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Noting and Drafting
(For Course participants only)

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

TEL. 26105592 TELEFAX: 26104183

Revised - 2005


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Noting and Drafting


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

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

3. The training monograph on 'Effective Noting & Drafting' which has been in
use for the past several years has now been revised on the basis feedback received
from the Participants of various workshops. In this monograph, additional chapters
on "Definitions" of terms relating, to noting & drafting and "Allied Instructions-
Correspondence with Specified Authorities" have been added. Besides, additional
drafting exercises in respect of most commonly used forms of communication
have also been included. I am sure participants would find the monograph very


New Delhi, dated the 25th June, 2002


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Noting and Drafting

Table of Contents

I - Reading Material Page No
1 Definitions
2 Noting
3 Referencing
4 Drafting
5 Allied instructions &Correspondence with Specified
6 Styles in Notes & Drafts
7 Forms of Communication [including specimen forms,
Instruction - Annex I,

II - Work Book Page No
1 Comments & Faults Exercise
2 Documents & Action Point Exercise
3 Noting -- A Quiz
4 Exercise on Language - Edit your writing
5 Exercise on Noting
6 Exercise on Referencing
7 Quiz on Drafting
8 Exercise on Forms of Communication
9 Exercise on Drafting


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26105592 TELEFAX: 26104183 _____________________________________________________________________________________________ RTC KOKATA 69. JNU CAMPUS (OLD) OLOF PALMS MARG.00 4 . NEW DELHI-110067 TEL.I Reading Material On Noting & Drafting GOVERNMENT OF INDIA INSTITUTE SECRETARIAT TRAINING & MANAGEMENT DEPARTMENT OF PERSONNEL & TRAINING ADMINISTRATIVE BLOCK._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ Part .

'Notes Portion' in relation to a file means the portion containing notes or minutes recorded on a case. 3. some of the terms relevant to Noting and Drafting have been defined below:- 1._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ CHAPTER-I DEFINITIONS Based on Manual of Office Procedure. 6. the Vice-President. 'Appendix to notes' in relation to a file means a lengthy summary or statement containing detailed information concerning certain aspects of the question discussed on the file. 'File' means a collection of papers arranged chronologically on a specific subject matter assigned a file number and consisting of the following parts: (a) Notes (b) Correspondence (c) Appendix to notes (d) Appendix to correspondence 4. 2. and includes a precise of previous papers. incorporation of which in the main note is likely to obscure the main point or make the main note unnecessarily lengthy. 'Appendix to correspondence' in relation to a file means lengthy enclosures to a communication (whether receipt or issue) on the file. 'Note' means the remarks recorded on a case to facilitate its disposal. 'Correspondence Portion' in relation a file means the portion containing 'receipts' and office copies of 'issue' pertaining to the file. a statement or an analysis of the questions requiring decision. 5. the Prime Minister or a Minister. 'Minute' means a note recorded by the President. _____________________________________________________________________________________________ RTC KOKATA 69. 7.00 5 . inclusion of which in the correspondence portion is likely to obstruct smooth reading of the correspondence or make the correspondence portion unwieldy. suggestions regarding the course of action and final orders passed thereon.

11. 'Sectional note' means a note recorded on only one of the many issues raised in the PUC. . 'Security grading' means security marking 'Confidential'. 'Urgent dak' means dak marked 'immediate' or 'priority' and includes telegrams. 9. decision and facts mentioned in a note. 'Running summary of facts' in relation to a case means a summary of the facts of the case updated from time to time to incorporate significant development as and when they take place. 'Docketing' means making of entries in the notes portion of a fife about the serial number assigned to each item of correspondence (whether receipt or issue) for its identification. "Come-back Case' means a case received back for further action such as re- examination or preparing a draft or a summary of the case. 'Current file' means a file action on which has not been completed. 17. 13.00 6 . a record of casual discussion or a note on a point of secondary importance intended to facilitate consideration of the case by higher officers. 'Case' means a current file or a receipt together with other related paper. draft or office copy of communication issued. 15. 16. _____________________________________________________________________________________________ RTC KOKATA 69. if any.g. 'Secret or 'Top Secret'. savingrams. wireless messages and telex messages. The remarks recorded on the body of the receipt by higher officers towards its disposal are also required to be reproduced on the note sheet immediately after docketing a receipt. 14._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ 8. 10. `Referencing' is the process of identifying a document. e. 'Routine note' means a note of a temporary value or ephemeral importance recorded outside the file.. It is prepared to avoid repeated re-capitulation of the case through self-contained notes. 12.

an officer should confine his note to the actual points he proposes to make._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ CHAPTER-II NOTING GUIDELINES (a) All notes should be concise and to the point. Use of complicated and ambiguous language should be avoided. should be avoided. it should be referred to without repeating any part of the facts in the note.U. (g) A note should always be written in a businesslike language. or paraphrasing of the P. Even if apparent errors or misstatements have to be pointed out or if an opinion expressed therein has to be criticised. Excessive noting should be avoided. (e) Verbatim reproduction of extracts from. (b) A simple and direct style of writing should always be adopted.C or of notes of other Ministries recorded on the same file. If he agrees to the line of action suggested in the preceding note. he should merely append his signatures. on the receipt should first be reproduced while docketing the receipt. or other senior officers. (f) Wherever a running summary of facts is available on the file. (c) Notes and orders should normally be recorded on note-sheets. (i) When passing orders or making suggestions. (d) Notes should not be recorded on the receipt itself except in very routine matters. He should not repeat or reiterate the ground already covered in the previous notes. care should be taken to couch the observations in courteous and temperate language free from personal remarks. _____________________________________________________________________________________________ RTC KOKATA 69.00 7 . (h) Any remarks recorded by the Branch officer.

`a standard process sheet' which means a standard skeleton note should be developed indicating pre-determined points of check In respect of other routine cases._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ (j) A self-contained summary of the case should always be put up with every file submitted to a Minister. if necessary. but clearly. including the views expressed on the subject by other Departments. Routine or Repetitive Cases: In cases of repetitive nature. Such a summary should bring out briefly. These may also be returned in original to the sender recording requisite factual information. It should be systematic and functional. An officer will append his full signature on the right hand side of the note with his name. (m) A note will be divided into paragraphs of a convenient size. if any. These cases are also known as "No-Noting" cases. Paragraphs should be serially numbered and may also have brief titles. TYPES OF CASES & QUANTUM OF NOTING Noting should be restricted to the minimum. 3. designation and the date. a fair reply should be put up without any noting. (1) The dealing hand will append his full signature with date on the left below his note. all the relevant facts. (k) When a paper under consideration raises several major points which require detailed examination and respective orders on each point (or group of related points) it will be. The following approach could be adopted for noting on various categories of cases:- 1. Ephemeral Cases: Such cases should be filed at the dak stage itself by the Section Officer or Desk functionary briefly recording the reasons why no action is necessary. Action-in-Correspondence Cases: _____________________________________________________________________________________________ RTC KOKATA 69. Such cases should be kept in the File "O" bundle and destroyed on 31st December of every year. consulted in the matter. noted upon separately in "Sectional" notes. 2.00 8 . and the point(s) on which the orders of the Minister are sought. Such sectional notes will each begin with a list of the major point(s) dealt with therein.

