASES & QUANTUM OF NOTING

Noting should be restricted to the minimum. It should be systematic and

functional. The following approach could be adopted for noting on various
categories of cases:-

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.

2. Routine or Repetitive Cases:

In cases of repetitive nature, `a standard process sheet' which means a

standard skeleton note should be developed indicating pre-determined points of
check In respect of other routine cases, a fair reply should be put up without any
noting.

3. Action-in-Correspondence Cases:

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These cases also do not require detailed noting. It would be sufficient if a
brief note (a paragraph or so) is recorded indicating the issue under consideration
and the suggested action.

4. Problem Solving Cases

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:-

(i) What is the problem?

(ii) How has it arisen? '
(iii) What is the `Rule', `Policy' or `Precedent?
(iv) What are the possible solutions?
(v) Which is the best solution? Why?
(vii) What will be the consequences of the proposed solution?

5. Policy and Planning Cases:

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.

(iii) Rule, policy etc: - Relevant rules, regulations, policy, standing orders,
practices are required to be referred to, wherever available. Logical
interpretation of such rules etc. bringing out their bearing on the
problem has to be put across in a cohesive manner.

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(iv) Precedents: - Precedent cases having a bearing on the issue under
consideration should be put up. If there are varying precedents or any
precedent differs in certain respects from the case under examination,
the difference should be brought out so as to arrive at a correct
decision.

(v) Critical analysis: - the case should then be examined on merits

answering questions such as what are the possible alternative
solutions/ which is the best solution? It should be ensured that views
of other Divisions/Ministries etc. have been obtained where
necessary. Attention should also be paid to other aspects like the
financial and other implications, repercussions, and the modality of
implementing the decision and the authority competent to take a
decision.

(vi) Concluding para: - the concluding para should suggest a course of

action for consideration. In cases where a decision is to be taken by a
higher authority like committee, Board etc. the point or points on
which the decision of such higher authority is sought should be
specifically mentioned.

NOTING ON FILES RECEIVED FROM OTHER DEPARTMENTS

(a) Where the reference requires information of a factual nature or other action
based on a clear precedent or practice, the dealing hand in the receiving
Department may straightaway record a note on the file.

(b) If the reference seeks an opinion, ruling-or concurrence of the receiving

Department and requires detailed examination, such examination will
normally be done separately and only the officer responsible for
commenting upon the reference will record the final views on the file. This
separate examination can be done through routine notes or on what is
commonly known as "shadow files"' which are opened subject wise in the
receiving department.

(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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(e) The inter-departmental note recorded on the file of the originating

Department will bear the subject file number (shadow file number) to
facilitate filing of papers and their subsequent- retrieval for future reference.

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.

HINTS FOR PREPARATION OF A SUMMARY OR STATEMENT OF

CASES FOR THE MINISTER

As provided in the Manual of Office Procedure, it might be necessary to

prepare a self-contained summary when cases are to be submitted to the Minister.
In such cases, the following points may be carefully observed: -

(i) A brief subject heading should be given in all such cases.

(ii) The summary should give the chronological facts of the case and
should not omit any important considerations that could affect the
decision.

(iii) If the case concerns other Ministries or Divisions the summary should
contain the recommendation of that Ministry or Division and, in case
of disagreement, the paints of difference and the recommendation of
the Department concerned. Opinions of individual officers within a
Department should not find mention.
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(iv) The concluding paragraph should contain the point or points on which
decision of the Minister is sought together with the recommendation
of the sponsoring officer.

(v) The summary should be self-contained but it should not be

unnecessarily long. Where the material to be submitted is lengthy,
much of it should be relegated to annexure or appendices, keeping the
main summary as brief as possible. This will enable the higher
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.

(vii) The summary should be typed preferably in single space in small

paras to enable easy reading.

(viii) The annexure should be page numbered consecutively to facilitate

location of the particular page or portion thereof, to which attention
might be drawn during discussion or further noting.

ARRANGEMENT OF VARIOUS PAP R F LQERS1REFEREN E BOOKS

ETC. WHILE SUBMITTING A CASE

The papers, folders, reference book etc., are to be arranged in the following
order from top downwards, while submitting a case:

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;
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10. Routine notes and papers arranged in chronological order and placed
in a separate cover.

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.

3. On receipt back after completion of action, the linked files will be

immediately de-linked after taking relevant extracts and placing them on the
relevant files, where necessary.

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CHAPTER-III

REFERENCING

Referencing is the process of identifying a document, decision and facts

mentioned in a note, draft or office copy of communication issued. It involves a
series of activities. These are described in the succeeding paragraphs.

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.

2. Each item of correspondence in a file, whether receipt or issue, will be

assigned a serial number which will be displayed prominently in red ink on
the top middle portion of its first page. ,

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.

6. To facilitate the identification of references to papers contained in other files

invariably in the body of the note. The relevant page numbers, together with
the alphabetical slip attached thereto will be indicated in the margin.
Similarly, the number and date of orders, notifications and resolutions, and,
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in the case of acts, rules and regulations their brief title together with the
number of the relevant section, rule, paragraph or clause, referred to will be
quoted in the body of the notes.

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

A draft is a rough sketch of a communication to be issued after approval by

the officer concerned.

SEARCHING Questions- One Dozen

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?

IMPORTANT POINTS FOR DRAFTING:

A draft should

carry the exact message sought to be conveyed.

be clear, concise and Incapable of misconstruction
be lucid, brief and complete
result in the desired response from the recipient
be divided into paragraphs, according to the logical sequence of ideas
expressed. have coherence of flow of ideas
contain reference to previous correspondence, if any.

