1. Constitution of Pakistan (Article 99) Rules of Business, 1973 Rule 5(15) of the Rules of Business, 1973)Secretariat Instructions Office Procedure and Practices

2. DETAILED OFFICE PROCEDURE Receipt and Distribution of papers Use of labels Diarizing and disposal of papers Opening of new files Referencing / docketing Movement of files Forms of official communication 3 3. RECEIPT & DISTRIBUTION OFPAPERS IN THE DIVISIONAll communications shall be received in aseparate section known as the Central Registryor R & I (Receipt and Issue), which shall beresponsible for: -i.Receipt and distribution of fresh receiptsii.Dispatch of outward mail 4. PROCEDURE1) Receipts addressed to an officer by name shall be sent to him unopened by the Central Registry.2) If the officer is absent, on tour or on leave, such receipts should be sent to the officer who is looking after his work.3) Receipts addressed to an officer by name should be received by the officer himself or by his Private Secretary, Personal Assistant, Stenographer/Stenotypist or Assistant.5 5. 4)Receipts addressed to a Minister should bereceived, on his behalf, by a member of hispersonal staff.5)Receipts marked Secret or Confidentialshall be handled in accordance with theinstructions contained in the booklet Security ofClassified Matters in GovernmentDepartments. 6 6. 6. Receipts marked Secret or Confidential shall be handled in accordance with the instructions contained in the booklet Security of Classified Matters in Government Departments.7. The following routine shall be observed by all concerned for receipt and transmission of classified matter:-7 7. GENERALThe recipient should check the accuracy ofthe contents, before signing the receipt andthe sender should do the same on return ofthe classified/accountable material.The classified matter which is allowed to besent by post should have a receipt in theinner cover to be singed and returned by therecipient. 8 8. The classified matter which is allowed to besent by post should have a receipt in theinner cover to be singed and returned bythe recipient. RECEIPT AND DIARISATIONWhen any classified matter (i.e. Top Secret, Secret and confidential ) is received in an office it should be immediately diarised in a separate register as provided in below: 9 9. Subsequent Movement / Transfer Or Custody1.Subsequent movement of classified matterat all stages should be properly recorded inthe diary register so that its exact location istraceable at any time.2.The movement/transfer or custody ofclassified matter particularly of Top Secret,Secret and Accountable Matter, even with aDepartment, an Organization etc. should alsobe covered by a receipt. 10 10. 3. The Dak book or a receipt slip accompanying such matter should indicate the office of origin, date and time of despatch, full signatures and the name and designation of the recipient indicating the date and time of receipt. A rubber stamp about the name and designation of the recipient should be affixed. 11 11. 4. Same principle should be followed about the movement of classified matter even from a sub-ordinate to his senior and vice- versa.5. All other covers (letters, files etc.) received in R&I and sorted out Section-wise by the staff of R&I.6. To facilitate allocation of receipts, the Central Registry should always be kept supplied with an up-to-date statement showing the subjects dealt with in each Section. 12 12. 7. Reminders should be separated and submitted to the Deputy Secretary concerned in a pad marked Reminders. The Section to which the reminders relate should be indicated on the receipt by the Central Registry.8. All receipts should be stamped in the Central Registry with a rubber stamp showing the name of the Division and the date of receipt. 13 13. 9. The Section Diary number for which provision should be made in the Central Registry stamp, should be filled in by the Section Assistant subsequently when the receipt is diarised by him. No receipt shall be diarised in the Central Registry.10. All receipts shall be passed on by theCentral Registry to officers concerned atregular intervals twice or thrice during theday. Ordinary receipts received after officehours may be held over for distribution onthe next working day. 14 14. USE OF LABELSThere shall be three priority labels namely:-a)Residence,b)Immediate andc)PriorityThe labels shall be used according to thefollowing instructions:-15 15. RESIDENCE labels will be used for files or paperswhich it is necessary to send to an officers residenceafter office hours. No file or papers should howeverbe sent to Ministers or Officers at their residencesbetween 11 p.m. and 7 a.m. except in an emergency.This will, however not apply to Cypher Telegramswhich may be sent to the residences of the Ministersand the officers concerned by the Duty CypherOfficer, Crypto Centre, Ministry of Foreign Affairs ifthe emergency of the matter demands it. Beforedoing so, the Duty Cypher Officer will contact theaddressee on telephone to confirm that they areavailable