Logical interpretation of such rules etc. How it has arisen? What are the critical factors? (ii) Additional Information: . policy etc: . regulations. policy. _____________________________________________________________________________________________ RTC KOKATA 69. wherever available. the note should be concise and to the point. it should be collected before attempting a note.Give additional information to size up the problem. They require a thorough examination with maximum amount of noting developed systematically. It would be sufficient if a brief note (a paragraph or so) is recorded indicating the issue under consideration and the suggested action.00 9 . Policy and Planning Cases: These types of cases would not be large in number and are normally dealt with at sufficiently higher levels of the organisation. practices are required to be referred to. 4.Relevant rules. If sufficient information is not available to enable thorough examination. covering the following aspects:- (i) What is the problem? (ii) How has it arisen? ' (iii) What is the `Rule'._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ These cases also do not require detailed noting. A note in such cases should be structured in the following manner: - (i) Problem: . Problem Solving Cases In these cases. (iii) Rule. The information would be available on the files and other papers in the Section. a detailed note providing maximum information on each aspect will be necessary. `Policy' or `Precedent? (iv) What are the possible solutions? (v) Which is the best solution? Why? (vii) What will be the consequences of the proposed solution? 5. Even then. standing orders. bringing out their bearing on the problem has to be put across in a cohesive manner.State the problem.

the concluding para should suggest a course of action for consideration. before the main file is returned to the originating Department. the dealing hand in the receiving Department may straightaway record a note on the file. (c) When a note on a file is recorded by an officer after obtaining the orders of a higher officer. (v) Critical analysis: . the difference should be brought out so as to arrive at a correct decision. have been obtained where necessary. and the modality of implementing the decision and the authority competent to take a decision. repercussions. Attention should also be paid to other aspects like the financial and other implications. In cases where a decision is to be taken by a higher authority like committee. (b) If the reference seeks an opinion.Precedent cases having a bearing on the issue under consideration should be put up.the case should then be examined on merits answering questions such as what are the possible alternative solutions/ which is the best solution? It should be ensured that views of other Divisions/Ministries etc. a remark that "this has the approval of-----" should be added in that note. such examination will normally be done separately and only the officer responsible for commenting upon the reference will record the final views on the file. the point or points on which the decision of such higher authority is sought should be specifically mentioned. This separate examination can be done through routine notes or on what is commonly known as "shadow files"' which are opened subject wise in the receiving department. Board etc. _____________________________________________________________________________________________ RTC KOKATA 69. If there are varying precedents or any precedent differs in certain respects from the case under examination._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ (iv) Precedents: .00 10 . (d) A copy of the note finally recorded on the main file will be retained with the routine notes/shadow file. NOTING ON FILES RECEIVED FROM OTHER DEPARTMENTS (a) Where the reference requires information of a factual nature or other action based on a clear precedent or practice. (vi) Concluding para: . ruling-or concurrence of the receiving Department and requires detailed examination.

However. the following points may be carefully observed: - (i) A brief subject heading should be given in all such cases. (iii) If the case concerns other Ministries or Divisions the summary should contain the recommendation of that Ministry or Division and. in certain selected types of cases concerning sensitive and delicate matters in the sphere of personnel. Opinions of individual officers within a Department should not find mention._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ (e) The inter-departmental note recorded on the file of the originating Department will bear the subject file number (shadow file number) to facilitate filing of papers and their subsequent.retrieval for future reference. the final decision alone should be suitably recorded on the NSO file. In such cases. NOTING ON CASES REFERRED TO UNDER THE SINGLE FILE SYSTEM The single File system applies to matters. the paints of difference and the recommendation of the Department concerned. (ii) The summary should give the chronological facts of the case and should not omit any important considerations that could affect the decision.00 11 . _____________________________________________________________________________________________ RTC KOKATA 69. policy issues and finance. The Non-Secretariat Office (Attached or Subordinate) will open files in such cases. it might be necessary to prepare a self-contained summary when cases are to be submitted to the Minister. HINTS FOR PREPARATION OF A SUMMARY OR STATEMENT OF CASES FOR THE MINISTER As provided in the Manual of Office Procedure. Noting on such files in the Ministry/Department should be on the file of NSO. noting in the Ministry/Department should be on "duplicate or shadow" files (which would indeed be only notes recorded at a particular stage of the case or at a particular level). which are not within the delegated powers of the attached or subordinate offices and have to be referred frequently to the Ministry/Department for seeking a sanction/order. in case of disagreement. In such cases.

. ARRANGEMENT OF VARIOUS PAP R F LQERS1REFEREN E BOOKS ETC. If any. 2. (vi) The paragraphs of the summary should be properly numbered. to which attention might be drawn during discussion or further noting. 8. reference book etc. _____________________________________________________________________________________________ RTC KOKATA 69. (viii) The annexure should be page numbered consecutively to facilitate location of the particular page or portion thereof. reference books. (v) The summary should be self-contained but it should not be unnecessarily long. as the case may be._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ (iv) The concluding paragraph should contain the point or points on which decision of the Minister is sought together with the recommendation of the sponsoring officer. if any. WHILE SUBMITTING A CASE The papers. extract of notes or correspondence from other files. the latest being placed on the top.. if any. while submitting a case: 1. referred to e. arranged in chronological order. 5. notes portion of the current file ending with the note for consideration. keeping the main summary as brief as possible. 7. draft for approval. copies of orders. gazettes. This will enable the higher authorities to study the annexure or appendices if they want further details on any particular point. much of it should be relegated to annexure or appendices. 6. if any. Standing Guard File. 4. folders. resolutions. arranged in chronological order.00 12 . the latest being placed on the top. Where the material to be submitted is lengthy. correspondence portion of the current file ending with the latest receipt or issue. 3. standing note or reference folder. appendix to notes and correspondence.g. running summary of facts. (vii) The summary should be typed preferably in single space in small paras to enable easy reading. are to be arranged in the following order from top downwards. Other papers. 9. Recorded files.

the linked files will be immediately de-linked after taking relevant extracts and placing them on the relevant files. _____________________________________________________________________________________________ RTC KOKATA 69. where necessary. strings of the file board of the lower file (but not its flaps) will be tied round the upper file. If the issues raised in two or more current files are so inter-connected that they must be dealt with together simultaneously. LINKING AND DE-LINKING OF FILES 1. Routine notes and papers arranged in chronological order and placed in a separate cover. The strings of the file board of the upper file will be tied underneath it in a bow so that each file is intact with all its connected papers properly arranged on its file board or flap. the relevant files will be linked in the manner indicated in (2) below. On receipt back after completion of action._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ 10. When files are to be linked.00 13 . 3. 2. Such linking may also be resorted to if a paper in one current file is required for reference in dealing with another current file unless a copy -of the paper can be conveniently placed on the first file.

other than PUC and 'FR' be attached to any paper in a current file. These are described in the succeeding paragraphs. as 'F. they should be identified by the relevant page numbers in addition to the alphabetical slip. Each item of correspondence in a file. and. whether receipt or issue. 6.g. will be assigned a serial number which will be displayed prominently in red ink on the top middle portion of its first page. Blank intervening pages. Only one alphabetical slip will be attached to a recorded file or compilation. if any. draft or office copy of communication issued. 'FR II and so on. decision and facts mentioned in a note.R'. these should be flagged as 'F. _____________________________________________________________________________________________ RTC KOKATA 69._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ CHAPTER-III REFERENCING Referencing is the process of identifying a document. the number and date of orders. The paper under consideration on a file will be flagged 'PUC' and the latest fresh receipt noted upon.R I'. Similarly. e. It involves a series of activities. . Recorded files and other papers put up with the current file will be flagged with alphabetical slips for quick identification.. In referring to the papers flagged 'PUC' or 'FR' the relevant page numbers will be quoted invariably in the margin. The relevant page numbers.. will a slip. 4. If there are more than one fresh receipt in a case. notifications and resolutions. will not be numbered. appendix to notes and appendix to correspondence) will be consecutively numbered in separate series. 2. If two or more papers contained in the same file or compilation are to be referred to. In no circumstances. 'A'/17 C and so on. 'A'/23 n. notes. Every page in each part of the file (viz. correspondence. 5. 1.00 14 . together with the alphabetical slip attached thereto will be indicated in the margin. 3. in pencil. To facilitate the identification of references to papers contained in other files invariably in the body of the note.

