-
ArtofNoting&Drafting
NOTING
Inthesystemoffunctioningofpublicauthorities,afileisnormallyopenedforeverysubject/matterdealtwithbythepublicauthority.While
themain filewould containall thematerials connectedwith the
subject/matter, generally,eachfilealsohassomenotesheets.Mostof
thediscussionsonthesubject/matterarerecorded
inthenotesheetsanddecisionsaremostlybasedontherecordinginthenotesheetsandeventhedecisionsarerecordedonthenotesheets.Theserecordingsaregenerallyknownasfilenotings.
Acommunicationorapaperunderconsiderationcallsforproperexaminationtotakeafinaldecisionordecidethecourseofaction.Inroutinematterswherethelineofactionisobviousorisbasedonaclearprecedentorpracticeorwhereahigherofficerindicatesthecourseofactiontheremaynotbeaneedtoprepareelaboratenotes.Butinothercasetheremaybeaneedtoexaminethematterwithreferenceto
therules®ulationsandpolicyonthesubject. It may need proper
evaluation of the pros and cons of the proposal and the future
course of action.Recording of notes can be said to be an
examination of the cases. In otherwords notes are thewritten
remarksrecordedonapaperunder consideration to facilitate
itsdisposal.Anotemaycontainananalysisof
theproposalunderconsiderationasummaryorprcisofthepreviousnotingonthesubjectdrawattentiontotheacts,rulesorpolicyonthesubjectmakesuggestionsastothecourseofaction.
TipsforNotingonfiles
Noteistoexamineanissuetofacilitateitsdisposal.Itshouldtoconciseandtothepoint.Aselfcontainednoteshouldbeputupforquickdisposal.Viewsexpressedbyvariousdepartmentsshouldbebroughtonrecord.Officers
should confine to the actual points without reiterating the
previousnotes.Officermaydrawattentiontospecificpartofthenotewhererequiredwithoutreproducingthesame.Clearlyidentifythepointsonwhichtheordersaresolicited.Finalparagraphshouldconcludetheproposedaction.Usecourteousandtemperatelanguage.
Dos Don't
Put up a precise summary andpointsatissue.Place relevant
extracts of rules etcinfile.Prepare sunning summary
wherelengthynotesarethere
Dontreproduceverbatimfromthereference.Dont reproduce the
extracts fromtherulesinnotes,unlessessential
Guidelinesfornoting(Para32)
AboutUs GoodGovernanceInitiatives
OurPublications TrainingProgrammes
ServicesOffered News&Events
-
1.
Allnoteswillbeconciseandtothepoint.Lengthynotesaretobeavoided.2.
Theverbatimreproductionofextractsfromorparaphrasingofthepaperunderconsideration,freshreceipt,
oranyotherpartofcorrespondenceornotesonthesamefile,shouldnotbeattempted.3.
Whenpassingordersormakingsuggestions,anofficerwillconfinehisnotetotheactualpointsheproposes
tomakewithout reiterating the ground already covered in the
previous notes. If he agrees to the line
ofactionsuggestedintheprecedingnote,hewillmerelyappendhissignature.
4. Anyofficer,whohastonoteupona fileonwhicharunningsummaryof
facts isavailablewill,
indrawingattentiontothefactsofthecase,refertotheappropriatepartofthesummarywithoutrepeatingitinhisownnote.
5. Relevantextractsofa ruleor instructionwill beplacedon the
fileandattention to itwill bedrawn in
thenote,ratherthanreproducingtherelevantprovisionsinthenote.
6.
Unlessarunningsummaryoffactsisalreadyavailableonthefileorthelastnoteonthefileitselfservesthatpurpose,
a selfcontained notewill be put upwith every case submitted to
theMinister. Such a notewillbring out briefly but clearly relevant
facts, including the views expressed on the subject by
otherdepartments,ifany,consultedinthematterandthepointorpointsonwhichtheordersoftheMinisteraresought.
7.
Ifapparenterrorsorincorrectstatementsinacasehavetobepointedoutorifanopinionexpressedthereinhas
tobe criticized, care shouldbe taken to couch theobservations in
courteousand temperate languagefreefrompersonalremarks.
8. When a paper under consideration raises several major points
which require detailed examination andrespectiveorders,eachpoint
(orgroupof relatedpoints)willbenoteduponseparately
insectionalnotessuchnoteswilleachbeginwithalistofthemajorpoint(s)dealtwiththerein.
9.
Notesandorderswillnormallyberecordedonnotesheetsinthenotesportionofthefileandwillbeseriallynumbered.Blackorblueinkwillbeusedbyallcategoriesofstaffandofficers.OnlyanofficerofthelevelofJointSecretaryofGovernmentofIndiaandabovemayusegreenorredinkinrarecases.
UseofInk
All officers and staff below JointSecretary
BlueorblackInk
JointSecretaryandabove MayuseGreenorRedink
10.
Thedealinghandwillappendhisfullsignaturewithdateontheleftbelowhisnote.Anofficerwillappendhisfullsignatureontherighthandsideofthenotewithname,designationanddate.
OtherTips
1. Noteshouldbeseriallynumbered.2.
Eachpageshouldbeseriallynumbered.3.
Notesshouldbewrittenonbothsideofthenotesheet.4. Dealing hand to
append his full signature with date on left below his
note.5.
Officersshouldappendhisfullsignaturewithdateonrighthandside.6.
Nameanddesignationofofficersshouldbewrittenbelowsignatures.7.
Oneinch margin should be left on top and bottom for better
preservationofrecords.
11. A notewill be divided into serially numbered paragraphs of
easy size, say ten lines each. Paragraphsmaypreferablyhavebrief
titles.The first paragraphwill givean indicationof theevidenceand
the
conclusionsreached.Thefinalparagraphshouldweightheargumentsandmakerecommendationsforaction.
12.
InwritingnotestheobservationsmadeinAppendix7`Styleinnotesanddrafts'willbekeptinview.13.
Asmallmarginofaboutone inchwillbe
leftonallsides(left,right,topandbottom)ofeachpageofthe
notesheettoensurebetterpreservationofnotesrecordedonthefilesasattimesthepapergetstornfromtheedgesmakingreadingofthedocumentdifficult.However,notesshouldbetyped/writtenonbothsidesofthenotesheetasperinstructionsofDepartmentofExpenditure.
14. While preparing/submitting Notes for the Cabinet/Cabinet
Committees/Groups of Ministers, the
requiredprocedureasdetailedinAppendix7.1willbekeptinview.
15. While preparing/submitting of papers for consideration of
the Committee of Secretaries, the
requiredprocedureasdetailedinAppendix7.2willbekeptinview.
16.
Whileconstitution/reconstitutionofHighlevelCommissions/Committees,
the requiredprocedureasdetailedinAppendix7.3willbekeptinview.
ModificationofNotesororders(Para33)
-
ModificationofNote
Notesoncewrittenshouldnotbemodified,replacedorpastedbyothernotesHigher
officers should record their own views to correct or the modify
thefacts.To modify facts another note be recorded instead of
correcting the
earliernote.Takeapprovalofseniorofficerstooverruleanearlierdecisioninthelightofrevisedfacts.
1.
Seniorofficersshouldnotrequireanymodificationin,orreplacementof,thenotesrecordedbytheirjuniorsonce
theyhavebeensubmitted to them. Instead, thehigherofficers should
record theirownnotesgivingtheirviewson
thesubject,wherenecessarycorrectingormodifying the factsgiven
inearliernotes.
Inanycase,thereplacementormodificationofthenoteswhichhavealreadybeenrecordedonafile,whenthefilehasbeenfurthernoteduponbyothers,shouldnotbepermitted.