DRAFTING SKILLS

Commands Identify - SENDER

Adopt - RIGHT FORM
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Visualize - RESPONSE
Express - CLARITY, CONSISTENCY
UNIFORMITY
Avoid - REDUNDANCY, VERBOSITY
CIRCUMLOCUTION, REPETITION
Summaries - COMPLEX & LENGTHY
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

NOTING & DRAFTING - A1LIED INSTRUCTIONS AND

CORRESPONDENCE WITH SPECIFIED AUTHORITIES

ALLIED INSTRUCTIONS

(a) Modification of Notes:

(i) Whenever a senior officer finds it necessary to correct or to modify

the facts stated in a note put up to him, he should do so by recording
his own note giving his views on the subject. He should not require
the note recorded by his junior to the modified or replaced.
(ii) Notes recorded on a file should, in no circumstances, be pasted over,
because pasting over (a) amounts to mutilation of official records and
(b) gives an inelegant look to the file.

If any modification of an earlier note is found necessary, recording a note

explaining the nature and extent of modification and reasons for it should do it.
The earlier note should remain intact.

(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.

[b (i)] Oral Instructions by Higher Officers: - Normally, it is incumbent on the

Superior Officer to give his/her direction in writing, regarding the manner of
dealing with a case. In some occasions, due to paucity of time at the disposal, if
the l instructions have been given orally, the oral instructions thus given may be
confirmed in writing at the earliest opportunity. Juniors should obtain written
directions before carrying out oral instructions. If such instructions are not from
the immediate superior, it should be brought to his notice.
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[b (ii)] Oral orders by or on behalf of the Minister:- oral orders communicated

by personal staff of the Minister shall be confirmed in writing 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.

[b (iii)] Confirmation of Oral Instructions: - communications requesting for

confirmation in writing of oral instructions should be acknowledged.

CORRESPONDENCE WITH SPECIFIED AUTHORITIES:-

The Manual of Office Procedure further prescribes that the correspondence with
the following authorities will be made in the manner indicated against each.

1. Attorney General of India - Only by the Ministry of Law, Justice and

Company Affairs.

2. Comptroller and Auditor General of India - References for his views or

advice can be made only by or through Ministry of Finance. However, in
matters of day-today administration direct correspondence by departments
at their discretion is permissible.

3. Union Public Service Commission - All reference to be in the form of

'letter' addressed to the Secretary. In certain matters, e.g. requisitions for
recruitment formal references should normally be preceded by personal
discussions at appropriate levels.

4. Union Territory Administrations - routine references regarding the

business of a particular department should be addressed to its Secretary.
Other communications may be addressed to the Chief Secretary or the
Administrator depending upon the importance of the matter.

5. State Governments - (a) Purely routine communications e.g.

Acknowledgements may be signed by Section Officer.
(b) Communications other than of purely routine nature will be sent over the
signature of the branch officer.

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(c) Communications relatable to the business of a particular department
should be addressed to its Secretary.
(d) Other, special and important communications may be addressed to the
Chief Secretary.
(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 -

(a) Communications from MPs should be attended to promptly.

(b) Those addressed to a Minister should, as far as practicable, be replied to

the Minister himself. In other cases, a reply should normally be issued over
the signature of an officer not below the rank of Secretary. .

(c) Those addressed to head of attached/subordinate offices should be

replied to by the addressee himself. In routine matters not involving
question of policy, he may send an appropriate reply on his own. However,
in matters involving question of policy, he should consult higher authorities
before sending a reply.

(d) Normally information sought by any MP should be furnished unless k is

of such nature as cannot be disclosed even on the floor of the Houses of
Parliament.

(e) As far as possible, pre-printed or cyclostyled replies should be avoided

while corresponding with MPs.

8. Ministers of State Governments - Same as in the case of MPs.

9. Foreign Governments and international organisations - Correspondence

with:
(i) foreign or commonwealth governments and their missions in India,

(ii) heads of Indian diplomatic missions and posts abroad and

(iii) United Nations and its specialised agencies: will normally be

channelised through Ministry of External Affairs.
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The instructions entitled "Channel of Communication between the

Government of India and the State Governments on the one hand; and (i) and (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).

CHAPTER VI

STYLE IN NOTES AND DRAFTS

The style in notes and drafts is as important as their contents. The following
will be observed in drafting and also in writing notes: -

(1) "Information" is singular. If Information is called for on many points, it does

not become "Information".

(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".

(6) A simple or short word is to be preferred in place of a long phrase.

Examples of needless verbosity are preference of "make the assessment' to
"assess" "purchase' to buy 'commence" to "begin" and "omitted to" or
"failed to" to the simple "did not' (the two latter ones are very common);
"make enquiries" for "enquire"; "building purpose" for "buildings". Where
"omit" by itself is proper and sufficient, the love of such redundant phrases
is displayed as "has been omitted to be entered in the register" Instead of
"has been omitted from the register". Another widespread error is the use of
"for being" instead of "to be' and 'for doing" instead of "to do" and "returned
for being stamped" instead of ' to be stamped". If the Secretary orders that
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an assistant should be punished "for being corrupt" it does not mean " in
order to make him corrupt'.

(7) Foreign or classical words and expression should be avoided as far as

possible; vernacular words should only be used when their meaning cannot
be expressed equally well in English.

(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
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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 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.
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(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 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".

(20) "So" is not equivalent to `very".It is sometimes written "the peon is so

impertinent", "I warned him so many times" meaning "very impertinent",
"very often". Not so bad" means "rather good' but this is a colloquial phrase.
Similarly, "too" has generally a relative sense, that is, it implies excess
relatively to a certain standard or object not absolute intensity to speak
(except in a few colloquial phrases, such as 'it is too bad"), but it is
commonly written, "it is too hot" meaning "it is very hot".