rules and regulations their brief title together with the number of the relevant section. The reference slips will be pinned neatly on the inside of the papers sought to be flagged. Rules or other compilations referred to in a case need not be put up if copies thereof are expected to be available with the officer to whom the case is being submitted.00 15 . When a number of papers put up in a case are to be flagged. paragraph or clause. 7. rule. The fact of such compilations not having been part up will be indicated in the margin of the notes in pencil._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ in the case of acts. 8. referred to will be quoted in the body of the notes. the slips will be spread over the entire width of the file so that every slip is easily visible. _____________________________________________________________________________________________ RTC KOKATA 69.

 be clear. RIGHT FORM _____________________________________________________________________________________________ RTC KOKATA 69._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ CHAPTER-IV DRAFTING A draft is a rough sketch of a communication to be issued after approval by the officer concerned. if any.00 16 . security grading? IMPORTANT POINTS FOR DRAFTING: A draft should  carry the exact message sought to be conveyed. SEARCHING Questions. according to the logical sequence of ideas expressed. concise and Incapable of misconstruction  be lucid. DRAFTING SKILLS Commands Identify . SENDER Adopt . brief and complete  result in the desired response from the recipient  be divided into paragraphs. have coherence of flow of ideas  contain reference to previous correspondence.One Dozen  Is a draft necessary?  Who should be addressed and who will sign?  What is the relationship between the sender and receiver?  What should be the form?  Is something to be conveyed or to be called for?  Are all details available?  What is the intention of the decision?  What should be the recipient response?  Does the language convey?  Has the referencing been done?  Is it logically sequenced?  Does it have proper urgency.

COMPLEX & LENGTHY CHECK LIST FOR DRAFTING A draft should indicate  File No. where required  Subject  Number and date of the last communication in the series (from the addressee or from the sender)  The enclosures which are to accompany the fair copy (A short oblique line in the margin will indicate that enclosures are to be sent along with the fair copy)  Subscription (i. CONSISTENCY UNIFORMITY Avoid .g.00 17 .etc.). CLARITY. Sir.. fax number and complete postal address of the sender organisation  The name/designation of the addressee with complete postal address  Salutation (i.. REPETITION Summaries . e.). at the top right corner  Urgency grading. RESPONSE Express . yours sincerely etc. REDUNDANCY. designation. 'By Registered post' 'By Special messenger etc.. VERBOSITY CIRCUMLOCUTION. Dear..._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ Visualize . telephone number. yours faithfully. if required  Endorsement. where required  The mode of transmission..  The name.e. where necessary _____________________________________________________________________________________________ RTC KOKATA 69.e.


Noting and Drafting




(a) Modification of Notes:

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

If any modification of an earlier note is found necessary, recording a note
explaining the nature and extent of modification and reasons for it should do it.
The earlier note should remain intact.

(b) Oral discussions: - All points emerging from discussions between two or more
officers of the same department and the conclusions reached will be recorded on
the relevant file by the officer authorising action. He may if considered important
get it confirmed by the participants. Confirmation is desirable In the following
(i) If policy of government is not clear
(ii) Departure from the prescribed policy
(iii) Two or more levels differ on significant issues
(iv) Decisions though agreed by all are significantly important.

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

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[b (ii)] Oral orders by or on behalf of the Minister:- oral orders communicated
by personal staff of the Minister shall be confirmed in writing immediately
thereafter. If the oral instructions from the Minister or his personal staff are in
accordance with the norms, rules, regulations or procedures, these should be
brought to the notice of the Secretary. However, if those are not in accordance with
the norms, rules, regulations or procedures, the officer receiving such instructions
should seek further clear orders from the Secretary about the line of action to be
taken stating formally that the oral instructions are not in accordance with the
rules, regulations, norms or procedures.

[b (iii)] Confirmation of Oral Instructions: - communications requesting for
confirmation in writing of oral instructions should be acknowledged.


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

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

2. Comptroller and Auditor General of India - References for his views or
advice can be made only by or through Ministry of Finance. However, in
matters of day-today administration direct correspondence by departments
at their discretion is permissible.

3. Union Public Service Commission - All reference to be in the form of
'letter' addressed to the Secretary. In certain matters, e.g. requisitions for
recruitment formal references should normally be preceded by personal
discussions at appropriate levels.

4. Union Territory Administrations - routine references regarding the
business of a particular department should be addressed to its Secretary.
Other communications may be addressed to the Chief Secretary or the
Administrator depending upon the importance of the matter.

5. State Governments - (a) Purely routine communications e.g.
Acknowledgements may be signed by Section Officer.
(b) Communications other than of purely routine nature will be sent over the
signature of the branch officer.


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(c) Communications relatable to the business of a particular department
should be addressed to its Secretary.
(d) Other, special and important communications may be addressed to the
Chief Secretary.
(e) Demi official letters can also be sent. However, the requisite difference
in levels should be kept in mind e.g. D.O. addressed to the Chief Secretary
should not be written by an Officer below the level of Joint Secretary.
6. Lok Sabha and Rajya Sabha Secretariat - Communications requiring
urgent or high level attention may be addressed to the Secretaries concerned
and not to the Speaker or the Chairman direct.

7. Members of Parliament -

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

(b) Those addressed to a Minister should, as far as practicable, be replied to
the Minister himself. In other cases, a reply should normally be issued over
the signature of an officer not below the rank of Secretary. .

(c) Those addressed to head of attached/subordinate offices should be
replied to by the addressee himself. In routine matters not involving
question of policy, he may send an appropriate reply on his own. However,
in matters involving question of policy, he should consult higher authorities
before sending a reply.

(d) Normally information sought by any MP should be furnished unless k is
of such nature as cannot be disclosed even on the floor of the Houses of

(e) As far as possible, pre-printed or cyclostyled replies should be avoided
while corresponding with MPs.

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

9. Foreign Governments and international organisations - Correspondence
(i) foreign or commonwealth governments and their missions in India,

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

(iii) United Nations and its specialised agencies: will normally be
channelised through Ministry of External Affairs.