at the residences to receive such CypherTelegrams.16 16. Immediate labels will be attached to thecases requiring instant attention and in anyevent final disposal within 24 hours. Priority labels will be used for cases, whichshould be disposed of within 3 days.17 17. The use of Residence and Immediate labelsshould be made most sparingly. Receipts wrongly marked to a Sectionshould be transferred promptly to theSection concerned or returned to theCentral Registry. Such receipts should notbe diarised in the Section to which they donot relate.18 18. Procedure for diarising & disposal of papersOn receiving fresh receipt, the SectionOfficer shall:-1. go through them carefully and dispose ofall cases which are not required to besubmitted by him under the rules or ordersto higher officers and where reference toprevious papers is not necessary; 19 19. 2. record specific instructions on receipts requiring previous references or consultation with other Sections concerned; and3. submit to the Deputy Secretary or higher officers receipts, which in his opinion, are important enough to be seen by them before action is initiated.20 20. However:1. The Deputy Secretary may, in his discretion, submit to his superior officer any receipts which he thinks should be brought to the latters notice or on which he desires instructions at that stage.2. The Deputy Secretary or any other officer to whom receipts are submitted should give instructions, wherever necessary, as to the action which should be taken. If he proposes to deal with a receipt himself, he should ask for the file to be put up to him with the relevant papers.3. Fresh receipts should be seen and returned to the Section concerned promptly. 21 21. DIARISING OF RECEIPTSAfter fresh receipts have been seen by theSection Officer, and other officers wherenecessary, the Assistant shall diaries i.e.enter in the Section Diary RegisterParticulars of all receipts except those givenbelow. He should, at this stage, complete onlycolumns 1-5 of the Register andsimultaneously enter the diary number onthe receipt. 22 22. The following types of receipts shall not bediarised:-copies of tour programmesmiscellaneous routine circulars e.g. thoserelating to office hours, telephone lists,changes in addresses of officers, noticeson holidays etc. except in the Section inwhich they are originally received.post copies of telegrams and routineacknowledgements. 23 23. press cuttings which are for informationonly unsigned or anonymous communications oradvance copies of representations on whichno instructions have been recorded byofficers and on which no action is thereforeto be taken. identical representations from individualsor groups of individuals except one copythat received first; 24 24. applications for casual leave requisitions for stationery and othermiscellaneous articles publications on which no specific action isto be taken25 25. Section Diary RegisterS.Number & From Brief Record of Date ofNo. date ofwhom SubjectFile movementdisposaldocument receivedNo.No. Date 1 234 5 67826 26. oA file referred to or received back from another office un-officially(u/o) should be diarised each time it is received back.oAfter receipts have been diarised by the Assistant, he should classify them into the following four categories:-a) Files received from other offices;b) Receipts relating to files already existing27 27. c) Papers of ephemeral or routine nature for which no file has to be opened; andd) Receipts for which new files are to be opened, and deal 28 28. i. Receipts in category (a) should be dealt with according to the instructions given by the Section Officer.ii. Receipts in category (b) should be placed onthe appropriate file and submitted to theSection Officer alongwith any otherconnected papers, previous decisions,documents e.g., copies of relevant Acts,rules, regulations, etc. 29 29. iii. Receipts in category (c) should be placed on appropriate files, if any, and should be submitted to the Section Officer, if he has so directed, or otherwise disposed of according to his instructions.iv. For receipts in category (d) fresh files should beopened which should be put up with otherrelevant references and precedents, if any.30 30. If an Assistant is unable to put up a receiptat least by the next working day, due to thenon-availability of previous files orreferences, he should bring the fact to thenotice of the Section Officer who will then, ifthe matter is urgent and important, either:- dispose of the case in the absence ofprevious papers, OR submit the case to his senior officer fororders, if he feels that it is beyond hiscompetence to deal with it.31 31. If a Section Officer is unable for anyreasons to dispose of a receipt within threeworking days, he shall take it personally tohis superior officer and obtain instructions. If a Deputy Secretary is unable for anyreasons to dispose of a receipt within threeworking days, he shall take it personally tohis superior officer and obtain instructions. Every letter received from a member of thepublic should be immediately acknowledgedand a final reply invariably sent afterconsideration of the case is completed.32 32. REFERENCING No fresh receipt or case shall besubmitted to an officer without previouspapers to which references are made infresh receipts or in the notes. 