(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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(23) Pseudo-accuracy accounts for much unnecessary verbiage. "If any" is a
common example of this fault. It is quite unnecessary to say, "the Deputy
Commissioner is requested to report the number of cases if any". If there are
none, the Deputy Commissioner will say so. In the same way it is
unnecessary to say "The Deputy Commissioner Is requested to report
whether it is advisable or not to..." The use of the word "ask" instead of
"order' or "direct' produces a curiously important effect when a lower
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.

(26) "In this connection" at the beginning of a sentence is a favourite bit of

hackneyed padding. It means 'nothing at all. "In returning herewith" a
favourite but inappropriate type of opening phrases. It is often aggravated
by making the subject of the main sentence different from the implied
subject of "returning" or by changing to the passive construction. You can
say, "in returning ...I am directed to point out". You must not say, "In
returning herewith the statement received with his letter.... The Deputy
Commissioner. Is Informed". But this is quite common. On the other hand,
such phrases as "Turning to paragraph "it may be observed" and so on
("Regarding, "Concerning", "Considering", etc.), are unobjectionable
though "Turning to paragraph 1" is no doubt more strictly, correct.

(27) A needless anxiety to avoid repetition gives rise to various faults.

Sometimes, instead of repeating a man's name, an assistant will say" the
individual' which is not good English. The use of "former and latter",
"respectively" and 'the same' have been mentioned already and also come
under this head.

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(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
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.

(31) Do not qualify expressions, needlessly. To do so produces flabby style.

Words like "it seems" and "it appears" are used when there is really no
doubt. "He was absent in his house" meaning the he was elsewhere than in
his house is a contradiction in terms. "Absent from" is correct, but the
ordinary English would be "he was not at home", or simply "he was away"
or "was out". "Also" is misused with negatives. "He did not address the
letter Assistant Director did not also stamp if should be "or did he stamp it".

(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',
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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 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.

(37) "Government sanctioned a peon to the Deputy Secretary" should be "for the
Deputy Secretary". "Petitioner wants that the land should be transferred" is
wrong. It should be "wants the land transferred/to be transferred".

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CHAPTER-VII

FORMS OF COMMUNICATION

The specimens of different forms of communication generally used by

various functionaries of the Government of India, are available at Appendix 9 of
the Manual of Office Procedure (Twelfth Edition, May 2003) and have been
reproduced at Annexure - I. A particular form of communication is adopted for a
specific purpose with a specific target group to be addressed. It is, therefore
obvious that each should have some distinctive features. The different forms of
written communication and their methods of delivery generally used by a
department are described below. Each form has a use and, in some cases,
phraseology of its own. Only black or blue ink will be used in communications. A
small margin of about one inch will be left on all sides (left, right, top and bottom)
of each page of communications to ensure better preservations of records as at
times the paper gets tom from the edges, making reading of the documents
difficult.

FORMS

1. LETTER

This form is used for corresponding with Foreign Governments, State

Governments, the Union Public Service Commission and other constitutional
bodies, heads of attached and sub-ordinate offices, public enterprises, statutory
authorities, public bodies and members of public generally. A letter begins with the
salutation Sir/Madam as may be appropriate.

2. DEMI-OFFICIAL LETTER

(a) This form is generally used in correspondence between Government

Officers for an inter-change or communication of opinion or information
without the formality of prescribed procedures. It may also be used when it
is desired that the matter should receive personal attention of the individual
addressed. Since demi official letter is written in the first person in a
personal and friendly tone, it should be addressed by an officer in a
Ministry/Department who is ordinarily not more than one or two levels
below the - officer to whom such communication is addressed.

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Note: For the purpose of determination of level, Secretary/Additional
Secretary and Director/Deputy Secretary will be considered as one level.
(b) Communications to non-officials can also take the form of a demi-
official letter.
3. OFFICE MEMORANDUM

This form is generally used for corresponding with other departments or In

calling for (formation from or conveying information to its employees. It may also
be used in corresponding with Attached & Sub-ordinate Offices. It is written in
third person and bears no salutation or supersession except the name, and
designation of the officer signing it.

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.

(b) The inter-departmental note may either be recorded on a file or

referred to another department or may take the form of an
independent self-contained note. The subject need not be mentioned
when recorded on the file.

5. TELEGRAM

This form is used for communicating with outstation parties. In matters

demanding prompt attention. The text of the telegram should be as brief as
possible.

(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

This form is mostly used in notifying the promulgation of statutory rules

and orders, appointments and promotions of Gazetted Officers, etc. through
publications in the Gazette of India. The composition of the gazatte, the types of
matters to be published in each part and section thereof, the instructions for
sending the matter for publication therein and for sending copies thereof are
indicated in Appendix 11.

9. RESOLUTION

This form of communication is used for making public announcement of

decisions of Government in important matters of policy, e.g., the policy of
industrial licensing, appointment of committees or commissions of enquiry.
Resolutions are also published in the Gazette of India.

10. PRESS COMMUNIQUE I NOTE

This form is used when it is proposed to give wide publicity to a decision of

Government. A Press communique is more formal in character than a press note
and is expected to be reproduced intact by the press. A press note, on the other
hand, is intended to serve as a hand-out to the press which may edit, compress or
enlarge it, as deemed fit.

11. ENDORSEMENT
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This form is used when a paper has to be returned in original to the sender,
or the paper in original or its copy is sent to another department or office, for
information or action. It is also used when a copy, of a communication is proposed
to be forwarded to parties other than the one to which it is addressed. Normally,
this form will not be used in communicating copies to State Governments. The
appropriate form for such communication should be letter.

12. CIRCULAR

This form (same as in case of Office Memorandum) is used when important

and urgent external communications received or important and urgent decisions
taken internally have to be circulated within a department for information and
compliance by a large number of employees.

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

14. FAX facility

In urgent and important matters (including legal and financial messages), ~:

departments may use fax facilities to send messages, wherever available. Offices
not connected through fax but having telex facilities, may send urgent and
important messages ' through telex instead of a telegram in communicating with
out-station offices.