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The names of the months must be used instead. The following will be observed in drafting and also in writing notes: - (1) "Information" is singular. stipulate the cases in which and the conditions subject to which direct correspondence may be resorted to. it does not become "Information". (3) "The same" must hot be used instead of "it" or some other simple word. (6) A simple or short word is to be preferred in place of a long phrase. and (i) and (iii) as aforesaid on the other. Where "omit" by itself is proper and sufficient.00 21 . CHAPTER VI STYLE IN NOTES AND DRAFTS The style in notes and drafts is as important as their contents. (2) The words "proximo" and "Ultimo" should be avoided. They lead to confusion and one has to take the trouble of looking at the date of the letter to find out what they mean. as "it is understood" for "I do not understand" or "The date of issue of the order should be reported by him" for " he should report when he issues the order". Salient features of and specimen forms of communication for such correspondence are also Included in Chapter V of Notes on Office Procedure (1980). Another widespread error is the use of "for being" instead of "to be' and 'for doing" instead of "to do" and "returned for being stamped" instead of ' to be stamped". (4) Such needlessly formal words as "therein" and "thereon" should not be used instead of "in it" or "on if._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ The instructions entitled "Channel of Communication between the Government of India and the State Governments on the one hand. (5) The preference for passive verbs over active verbs generally make the style vague and clumsy. "building purpose" for "buildings". Examples of needless verbosity are preference of "make the assessment' to "assess" "purchase' to buy 'commence" to "begin" and "omitted to" or "failed to" to the simple "did not' (the two latter ones are very common). "make enquiries" for "enquire". If Information is called for on many points. the love of such redundant phrases is displayed as "has been omitted to be entered in the register" Instead of "has been omitted from the register". If the Secretary orders that _____________________________________________________________________________________________ RTC KOKATA 69.

It is very annoying to have one's work increased by having to send a note back to ask what it means.00 22 . "the Deputy Commissioner will. that it was needed for reference by one of the members or had been sent some-where out of the office._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ an assistant should be punished "for being corrupt" it does not mean " in order to make him corrupt'. write "the figure for 1949 was 256 that for 1950 was 257 and that for 1951 was 348". still less "he is permitted to avail the holidays". as It is reflexive and also takes "of' after it. (9) The phrase "do the needful" should never be used. "the necessary instructions". in the circumstances now stated. if _____________________________________________________________________________________________ RTC KOKATA 69."the necessary corrections"." (11) Do not write "marginally noted' which could only mean. 257 and 348 respectively" which is confusing. "in case in which" is a clam phrase for which "when"... "do what is necessary".. Write "noted in margin". "having marginal notes". It is quite as easy to say. 1950 and 1951 were 256. (8) Short sentences should be preferred to long ones "Secretary's attention is invited to O. and he is requested". etc. (12) Instead of such a phase as "the figures for 1949.. or was locked up and the key was elsewhere. (10) Split infinitives should be avoided. It is better avoided. You must say.. A very common and equally objectionable feature of official communications is a similar splitting of other verbal phrases. The word "necessary" is usably superfluous in such phrases as "the necessary entried". "in the circumstances now stated. be requested" is not good English. vernacular words should only be used when their meaning cannot be expressed equally well in English." is better than "The Secretary's attention is invited to O.M-----He is requested.. (7) Foreign or classical words and expression should be avoided as far as possible. if you do use it. This is a little. Write "kindly to state" and not " to kindly state'. The word "avail" is very awkward one. Similarly "Plan marked' could only mean "marked with. "where" or "if" can be substituted. plans" (Compare "pock-marked") and "plaint mentioned" neither does nor possibly could mean anything.. for example. Moreover. the Deputy Commissioner will be requested to. you must not say "the leave was availed of" or "I availed of the leave".. But why not simply say "took the leave"? "Available also is a bad word. "I availed myself of the leave" and so on. Either say definitely what is to be done or say. For instance.M.. A register "not readily available" may mean anything.

"I am unable to" for "I cannot" and "hand over" for "give" are other common examples of the preference for the longer phrase. "By the time" is sometime wrongly used for "then".. "Former' and "latter should also be avoided as they are constant source of confusion. "Act" means "usably act' or "habitually act". (15) The fondness for writing "as well as" for "and" and "in case for "if' presumably arises from the fondness of the users for a longer expression.. (13) Do not ride any phrase to death.It is better to vary the phrase so as to make it more definite. 1t is much more emphatic. as in "I am record-keeper from 1906".. longer and is perfectly clear. "while" is here redundant. It is correct to say" I had gone to bed when the house caught fire" but senseless to say" I had gone to bed at 10 o'clock last night" ("l went" is correct)-unless the meaning is that you had gone to bed before 10 o'clock. "1 have been record-keeper since 1906" is coned. The pluperfect "had' is rightly used to emphasize the priority of one event in the past to another. It should be "are now acing". (17) Tenses and moods are misused in almost every note or draft The misuse of "had' is one of the commonest errors. Government directed. "a man was 5 feet 8 inches high as well as 21 years of age. A was not then the Superintendent as such he is not to be blamed" is meaningless. (14) In ordinary English "in case" does not mean the same as "if" 1 shall take my umbrella in case it rains" means" so as to be prepared for rain". "By that time" means "then"." Avoid the phrase "with advertent to". Nor does" as well as' mean the same as" and. "By the time that" means "when". "are acting' emphasizes the fact that they are doing- so now.00 23 . Some persons begin every letter with the phrase 'with reference to'. but "Mr.. Always be as definite as possible. The present tense is wrongly used for the incomplete perfect. or begin in narrative form "In their order._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ at all." But you might well say that" he was a good painter as well as a remarkable musician. "As directed in" and so on.. (16) 'As such' is often misused.. "The following men now act" is wrong."While such being the case" is a familiar embellishment of criminal complaints etc. A was then the Superintendent and as such was bound to report. Say in reply to". "Government press for a reply" should be "government is pressing for a reply". _____________________________________________________________________________________________ RTC KOKATA 69."In case if' is a stage further on the downward path. It would be absurd to say. It is correct to say "Mr.

where "against" or "compared with" are sufficient and correct. (19) Distinguish "all the stamps have not been punched". such as 'it is too bad"). It is permissible in a telegram for reasons of economy not elsewhere." (22) "As to" is common redundant from. the yield was poor". Not so bad" means "rather good' but this is a colloquial phrase. It is not to be used to mean that he has not done it but should have. or "the stamps have not all been punched". "whether" alone is sufficient so also "as against" or "as compared with" are commonly used in comparing figures. The statement "appellant is the inhabitant of Jaipur implies that there is only one inhabitant._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ (18) "Must have' is sometimes misused for "should have" or "ought to have". "very often". (20) "So" is not equivalent to `very". such as. is not ordinarily Modem English.g." Must have done it. _____________________________________________________________________________________________ RTC KOKATA 69. It is used sometimes instead of a neutral word such as "think". "it is too hot" meaning "it is very hot". "This is serious omission" should be "This is a serious omission. Omissions on articles (a. "As" means nothing in the latter phrase. I had received no reply". it implies excess relatively to a certain standard or object not absolute intensity to speak (except in a few colloquial phrases. "Till' is commonly misused in a way that it positively misleading."Yet" may be sued with a negative. "Still has' is correct. "I warned him so many times" meaning "very impertinent". "He has yet to collect Rs. e. which is ambiguous from "Not all the stamps have been punched".g. But articles must be used correctly. but not "yield was 4 rupees as compared with 8 rupees last year". "has not yet applied' and is only used with a positive verb in special phrases such as "I have yet to learn". It is correct to say "as compared with last harvest.It is sometimes written "the peon is so impertinent". (21) The very "to hope" implies pleasurable anticipation. but it is commonly written. and thereby producing comically in appropriate phrases. "The Deputy Commissioner is directed to report as to whether". `which mean that some have been punched and some not." means that he certainly has done it. but it is erroneously used to mean that even on January 1st no reply had been received. To convey this latter meaning "up to" with the pluperfect is the correct English- "up to January 1".00 24 ."An inhabitant of Jaipur" Is correct. These phrases are commonly confused. e. "I hope your honor is ill". that is. Similarly.000". 1."No reply was received till January 1st" implies that a reply was received on January 1st. "too" has generally a relative sense. an & the) is a common faun.