33 33. Allprevious papers,rulesandregulations etc., to which reference ismade in fresh receipts or in notes shouldbe indicated by giving the number of thepage in the margin in pencil and, wherenecessary by flagging with alphabeticalslips. The slip should be pinned neatlyunder the pages. When a large numberof references are to be flagged, the slipsshould be so spaced as to be easilyvisible. 34 34. If references are flagged with alphabeticalslips the pages of the relevant documentshould also be indicated in the margin, sothat if the slips are lost or removed at laterstage, the references can still be traced. Ifthe document put up for is a report,periodical or other publication, its full titleetc., should also be given in the margin inink unless it is clearly mentioned in thenote by name. In case of a file, its numbermust be given in ink. 35. Reference books, normally available with theofficers, should not be put up with a file; butrelevant pages to which attention is to be drawnshould be indicated in the margin. Linking of files on which action is in progressshould, as far as possible, be avoided. As ageneral rule this practice should be resorted toonly when the files are inter-connected andorders have to be passed on themsimultaneously. If a reference has to be made topapers in another current file, relevant extractsshould be taken if the matter involved is not toolengthy 36. MOVEMENT OF FILES The movement of files should be noted bythe Assistant under the direction andsupervision of the Section Officer in theFile Register. These entries should becrossed out in pencil on return of the file. The movement of file which has not beenallotted a file number should be shown inthe Section Diary. 37 37. TYPING AND DESPATCHWhen the issue of a draft has been authorized, thetyping of the fair copy shall be done by the PrivateSecretary, Personal Assistant, Stenographer orStenotypist attached to the Officer over whosesignature the letter is to issue.When more than 12 copies are required, a stencilshould be cut and copies produced on a duplicatingmachine.The fair copy with enclosures, and the typed officecopy together with approved draft, should be put upin a signature pad to the officer concerned for hissignature. 38 38. DESPATCH All papers and files to be dispatched toother offices shall be sent to the CentralRegistry which shall follow the despatchprocedure outline. All communications should bear the dateon which they are actually issued. Theyshould not be double-dated. 39 39. DESPATCH REGISTERS.No. Number Number ofAddressees By Despatch Stampand date enclosures particulars Rider or by valueof issueOrdinaryusedmail orRegisteredmail1 2345640 40. Documents to be sent out should be placed incovers. Name and address of the addresseesshould be neatly and correctly written ortyped on an economy slip which should beused for all covers containing ordinary (i.e.unclassified) communications except whenthe contents are bulky or proposed to sendthe cover by insured post. Economy slipsshould not be used for covers addressed toforeign countries. The covers or envelops ofthe communication should bear completepostal or residential address. The envelopeor cover should carry the stamp andsignature of the sender.41 41. After a communication has beendispatched, the office copy should berubber-stamped as Issued and samebe returned to the Section concerned.42 42. ACTION AFTER DESPATCH The Assistant should place the office copy onthe file in chronological order and give it apage number. If a reply to the communication is awaited orfurther action is to be resumed at a laterdate, the Assistant should mark the filereminder or suspense, as the case maybe, and note the date on which the file is tobe resubmitted.43 43. If the communication issued constitutesfinal disposal and no other action has tobe taken on the file, it should bemarked record. The Assistant should maintain a record of suspense cases on an ordinary calendar diary. He should enter date- wisea. Cases placed in suspense with instructions for resubmission on a particular date;44 44. b) Cases on which reminders are to beissued on specified dates, andc) Cases which have been referred un-officially to other Ministries and thereturn of which is awaited.The Assistant should consult this diary everymorning and should submit to the SectionOfficer for disposal all files required to be putup to him on that date, The Section Officershould check the diary periodically to ensurethat the procedure outlined above is beingobserved by the Assistant.45 45. OPENING THE FILECase Case means a particular matter under consideration and includes all papers relating to it and required to enable the matter to be disposed of, viz., correspondence