15. REGISTERED POST/REGISTERED AD

This method of delivery is used in communicating with offices to ensure

receipt of communication and in the case of Registered AD an acknowledgement
of the delivery is received by the issuing office.

16. SPEED POST

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This method of delivery is used to ensure quick receipt of messages
warranting urgent attention at the receiving end and an acknowledgement of the
delivery is also received by the issuing office.

17. E-MAIL

This is a papery form of communication to be used by department having

computer facilities supported by Internet or Intranet connectivity and can be
widely used for subjects where legal or financial implications are not involved.

---------------------

Specimens of all forms of communication are given in Annexure - I

There is no separate format for "Telex" given in the Manual. The form of
telex message will be similar to that of telegram.
Fax (Fascimile exchange) is not a "form" of communication, but is a
"medium" of communication. Any form of communication such as letter,
D.O., or even photographs, extracts of Gazette, etc. may be sent through fax.

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ANNEXURE -1

SPECIMEN FORMS OF COMMUNICATON

(1) Letter

No....................
Government of India
(Bharat Sarkar)
Department of..........
(.......... Vibhag)

New Delhi, dated the

To
The Director General,
Central PWO, Nirman bhavan,
New Delhi

Subject:

Sir,

With reference to your letter No ................ dated....... on the subject cited

above.........., I am to inform you that........................

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
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Tele.No.

(2) DEMI-OFFICIAL LETTER

XYZ
Deputy Secretary Government of India
Tele.No. (Bharat Sarkar)
Department of.....
(............ .. Vibhag)

New Delhi, the........

D.O. No: _____________________

My dear/Dear Shri.........

We propose to draw up a model scheme for.................. A copy of the outline

prepared in this connection is enclosed.

I should be grateful if you would let me have your comments as soon as

possible. I may add that we intend circulating the draft scheme formally to all
departments in due course for their comments.

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)

New Delhi, the _____________________

OFFICE MEMORANDUM

Subject: ________________________________________

The undersigned is directed to refer to the Ministry of Agriculture's (Office

Memorandum No dated on the subject mentioned above and to send the requisite
information as in the enclosures.

2. Information regarding____________________________will be sent on

receipt from the field offices.

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.

Department of Legal Affairs (Vidhi Karya Vibhag) (Shri...............)

Shastri Bhavan, New Delhi
---------------------------------------------------------------------------------------------------
Department of........ (Vidhi Karya Vibhag) I. D. No........ Dated......

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(5) Enclair Telegram

TELEGRAM
DCOMAH
BOMBAY

STATE EXPRESS

No................ REOLETIRYLET JULY TENTH STOP EXPEDITE BUDGET

PROPOSAL STOP FINANCE PRESSING HARD STOP

HOMEX
__________________________________________________________________

NOT TO BE TELEGRAPHED

(A, B, C)
Under Secretary to the Govt.of India
Tele.No.
Department of.................
(... ........ Vibhag)

No......................

New Delhi, the 2002

Copy by post in confirmation

To
The Director of Census Operation,
Maharashtra Sachivalaya,
Bombay

(A, B, C)
Under Secretary to the Govt.of India

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(6) EXPRESS LETTER

No............ .
Government of India
(Bharat Sarkar)
Department of..........
(...... ... Vibhag)

_________________________________________________New Delhi, the

To

Shri________________
_______________________
_______________________

Subject: ______________________________________________________
______________________________________________________

REFERENCE THIS DEPARTMENT NUMBER........... DATED.......... AS

MATTER HAS TO BE REFERRED TO U.P.S.C FOR CONCURRENCE
BEFORE THE END OF CURRENT MONTH, PLEASE EXPEDITE REPLY.

(ABC)
Under Secretary to the government of India
Telephone No

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(7) OFFICE ORDER

NO
GOVERNMENT OF INDIA
(BHARAT SARKAR)
DEPARTMENT OF.........
(............... VIBHAG)

New Delhi, the

OFFICE ORDER

Shri XYZ, a permanent Lower Division Clerk in this Department is granted

earned leave for ....... days from ....... to........ with permission to prefix ... ..... a
public holiday, to the` leave.

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:

1. Office Order File

2. Cashier
3. Section concerned
4. Shri X,Y,Z, LDC

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(8) ORDER

NO
Government of India
(Bharat Sarkar)
Department of......
(........Vibhag)

New Delhi, the

ORDER

Sanction of the President is accorded under rule 10 of the Delegation of

Financial Powers Rules, to the write off irrecoverable loss of Rs.5000/-(Rupees
Five Thousands only) being the value of the following articles belonging to this
department.

(1) XXXX

(2) XXXX

(A,B,C)
Under Secretary to the Govt.of India
Tele. No.......

Copy forwarded to:

1. The A.G. C.., New Delhi

2. Internal Finance Section
3. Cash Sexton

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(9) NOTIFICATION

[To be published in the Gazettee of India, Part 1, Section 2]*

Government of India
(Bharat Sarkar)
Department of......
(... ... .Vibhag)

New Delhi, the

NOTIFICATION

No....... Shri X, Y, Z, Under Secretary in the Department of ................ is

appointed to officiate as Deputy Secretary in that Department vice Shri........
transferred to the Department of...........

(A,B,C)
Joint Secretary to the Govt. of India

To
The Manager
Government of India Press
(Bharat Sarkar press)
Faridabad

No .................... New Delhi, the

# Copy forwarded for information to:

(1)
(2)
(3)
(D.E.F)
Under Secretary to the Government of India

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#Endorsement should be typed on all copies except one Intended for the Press.
*See Annexure - II.