It is often aggravated by making the subject of the main sentence different from the implied subject of "returning" or by changing to the passive construction.. "the Deputy Commissioner is requested to report the number of cases if any".. "in spite of" sometimes sounds needlessly discourteous as well as unidiomatic. "In returning herewith" a favourite but inappropriate type of opening phrases. (25) "I am directed to request that you will be as good as to furnish me with information as to whether" is the sort of stuff that we come across frequently. such phrases as "Turning to paragraph "it may be observed" and so on ("Regarding."The S. Avoid pretentious words such as "penultimate"." is not English.. On the other hand. The Deputy Commissioner. "If any" is a common example of this fault.. Never use several words where one will do. "In returning herewith the statement received with his letter. Is Informed"._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ (23) Pseudo-accuracy accounts for much unnecessary verbiage. "Concerning". _____________________________________________________________________________________________ RTC KOKATA 69. (24) On the other hand. It is quite unnecessary to say.I am directed to point out"..." The use of the word "ask" instead of "order' or "direct' produces a curiously important effect when a lower subordinate is referred to. correct. In the same way it is unnecessary to say "The Deputy Commissioner Is requested to report whether it is advisable or not to.D. If there are none. "In spite of three reminders the Deputy Commissioner has not at all cared to reply" is rude as well as UN-English.O maybe -asked to report" sounds silly. "It" will be enough if the Deputy Commissioner. instead of repeating a man's name. You must not say.. "in returning . It means 'nothing at all. "I am directed to enquire whether" means exactly the same and is not unduly curt.. an assistant will say" the individual' which is not good English. (26) "In this connection" at the beginning of a sentence is a favourite bit of hackneyed padding. "respectively" and 'the same' have been mentioned already and also come under this head. "Considering".). (27) A needless anxiety to avoid repetition gives rise to various faults.00 25 . The more appropriate phrase is "the Deputy Commissioner need only". etc. the Deputy Commissioner will say so. But this is quite common. 'care to'. The use of "former and latter". Addition of the word "only" after any sum of money is in place in a bill or cheque not elsewhere. are unobjectionable though "Turning to paragraph 1" is no doubt more strictly. You can say. Sometimes. the use of such phrases as "at all".. "Last but one" is quite good enough. Do not write "make an application" but "apply" or" a level of the value of fifty paise only" instead of" a fifty paise stamp".

needlessly. "Live" or "dwell not "reside". You "examine" a witness and "enquire into' a case. It must be "he told me that he was unwilling'." "None" for "no one" is obsolete or poetical. "he expressed his unwillingness"._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ (28) The words" comprise' "compose" and "consists" are confused with each other. It is also written 'slips have been pasted" and the "papers have en stitched' whereas "pasted in" and "stitched (or preferable 'Sewn') together" are correct. To do so produces flabby style. I have had enough of this' "I don't know enough of the language. Instead of "is much more usual in ordinary English than "in lieu of"."Enough of money" is not good English.. (33) "1 enquired into the witness" is another frequent mistake."but" "I know enough English to. "He was absent in his house" meaning the he was elsewhere than in his house is a contradiction in terms.Generally use unpretentious words rather than pompousness. which is phrase used mainly in legal documents. _____________________________________________________________________________________________ RTC KOKATA 69.. You can say" a new building was substituted for the old one "or" "the old building was replaced by a new one". "he expressed himself strongly". Say" enough money" "of" follows "enough" when for any reason it is necessary to use" enough' as a substantive. It is also written. Figures may agree or tally. (You can stick a thing "up" on a wall of course but not "up" in a book "Stick up to" is used for "stick to" itself a slang phrase. Dispose it off' is a common error for "dispose of it also "tear oft" for "tear up" and "stick up" for "stick in".. are wrong. e.. (32) "He puts himself up at. But one does not "investigate into a case'." or "he is put up at". or simply "he was away" or "was out". and "Envelopes or 'letter' not "cover". "Also" is misused with negatives. Words like "it seems" and "it appears" are used when there is really no doubt. "He stuck up to the agreement" is wrong. (29) "Agree' and "tally" cannot be used actively. (31) Do not qualify expressions. It is written "the land comprises of 3 plots" or "is comprised of. "wooden piece" for "piece of wood" is a common error. The correct English (and it is colloquial) is "He is putting up at'. "the old building was substituted by a new one. You cannot "agree" figures or "tally" them. (30) You cannot say "he told/expressed that he was unwilling"."Stamp" is the ordinary English not "label". "He did not address the letter Assistant Director did not also stamp if should be "or did he stamp it".g. "Absent from" is correct..00 26 . "I went to camp" not" I preceded". The correct forms are "the land comprises/consists of/is composed of three plots". to.. but the ordinary English would be "he was not at home".

"It is high time to do so and so" is an Idiomatic English phrase. for "is dead". "Through" meaning "past' and "cross' meaning" went past' are frequently used e.00 27 . _____________________________________________________________________________________________ RTC KOKATA 69.g. (35) "In view to do" so and so is wrong. "ask"._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ one "investigates it'. You can say "with a view to reducing" meaning "in order to reduce". (37) "Government sanctioned a peon to the Deputy Secretary" should be "for the Deputy Secretary". or "is no more". (36) "You should insist on the under secretary to reply' is wrong. It should be "should insists on his replying'. It should be "wants the land transferred/to be transferred"."In view to" is impossible. and you can also say "in view of these circumstances" meaning "having regard to them."Address' is used sometimes as though it meant. strictly speaking. "Petitioner wants that the land should be transferred" is wrong. You "cross" a river or a road when you go from one side of it to the other. the court adjourned the case till next day" is not English. Male member should not be used to mean "male" or "man". You can say "my family members" but "members of my family". (34) Do not use such phrases as "has breathed his last'. "As it was high time. or "I crossed the temple". meaningless. "Government will be addressed to reconsider their order" is. "I went though the temple".

I. therefore obvious that each should have some distinctive features. Since demi official letter is written in the first person in a personal and friendly tone. statutory authorities. It is. in some cases.00 28 . _____________________________________________________________________________________________ RTC KOKATA 69. May 2003) and have been reproduced at Annexure . A letter begins with the salutation Sir/Madam as may be appropriate. public enterprises. State Governments._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ CHAPTER-VII FORMS OF COMMUNICATION The specimens of different forms of communication generally used by various functionaries of the Government of India. top and bottom) of each page of communications to ensure better preservations of records as at times the paper gets tom from the edges. the Union Public Service Commission and other constitutional bodies. LETTER This form is used for corresponding with Foreign Governments. making reading of the documents difficult. Only black or blue ink will be used in communications. 2. right. phraseology of its own. are available at Appendix 9 of the Manual of Office Procedure (Twelfth Edition. public bodies and members of public generally. It may also be used when it is desired that the matter should receive personal attention of the individual addressed. heads of attached and sub-ordinate offices. DEMI-OFFICIAL LETTER (a) This form is generally used in correspondence between Government Officers for an inter-change or communication of opinion or information without the formality of prescribed procedures. it should be addressed by an officer in a Ministry/Department who is ordinarily not more than one or two levels below the .officer to whom such communication is addressed. Each form has a use and. A small margin of about one inch will be left on all sides (left. The different forms of written communication and their methods of delivery generally used by a department are described below. FORMS 1. A particular form of communication is adopted for a specific purpose with a specific target group to be addressed.