2. Pasting over a note or a portion of it to conceal what has
been recorded is not desirable.Where a noterecorded in the first
instance requires anymodification on account of additional facts or
any error
havingcometonotice,asubsequentnotemayberecorded,keepingtheearliernoteintact.
3.
Whereafinaldecisionalreadycommunicatedtoapartyisfoundlaterontohavebeengivenonamistakengroundorwrongfactsorwronginterpretationofrulesduetomisunderstanding,suchwithdrawalmayhavealso
legal implications.Inallsuchcases,
inadditiontoconsultingtheMinistryofLaw,wherevernecessary,suchawithdrawalshouldbepermittedonlyaftertheapprovalofanofficerhigherthantheonewhotooktheoriginaldecision,hasbeenobtainedandreasonsforthereversalormodificationoftheearlierdecisionhavebeendulyrecordedonthefile.
Notingonfilesreceivedfromotherdepartments(Para34)
NotingonfilesofotherDepartments
Examinecasesonaseparatefilewithinthedepartmenttroughroutinenotes.Recordfinaloutcomeofthedecisionintheotherdepartmentsfile.Where
notes are issued with the approval of higher level it should
bementionedinthenotesenttootherdepartment.Routine cases like grant
of sanctions/approvals requiring no
indepthexaminationmaybedealtwithinthefilestraightawayOpensubjectwisefilesforkeepingroutinenotes
1. If the referenceseeks theopinion, rulingor concurrenceof the
receivingdepartmentand requiresdetailedexamination, such
examination will normally be done separately through routine notes
and only the
finalresultwillberecordedonthefilebytheofficerresponsibleforcommentinguponthereference.Theofficertowhomsuchanote
is submittedwill either accept thatnoteor recordanoteofhis own. In
the
formercase,hemaydirectthatthenoteinquestionoraspecifiedportionthereofmaybereproducedonthemainfileforcommunicationtothedepartmentconcerned.Inthelattercase,hewillrecordasuitablenoteonthemainfileitself.Ineithercase,acopyofthenoterecordedonthemainfilewillbekeptontheroutinenotesforretentioninthereceivingdepartmentbeforethefileisreturnedtotheoriginatingdepartment.
2. Thedepartmentwill open subjectwise files each year inwhich
such routinenoteswill be kept. The interdepartmental note recorded
on the file of the originating department will bear the subject
file number tofacilitate filing of papers and their retrieval for
future reference. The retrieval is faster in a
computerizedenvironmentduetoeasiertracking.
3. Where the reference requires informationofa
factualnatureorotheractionbasedonaclearprecedentorpractice,thedealinghandinthereceivingdepartmentmaynoteonthefilestraightway.
4.
Whereanoteonafileisrecordedbyanofficerafterobtainingtheordersofahigherofficer,thefactthattheviewsexpressedthereinhavetheapprovalofthelattershouldbespecificallymentioned.
Aidstoprocessing(Para35)
Aidtoprocessing
-
Thefollowingrecordsbemaintainedtofacilitateprocessingofcases:
Rules,regulations,orders,ActdealtwithbythesectionStandingguardfilesStandingnotesPrecedentbookStandardprocesssheetsandReferencefolderscontainingcopiesofcirculars,etc.ConstitutionofIndiaRecordsasmentionedinAnnexure8
Maintainrecordselectronicallyforquickretrieval
1.
Tofacilitateprocessingofacase,eachsectionwilldevelopandmaintainthefollowingrecordsforimportantsubjectsdealtwithbyit:
i. standingguardfilesii. standingnotesiii.
precedentbook(videpara110)iv.
standardprocesssheets(ofrepetitiveitemsofworkonly)andv.
referencefolderscontainingcopiesofcirculars,etc.
Theaboverecordswillalsobemaintainedinelectronicforminacomputerizedenvironment.2.
Apartfromcopiesofacts,rules,ordersandinstructionsconcerningsubjectsdealtwithbyit,eachsectionis
expectedtomaintain,forreadyreference,theConstitutionofIndiaandcertainacts,rulesandinstructionsofageneralnature,referencesofmostofwhichhavebeenmadeinthismanual.Eachdepartmentisexpectedtoprocureanadequatenumberofcopiesoftheseacts,rulesandinstructionsandmakethemavailabletoallconcerned.Anillustrativelistofsuchacts,rulesandinstructionsiscontainedinAppendix8.
These acts, rules and instructions will be accessed
electronically if available on website of
issuingMinistries/Departments.
Thedocumentationcumreferencesystem(manualaswellaselectronicform)willincludereferencematerialpeculiarto
theneedof the functional sectionsanda consciouslydeveloped
information system toact asanaid
topolicyformulation,reviewandoperationaldecisions.
DRAFTINGOFCOMMUNICATIONS
Thegovernmenthastocommunicatewithvariousgovernments/departments/authorities/agenciesincludingforeigngovernments,
diplomats, elected representatives, masses, citizens, individuals
etc. through various
formscorrespondence.Draftingistheprocessofpreparingapreliminarysketchofacommunication,whichisintendedtobesentout.Adraftmayberequiredforconveyinganorderordecisionofgovernmentorsimplyforfurnishingsomefacts
and figures to others. Communications are sent in different forms
such as letters, orders, office
order,memorandum,notification,demiofficialletter,Pressnote,Pressrelease,circularetc.
Procedurefordrafting(Para68)
1. Nodraft is required tobeprepared in simpleand straightforward
casesor thoseof a repetitivenature
forwhichstandardformsofcommunicationexist.Suchcasesmaybesubmittedtotheappropriateofficerwithfaircopiesofthecommunicationforsignature.
2. It isnotalwaysnecessarytoawaittheapprovaloftheproposed
lineofactionandthedraftwillbeputupsimultaneouslyalongwiththenotesbytheinitiatinglevelofficer.Thehigherofficermayrevisethedraftifitdoesnotconformtotheapprovedcourseofaction.
3.
Afterafinaldecisionistakenbythecompetentauthorityhemayhavethefaircommunicationmadeforhissignatureandauthorize
its issueotherwise,hewillprepareadraftandsubmit it to
theappropriatehigherofficerforapproval.
4.
Theofficerapprovingtheissueofadraftwillappendhisinitialswiththedateonthedraft.Itisalsoexpectedofhimthathepassesordersonthefilesimultaneouslywhetherthedraftsoapprovedshouldbekeptonthefile(alongwiththeofficecopyofthecommunicationissuedinfair)ornot
5. Initialdraftingwillbedone inblackorblue ink.Modifications
inthedraftat thesubsequent
levelsmaybemadeingreenorredinkbytheofficerssoastodistinguishthecorrectionsmade.
-
Generalinstructionsfordrafting(Para69)
1.
Adraftshouldcarrythemessagesoughttobeconveyedinalanguagethatisclear,conciseandincapableofmisconstruction.
2. Lengthy sentences,abruptness, redundancy, circumlocution,
superlativesand
repetition,whetherofwords,observationsorideas,shouldbeavoided.
3.
Officialcommunicationsemanatingfromadepartmentandpurportingtoconveytheviewsorordersof
theGovernmentofIndiamustspecificallybeexpressedtohavebeenwrittenunderthedirectionsofGovernment.This
requirement does not, however, imply that each communication should
start with the phrase `I amdirected to say' or `The undersigned is
directed to convey', which has the effect of distancing
thecommunicatorfromthereaderattheveryoutset.Amoredirectandtothepointformatistobepreferredifsome
degree of rapport is to be established with the receiver of the
communication. The
obligatoryrequirementcanbemetinavarietyofimaginativeways.Forinstance,variationsofthephrasecanbeaddedtotheoperativepartofthelettertowardstheendasunder:..........Ihavethepleasuretoinformyouthatthegovernment,onreconsiderationofthematter,hasdecidedtosanctionanadditionalgrantof.........
or..........Inthelightoftheabovedevelopments,governmentconveysitsinabilitytoaccedeto...........