(10) RESOLUTION

[To be published in the Gazette of India, Part 1, Section I]*

NO
Government of India
(Bharat Sarkar)
Department of.......
(........ Vibhag)
New Delhi, the

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

ORDERED that a copy of the resolution be communicated to.............. .

ORDERED also that the resolution be published in the Gazette of India for general
information.

(A, B,C,)
Secretary to the Government of India

To
The Manager,
Government of India Press,
(Bharat Sarkar)
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Faridabad

*See Annexure - II
(11) PRESS COMMUNIQUE/NOTE

Not to be published or broadcast before......... a.m./p.m. on...........day,

the... .............. 2002.

PRESS COMMUNIQUE/NOTE

In response to public demand, the Government of India has appointed a

Commissionto 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:

1.
2.
3.

3. In making its recommendations, the Commission is expected to give

consideration to the following matters:
(a)
(b)
(c)

4. The Commission is expected to submit its report to the Government by...

Department of......
(....... Vibhag)

New Delhi, the

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
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(12) ENDORSEMENT

NO
Government of India
(Bharat Sarkar)
Department of.......
(........ Vibhag)

New Delhi, the

A copy each of the undermentioned papers is forwarded to ..................... for

information and necessary action.

(A,B,C)
Under Secretary to the Government of India
Tele. No... ...

List of papers forwarded:

(1)
(2)
(3)

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ANNEXURE II

Composition of the Gazette of India and Instructions for sending material for
publication therein

APPENDIX -11 [Vide pare 50 (11)] of MoP

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
from Faridabad) than 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
from Delhi) Acts, 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.
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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 ( To be published Supplement showing statistics of births and deaths, etc.
fromFaridabad both in English and Hindi.

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 2 - Weekly statements of the Reserve Bank of India published by the Central
Government under Section 53 (I) of the Reserve Bank of India Act, 1934 is
published in sub-section (ii) of Section 3 of Part II.

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.

2. The original type-script copy, signed by a competent officer, should alone be

sent to the press. Cyclostyled copy, carbon copy or a copy which does not
bear the officer's signature wilt not be accepted key the press. Corrections, if
any, in the copy sent to the press, should be legible and attested by the
officer signing it.

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3. Extraordinary Issues of the Gazette can be published whenever necessary.
No matter should be required to be published in a Gazette Extraordinary
unless it is of such urgent nature that it cannot wait until the publication of
the next ordinary issue of the Gazette.

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.

5. The notification to be published in a Gazette Extraordinary or the

forwarding letter should invariably be signed by an officer not lower in rank
than a Joint Secretary.

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.

7. 15 copies of every notification of general public importance will be sent by

the department issuing it to the Parliament Library at the same time when it
is sent for publication in the Gazette of India. A copy of the letter,
forwarding the copies to the Parliament Library, will be endorsed to the Lok
Sabha Secretariat and the Rajya Sabha Secretariat along with a copy of
concerned Notification to each of them.

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.

9. Copy of every Gazette Notification will be sent by the Organisation Issuing

it to all the concerned Ministries t Departments at the same time when it is
sent for publication in the Gazette of India.

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Part -II

Work Book
On
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GOVERNMENT OF INDIA
INSTITUTE SECRETARIAT TRAINING & MANAGEMENT
DEPARTMENT OF PERSONNEL & TRAINING
ADMINISTRATIVE BLOCK, JNU CAMPUS (OLD)
OLOF PALMS MARG, NEW DELHI-110067
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TEL. 26105592 TELEFAX: 26104183

1. COMMENTS & FAULTS EXERCISE

COMMENTS OF OFFICERS UPON THE NOTES OF SUBORDINATES

ARE OFTEN SEEN OR HEARD IN THE OFFICE. THINK FOR A WHILE AND
MAKE A LIST OF ALL SUCH COMMENTS.

-----------------------------------

MORE OFTEN THAN NOT WE OURSELVES NOTICE FAULTS

CREEPING INTO THE NOTES AND YET WE DO NOT TAKE ANY
COGNIZANCE OR RECTIFY. TRY AND LIST OUT ALL SUCH SNEAKING
FAULTS.

-----------------------------------------

BOTH THE LISTS SHOULD REPRESENT THE SUBGROUP. HENCE,

PUT YOUR HEADS TOGETHER; FORMULATE YOUR OWN GROUP
NORMS AND PREPARE THE LISTS AS FAST AS POSSIBLE,

2. DQCUMENTS & ACTION POINT EXERCISE

Excerpts from the CAT judgment in the case regarding

Seniority of Section Officers for promotion to the CSS Grade 1

"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
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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.

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

1. Answer 'True' or 'False' (if partly true, correct it):- ,

a. Remarks, if any, made by an officer on the receipt are to be

reproduced on the note portion immediately after docketing.

b. When the note ends at the bottom of a page, invariably a blank note
sheet should be added before submission of the file.

c. When a note recorded in the first instance requires any modification

(on account of additional facts or any error having come to notice),
the relevant portion of the note should be pasted over and a fresh note
written thereon.

d. When rules or other compilations are not put up (although referred to

in the notes), the fact that they have not been put up has to be
indicated in the margin of the note.

e. The final paragraph of the note need not make recommendations for
action, since officers will do that.

2. Fill In the blanks: -

a. ______________ means remarks recorded on a case or paper under

consideration for facilitating its disposal.

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b. When the PUC raises several major points requiring detailed
examination and separate orders on each, all such points are dealt
with through ________________instead of usual noting.

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_____________

e. In cases of repetitive nature____________ are used in order to

ensure that none of the points of scrutiny is overlooked.

3. Match the following:-

a. Planning & Policy Cases (i) Standard Process Sheets, can be

used
b. Routine and repetitive cases (ii) No noting is required.
c. Action -in-Correspondence (iii) Detailed notes are required.
cases Normally handled at the higher levels
of the organisation.
d. Ephemeral cases (iv) Detailed notes are required in
respect of each of the questions
involved.
e. Problem Solving cases (v) A short para or so will suffice.

