OFFICE PROCEDURE Noting and DraftingNotes:means the remarks recorded on a case to facilitate its disposal and includes a precise of previous papers, a statement or an analysis of the questions requiring decision, suggestion regarding the course of action and final orders passed thereon.

OFFICE PROCEDURE Noting and DraftingThe name, designation and telephone no. of officer signing a note should be indicated below the dated signatureAll notes should be concise and to the pointThe production of extracts or paraphrasing of notes of others on the same file should be avoided

OFFICE PROCEDURE Noting and DraftingRepetition should be avoided.Relevant extracts of a rule or instruction will be placed on the file and attention to it will be drawn in the note rather than reproducing the relevant provision in the note. when opinions are criticized , the observation should be expressed in courteous and temperate language, free from personal remarks

OFFICE PROCEDURE Noting and DraftingWhen an issue raises several major points which require detailed examination and respective orders, each point will be noted upon separately in sectional notesA dealing hand will append his full signature with date on the left below his noteAn officer on the right hand side.

OFFICE PROCEDURE Noting and DraftingA note will be divided into serially numbered paragraphs of easy size say ten lines each.Paragraph may preferably have brief titles.The first paragraph will give an indication of the evidence and the conclusion reached

OFFICE PROCEDURE Noting and DraftingThe last paragraph should weigh the arguments and make recommendations for actionSenior officers should not require any modification in or replacement of the notes recorded by their juniors once they have been submitted to them

OFFICE PROCEDURE Noting and DraftingThe higher officer should record their own notes giving their views on the subject where necessary correcting or modifying the facts given in earlier notesNo replacement or modification of the notes once noted upon by othersPasting over a note or a portion of it not desirable.

OFFICE PROCEDURE Noting and DraftingIf final decision already communicated to a party on a mistaken ground or wrong facts law ministry to be consulted and the higher officers approval be taken for withdrawal of the order.

OFFICE PROCEDURE oral discussions & instructionAll points emerging from discussions between two or more officers of the same department and the conclusion reached will be recorded on the relevant file by the officer authorizing actionIt should then be got confirmed by those who participated in it.

OFFICE PROCEDURE oral discussions & instructionWhere an officer is giving direction or taking action in any case in respect of matters on which he or his subordinates has power to decide, he shall ordinarily do so in writingIf, however there is no time for giving the instruction in writing he should follow it up by a written confirmation at the earliest

OFFICE PROCEDURE oral discussions & instructionIf an officer seeks confirmation of an oral order given by his superior,the latter should confirm it in writing whenever such confirmation.

OFFICE PROCEDURE-DraftingNo draft to be prepared in simple and straightforward cases or those of repetitive nature for which standard forms of communication exists.The initiating officer will put up a draft considered necessary by him. He should not wait for the line of action or content of the communication to be told.

OFFICE PROCEDURE-DraftingThe higher officer may revise the draft as deemed fit.The officer approving the issue of a draft will append his initials thereto with the date in the margin of each page of the draft

OFFICE PROCEDURE-DraftingThe draft should be in clear and concise language incapable of misconstructionLengthy sentences, abruptness, redundancy,superlatives and repetition of words and ideas should be avoidedOfficial communications from a department purporting to convey the views or orders of the govt.must specifically be expressed to have been written under the direction of govt

OFFICE PROCEDURE-DraftingI am directed to say, the undersigned is directed to convey e.t.c should be avoidedA draft should clearly specify the enclosures which are to accompany the fair copy. (Encl.)DFA 1,11,111.

OFFICE PROCEDURE-DraftingDemi-Official letter To call the personal attention of the addressee The style of writing should be direct, personal and friendly.Do preferably not to exceed a page, if the message is lengthy- annexureDo normally to officers two stage higher.