3.._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ Note: For the purpose of determination of level.00 29 . TELEGRAM This form is used for communicating with outstation parties. etc. views. Secretary/Additional Secretary and Director/Deputy Secretary will be considered as one level. The text of the telegram should be as brief as possible. In matters demanding prompt attention. 5. the instructions issued by the Ministry of External Affairs in respell of external and by the Ministry of Home Affairs in respect of Internal telegrams should be carefully observed_ (b) Telegrams. 4. (b) The inter-departmental note may either be recorded on a file or referred to another department or may take the form of an independent self-contained note. It is written in third person and bears no salutation or supersession except the name. and designation of the officer signing it. _____________________________________________________________________________________________ RTC KOKATA 69. The subject need not be mentioned when recorded on the file. enclair telegrams and cypher code telegrams. other than cypher and code telegrams should normally be followed by post copies. instructions. numbering and issuing of cypher/code telegrams. concurrence or comments of other Departments on a proposal or in seeking clarification of the existing rules. It may also be used in corresponding with Attached & Sub-ordinate Offices. OFFICE MEMORANDUM This form is generally used for corresponding with other departments or In calling for (formation from or conveying information to its employees. It may also be used by a department when consulting its Attached & Sub-ordinate Offices and vice-versa. The latter are expressed in secret language (code or cypher or both) but a combination in the same telegram of figures and letters having secret meaning is not permitted. (a) Telegrams are of two kinds' viz. In editing. INTER-DEPARTMENTAL NOTE (a) This form is generally employed for obtaining the advice. (b) Communications to non-officials can also take the form of a demi- official letter. The former are worded in plain language.

g. 7. appointments and transfers. appointments and promotions of Gazetted Officers.. The composition of the gazatte. RESOLUTION This form of communication is used for making public announcement of decisions of Government in important matters of policy. e. grant of regular leave. etc. ORDER This form is generally used for issuing certain types of financial sanctions and for communicating government orders in disciplinary cases. NOTIFICATION This form is mostly used in notifying the promulgation of statutory rules and orders. 9. appointment of committees or commissions of enquiry. as deemed fit. the policy of industrial licensing. the types of matters to be published in each part and section thereof. A press note. 10. compress or enlarge it.00 30 . to the officials concerned.. 11. 8. through publications in the Gazette of India. ENDORSEMENT _____________________________________________________________________________________________ RTC KOKATA 69. on the other hand. the instructions for sending the matter for publication therein and for sending copies thereof are indicated in Appendix 11._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ 6. is intended to serve as a hand-out to the press which may edit. Resolutions are also published in the Gazette of India. etc. e. distribution of work among officers and sections.g. A Press communique is more formal in character than a press note and is expected to be reproduced intact by the press. PRESS COMMUNIQUE I NOTE This form is used when it is proposed to give wide publicity to a decision of Government. OFFICE ORDER This form is normally used for issuing instructions meant for internal administration. etc.

METHOD OF DELIVERY 14. of a communication is proposed to be forwarded to parties other than the one to which it is addressed. 13. 16. 12. FAX facility In urgent and important matters (including legal and financial messages)._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ This form is used when a paper has to be returned in original to the sender. ADVERTISEMENT This form (same as in case of Letter with a text attachment) is used for communicating with. or the paper in original or its copy is sent to another department or office. for information or action. may send urgent and important messages ' through telex instead of a telegram in communicating with out-station offices. ~: departments may use fax facilities to send messages. It is also used when a copy. REGISTERED POST/REGISTERED AD This method of delivery is used in communicating with offices to ensure receipt of communication and in the case of Registered AD an acknowledgement of the delivery is received by the issuing office. wherever available. 15. Normally. the general public to create awareness and may take the form of audio-visual or written communication. CIRCULAR This form (same as in case of Office Memorandum) is used when important and urgent external communications received or important and urgent decisions taken internally have to be circulated within a department for information and compliance by a large number of employees. The appropriate form for such communication should be letter. SPEED POST _____________________________________________________________________________________________ RTC KOKATA 69. this form will not be used in communicating copies to State Governments. Offices not connected through fax but having telex facilities.00 31 .

but is a "medium" of communication.O. _____________________________________________________________________________________________ RTC KOKATA 69. ---------------------  Specimens of all forms of communication are given in Annexure . The form of telex message will be similar to that of telegram. etc. 17. or even photographs. E-MAIL This is a papery form of communication to be used by department having computer facilities supported by Internet or Intranet connectivity and can be widely used for subjects where legal or financial implications are not involved._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ This method of delivery is used to ensure quick receipt of messages warranting urgent attention at the receiving end and an acknowledgement of the delivery is also received by the issuing office.. extracts of Gazette.00 32 . Any form of communication such as letter.  Fax (Fascimile exchange) is not a "form" of communication. may be sent through fax. D.I  There is no separate format for "Telex" given in the Manual.

....B.........._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ ANNEXURE -1 SPECIMEN FORMS OF COMMUNICATON (1) Letter No. Sd/- (A...No.............. Government of India (Bharat Sarkar) Department of....00 33 ...of India Tele............ Vibhag) New Delhi......... Central PWO.. Nirman bhavan.......) Under Secretary to the Govt. Yours faithfully.. dated the To The Director General........) Under Secretary to the Govt........of India _____________________________________________________________________________________________ RTC KOKATA 69... Copy forwarded for information /action to: (1) (2) (A....... New Delhi Subject: Sir...C........ No.... on the subject cited above.. I am to inform you that............... With reference to your letter No ........ dated.....C........ (.B.

D... the.. (Bharat Sarkar) Department of.C....... Vibhag) Krishi Bhavan New Delhi-110001 _____________________________________________________________________________________________ RTC KOKATA 69....... We propose to draw up a model scheme for..No...B. (X.No...... With regards. Yours sincerely.. A copy of the outline prepared in this connection is enclosed.. I should be grateful if you would let me have your comments as soon as possible...... Z) Shri A........... Y. (2) DEMI-OFFICIAL LETTER XYZ Deputy Secretary Government of India Tele.... Vibhag) New Delhi. No: _____________________ My dear/Dear Shri...... (.... (..._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ Tele.. I may add that we intend circulating the draft scheme formally to all departments in due course for their comments.... ....O. ...... Deputy Secretary Department of.00 34 ..

... Government of India (Bharat Sakar) Department of..C..... Enc... Vibhag) New Delhi....00 35 ..... 2.B..: 3 statements (A... To The Department of......... Vibhag) (Shri /Smt........ . New Delhi _____________________________________________________________________________________________ RTC KOKATA 69...... Parliament Street. (..of India Tele.......... Information regarding____________________________will be sent on receipt from the field offices.) Yojana Bhavan....No.............. (...... the _____________________ OFFICE MEMORANDUM Subject: ________________________________________ The undersigned is directed to refer to the Ministry of Agriculture's (Office Memorandum No dated on the subject mentioned above and to send the requisite information as in the enclosures........) Under Secretary to the Govt....._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ (3) OFFICE MEMORANDUM NO.......

. A question has now arisen whether......... New Delhi --------------------------------------------------------------------------------------------------- Department of. No...00 36 ... (X.._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ (4) INTER-DEPARTMENTAL NOTE Government of India (Bharat Sarkar) Department of........ _____________________________________________________________________________________________ RTC KOKATA 69. Department of Legal Affairs (Vidhi Karya Vibhag) (Shri........Y.......... (Vidhi Karya Vibhag) I.... 5.. D..) Shastri Bhavan...Z) Deputy Secretary Tele............. No...... Dated.... (..... This department will be grateful for the advice of the Department of Legal Affairs on the issue raised in pares 4 above. 4. 3... Vibhag) Subject: ___________________________________ The present rules regulating the issue of identity cards provide interalia that ----------------------------------------------------- 2....