4.
Communicationsofsomelengthorcomplexityshouldgenerallyconcludewithasummary.5.
Dependingupontheformofcommunicationthesubjectshouldbementionedinit(includingreminders).6.
Thenumberanddateofthelastcommunicationintheseries,andifthis
isnotfromtheaddressee,his last
communicationonthesubject,shouldalwaysbereferredto.Whereitisnecessarytorefertomorethanonecommunicationoraseriesofcommunications,thisshouldbedoneinthemarginofthedraft.
7.
Alldraftsputuponafileshouldbearthefilenumber.Whentwoormorecommunicationsaretoissuefromthesamefiletothesameaddresseeonthesamedate,aseparateserialnumbermaybe
insertedbeforethenumeral identifying the year to avoid confusion in
reference, e.g., A11011/5(I)/2001Est., A11011/5(II)/2001Est.
8.
Adraftshouldclearlyspecifytheenclosureswhicharetoaccompanythefaircopy.Inaddition,shortobliquelines
shouldbedrawnatappropriateplaces in themargin for ready referenceby
the typist,
thecomparersandthedispatcher.Thenumberofenclosuresshouldalsobeindicatedattheendofthedraftonthebottomleftofthepagethus`Encl.3'.
9. If copies of an enclosure referred to in the draft are
available and are, therefore, not to be typed,
anindicationtothateffectwillbegiveninthemarginofthedraftbelowtherelevantobliqueline.
10. If the communication to be dispatched by post is important
(e.g., a notice canceling a license
orwithdrawinganexistingfacility)orenclosesavaluabledocument(suchasanagreement,servicebookoracheque)instructionsastowhetheritshouldbesentthroughregisteredpostorspeedpostor
inaninsuredcover,willbegivenonthedraftbythesectionofficerconcernedwithitsissue.
11. Urgent communications with bulky enclosures to farflung
areas like Andaman & Nicobar Islands will
bearrangedtobedispatchedbyAirParcelthroughIndianAirlines.Theaddresseewillalsobeadvisedthroughwireless
to take delivery of the consignment. Instructions to this effect
will be given by the
DivisionalHead/BranchOfficer/SectionOfficeratthetimeofapprovalofdraft.
12. The name, designation, telephone number, fax number, and
email address of the officer, over
whosesignaturethecommunicationistoissue,shouldinvariablybeindicatedonthedraft.
13. Inwritingor typingadraft, sufficient spaceshouldbe left for
themarginandbetweensuccessive lines
toadmitadditionsorinterpolationofwords,ifnecessary.
14.
Aslipbearingthewords'Draftforapproval'shouldbeattachedtothedraft.Iftwoormoredraftsareputuponafile,thedraftsaswellastheslipsattachedtheretowillbemarked`DFAI',`DFAII',`DFAIII'andsoon.
15.
Draftswhicharetoissueas'Immediate'or'Priority'willbesomarkedundertheordersofanofficernotlowerinrankthanaSectionOfficer.
16.
InstructionscontainedinAppendix7willbeobservedwhiledrafting.
AuthenticationofGovernmentOrders(Para70)
1.
AllordersandotherinstrumentsmadeandexecutedinthenameofthePresidentshouldbeexpressedtobemade
inhisnameandsignedbyanofficerhaving regularorexofficio secretariat
statusofandabove
therankofUnderSecretary,orotherspecificallyauthorizedtoauthenticatesuchordersundertheAuthentication(OrdersandOtherInstruments)Rules,1958.
2. Wherethepower tomakeorders,notifications,etc.,
isconferredbyastatuteontheGovernmentof India,
-
suchordersandnotificationswillbeexpressedtobemadeinthenameoftheGovernmentofIndia.
Draftingofdemiofficialletters(Para72)
1. Astheobjectiveofwritingademiofficial(d.o.) letter
istocallthepersonalattentionoftheaddressee,thestyleofwritingshouldbedirect,personalandfriendly.Moreusageofactivevoiceistobepreferred.(E.g.,`Inotice'ratherthan`Itisnoticed').Itisexpedienttocometotheissueatthebeginningitselfe.g.`Iseekyourcooperationinthematterof........
2.
Ad.o.lettershouldpreferablynotexceedonepage.Ifthemessagetobeconveyedislengthy,itisbettertocondenseitintoonepageinafewsmallandhealthydividedparagraphsinamannerthatholdstheinterestoftheaddressee,thedetailedargumentscanbesetoutinappendices.
3.
Thecolourcodeind.oletterwillbeasfollows.Ad.o.letterfromaMinisterwillexhibittheNationalEmbleminbluecolourandthatfromanofficerwillexhibittheNationalEmbleminredcolour.
FORMSANDPROCEDUREOFCOMMUNICATION
FORMSOFWRITTENCOMMUNICATION
Thedifferentformsofwrittencommunicationgenerallyusedaredescribedbelow.Eachformhasauseand,insomecases,aphraseologyofitsown.
LETTER It is used for corresponding with foreign governments,
State Governments, the Union Public
ServiceCommission,headsofattachedandsubordinateoffices,publicenterprises,statutoryauthorities,publicbodiesandmembersofthepublicgenerally.AletterbeginswiththesalutationSir(s)asmaybeappropriate.
DEMIOFFICIALLETTERItisgenerallyusedincorrespondencebetweenGovernmentofficersforaninterchangeorcommunicationofopinionorinformationwithouttheformalityoftheprescribedprocedures.Itmayalsobeusedwhenitisdesiredthatmattershouldreceivepersonalattentionoftheindividualaddressed.Sincedemiofficialletteris
written in the first person in a personal and friendly tone, it
should be addressed by an officer in aministry/departmentwho is
ordinarily notmore thanoneor two levels below theofficer towhomsuch
communication
isaddressed.Communicationtononofficialscanalsotaketheformofdemiofficialletter.
OFFICE MEMORANDUM It is generally used for corresponding with
other departments or in calling
forinformationfromorconveyinginformationtoitsemployees.Itmayalsobeusedincorrespondingwithattachedandsubordinateoffices.It
iswritten in the thirdpersonandbearsno salutationor
supersessionexcept thenameanddesignationoftheofficersigningit.
INTERDEPARTMENTAL NOTE It is generally employed for obtaining
the advice, views, concurrence
orcommentsofotherdepartmentsonaproposalorinseekingclarificationoftheexistingrules,instructionsetc.Itmayalso
be used by a department when consulting its attached and
subordinate offices and vice versa. The interdepartmental note may
either be recorded on a file referred to another department or may
take the form of anindependentselfcontainednote.
TELEGRAM
a.
Itisusedforcommunicationwithoutstationpartiesinmattersdemandingpromptattention.Thetextofthetelegramshouldbeasbriefaspossible.Asarule,notelegramshouldbeissuedifanexpressletteroralettermarkedimmediateorprioritycanservethepurpose.
b.
Telegramsareoftwokindsviz.enclairtelegramsandciphercodetelegram.Theformerareworded
inplainlanguage.Thelatterareexpressedinsecretlanguage(codeorcipherorboth)butacombinationinthesametelegramoffiguresandlettershavingasecretmeaningisnotpermitted.Inediting,numberingandissuingofcipher/code
telegrams, the instructions issued by the Ministry of External
Affairs in respect of
externaltelegramsandbytheMinistryofHomeAffairsinthecaseofinternaltelegrams,shouldbecarefullyobserved.
c. There are four grading of urgency authorized for use in State
telegrams, viz. SVH, Most Immediate,Operation Immediate and
Immediate. The use of these gradings is regulated by the rules
issued by theDirectorateGeneralofPostsandTelegraphs.
d.