and notes, and also any previous paper on the subject or subjects covered by it or connected with it. 46 46. FILEFile means a collection of officialpapers or documents arranged inchronological order, relating to oneparticular subject or one particularaspect of the subject 47 47. PARTS OF A FILEA file consists of the following portions:a.Note portionb.Correspondence portionc.Routine portiond.Summary (Only in complicated and protracted cases) 48 48. NOTES PORTIONNote portion of a file contains all notes in respect ofeach receipt or a particular matter underconsideration whether in the Branch, Section, byhigher officer (s), administrative Division, otherDivisions of Government, Departments, offices towhom file may have been referred under a u.o.note.Each paragraph of the note portion should be givencontinuous number.All communications placed in the correspondenceportion of the file should be docketed in the Notesportion at appropriate places.49 49. CORRESPONDENCE PORTIONThe correspondence portion contains allthe communications received or issued on aparticular subject of a file.Communications are serially arranged inchronological order, the earliest being onthe top. 50 50. ROUTINE PORTIONIt contains papers of ordinary orephemeral nature such as duplicate,spare copies of rules, regulations,reminders, drafts etc. approved by thehigher authority. 51 51. SUMMARY(In complicated and protracted cases)In lengthy and protracted cases, the officerconcerned prepares a summary of the casefor the convenience of senior officer(s) orother Ministries or Divisions etc. Thissummary is placed in the summary folderand spare copies are placed in the folderwhich may be taken by other Divisions,Departments to whom case is referred. 52. PART FILEThe opening of a part file should be avoidedas far as possible. A part file may, howeverbe opened when the main file is not likely tobe available for some time and action cannotbe held up in the meanwhile. When morethan one part file is opened each of themshould be given a distinct number, e.g., F.1-2/60 (Part File-I)-Admn F.1-2/60(Part File-II)- Admn. etc.F1 (2) /2012PtFile Indicates section File number Year of opening Part 53. The part file or files should be amalgamatedwith the main file as soon as the latterbecomes available. When a part file isamalgamated with the main file, thechronological order of notes andcorrespondence should be preserved as faras possible. 54 54. VOLUME OF A FILEOne file cover or folder should containmaximum 100 pages of Correspondence orNotes. A new volume of a file should beopened after every 100-pages ofCorrespondence or Notes. The pagenumbering should be continuous both inNotes as well as Correspondence.55 55. LINKED FILEIt is to put up a current file with anothercurrent file. Linking of files as far aspossible should be avoided regarding files inprogress. As a general rule this practiceshould be resorted to only when the files areinter-connected and orders have to be passedon them simultaneously. If a reference hasto be made to papers in another current file,relevant extracts should be taken if thematter involved is not too lengthy. 56. ROUTINE FILEWhen it is desired to examine the proposalof another office without showing that officesuch examination, a routine file may beopened. This procedure should be adoptedespecially if the proposal is likely to becriticized severely. The routine file shall notbe sent out to another office without specialorders of the competent authority fortreating it as a part of the regular file. 57. ROUTINE PAPERSPapers of ephemeral nature which are not toform either of Notes or Correspondence DOCKETINGDocketing is the process of indicating in theNotes portion of a file the page number ofeach Receipt or Issue OR Pp.4-6/C-receipt orIssues, as the case may 58. FILE REGISTERFile register means the register which contains aclassified list of subject headings dealt within aBranch/Section according to which files are numbered.Each Branch/Section shall maintain a File Register. AList of file headings should be pasted on the openingpages of the file register, which shall have thefollowing columns:-YearNumber of Main HeadNumber of Sub-Head..Section.59 59. NUMBER OFMAIN HEADING____________________FILE REGISTERYEAR____________MAIN HEADING_______________________Serial No.--------------------------MOVEMENTFile No.-----------------------------Subject-----------------------------Date of Recording--------------Category -------------------------Classification--------------------Serial No.-------------------------MOVEMENTFile No.