4. Identify the nature of the case and the type of noting that, will be-required in
the following cases:-

a. The orderly officer/caretaker has overstayed his leave in his

hometown and has to be replaced, if he, does not resume duty within
a week from today.

b. Some parts (costing about Rs. 1400/-) of the electronic typewriters

have been stolen from the office of Minister last night. Decision on
remedial preventive action has to be sought for.

c. Budget section has sent a note enquiring about the amounts of grants
released from your Section during the last quarter of the last financial
year.

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d. Decision is required about making members of staff of the Regional
Astrophysical Laboratory, Okhla which is a subordinate office under
the Ministry of Science and Technology, eligible for allotment of
Govt. accommodation from the General Pool.

e. An application from Smt. ABC, widow of late ABC, freedom fighter

has been received requesting for transfer of the pension of her
husband in her favour.

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.

h. M/o Environment and Forests have requested Department of Culture

to nominate an officer of the rank of Deputy Secretary / Director for
participation in the seminar on 'Yamuna Beautification'

i. Shri XYZ has submitted an application for grant of GPF advance on

account of marriage of his daughter.

j. Ministry of Home Affairs has circulated the vacancy of Hindi Officer

to be filled on deputation basis for a period of three years.

4. EXERCISE ON LANGUAGE- EDIT YOUR WRITING

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".

Can you spot the deadwood? Here it is:

The reason (omit)

Figure (omit)
Due to the fact that (because)
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Followed the policy of keeping (kept)

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.

SELF ASSESSMENT QUESTION (SAQ) - I

The following expressions contain deadwood/redundancies. Rewrite them

on your note book not only to remove deadwood/redundancies but to make these
expressions easy to read and understand:

1. It is our opinion that

2. True facts
3. We held a meeting for the purpose of
4. Prompt and Speedy
5. At this point in time
6. Vitally essential
7. During the course of our conversation
8. Assemble together
9. In the event that we find ourselves in disagreement
10. Consensus of opinion
11. The trouble with the new form is that it was improperly designed in the first
place
12. 8.30 a.m. in the morning
13. We limited our discussions to only the basic essentials.
14. In this connection we would like to point out that the discrepancy that exists
in our planning is
15. Repeat again
16. She is a person who does an excellent job as a programmer 17. Revert back
18. The main consideration is a matter of time
19. Please plan in advance to present your recommendations when the next
meeting is held
20. We seldom ever have occasion to ask anyone to work overtime after office
hours.

5. EXERCISE ON LANGUAGE - EDIT YOUR WRITING

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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:

"The minimum essentials of an Annual Report of a Department are an

organisational chart, annual action plan and performance appraisal reports
and beyond these essentials the content of the report becomes an interesting
challenge to the bureaucratic imagination. The elements selected for the
report, the order in which they appear and the way they are presented are
finally approved by the Minister, but most reports will contain these
elements: cover, title page, table of contents, major achievements and the
financial constraints."

You can easily see that the two sentences above contain four distinct ideas.
Let us separate them:

"The minimum essentials of an Annual Report of a Department are an

organisation chart, annual action plan and performance appraisal reports.
Beyond these essentials, the content of the report becomes an interesting
challenge to the bureaucratic imagination. The Minister finally approves the
elements selected for the report, the order in which they appear and the way
they are presented. However, most reports will contain these elements:

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cover, title page, and table of contents, major achievements and the financial
constraints. "

II

To write effectively one has to visualize himself/ herself as taking readers by

the hand and leading them through a territory they are not familiar with. A help
that must be provided is the bridge that connects one idea with another.

"It would be a mistake, in our opinion, to ignore complaints from the

consumer. We should not push the `panic button' every time we receive an
irate letter".

There is no bridge between these two sentences and each conveys an

entirely different thought. The reader, in the process, gets confused. Let us put a
bridge between them:

"It would be a mistake, in our opinion, to ignore complaints from, the

consumers. But, on the other hand, we should not push the 'panic button' every
time we receive an irate letter."

Following are some of the examples of bridges:

TO SHOW CAUSE & EFFECT ACCORDINGLY, FOR THIS

REASON, AS A RESULT, HENCE,
THEREFOR
TO SHOW CONTRAST BUT, CONVERSELY, EVEN
THOUGH, HOWEVER, ON THE
CONTRARY, ON THE OTHER HAND
TO INDICATE TIME, PLACE ABOVE ALL, AFTER ALL,
OR, ORDER AGAIN, , FINALLY, IN THE FIRST
PLACE, MEANWHILE, NEXT, THEN

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.

I "With reference to your letter No. 8/1/91-E.1 dated nil. It is requested

that the newsletter may please be despatched early."

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II. All the letters have been despatched by registered post. Which will
ensure their definite delivery?

The first sentences in example-I and the second in example-II, by

themselves, make no-sense. These are sentence fragments and should, as far as
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:-

A. There are two overwhelming reasons for retaining records: for

reference on the part of the Department and to answer requests for
information from the members of Parliament, financial institutions
and the members of Public, but they also serve as a history of the
Department and act as induction material for newly recruited officers.
Therefore, they should, be retained covering all the divisions of the
Department.

B. An error in the inventory will lead to other erroneous figures In the

balance sheet, such as total current assets, total assets, owner's equity
and the total of liabilities and owner's equity, as well as affect key
figures in the income statement, such as the cost of merchandise sold,
the gross profit on sales and the net income for the period.

(2) Use bridges when- necessary to tie these sentences together-

A. Almost all Assistants working in Administration Sections, if they can

express well, can easily qualify In the SO's grade examination. This is
not true. They should have excellent CRs and must prepare well.