Telegrams,otherthancipherandcodetelegrams,shouldnormallybefollowedbypostcopies.
TELEXMESSAGEInurgentandimportantmatters,departmentshavingtelexfacilitiesmaysendatelexmessageinsteadofatelegramincommunicatingwithoutstationparties.
-
EXPRESSLETTERIt isusedincommunicatingwithoutstationparties
inmatterswarrantingurgentattentionatthereceivingendbutnotjustifyingtheexpenseofatelegram.It
iswordedexactly
likeatelegrambuttransmittedthroughapostofficeinsteadofatelegraphoffice.
OFFICEORDERItisnormallyusedforissuinginstructionsmeantforinternaladministration,e.g.grantofregularleave,distributionofworkamongofficersandsections.
ORDER It is generally used for issuing certain types of
financial sanctions and for communicating
governmentordersindisciplinarycases,etc.,totheofficialsconcerned.
NOTIFICATION This form is mostly used in notifying the
promulgation of statutory rules and
orders,appointmentsandpromotionsofgazettedofficers,etc.,throughpublicationsintheGazetteofIndia.
RESOLUTIONThisformofcommunicationisusedformakingpublicannouncementofdecisionsofgovernmentinimportantmattersofpolicye.g.thepolicyof
industrial
licensing,appointmentofcommitteesorcommissionsofenquiry.ResolutionsarealsousuallypublishedintheGazetteofIndia.
PRESSCOMMUNIQUE/NOTE This form is used when it is proposed to
give wide publicity to a decision ofgovernment.Apresscommuniqu
ismoreformal incharacterthanapressnoteand
isexpectedtobereproducedintactbythepress.Apressnote,ontheotherhand,isintendedtoserveasahandouttothepresswhichmayedit,compressorenlargeit,asdeemedfit.
ENDORSEMENTThis form is usedwhen a paper has to be returned in
original or its copy is sent to
anotherdepartmentoroffice,forinformationoraction.It
isalsousedwhenacopyofacommunicationisproposedtobeforwarded to
parties other than the one to which it is addressed. Normally this
form will not be used
incommunicatingcopiestostategovernments.Theappropriateformforsuchcommunicationshouldbealetter.
TELEPHONICCOMMUNICATIONSAppropriateuseof themediumof
telephonemaybemadebydepartmentsforintraandinterdepartmentalconsultationandforcommunicationofinformationbetweenpartiessituatedlocally.Inmattersofurgency,departmentsmaycommunicatewithoutstationpartiesalsooverthetelephone.Telephoniccommunications,wherevernecessary,maybefollowedbywrittencommunicationsbywayofconfirmation.
CORRESPONDENCEWITHATTACHEDANDSUBORDINATEOFFICES
1.
Departmentsmaycorrespondwithattachedandsubordinateofficesunderthecontrolofotherdepartmentssubjecttosuchgeneralinstructionsasthelattermayissue.
2.
Inthecaseoftheirownattachedofficesandsubordinateofficesplaceddirectlyunderthem,i.e.withouttheintervention
of an attached office, as are located in Delhi/NewDelhireferred to
herein as NonSecretariatOrganization (NSO) for convenience the
departments will introduce the Single File System
ofcorrespondence.
INTERDEPARTMENTCONSULTATION
1. Interdepartmental consultationmay take the formof
interdepartmentalnotes,
interdepartmentalmeetingsororaldiscussions:
2.
Inmakingwritteninterdepartmentalreferences,thefollowingpointsshouldbeobserved:a.
Interdepartmentalreferences,willnormallybemadeunderthedirectionsofanofficernotbelowthe
rankofUnderSecretaryorasmaybeprovidedbythedepartmentalinstructions.b.
The points onwhich the opinion of other departments is sought
orwhich it is desired to bring to
theirnoticesshouldbeclearlystated.c.
Wherepossible,thedraftsoftheordersproposedtobeissuedmayalsobeshowntothedepartments
soughttobeconsulted.d. When it is necessary to consult more than
one department on a case, such consultation may be
effectedsimultaneouslybyselfcontainedinterdepartmentalnotesunless:i.
itinvolvescopyingofalargenumberofdocumentsavailableonthefileorii.
the need for consulting the second departmentwould arise only after
the views of the first
havebecomeavailable.3.
a.
WhensuchareferencerequiresconcurrenceofoneormoreministriesundertheGovernmentofIndia(TransactionofBusiness)Rules,thefollowingfurtherpointsshouldbeobserved:
i.
Theoriginatingministryshouldinvariablyprescribeatimelimitwhencallingforcommentsorconcurrencefromotherministries.
-
ii. In case any of the ministries so consulted is not in a
position to send
itscomments/concurrencewithintheprescribedtimelimit:itshouldwritebackpromptly,andinanycase,beforetheprescribedtimelimitandindicatetheadditionaltimetheywouldrequireforfurnishingtheirfinalreply.
b. Whensucha referencedoesnot requiresuchconcurrenceunder
theRules,
theoriginatingministryneednotwaitforthecommentsofotherministrybeyondtheprescribedtimelimit,anditshouldfeelfreetogoaheadwithitsscheme/proposalwithoutwaitinganylonger.
c.
Theinitiatingministryshouldalwaysfeelfreetorecallitsfilefromanotherministry,towhichsuchareference
has been made on a file, if such a course is required to be adopted
for expediting theprocessofdecisionmaking inthecase.Suchadecision
to recalla fileshouldbe takenat the
levelnotlowerthanthatofabranchofficerintheoriginatingministry.
4. Interdepartmentalmeetingsmaybeheldwhereit
isnecessarytoelicittheopinionofotherdepartmentsonimportantcasesandarriveatadecisionwithina
limited time.No suchmeetingwill normallybe
convenedexceptundertheordersofanofficernotbelowthelevelofjointsecretaryinrespectofsuchmeetings,itwillbeensuredthat:
a. the representatives attending the meeting are officers who
can take decisions on behalf of theirdepartments
b. anagendasettingupclearly thepoints fordiscussion
ispreparedandsentalongwith theproposalsfor holding the meeting,
allowing adequate time for the representatives of other departments
topreparethemselvesforthemeetingand
c. a record of discussions is prepared immediately after the
meeting and circulated to the otherdepartments concerned, setting
out the conclusions reached and indicating the department
ordepartmentsresponsiblefortakingfurtheractiononeachconclusion.
5.
Onoccasionsitmaybenecessarytohaveoraldiscussionswithofficersofotherdepartments,e.g.when:a.
a preliminary discussion between the officers of the departments
concerned is likely to help in the
disposalofthecaseb.
itisdesirabletoreachapreliminaryagreementbeforeproceedingfurtherinthematterc.
interdepartmentalnotingrevealsadifferenceofopinionbetweentwoormoredepartmentsord.
itisproposedtoseekonlyinformationoradviceofthedepartmenttobeconsulted.
Theresultofsuchoralconsultationshouldberecordedinasinglenoteonthefilebytheofficerofthedepartmenttowhichthecasebelongs.Thenotewillstateclearlytheconclusionsreachedandthereasonsthereof.Acopyofthenotewillalsobesenttothedepartmentsconsultedinorderthattheyhavearecordoftheconclusionreached.
NODALMINISTRIES/DEPARTMENTSIn order that the number of
interdepartmental references isminimized so as to facilitate
reduced paperwork
andfasterdecisionmaking,nodalministries/departmentssuchasLaw,Finance,Personnel,Electronics,Environmentetc.maylaydownclearguidelinesontheirrespectivesubjectsforindividualdepartmentstofollow.Guidelinesshouldbesoframedthatreferencetonodaldepartmentswillbenecessaryinexceptionalcaseonly.