---------------------------Subject---------------------------Date of Recording--------------Category -------------------------Classification-------------------60 60. NUMBER AND SUBJECT OF A FILEAll new files should be given a file number bythe Assistant in consultation with the OfficerIncharge. The file number shall be allotted toeach file according to the file headingsmaintained by the section for the subjects dealtin it. For example, if an Administration Sectionin a Ministry / Department/Organization has:- Leave and transfer Recruitment of Staff Purchase of furniture and stationery 61 61. The serial number of files should run from1st January to 31st December each year. Anew series should be started each year butthe main file heading allotted to particularsubjects should as far as possible beretained.The file number allotted to a receipt of fileshould be noted in column 6 of the DiaryRegister Both the Assistant and Stenotypistattached to anOfficer shall be jointlyresponsible for the custody of the files of theSection.62 62. No file should be opened unnecessarily. Theopening of a part file should also be avoidedas far as possible.The part file or files should be amalgamatedwith the main file as soon as the latterbecomes available. When a part file isamalgamated with the main file, thechronological order of notes andcorrespondence should be preserved as faras possible.63 63. RECORD OF RECEIPTS AND SUBSEQUENT MOVEMENTReceipt and DiarisationWhen any official matter is received in anoffice it should be immediately diarised in aregister.Separate registers should be maintained fordiarizing Top Secret, Secret and AccountableMatter.64 64. SUBSEQUENT MOVEMENTTRANSFER AND CUSTODYSubsequent movement of such matter at allstages should be properly recorded in thediary register so that its exact location istraceable at any time. 65 65. Movement, transfer and custody of classifiedmatter, particularly of Top Secret Secret andAccountable Matter, even within a departmentshould further be covered by a receipt. Dak-bookor a receipt slip accompanying such matter shouldindicate the office of origin, date and time ofdispatch, full signature, name and designation ofthe recipient alongwith date and time of receipt.A rubber stamp indicating name and designationof the recipient should be issued.Same principle should be followed about themovement of classified matter even from asubordinate to his senior and vice versa.66 66. MiscellaneousThe recipient should check accuracy of thecontents, before signing the receipt and thesender should do the same on return of theclassified / accountable materials.The classified matter which is allowed tobe sent by post should have a receipt in theinner cover to be signed and returned bythe recipient. 67 67. TRANSMISSION OF CLASSIFIED MATTERGeneralTop Secret, Secret and Accountable Matter shallbe enclosed in two opaque envelopes as follows:Inner EnvelopeThe inner envelope should give name, addressand the designation of the addressee. At the leftbottom corner it will give the name anddesignation of the sender. It should also give thereference number of the documents enclosedtherein and its classification on the top right andleft corners, respectively.68 68. Gum and Thread etc.Such inner covers should be gummed, stitchedwith thread and a wax seal put on the knot inorder to prevent and to reveal any tempering whichcould be noticed by the addressee.NoteInstead of using a wax seal the envelope can bemade by using sticking paper and putting a stampon it in a manner that seal is on the sticking paperand the other half on the envelope. The seal shouldhave intricate grooves and design. 69 69. Signature and SealThe inner envelope should be signed and sealed bythe concerned officer or the Incharge of SecretSection where exists, and it should be prepared in hispresence. It should be accompanied with anacknowledgement receipt. 70 70. CYPHER SECURITYInner envelope containing cipher material /information will be conspicuously marked willCrypto Se curity in addition to the normalclassification marking. Such envelopes will bepassed unopened by the dealing officer to theofficer authorized to handle Cypher documents.Same principle will apply to Top Secret matter andother matter marked as To be opened only by theaddressee . 71 71. Special SealsThe inner envelope containing, TopSecret and Accountable papers mustbe sealed with a special seal issuedto the officers concerned (or to theSecret Section) and must at all timesremain in the personal custody ofthe person who use it.72 72. All such seals must be numbered and madeacco untableA list of all seals and stamps used in adepartment must be available with the juniorSecurity Officer or such department toenable surprise checks. 73 73. Outer EnvelopeThe outer envelope giving officialdesignation of the addressee must notshow any security classifications and itshould be thick to conceal gum, wax,seal and threading of the inner envelope.The address of the sender should also beshown on the outer envelope.74 74. CONFIDENTIAL AND LOWER CLASSIFICATIONMatter may be enclosed in single cover.Such envelopes should be addressed to officers byname. There should be no security marking onthe cover.75 75. SECURITY DON T1. Dont talk about your work either at home or in office, except when you have to avoid thetemptation to talk about the secrets with whichyou deal. 2. Dont leave your room with secret papers onyour desk. Lock them up before leaving.3. Dont sign receipts for secret papers without athorough check. Look through the files andcount the papers. 