B. There is a need to exercise economy on all fronts. We may cut down

expenditure on OTA of drivers and reduce consumption of fuel by
regulating the use of staff

(3) See if you can identify and do something with the sentence fragments in
the following:

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A. The duties of a Section Officer vary considerable. Anything from
proper marking of dak to scrutinizing the notes submitted by the
Assistants. .

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.

On consideration of the demand of the Employees Union, the organisation

has formulated a proposal to amend the recruitment rules of the post of
Administrative Officer. According to the amendment the method of
recruitment is proposed to be changed from "by deputation" to "by
Promotion by seniority subject to rejection of unit" from the cadre of
Superintendents. Those with five years' service in the grade of
Superintendent will alone be eligible for promotion.

Even if the matter is processed on top priority the amendment to the

Recruitment Rules is likely to be notified earliest by the middle 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.

The next two persons in seniority will complete 5 years' service as

Superintendent in August and September next year.

It will not be in the public Interest to keep the post of Administrative Officer
vacant.

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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.

7. EXERCISE ON NOTING -II

Ministry of WAL
Department of LMN
Q. Section

Subject: - Extension of tenure of Sh. R.K. Singh, DIG, CBI

SI.No.16 (Receipt)-P.20/Corr. F/FR

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.

2. The State Government of Maharashtra in their communication vides their

Director (Admn.) Sh. V.R. Phattarkine's letter to JS (V) at page 14/corr. Have
sought immediate repatriation of the officer in view of the prevailing law and
order situation. They have pointed out that communications in this regard was sent
twice earlier but no reply was received and as planning of officer's postings are
done in advance, an early confirmation would be helpful. The repatriation of the
officer is necessary in view of the large number of vacancies existing at this level
in the state police set up. However, it would be most appropriate to point out at
this juncture that owing to the deteriorating law and order situation in the state
particularly in its Marathwada and Konkan regions there was a tremendous uproar
in the State Assembly and as a consequence thereof the Government of
Maharashtra has constituted a one-man commission headed by Justice M.S.
Tarkurrde, Chief Justice, Nagpur High Court to look into and recommend steps for
complete overhaul' of the entire police set up in Maharasthra.

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 against the delay
in concluding the findings. Any change at this stage will lead to further delay in
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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.

5. Latest instructions from the PMO regarding tenure appointments are placed
at F/B. According to the instructions, no officer should normally be given
extension of tenure. Since the word used is "normally" perhaps it may be
concluded that in exceptional circumstances extension can be granted.

6. It is for orders as to whether -

(a) we may consider extension of tenure of Sh. Singh to six months;

(b) repatriate Sh. Singh to his home state;
(c) seek the orders of PMO in the instant case.

Sd/-
(Under Secretary)
Dtd.

Director (P) - (On training)

Joint Secretary (E)

Task

Working in your subgroup, please identify defects in this note and share your
findings in the plenary.

8. EXERCISE ON REFERENCING

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Mark the correct sentences. Make corrections in the incorrect sentences.

1. In a file, only the notes portion and appendix to notes are referenced.

CORRECT/INCORRECT

2. Notes/correspondence/appendix to notes and appendix to correspondence

will be consecutively page numbered in separate series in pencil.
CORRECT/INCORRECT

3. Blank intervening pages should also be numbered.

CORRECT/INCORRECT

4. Each receipt and each issue will be assigned a separate serial number.

CORRECT/INCORRECT

5. The serial number of a receipt will be displayed prominently in green ink on

the left hand top corner of its first page.

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

8. In referring to PUC or FR, there is no need to indicate page numbers in the

margin of the note.

CORRECT/INCORRECT

9. Recorded files and other papers put up with the current file will be flagged
with alphabetical slips.

CORRECT/INCORRECT
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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'.
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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

19. Once an urgency grading is assigned to a case, it will not be reviewed

further.
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

TICK THE MOST APPROPRIATE ANSWER:-

1. The subject should be mentioned in the communication

a. in all circumstances
b. wherever appropriate
c. only if indicated and approved in the note.

2. All drafts put in a file

a. may or may not bear a file number

b. need not bear a file number
c. should bear a file number

3. A draft should always -refer to:

a. the number and date of the last communication
b. if the present communication is not from the addressee then to his last
communication on the subject
c. to all the communications if there are more than one

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4. When two or more communications are to issue from the same file to the
same addressee on the same date

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.

5. A draft should clearly specify the enclosures

a. which are not to accompany the fair copy ;:

b. which are to accompany the fair copy
c. which are to accompany the file on which the draft is put up.

6. The total number of enclosures may be mentioned on the

a. bottom left-hand portion of the page

b. top right hand comer
c. bottom right hand portion of the page

7. If copies of enclosures referred to in the draft are available and need not be
typed

a. the typist will be told so

b. the typist is expected to know
c. an indication to that effect will be given in the draft

8. Instructions regarding the method of despatch of the communication

a. will be indicated in the draft by the Section Officer

b. may or may not be given
c. need to be given only if the communication to be despatched by post
is important

9. The name, designation and telephone number of the officer, over whose
signature the communication is to issue

a. should invariably be indicated in the file

b. should invariably be indicated on the draft
c. can be decided after the draft is approved

10. The officer concerned will

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a. initial the draft in token of his approval of the draft
b. always mark the draft as "immediate" or "priority"
c. may or may not initial the draft as approval is available on file.

10. EXERCISE ON FORMS OF COMMUNICATION

A. INDICATE WHICH OF THE FOLLOWING 15 FORMS OF

COMMUNICATION IS THE APPROPRIATE ONE IN THE
SITUATIONS GIVEN BELOW:-

( Forms: LETTER, D.O. LETTER, ORDER, OFFICE ORDER, NOTE,

I.D.NOTE,TELEX, OFFICE MEMORANDUM, TELEGRAM,
EXPRESS LETTER, ENDORSEMENT, PRESS NOTE, PRESS
COMMUNIQUE, NOTIFICATION, RESOLUTION).