REFERENCETOTHEATTORNEYGENERALOFINDIAReferencetotheAttorneyGeneralwillbemadeonlybytheMinistryofLaw,JusticeandCompanyAffairs.
REFERENCETOTHECOMPTROLLERANDAUDITORGENERALOFINDIAReference to
the Comptroller and Auditor General for his views or advice can be
made only by or through
theMinistryofFinance.Inmattersofdaytodayadministration,departmentsmay,however,corresponddirectwiththeComptrollerandAuditorGeneralattheirdiscretion.
REFERENCESTOTHEUNIONPUBLICSERVICECOMMISSIONReference to the
Union Public Service Commissionwill normally bemade in the form of
letters addressed to thesecretary.In certainmatters, e.g.
requisitions for recruitment, formal references should ordinarily
be prepared bypersonaldiscussionsatappropriatelevels.
CORRESPONDENCEWITHUNIONTERRITORYADMINISTRATIONSAll
communicationsof a routinenaturewhichare clearly relatable to
thebusinessof aparticular
department,willordinarilybeaddressedtothesecretaryintheappropriatedepartment.Othercommunicationsmaybeaddressedtothechiefsecretaryortheadministratordependingupontheimportanceofthematter.
CORRESPONDENCEWITHSTATEGOVERNMENTS
1.
Communicationsonthesubjectsclearlyrelatabletothebusinessofaparticulardepartmentwillnormallybe
-
addressedtotheSecretaryofthatdepartment.Othercommunicationincludingthoseofthespecialnatureorimportancewarrantingattentionathigherlevels,maybeaddressedtotheChiefSecretary.Demiofficial
letteriswritteninthefirstpersoninapersonalandfriendlytone,itshouldbeaddressedbyanofficerwhoisnotmorethanoneortwolevelsbelowtheofficertowhomsuchacommunicationisaddressed.Incaseofdemiofficial
communication to the Chief Secretary of a State, this level will
not be below the level of jointsecretary.
2. Communicationsother than thoseofapurely
routinenaturee.g.acknowledgements,will
notordinarilybeaddressedtoStateGovernmentsexceptwiththepriorapprovalandoverthesignatureofthebranchofficer.Purelyroutinecommunicationscan,however,besignedbyasectionofficer.
CORRESPONDENCEWITHTHELOKSABHAANDTHERAJYASABHASECRETARIATSCommunicationmeantfortheLokSabhasecretariatortheRajyaSabhasecretariatandrequiringurgentorhighlevelattentionmaybeaddressedtothesecretariesconcernedandnottheSpeakerortheChairmandirect.
CORRESPONDENCEWITHMEMBERSOFPARLIAMENT
1.
CommunicationreceivedfromMembersofParliamentshouldbeattendedtopromptly.2.
Where a communication is addressed to a Minister, it should as far
as practicable, be replied to by the
Ministerhimself.Inothercasesareplyshouldnormallybeissuedoverthesignatureofanofficernotbelowtherankofjointsecretary.
3. Where,however,acommunication
isaddressedtotheheadofanattachedorsubordinateoffice,
itshouldberepliedtobytheaddresseehimself.Inroutinemattersnot
involvingquestionofpolicy,hemaysendanappropriatereplyonhisown.Inmattersinvolvingquestionsofpolicy,however,theofficershouldhavepriorconsultationwithhigherauthoritiesbeforesendingareply.
4.
NormallyinformationsoughtbyaMembershouldbesuppliedunlessitisofsuchanaturethatitwouldhavebeendeniedtohimevenifaskedforontheflooroftheHousesofParliament.
5. As far as possible, in correspondingwithMembers Parliament,
preprinted or cyclostyled replies should beavoided.
CORRESPONDENCEWITHMINISTERSOFSTATEGOVERNMENTSThe procedure laid
down in the above paragraphmay also be followed in dealingwith
communications receivedfromtheMinistersofStateGovernments.
CORRESPONDENCEWITHFOREIGNGOVERNMENTSANDINTERNATIONALORGANIZATIONS:CorrespondencewithforeigngovernmentandtheirmissionsinIndia,headsofIndiandiplomaticmissionsandpostsabroadandUnitedNationsanditsspecializedagencieswillnormallybechannelisedthroughtheMinistryofExternalAffairs.
The case in which and the conditions subject to which direct
correspondence may be resorted to areindicated in the instructions
entitled Channel of communication between the Government of India
and StateGovernments on theonehand and foreign
andCommonwealthgovernments or theirMissions in
India.HeadsofIndianDiplomaticMissionsandpostsabroadandUnitedNationsanditsspecializedagenciesontheotherissuedbytheMinistryofExternalAffairs.
ISSUEOFDRAFTS
MARKINGOFDRAFTSFORISSUEAfteradrafthasbeenapproved,thesectionofficerwill:
1. examine thedraft tosee that it is letterperfect
i.e.allcorrections,etc.havebeenproperlycarriedoutandthattherearenoaccidentalerrors
2. indicateifacleancopyofthedraftistobemadeforuseasofficecopy3.
specifythenumberofsparecopiesrequired,ifany4.
ensurethatcopiesofenclosuresareattachedtothedraftwheretheseareavailableinthesection5.
give clear indication on the draft,where a communication is to be
dispatched by a specialmessenger on
accountofitsspecialnature,importanceorurgency6. mark the draft
for issue (if there aremore than one draft for issue from the same
file, indicate the total
numberofdrafts,e.g.,issue3drafts)and7.
markthefileforrecordingitinacasewheretheissueofsaidcommunicationconstitutesfinaldisposalofthe
caseunderconsideration.
FAIRINGOFAPPROVEDDRAFTS
-
Allstagesofactionaftertheapprovalofdraftsendingwithsigningoffaircommunicationswillbeperformedinthesectionexceptwherecentralizedtypingpoolexists.
GENERALINSTRUCTIONSREGARDINGTYPING
1. Urgentdraftswillbeattendedtofirst.2. Fair copies of all
communicationswill be typed on printed letter heads of suitable
sizes. The name of the
issuingdepartmentswith fulladdress includingPINcode,
telephonenumber, telegraphicaddressand
telexcode,ifany,willbegotprintedontheletterhead.
3.
Faircopieswillbetypedwithsinglespacingunlessotherwisedirected.4.
Theobliquelines,asalsothenumberofenclosures
indicatedinthedrafts,willbetypedattheappropriate
places.5.
Stencilswillbecutwhenevermorethan15copiesofacommunicationarerequired.6.
Thetypistwilltypehisinitialswithdateinthelefthandbottomcornerofthefaircopy,e.g.RCK/20387
PROCEDURETOBEFOLLOWEDINSECTIONS:
1. Sectionofficer,whilemarking thedraft for
typingandbeforepassingon the file to thediarist,will ensurethat
clear indication has been givenwhere copies of any papers contained
in any file are to be typed asenclosure.
2. Thediaristwill:a. enter the number of the file marked for
recording in column 2 of the register for watching the
progressofrecordingandb. passonthefiletothetypist.
3.
Theapproveddraftwillbefairtyped,comparedandgotsigned.Generalinstructionsregardingtypingwillbeobserved.
4.
Onreturnofsignaturepads,thesectionofficerwillseethatfaircopieshavebeendulysignedbytheofficerandmakesurethatcorrections,ifany,madewhilesigningarecarriedoutinallcopies.
5.
Thesignedfaircopies,togetherwithofficecopies,draftsandrelevantfile/fileswillthenbepassedontothediarist.
6. Thediaristwill:a.
enterthenumberofthefaircommunicationsandofficecopiesinmessengerbookandb.
sendthefaircommunicationsandofficecopies,alongwithmessengerbook,tothedespatcherofthe
centralissuesectionatappropriateintervalsduringday.7.
Thedespatcherwill:
a. removethefaircommunicationsandofficecopiesandb.
acknowledgereceiptinthemessengerbook.