76 76. 4. Dont keep drafts, rough notes,spare copies and other odd paperswhich are no longer needed in fileshaving security classification.5. Dont forget to see that secret paperis diarised immediately on receipt andbefore dispatch. 77 77. 6. Dont talk of secret matters on the telephone. Telephones are not safe.7. Dont send secret papers loose by hand. 78 78. 8. Dont clog the machine by over grading. It reduces the importance of classified matter encourages neglect of security rules and thus endangers the whole system of a security.9. Remember that SECURITY IS YOUR RESPONSIBILITY. 79 79. RECEIPT FOR CLASSIFIED ANDACCOUNTABLE MATTERDESPATCH RECEIVEDFile No.___________________File No._____________________Document _______Date______ Document ________Date_______Pages_____________________ Pages________________________* Notes____________________* Notes_______________________* Correspondence____________ * Correspondence______________at_________hours___________at_________hours_____________on________________________ on__________________________ToName_____________________Name_______________________Designation________________Designation__________________Address___________________ Address_____________________Senders Name_____________ (Min./Div/Deptt.______________Designation________________of receiving officerand full address80 80. FORMS OF OFFICIAL COMMUNICATION1 Letter 6 Endorsement2 Memorandum 7 Notification3 Office Memorandum8 Resolution4 Demi-official Letter 9 Press communiqu or note5 Un-official Note 10 Office Order81 81. LETTEROfficial letter to convey the views or orders ofthe government of Pakistan. Must be written under the direction ofGovernment. It is used for formal sanctions andcommunication to (a) provincial governments,(b) public bodies and (c) individuals. It is also used to convey sanctions ofGovernment to attached departments and sub-ordinate offices but not between Divisions ofGovernment.82 82. LETTER SHOULD BE COMPOSED OFletter head bearing words Government ofPakistan and name of the Division Number and date Name with title and designation of the sender Designation and address of the addresseeSubjectSalutationMain text of the letterSubscription andSignature and designation of the sender withtelephone number83 83. Letter addressed to official authoritiesshould begin with Dear Sir, and end withYours faithfully Letter to non-officials or groups ofindividuals should begin with Dear Sir / Sirsand end with Yours Truly followed bysignature and designation of the personsigning the letter. Official letter not purporting to issue underdirection from Government should beginwith the words, I have the honour to not Iam directed to84 84. OFFICE MEMORANDUMShould be used for correspondence betweenvarious DivisionsFor conveying information not amounting toan order Government to Attached Departmentand sub-ordinate authoritiesIt should be written in third person and bearno salutation except signature and designationof the officer signing it. 85 85. Name of the Division, AttachedDepartment or Office should appear atbottom on the left hand corner of the page. The OM purporting to be written undergovernment directions should begin withthe words, The undersigned is directedto..86 86. MEMORANDUMShould be used for correspondence between theDivisions and Attached Departments andsubordinate officesIn reply to petitions, applications for appointmentShould be written in third person; begin with nosalutation and subscription except signature anddesignation of the officer signing it.The name of the addressee should appear on theleft hand corner of the page. The Memo shouldbegin with the words, Reference application /petition / letter Nodated..from. 87 87. DEMI-OFFICIAL LETTERShould be used in correspondence betweenGovernment officers when it is desired that amatter should receive personal attention of theaddressee.Demi-official communication should beaddressed to an officer by name. It shouldwritten in first person singular with salutation,My dear.. or Dear Mr andend with Yours sincerely. The expression Mydear should be normally used for an officer ofthe same status or one step above. Dear Mr..when address is two or more steps higher.88 88. The name and designation with titleif any of the sender be typed under thecrest on the first page alongwith telephonenumber.89 89. Unofficial note (UO note) should bemade by sending a note on the file itself.This method of consultation should begenerally employed between Divisions andDivision and attached departments where soauthorized. 