... .....No..........._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ (5) Enclair Telegram TELEGRAM DCOMAH BOMBAY STATE EXPRESS No... the 2002 Copy by post in confirmation To The Director of Census Operation. Maharashtra Sachivalaya. New Delhi... Bombay (A. Department of.00 37 ... C) Under Secretary to the Govt. B.....of India Tele.. REOLETIRYLET JULY TENTH STOP EXPEDITE BUDGET PROPOSAL STOP FINANCE PRESSING HARD STOP HOMEX __________________________________________________________________ NOT TO BE TELEGRAPHED (A.. (....of India _____________________________________________________________________________________________ RTC KOKATA 69..... Vibhag) No.................. C) Under Secretary to the Govt......... B.

. (._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ (6) EXPRESS LETTER No......00 38 ..P..... Government of India (Bharat Sarkar) Department of.C FOR CONCURRENCE BEFORE THE END OF CURRENT MONTH.. the To Shri________________ _______________________ _______________________ Subject: ______________________________________________________ ______________________________________________________ REFERENCE THIS DEPARTMENT NUMBER...... AS MATTER HAS TO BE REFERRED TO U.. DATED.. . Vibhag) _________________________________________________New Delhi.. (ABC) Under Secretary to the government of India Telephone No _____________________________________________________________________________________________ RTC KOKATA 69.... ........................S. PLEASE EXPEDITE REPLY.

.... of India Copy to: 1.... days from . .. Cashier 3... (. Shri XYZ would have continued in the same post.......... Section concerned 4._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ (7) OFFICE ORDER NO……………… GOVERNMENT OF INDIA (BHARAT SARKAR) DEPARTMENT OF..... (A.. a permanent Lower Division Clerk in this Department is granted earned leave for . It is certified that but for his proceeding on leave. Shri X... VIBHAG) New Delhi. B... to the` leave...00 39 .. with permission to prefix ....Y. C) Under Secretary To the Govt. LDC _____________________________________________________________________________________________ RTC KOKATA 69.... Office Order File 2.. the OFFICE ORDER Shri XYZ. to...Z...... a public holiday...

B....5000/-(Rupees Five Thousands only) being the value of the following articles belonging to this department.. (1) XXXX (2) XXXX (A._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ (8) ORDER NO……………… Government of India (Bharat Sarkar) Department of.... The A.C) Under Secretary to the Govt.G. to the write off irrecoverable loss of Rs..00 40 . C. No.Vibhag) New Delhi.... Internal Finance Section 3.....of India Tele.. (... New Delhi 2. Copy forwarded to: 1. Cash Sexton _____________________________________________________________________________________________ RTC KOKATA 69... the ORDER Sanction of the President is accorded under rule 10 of the Delegation of Financial Powers Rules.

..Vibhag) New Delhi. Shri X. transferred to the Department of.. Under Secretary in the Department of ........... (... New Delhi... the # Copy forwarded for information to: (1) (2) (3) (D.C) Joint Secretary to the Govt........B.... ... is appointed to officiate as Deputy Secretary in that Department vice Shri._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ (9) NOTIFICATION [To be published in the Gazettee of India....F) Under Secretary to the Government of India _____________________________________________________________________________________________ RTC KOKATA 69.00 41 ............ the NOTIFICATION No.......... . of India To The Manager Government of India Press (Bharat Sarkar press) Faridabad No . Y. Part 1... Section 2]* Government of India (Bharat Sarkar) Department of.E........ (A... Z....

.. under the powers vested in him by provisio to Article 309 of the Constitution of India... (Bharat Sarkar) _____________________________________________________________________________________________ RTC KOKATA 69.. (10) RESOLUTION [To be published in the Gazette of India... to decide that a Class I Central Service to be known as 'India Revenue Service' should be constituted with effect from.. (.. ...B. the RESOLUTION The Government of India has had under consideration the question of further improving efficiency bf the departments and services concerned with the collection of revenue... (A. (A. Government of India Press...... As a first step in that direction the President has been pleased.. *See Annexure . Part 1.) Secretary to the Government of India To The Manager.00 42 ..._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ #Endorsement should be typed on all copies except one Intended for the Press....... Section I]* NO……………… Government of India (Bharat Sarkar) Department of......C) Secretary to the Government of India ORDER ORDERED that a copy of the resolution be communicated to.... B. ORDERED also that the resolution be published in the Gazette of India for general information....... Vibhag) New Delhi.C.II...

.......... New Delhi for issuing the communique and giving it wide publicity (ABC) Joint Secretary to the Govt. Forwarded to the Principal Information Officer...... on../p..... the.. 3.... the Commission is expected to give consideration to the following matters: (a) (b) (c) The Commission will consist of Shri.. 2...m............ ........... In making its recommendations... . and make suitable recommendations to the Government. 3..... The Commission is expected to submit its report to the Government by. 2002.... as Chairman and the following as members: 1. a.... the No..00 43 .............. PRESS COMMUNIQUE/NOTE In response to public demand... 2. (. the Government of India has appointed a Commissionto go into the problem of .... of India _____________________________________________________________________________________________ RTC KOKATA 69...m..._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ Faridabad *See Annexure .. Vibhag) New Delhi. Government of India... ........II (11) PRESS COMMUNIQUE/NOTE Not to be published or broadcast before......... Press Information Bureau... Department of..

..... the A copy each of the undermentioned papers is forwarded to .. (........ No...._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ (12) ENDORSEMENT NO……………… Government of India (Bharat Sarkar) Department of........... .00 44 ...C) Under Secretary to the Government of India Tele. for information and necessary action... Vibhag) New Delhi.B...... (A... List of papers forwarded: (1) (2) (3) _____________________________________________________________________________________________ RTC KOKATA 69.

00 45 . byelaws etc._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ ANNEXURE – II Composition of the Gazette of India and Instructions for sending material for publication therein APPENDIX -11 [Vide pare 50 (11)] of MoP A. of a general character) issued by the Ministries of the Government of India (other than the Ministry of Defence) and by central authorities (other than the administrations of Union Territories) Sub-section (ii) Statutory Orders and notifications issued by the Ministries of the Government of India (other than the Ministry of Defence) and by central authorities (other than the administrations of Union Territories 3A. Acts. 4.. Notification relating to resolutions and non-statutory orders (To be published issued by the ministries of the Government of India (other from Faridabad) than the Ministry of Defence). Notifications relating to resolutions and non-statutory orders issued by the Ministry of Defence. of government officers issued by the ministries of the Government of India (other than the Ministry of Defence). _____________________________________________________________________________________________ RTC KOKATA 69. 2. Composition Part Section Type of matter to be published I 1. 3. etc. II 1. promotions. Authoritative texts in Hindi (other than such texts published in section 3 or section 4) of general statutory rules and statutory orders (including bye-laws of general character) issued by the Ministries of the Government of India (including the Ministry of Defence) and by central authorities other than administrations of Union Territories) 4. promotions. of government officers issued by the Ministry of Defence. Notifications regarding appointments. ordinances and regulations (To be published 1A. 3. ordinances and regulations. 2. Bills and reports of Select Committees on Bills. etc. Notifications regarding appointments. Publication of the authoritative texts in Hindi language of from Delhi) Acts. Statutory rules and orders issued by the Ministry of Defence. Sub-section (1) General statutory rules (including orders.