DESPATCHOFPOSTALCOMMUNICATIONS:
1.
Thedespatcherwillhandovercommunicationstobesentbyposttothedaftary,whowill:a.
separatethosetobesentbyforeignpostfromtherestb.
pastethetelegrams,iftypedonplainpaper,overtheprintedformoftelegramsuppliedbythePosts
andTelegraphsDepartmentandaffixservicepostagestampsoftheappropriatevaluethereonc.
ifacreditdepositaccountismaintainedforissuingtelegrams,affixrubberstampindicatingthecredit
deposit account number assigned to the department in the space
provided for affixing postagestamps
d. affix postage stamps of the appropriate value on covers,
packets, etc., where necessary
afterweightingthem,usingordinarypostagestampsforforeignpostandservicepostagestampsforinlandpost
e.
wherepostalfrankingmachinesareinuse,frankthecovers,etc.,insteadofaffixingpostagestampsf.
stampthecoverswitharubberstampbearingthenameofthedepartment,thenameanddesignation
oftheofficerinchargeofthecentralissuesectionandthefacsimileofhissignatureandg.
returnthecommunicationtothedespatcher.
2. Thedespatcherwillenter theparticularsof
thecommunicationsandthevalueofstampsaffixedthereon
inthedespatchregister(Appendix16)
3. In the case of telegrams the serial number assigned to them
in the despatch register will be noted at aconvenient place on the
top receipt portion of the printed telegram form to facilitate the
linking of
thetelegramreceiptstotherelevantentriesinthedespatchregister.
4.
Departmentsdespatchingregisteredpostexceedingadailyaverageof10willusepostalregistrationbooksso
-
that the outgoing registered communications could straightway be
entered in that book instead of in
thedespatchregister.Eachentryinsuchabookwillthenbegotstampedbythepostoffice.
5. If a communication is to be sent by registered post
(acknowledgement due), the number of thecommunicationwill
bewrittenon the 'acknowledgement card also so that,when
receivedback, it canbesenttothesectionconcerned.
6. Telegramswill be despatchedpromptly. Registered and insured
articleswill be sent to the post officewellbefore
theclosinghourprescribed for the receiptof
sucharticles.Othercommunicationswillbepostedatconvenientintervals.
7. Receipts for telegrams, registeredand
insuredpost.etc.willbecheckedcarefullyby
thedespatcher.Thesewillbefiledproperlyforreferenceintheeventofneed.
8. In offices where despatch work is heavy and where central
dispatch register aremaintained in detail,
theproceduresformaintenanceofservicepostagestampsaccountwillbeasunder
DESPATCHOFNONPOSTALCOMMUNICATIONS
1. Nonpostal communications will be sorted out according to the
location of the addresses, entered
inmessengerbooksandhandedovertomessengerfordeliverytotheaddresses.
2. Messenger books will be numbered serially and an adequate
number of such books allotted to
eachdepartment/officeorseveraldepartments/officesgroupedconvenientlyaccordingtotheirlocation.
3. Urgent communicationwill be despatched promptly. The time of
despatchwill invariably be noted in themessenger book. The
recipients will similarly be required to indicate the time of their
receipt.
Ordinarycommunicationswillbedespatchedatleasttwiceadayatsuitableintervals.
4.
Onlyurgentcommunicationswillbedespatchedoutsideofficehours.Nocommunicationwillbesenttoanofficerathisresidenceunless:
a.
Itisofsuchanaturethatactionthereoncannotwaittillthecommencementofthenextworkingday:b.
itismarked'immediate'andaddressedtotheofficerbynameandc. its
delivery to the officer's residence has been authorized by the
branch officer concerned at the
despatchingend.5.
Afterthecommunicationshavebeendelivered,thedespatcherwillexaminethemessengerbookstoseethat
all the communications, entered therein have been duly
acknowledged by the recipients under datedsignatures written in
ink. Instances where the communications have not been acknowledged
will beimmediately brought to the notice of the section officer of
the central issue section for investigation
andfurthersuitableaction.
RETURNOFPAPERSAfterissueoffaircommunicationsthedespatcherwillmakeoverofficecopies,togetherwithdraftsandrelevantfiles.if
any to the clerk maintaining the issue diary. The latter will
return the papers to the diarists of the
sectionsconcernedaftermakingentriesincolumn3oftheissuediary.
ISSUEOFINTERDEPARTMENTALNOTES
1.
Draftsofselfcontainedinterdepartmentalnoteswillbeissuedinthesamemannerasanyotherdraft.2.
Interdepartmentalnotessoughttoberecordedonfileswillbefairtypedandcomparedinthesection/desks
concernedbutdespatchedthroughthecentralissuesection.3.
Beforesendingthefilestothecentralissuesectionfordespatchthediaristwill:
a.
markthemovementinthefilemovementregisterinthecaseofsection'sownfiles,andinthesectiondiaryinothercases'
b. in respectof section'sown files,preparea challan
induplicateandplaceonecopyon the
fileandmakeovertheothertothedealinghandconcerned
c. enterthefileinthemessengerbookandd.
sendittothedespatcherofthecentralissuesection.
4. In the desk system, the jobs corresponding to (a) to (d) will
be performed by the
stenographer/assistantattachedtothedeskfunctionary.
5. Thedespatcherwill:a. removethefilefordespatchtotheaddresseeb.
acknowledgeitsreceiptinthemessengerbookandc.
returnthemessengerbooktothesectionconcerned.
STAMPSACCOUNTREGISTER
-
1.
ThedespatcherwillmaintainanaccountofthepostagestampsintheformgiveninAppendix182.
TheSectionOfficerwillchecktheentriesmadeintheregistereverydayandappendhisdatedsignaturesin
tokenofhishavingdoneso.Hewill alsoconduct surprise test
checksofenvelopes ready fordespatchbyposttomakesure:
a.
thatthevalueofstampsaffixedthereontallieswiththatshowninthedespatchregisterandb.
that the required value has been secured by using theminimum number
of stamps of appropriate
higherdenominations.3.
Thebranchofficerinchargeofthecentralissuesectionwillalsoinspectthetworegistersonceamonthand
verifythatthevalueofstampsinhandtallieswiththatshownintheregister.
ACTIONAFTERISSUE
1. Onreceiptofpapersafterissue,thediaristwill:a.
checkthattheofficecopiesbearthestampissuedb. make sure that files
and other papers sent with the drafts to the central issue section
have been
receivedback:c.
makeentriesaboutthereturnoffilesinthefilemovementregister:
makeentriesinsectiondespatchregister(Appendix19)2.
Thedealinghandwill:
a.
docketthecommunication(s)issuedalongwiththeoriginaloftheapproveddraftswheresorequired:b.
examinewhetherthecaseisfitforinclusioninanyofthefollowingreportsandobtainordersofthe
appropriateofficer:i.
weeklystatementofcases,otherthanthoseofaroutinenature,disposedofwithoutreference
to theMinisterincharge (Appendix 20), to be submitted to
theMinister in accordancewithdepartmentalinstructions:and
ii.
monthlysummaryoftheprincipalactivitiesofthedepartmenttobefurnishedtotheCabinetSecretariatinaccordancewiththeinstructionsissuedbyit.
c.
initiateactiontorecordthefilewhereithasbeenmarkedforrecordbythesectionofficer.d.
ifareplytothecommunicationissuedistobeawaitedorfurtheractiononthefileistoberesumed
atalaterdatei. markthefileforbeingbroughtforwardonthatdate:ii.
makeanoteofitintheengagementcalendaranddiaryortherelevantdate:andiii.
passonthefiletothediaristforrecordingitsmovementinthefilemovementregisterkeeping
anoteinthereminderdiary3. Thesectionofficerwill scrutinize
thesectiondespatch register (Appendix19)onceaweek tosee that it
is
beingproperlymaintainedandappendhisdatedinitialsintokenofscrutiny.4.