90 90. ENDORSEMENTIs used when a copy of communication is to beforwarded to others in addition to the originaladdressee. It may take the following forms. A copy (with the copy of the letter replied to) isforwarded to. forinformationinformation and guidancenecessary actioncompliance 91 91. NOTIFICATION is used for notifying in the Gazette ofPakistan (a) ordinances, (b) rules and (c)orders, appointments, leave and transfer ofGazetted officers and matters of which arerequired to be published in the Gazette ofPakistan92 92. RESOLUTIONIs used for making public announcement inthe Gazette of decisions of Government onimportant matter of policy, appointment ofcommittees or commissions of enquiry andthe results of the review of importantreposts of such bodies 93 93. PRESS COMMUNIQU OR PRESS NOTEIt is issued when it is sought to give publicityto a decision of Government. It shouldordinarily be prepared in consultation withand issued though the Press InformationDepartment. 94 94. TELEGRAMS AND TELE-PRINTERS MESSAGEIt is used only on occasion of urgency. Themessage should be brief but clear. Clarity shouldnot be sacrificed for brevity. The priority ofmessage is as under: Ordinary, Express,Important, Immediate or Most Immediate.Immediate and Most Immediate telegrams aresent only on authority of Secretary or AdditionalSecretary or Joint Secretary.95 95. Cypher telegram is drafted innormal rather than telegraphic language.Cypher message is forwarded throughPakistan Crypto Centre, Ministry ofForeign Affairs, Islamabad. 96 96. COPIES OF CYPHER TELEGRAMSCopies of cypher telegrams are strictlyprohibited except with the request to Ministryof Foreign Affrays.Making unauthorized copies is breach ofCypher Security Reference giving should be avoidedCypher telegram should be passed thoughother means 97 97. EMAIL AND FAX MESSAGE For quick disposal of official business urgentmessage may be transmitted through e-mail orfax. OFFICE ORDERIs used for conveying instructions to the followedin office and notifying appointment, promotion,leave etc. of the non-gazetted staff. ORDERIs issued to convey decision of the Governmentin disciplinary cases 98 98. FORMS OF COMMUNICATION 99 99. LetterGOVERNMENT OF PAKISTANESTABLISHMENT DIVISIONNo. .dated, Islamabad the.To.Subject: Sir,Body of the letterYours faithfully Name DesignationTelephone 100 100. GOVERNMENT OF PAKISTAN ESTABLISHMENT DIVISIONNo. dated, Islamabad the.To .Subject: Sir,Body of the letterYours faithfullyName DesignationTelephoneCopy forwarded to.for information Designation 101 101. Government of PakistanMinistry of . ****Subject:..With reference to the ..MAIN BODY (Name of the Officer)DesignationTelephone .Encl:.Ministary of .. (Name & Designation), Address, City.U.O. No.F dated.. 102 102. Government of Pakistan Ministry of . ****No.FIslamabad, the MEMORANDUMSubject:..Attention is invited to the Ministry of MAINBODY(Name of the Officer) DesignationTelephone To.103 103. Government of PakistanMinistry of .****No.F Islamabad, theOFFICE MEMORANDUMSubject: The undersigned is directedMAIN BODY(Name of the Officer) Designation Telephone .To 104 104. R T TE Government of Pakistan L EMinistry of . ..O****DFrom:.DesignationTele: ..D.O. No. Islamabad, the Subject:-..My dear. Apropos to my talkMAIN BODYWith regards. (Name of the Officer)To 105 105. RESPONSIBILITIES OF OFFICIALSSecretaryThe Secretary shall be the official head of theMinistry/Division and shall be responsible forits efficient administration and discipline. Heshall also be responsible for the properconduct of business allocated to the Divisionunder Rule 3 of the Rules of Business and forthe careful observance of these Instructions inhis Division. 106. It shall be the duty of the Secretary in theMinistry /Division to which the subjectbelongs to ensure that cases submitted tothe Minister-in-charge and, where theRules of Business so provide, to thePresident, the Prime Minister or theCabinet are submitted in a complete form. 107 107. The Secretary shall determine themaximum extent of delegation of powers toofficers serving under him and issue clearstanding order laying down these powersand also the manner of disposal of cases inthe Division and shall ensure that 108 108. 1. The distribution of work is equitable;2. The channel of submission of cases is vertical and not horizontal; and3. The tiers through which a case has to pass are ordinarily not more than two excluding the Secretary.109 109. The Secretary shall review the delegationof powers to various officers periodicallyto ensure maximum delegation ofauthority for disposal of cases at theinitial and middle levels, with anappropriate reporting system to keep himfull informed. 110 110. An additional Secretary or a Joint Secretary,unless he is incharge of a Ministry/Division, shallbe entrusted with a well-defined sphere of duty.Within this sphere he shall assume fullresponsibility and shall submit all cases direct tothe Minister for orders, such cases being returnedto him through the Secretary. The Secretary shallhave the power, however, to call for any case for hisown consideration and to request that he beconsulted in any particular case before it issubmitted to the Minister.111 111. A Deputy Secretary shall dispose of allcases in which no major question of policy isinvolved or which under the rules or thestanding orders he is competent to disposeof.112 112. A Section Officer shall dispose of all caseswhere there are clear precedents, and noquestion of deviation from such precedentsis involved or which under the rules orstanding orders he is competent to disposeof. In case of doubt he may seek verbalinstructions from his senior officer. 