1. A decision of the Rajya Sabha Secretariat to print departmentally 5000

copies (cost Rs.15,000.00) of a brochure on 'A Comparative Appraisal of
Role of Upper Houses in India & Abroad- is to be conveyed.

2. Shri X, Under Secretary is to be relieved from the Ministry of Rural Areas

and Employment, w.e.f. 01.02.99(FN) for taking up the appointment as
Land Development officers in the Directorate of Land Development,
Ministry of Urban Affairs & Employment.

3. Replying to an MP's D.O. letter addressed to the Minister, seeking

information on appointment of members of faculty in the National Institute
of Visually Handicapped, Dehradun is to be put up.

4. Government has decided to appoint a commission to review the direct tax

structure and recommend rationalisation thereof. The Commission will be
headed by Sh. ABC, a retired Governor of Reserve Bank of India. The terms
of reference have also been finalised. An announcement is required to be
made to implement the government decision.

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.

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B. INDICATE 'CORRECT' OR 'INCORRECT'. (IF INCORRECT,
CORRECT IT).

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)

3. Permission to dispose of a flat may be given to an officer through Office

Order.

(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)

5. While returning an application in original to the official for complying with

certain requirements, the form Office Memorandum may be used.

(Correct/Incorrect)

C. Fill in the blanks:-

1. The form--------------------- uses formal language and is addressed normally

to the head of the organisation.

2. The form ------------------------------- uses the language in a personal and

friendly tone but is addressed to an officer of equal or upto two levels higher
than the officer who is writing.

3. The form---------------------------- is sent from one Section to another within

the same Ministry for collecting information.

4. The form --------- ---------------------- is used when cost of telegram is not

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justified.

5. The content of a ------------------------ can be enlarged or condensed of edited

by the Press.

D. Name the form of communication for:-

1. Waiving Recovery of Losses

2. Establishing an Attached Office

3. Seeking concurrence of the Ministry of Law

4. Transferring a Parliament Question from one Ministry to another

5. Intimating Election Commission the names, designation etc. of the polling
parties, required by them

E. Name the form(s) of communication in which we can use the following

expressions: -

1. You are requested to nominate an officer of appropriate rank to participate

in the Seminar of Agricultural Prices.

2. As in the absence of your response we cannot finalise the scheme, I shall be

grateful if you would expedite reply.

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.

4. Department of Health is requested to make available to this Ministry their

views on the issues raised in the preceding paragraph.

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:
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8. Sanction of the President is hereby accorded under Rule 10 of the DFPR to

write off the irrecoverable loss of Rs. 3,000/- only being the book value of
the following articles of this Department.

(i)
(ii)

9. A copy each of the papers mentioned hereunder is forwarded to ---------- for

information and necessary action.

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,

11. EXERCISE ON DRAFTING - LETTER & I.D. NOTE

Please read the following note and attempt.

(i) a draft letter addressed to the Universal Motion Pictures Add endorsements,
if you consider necessary; and
(ii) a draft I.D. Note to Ministry of External Affairs.
__________________________________________________________________

SI.No. 26(R) (p.68/c)

This is a letter dated 28.01.2002 received from the Universal Motion

Pictures Ltd., Tokyo seeking the permission of Government of India to shoot a part
of their film "The Train" in India. They have also enclosed a copy of the script of
the film which they are producing and this includes some sequences which involve
Indian locations. Hence, to present the story in an authentic manner, it is necessary
for them to make use of the Indian locale. Their request does not involve any
expenditure on our part. They only seek facilities to complete their work in India.

2. It is our policy to permit such facilities on merit whenever foreign parties

come to India. The only thing which we have to ensure is that:

i) they do not present India/Indians in any objectionable manner; and

ii) they do not shoot anything else except as laid down in the script
which has been approved by us.

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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 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.

Sd/- P.C. Gupta

21.2.2002
DS(F)
Sd/

Please issue.

Sd/- (P.C. Gupta)

23.02.2002

W.R.

SI.No.27(l) (p.69/c)

Sl.No. 28(R) (p.70/C)

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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 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.

Sd/- (P.P. Goyal)

21.3.2002
DS/ (F)
Sd/- 21.3.2002

JS/(F)
Sd/-21.3.2002

DS/(F)
Sd/-21.3.2002

US/(D-I)
Please issue.

Sd/- (P.P. Goyal)

22.3.2002

W.R.

SI. No.29 (I) (p.71 -73/c)

11. EXERCISE ON DRAFTING- D.O. LETTER

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.

12. EXERCISE ON DRAFTING - OFFICE MEMORANDUM

TASK: Redraft the communication given below removing all the defects
of form, language and style.
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Department of Science and Technology

Technology Bhawan, New Delhi

The 12 March, 2002

OFFICE MEMORANDUM

In connection of this Department's Office Order No.23/5/2002-CM dated

23.2.2002, where under personal computers were distributed to the senior officers,
it has been decided that all PSs /PAs/ Stenographers will attend the training course
on computers to be held from 25.3.2002 to 2.4.2002. This decision has been taken
at the instance of the orders MOS ( S&T) vide his note to the Secretary dated
1.2.2002, that all Stenographers should be trained in word processing software and
hereafter they should do their all typing work on computer only. No staff will be
sanctioned any type of leave during this period. All should be punctual and regular
in attending the classes and derive maximum benefit of it.
Yours faithfully,

(XYZ)
UNDER SECRETARY (ADMN)

13. EXERCISE ON DRAFTING - OFFICE ORDER

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.

Task: Draft an Office Order conveying the decision.

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