In the desk system. all activities outlined in above will be
performed by the desk functionary with the
assistanceofthestenographer/assistantattachedtohim.
REFERENCELISTS
1. To facilitate quick despatch of papers the central issue
section will maintain the following lists anddirectories
a.
residentialaddressesandtelephonenumbersofofficersandstaffofthedepartment:b.
departments which have arrangements within the central registry for
receipt of dak outside office
hours(withnameandtelephonenumberoftheofficialincharge)c.
residential addresses and telephone numbers of officers of other
departments designated to receive
urgentdakoutsideofficehoursd. residential addresses and
telephone numbers of officers of other departments designated to
receive
parliamentarypapere. postal addresses of all offices under the
department, attached offices, subordinate offices,
autonomousbodies,etc.whichdealdirectlywithitf.
telegraphicaddressesofstategovernmentsandotheroutstationofficesfrequentlyaddressedg.
DelhiOfficialDirectoryissuedbythePresident'sSecretariath.
OfficialDirectoryissuedbytheMinistryofHomeAffairsi.
ListofIndia'sRepresentativesAbroadissuedbytheMinistryofExternalAffairsj.
DiplomaticListissuedbytheMinistryof'ExternalAffairs:andk.
Scheduleofpostalrates.
2. These lists,etc.willbekeptuptodateanddisplayedprominently
foreasyconsultationbythedespatcher,
-
theresidentclerkandotherofficialsonduty.
Appendix16Despatchregisterforpostalcommunicationonly
Number................. Date.................
Sl.No. NumberofCommunication Addressee ValueofStampaffixed
1 2 3 4
INSTRUCTIONS
1.
Separateregisterwillbemaintainedfor(a)foreignpost(b)telegramsand(c)otherinlandpost.2.
Entriesincolumn4willbetotalledupattheendofthedayandthetotalindicatedinredink.
Appendix17Revisedprocedureformaintenanceofservicepostagestampaccount
1.
Allcommunicationsintendedtobesentbypostwillbeplacedinaddressedenvelopes.2.
Afteraffixingpostagestampsoftherequisitevaluetheenvelopeswouldbesortedoutintogroupswiththe
samevalueofstamps.3.
Thetotalnumberofenvelopesineachgroupwouldbeindicatedinthe'RegisterofDailyAbstractofstamps
Used'.The totalvalueof thestampsusedduringadayasaddedup in
thisabstract,willbeenteredundercolumn4ofthestampsaccountregister
ModelForm
RegisterofDailyAbstractofServicePostageStampsUsed
Sl.No.ValueofStampson
eachcoverNo.ofcovers
Totalvalueofstamps(Rs.)
Initialsofthesectionofficer
1 2 3 4 5
Note:Incaseofregisteredandinsuredarticlesaswellastelegrams,thetotalnumberofsuchitemsdespatchedwillbe
shown inColumn3 and the total value of stampsused during the day on
the basis of postal receiptswill beindicatedincolumn4.
4.
ThecorrectnessoftheentriesofoutgoingenvelopesintheRegisterofDailyAbstractofStampsUsedwouldbecheckedbythesupervisorofthecentralR&Isectionatleastonceaweekbyactualcountofthecoversready
fordespatch.Thecheckshouldbeasurpriseoneandacertificateof
thecheckmadeand its resultsshould be recorded in the register. The
branch officer inchargewould alsomake amonthly check of
thisregister.
5. It is tobenotedthatthedespatchregister for
foreigndakforwhichordinarypostagestampsareusedwillcontinuetobemaintained.
Appendix18StampAccountRegister
Date Valueofstamps Balanceatcloseoftheday(Cols.2+3+4)
Signatureof
InhandReceived
duringthedayUsedduring
thedayDespatcher SectionOfficer
1 2 3 4 5 6 7
INSTRUCTIONS
1.
Separateregistershouldbemaintainedfor(a)ordinarypostagestampsand(b)servicepostagestamps.2.
Column2willrepeatthefigureincolumn5ofthepreviousday.3.
Inthecaseofordinarypostagestamps,column4shouldreproducethedailytotalstruckindespatchregister
-
for foreigndak. In thecaseofservicespostagestamps
thiscolumnshould reproduce thesumof thedailytotalstruckin:
a. despatchregisterfortelegrams.b.
despatchregisterforinlandpost,andc. postalregistrationbooks
Appendix19SectionDespatchRegister
Dated:..................
S.No.Numberofthe
issueAddressee
Issued RemarksNatureoftheissuei.e.lettertelegramInHindi
InEnglish Bilingually
1 2 3 4 5 6 7
a. placeofficecopieswithdrafts,ifany,ontherelevantfilesandb.
passonthefilestothedealinghandsconcerned.
Appendix20Statementofcasesotherthanthoseofaroutinenaturedisposedofwithoutreferencetotheminister
incharge
Department................................
Weekending...................
S.No. FileNo. BriefsubjectNatureofdecision
takenLevelatwhich
takenDateofdecision
1 2 3 4 5 6
SPECIMENFORMSOFCOMMUNICATIONSLetter(withendorsement)
No.F..../....../...........GovernmentofNationalCapitalTerritoryofDelhi
Departmentof...................
NewDelhi,the............,20...
To......................................,......................................,......................................,
Sub:..........................................................
Sir/madam
*WithreferencetoyourletterNo................dated..............onthesubjectcitedabove.............................
2.........................................................................................................................................................
Yoursfaithfully,
Sd/@
-
(A.B.C.)Designation...........
TeleNo..................
(Endorsement)No..............................
Copyforwardedforinformation/necessaryactionto:(1)(2)
(A.B.C.)Designation...............
*Otheralternativeformsoftheintroductoryphrasescommonlyusedare:
i.
Incontinuationofmy/thisDepartmentsletterNo.....................ii.
With reference to the correspondence resting/pending, with
your/this Departments letter No. ................
Dated...................
@Tobetypedoncopiesintendedfor(1)and(2)referredtointheendorsement.
DemiOfficialLetter(D.O.)
Secretary(AR)
GovernmentofNCTofDelhiAdministrativeReformsDepartment
7thLevel,CWing,DelhiSecretariat,I.P.Estate,
NewDelhi110002.Tel.No.....................
D.O.No..............................Dated.................................
Mydear/DearShri.....................
Weproposetodrawupamodelschemefor....................Acopyoftheoutlinepreparedinthisconnectionisenclosed.
2.Ishouldbegratefulifyouwouldletmehaveyourcommentsassoonaspossible.Imayaddthatweintendcirculatingthedraftschemeformallytoalldepartmentsinduecoursefortheircomments.
Withregards,
Yourssincerely,
(XYZ)
Mr/Ms____________________Secretary,Departmentof_______________________________________________________________
OfficeMemorandum
No.F......./........./...............
-
GovernmentofNationalCapitalTerritoryofDelhiDepartmentof........................
NewDelhi,the....................
OFFICEMEMORANDUM
Subject:
ReferenceisinvitedtothisDepartmentO.M.No.____________________________dated___________________
Doubts have been expressed whether the provisions of
_____________________ also apply
to____________________________Itisherebyclarifiedthat_______________________
(X.Y.Z.)Dy.Secretary_________Tel.No._____________
To
Shri/Smt.................................,Departmentof.....................................................................................................................
InterDepartmentalNote
GovernmentofNationalCapitalTerritoryofDelhiDepartmentof........................
NewDelhi,the....................