113 113. The Section officer will ordinarily be assisted by an Assistant and a Stenotypist who shall be responsible for the following:-ASSISTANT1. Putting up previous papers and other references relating to the case under consideration;2. Opening of files and keeping a record of movement of files;3. Keeping a note of all important orders and decisions;4. Recording, indexing and weeding of files; 114 114. 5. Watching the necessity of keeping priority or security labels on files. He should bring to the notice of the Section Officer the first opportunity that occurs of removing these labels; and6. Other clerical duties assigned to him, including casual typing, maintenance of diary register, preparation of statements and putting up of routine reminders.115 115. STENOTYPIST1. Taking dictation, rendering transcripts and doing general typing work;2. Attending a receipt and issue work during the absence of the Section Assistant; and3. Any other ancillary function and work that may be assigned by the officer, e.g. reproduction of documents, arranging office amenities etc.116 116. NAIB QASID attached to the Section will normally perform the following duties1. Carrying from one place to another within and without office premises official files/papers.2. General arrangement and tidiness of the office, furniture including re-dusting of office furniture, record etc.3. Conducting visitors to the officers.117 117. 4. Providing drinking water to the officers and staff.5. Carriage of steel boxes containing sec ret/confidential files from one officer to another.6. Shifting of articles of light furniture e.g. chairs, side racks, small side tables etc., from one place to another within office premises.7. Any other duty that may be assigned to him by his Officer Incharge during working hours.118 118. RESPONSIBILITIES OF1. Private Secretaries to Secretary2. Additional Secretaries3. Personal Assistant4. Stenographers In the Federal Secretariat / Attached Department 119 119. Private Secretaries to Secretaries / Additional Secretaries1. To attend telephone and to keep record to trunk calls.2. To screen callers and telephone calls.3. To arrange engagements and maintain an engagement diary. 120 120. 4. To prepare papers for meetings and interviews.5. To see that matters requiring the Secretarys/Additional Secretarys attention are brought to his notice in good time and in complete and proper form.6. To maintain and index of NGO cases 121 121. 7. To receive and arrange and, where necessary, register the Secretarys papers and correspondence including secret and top secret papers.8. To keep record of suspense cases and to see that such cases are put up to Secretary on due dates.9. To keep reference books up-to-date.122 122. 10. To attend to work connected withSecretarys/Additional Secretarys toursetc.11. To assist the Secretary in such matters ashe may direct.12. To keep proper record of movement offiles and other classified documents.13. To receive and conduct visitors. 123 123. PERSONAL ASSISTANTS AND STENOGRAPHERS1.Taking dictation, rendering transcripts anddoing other typing work.2.To attend telephone and to keep record oftrunk calls.3.To keep proper record and movement of filesand other papers.124 124. 4. To keep record of suspense cases, where ordered, and their 5 submission on due dates.5. Handling of classified papers in accordance with general or special orders.6. To receive and conduct visitors and to maintain officers engagement diary.7. To keep reference books upto date.125 125. 8. To attend to work connected with the officers tours etc.9. Any other routine official duty that may be assigned by the officer, e.g. reproduction of documents, arranging petty office amenities, recording of entries in the Staff Car Movement Register, receiving from or delivering important dak at PIA, etc. 126 126. FINANCE AND ACCOUNTS OFFICERThere shall be a well trained andexperienced Finance and AccountsOfficer in each Ministry/Division whoshall be the Deputy Secretary or theSection Officer, as may be appropriate,for advising the Principal AccountingOfficer on all financial, budgetary andaccounting matters.127 127. He shall have such sub-ordinate officers andstaff as may be necessary and shall concentrateon his work exclusively. He shall perform suchother duties and responsibilities and may beprescribed by the Finance Division. He shallwork under the Principal Accounting Officer;and if this is not feasible, then under the nexthigher officer. 128 128. FINANCIAL ADVISERThe aim of Financial Adviser should be tohelp the Ministry/ Division to which he isthe Adviser to achieve its goals with dueregard to the dictates of economy. Heshould strive to get a first hand knowledgeof the administrative Ministrys workingand objectives.129 129. 130