Subject:
Thepresentrulesregulatingtheissueofidentitycardsprovideinteraliathat__________
2.Aquestionhasnowarisenwhether________________________
3._____________________________________________________
4._____________________________________________________
ThisdepartmentwillbegratefulfortheadviceoftheDepartmentofLegalAffairsontheissueraisedinpara4above.
(X.Y.Z.)Dy.Secretary_________Tel.No._____________
Departmentof...............................................I.D.No.............................Dated..................
EnClairTelegram
TELEGRAM
To(addressee).................................
STATEEXPRESS
No. .................................. @
................................. REOLET/TYLET JULY TENTH STOP
EXPEDITE BUDGET
-
PROPOSALSSTOPFINANCEPRESSINGHARDSTOP
FROM(Sender)
NOTTOBETELEGRAPHED
(A.B.C.)Dy.Secretary_________________
TeleNo._____________
No..................NewDelhi,the20
Copybypostinconfirmation.
(X.Y.Z.)ForDy.Secretary________________
To_______________________________________________________
Note:Theformoftelexmessagewillbesimilartothatoftelegram.
ExpressLetter
No.F........../............/.....................GovernmentofNationalCapitalTerritoryofDelhi
Departmentof...............................
NewDelhi,the...................,201.....
To
Subject:
REFERENCE THIS DEPARTMENT NUMBER ........................ DATED
........................ AS MATTER HAS TO
BEREFERREDTOU.P.S.C.FORCONCURRENCEBEFORETHEENDOFCURRENTMONTH,PLEASEEXPEDITEREPLY.
(A.B.C.)Dy.Secretary____________________
Tele.No.____________
OfficeOrder
No.F........../............/.....................GovernmentofNationalCapitalTerritoryofDelhi
Departmentof...............................
NewDelhi,the...................,201.....
OFFICEORDER
Shri Y.X.Z., lower division clerk in this department is granted
earned leave for ....................... days
from................to................withpermissiontoprefix...................apublicholiday,totheleave.
ItiscertifiedthatShriX.Y.Z.,islikely,ontheexpiryofthisleave,toreturntodutyatthestationfromwhichheproceededonleave.
-
(A.B.C.)Dy.Secretary____________________
Tele.No.____________
Copyto:
1. OfficeOrderfile2. Cashier3. SectionConcerned4.
ShriX.Y.Z.,LDC
OR
No.F........../............/.....................GovernmentofNationalCapitalTerritoryofDelhi
Departmentof...............................
NewDelhi,the...................,201.....
OFFICEORDER
It hasbeendecided to transfer thework relating to
............................ from ..........................
section to.......................Section.
(A.B.C.)Dy.Secretary____________________
Tele.No.____________
Copyto:
Order
No.F........../............/.....................GovernmentofNationalCapitalTerritoryofDelhi
Departmentof...............................
NewDelhi,the...................,201.....
ORDER
SanctionofthePresidentisaccordedunderrule10oftheDelegationofFinancialPowersRules,tothewriteoffirrecoverable
lossofRs.5000(RupeesFiveThousandsonly)beingthevalueofthefollowingarticlesbelongingtothisdepartment.
1.
.............................................................2.
.............................................................
ItiscertifiedthatShriX.Y.Z.,islikely,ontheexpiryofthisleave,toreturntodutyatthestationfromwhichheproceededonleave.
(A.B.C.)Dy.Secretary____________________
Tele.No.____________
Copyforwardedto:
1. TheA.G.C.R.,NewDelhi2. InternalFinanceSection3.
CashSection
-
OR
No.F........../............/.....................GovernmentofNationalCapitalTerritoryofDelhi
Departmentof...............................
NewDelhi,the...................,201.....
ORDER
Shri............................... lower division clerk in the
Department of ................................... is herebyinformed
that it is proposed to take action against him under rule
...................................
of.................................
Shri..............................isherebygivenanopportunitytomakesuchrepresentationashemaywishtomakeagainsttheproposal.
(A.B.C.)Dy.Secretary____________________
Tele.No.____________
ToShri.......................,LDC
Notification
[TobepublishedinGazetteofIndia,PartI,Section2]
No.F........../............/.....................GovernmentofNationalCapitalTerritoryofDelhi
Departmentof...............................
NewDelhi,the...................,201.....
NOTIFICATION
No .......................... Shri X.Y.Z., Under Secretary in
the Department of ........................ is appointed
toofficiateasDeputySecretaryinthatDepartmentviceShri.......................
(A.B.C.)Dy.Secretary____________________
To,
TheManager,Govt.ofIndiaPress,.........................
No......................... NewDelhi,the..........,201...
Copyforwardedforinformationto:
1. ............................2. ............................3.
............................
(D.E.F.)UnderSecretary____________________
-
OR
[TobepublishedintheGazetteofIndia,PartII,Section3,Subsection(ii)]
GovernmentofNationalCapitalTerritoryofDelhiDepartmentof......................
NewDelhi,the..........,201...
NOTIFICATION
No.S.O. .......................... Inexerciseof thepowers
conferredbySection4of theSupplyandPricesofGoodsAct,1950,
(LXXof1950) ...................... theCentralGovernmenthereby fix
the
followingscheduleofmaximumprice..................(No...................)
(A.B.C.)Dy.Secretary____________________
To,
TheManager,Govt.ofIndiaPress,.........................
Resolution
(TobepublishedintheGazetteofIndia,PartI,Section1)
No.F..../...../....................GovernmentofNationalCapitalTerritoryofDelhi
Departmentof............................
NewDelhi,the...................,201...
RESOLUTION
The Government of Delhi have had under consideration the
question of further improving the efficiency of
thedepartmentsandservicesconcernedwiththecollectionofrevenue.AsafirststepinthatdirectionthePresidenthasbeenpleased,underthepowersvestedinhimbyprevioustoArticle309oftheConstitutionofIndia,todecidethataClassICentralServicetobeknownasIndiaRevenueServiceshouldbeconstitutedwitheffectfrom...................
(A.B.C.)SecretarytoGovt.ofDelhi
ORDER
ORDERED that a copy of the resolution be communicated to
................................ ORDERED also that
theresolutionbepublishedintheGazetteofIndiaforgeneralinformation.
(A.B.C.)SecretarytoGovt.ofDelhi
To,Manager,GovernmentofIndiaPress,
PressCommunique/Note
-
Nottobepublishedorbroadcastbefore.............a.m./p.m.on................day,the..................,201....
PRESSCOMMUNIQUE/NOTE
In response to public demand, the Government of Delhi has
appointed a commission to go into the problem
of_______________andmakesuitablerecommendationstotheGovernment.
TheCommissionwillconsistofShri________________asChairmanandthefollowingasmember:
1. ...............................2.
...............................3.
...............................
Inmakingitsrecommendations,theCommissionisexpectedtogiveconsiderationtothefollowingmatters
a. ...............................b.
...............................c.
...............................
TheCommissionisexpectedtosubmititsreporttotheGovernmentby___________.
NoF....../...../.....................GovernmentofNationalCapitalTerritoryofDelhi
Departmentof.........................
NewDelhi,the.............,201...
Forwarded to theDirector,
Information&Publicity,GovernmentofDelhi,NewDelhi, for issuing
the communiquandgivingitwidepublicity.
Endorsement
NoF....../...../.....................GovernmentofNationalCapitalTerritoryofDelhi
Departmentof.........................
NewDelhi,the.............,201...
A copy each of the undermentioned papers is forwarded to
_______________ for information and necessaryaction.
(A.B.C.)Dy.Secretary____________________
Tele.No.____________
Listofpapersforwarded:
1. No...................Dated.............2.
No...................Dated.............3.
No...................Dated.............
Home|OfficeBearers|ContactUs|Sitemap|DisclaimerCopyrightSocietyforGoodGovernance&Reforms
-
DevelopedandDesignedbyDhawanFineArts