3.and those published in sub-section (ii) as 'S. for the guidance of the press.. High Courts and the attached and subordinate offices of the Government of India. carbon copy or a copy which does not bear the officer's signature wilt not be accepted key the press. advertisements and notices issued by the statutory bodies... Instructions 1. IV Advertisements and notices by private individuals and private ( To be published bodies.. Railway from Faridabad) Administration. Notifications issued by the Supreme Court.R. as the case may be.00 46 ._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ III 1... 4. signed by a competent officer. In case of doubt as to whether a notification should be treated as a statutory rule or order and published in sub-section (1) or sub-section (ii) of section 3. the Ministry of Law should be consulted. Calcutta.. Notifications issued by or under the authority of Chief Commissioners.. orders. Note 1 . should be legible and attested by the officer signing it.. fromFaridabad both in English and Hindi.Part II of the Gazette Is published in octavo form so that each section might be bound at the end of the year in a form convenient for reference.. The original type-script copy. instructions above) should invariably be indicated on the top of the copy.Notifications it to be published in sub-section (1) of Section 3 of Part 11 are serial numbered by press as `G. Corrections..O. Note 3 . Cyclostyled copy. _____________________________________________________________________________________________ RTC KOKATA 69.. of Part II. should alone be sent to the press. The part and the section of the gazette in which the matter is to be published (vide 'A'.Weekly statements of the Reserve Bank of India published by the Central Government under Section 53 (I) of the Reserve Bank of India Act.. 2. Miscellaneous notifications including notifications. The identification numbers given by the ministries will appear within brackets at the end of notification". Union Public Service Commission.S... etc. Note 2 . 1934 is published in sub-section (ii) of Section 3 of Part II.. Notifications and notices issued by the Patent Office. from Faridabad) V ( To be published Supplement showing statistics of births and deaths. Comptroller and (To be published Auditor General. 2. B.. in the copy sent to the press. if any..

No matter should be required to be published in a Gazette Extraordinary unless it is of such urgent nature that it cannot wait until the publication of the next ordinary issue of the Gazette. 7._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ 3. _____________________________________________________________________________________________ RTC KOKATA 69. the Government Press should be consulted. Justice and Company Affairs. All notifications intended for publication as 'extraordinary issues' irrespective of the part. 4. 6. 8. should be sent to the Government of India Press. Not less than ten copies of every statutory Notification will be sent by the department a Issuing it to the Legislative Department of the Ministry of Law. Extraordinary Issues of the Gazette can be published whenever necessary. section. the time- schedule prescribed by the Chief Controller of Printing and Stationery should be observed. New Delhi. before fixing a date. Where for any special reasons this is not practicable. forwarding the copies to the Parliament Library. in which they are to appear. 9. The part and the section of the Gazette in which the notification would normally have been published will be indicated by that press in the issue itself. 15 copies of every notification of general public importance will be sent by the department issuing it to the Parliament Library at the same time when it is sent for publication in the Gazette of India. The notification to be published in a Gazette Extraordinary or the forwarding letter should invariably be signed by an officer not lower in rank than a Joint Secretary.00 47 . A copy of the letter. will be endorsed to the Lok Sabha Secretariat and the Rajya Sabha Secretariat along with a copy of concerned Notification to each of them. on the date on which it is sent for publication in the Gazette of India. 5. Copy of every Gazette Notification will be sent by the Organisation Issuing it to all the concerned Ministries t Departments at the same time when it is sent for publication in the Gazette of India. or sub-section. In fixing the date which a Gazette Extraordinary should bear.

_____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ Part -II Work Book On Noting & Drafting GOVERNMENT OF INDIA INSTITUTE SECRETARIAT TRAINING & MANAGEMENT DEPARTMENT OF PERSONNEL & TRAINING ADMINISTRATIVE BLOCK. NEW DELHI-110067 _____________________________________________________________________________________________ RTC KOKATA 69.00 48 . JNU CAMPUS (OLD) OLOF PALMS MARG.

HENCE. it will be specifically mentioned that the same is ad hoc and is subject to the publication of the final list in pursuance of the present judgment. PUT YOUR HEADS TOGETHER. ad hoc promotions to Grade I may be made on the basis of the list annexed to the Office Memorandum dated 29. The Government will embark upon the exercise of paring Select List for promotion to Grade I only after finalising the seniority list. During the intervening period._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ TEL. COMMENTS & FAULTS EXERCISE COMMENTS OF OFFICERS UPON THE NOTES OF SUBORDINATES ARE OFTEN SEEN OR HEARD IN THE OFFICE. no versions will be affected. ----------------------------------------- BOTH THE LISTS SHOULD REPRESENT THE SUBGROUP.1993 together with the list annexed thereto is hereby quashed. THINK FOR A WHILE AND MAKE A LIST OF ALL SUCH COMMENTS. 2. Any person. FORMULATE YOUR OWN GROUP NORMS AND PREPARE THE LISTS AS FAST AS POSSIBLE. TRY AND LIST OUT ALL SUCH SNEAKING FAULTS. The final seniority list will be prepared within the next three months.00 49 . The Central Government will publish draft seniority list "prepared in the manner herein above indicated within four months from today.1993. The list _____________________________________________________________________________________________ RTC KOKATA 69. DQCUMENTS & ACTION POINT EXERCISE Excerpts from the CAT judgment in the case regarding Seniority of Section Officers for promotion to the CSS Grade 1 "In view of the above. In the appointment /promotion order. Objections against this list may be preferred within one month of the publication of the list. all the Original Applications are allowed and the Office Memorandum dated 29. ----------------------------------- MORE OFTEN THAN NOT WE OURSELVES NOTICE FAULTS CREEPING INTO THE NOTES AND YET WE DO NOT TAKE ANY COGNIZANCE OR RECTIFY. 26105592 TELEFAX: 26104183 1.1. shall be reverted forthwith. Till the list is finalised.1. who is found to have been promoted contrary to this list which will now be finalised.

invariably a blank note sheet should be added before submission of the file. d._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ approved in Pardasani's case shall remain in tact. b. Fill In the blanks: - a. since officers will do that.A QUIZ 1. Remarks. 2. NOTING . _____________________________________________________________________________________________ RTC KOKATA 69. the fact that they have not been put up has to be indicated in the margin of the note. When rules or other compilations are not put up (although referred to in the notes). ______________ means remarks recorded on a case or paper under consideration for facilitating its disposal. c. Promotions made from that list shall not be disturbed despite alteration of seniority position of those officers in the list which will now be prepared. 3. What are the documents that you would require to analyse the above excerpt with a view to writing a comprehensive note? 2. When a note recorded in the first instance requires any modification (on account of additional facts or any error having come to notice). There shall be no order as to costs. the relevant portion of the note should be pasted over and a fresh note written thereon.. Prima facie what do you think are the action points both long term and short term contained in the operative portion of the judgment excerpted above. if any. TASK: 1. e. Answer 'True' or 'False' (if partly true.00 50 . The final paragraph of the note need not make recommendations for action. made by an officer on the receipt are to be reproduced on the note portion immediately after docketing. correct it):. When the note ends at the bottom of a page. a.

Identify the nature of the case and the type of noting that. Ephemeral cases (iv) Detailed notes are required in respect of each of the questions involved. Routine and repetitive cases (ii) No noting is required._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ b. Problem Solving cases (v) A short para or so will suffice. _____________________________________________________________________________________________ RTC KOKATA 69. Budget section has sent a note enquiring about the amounts of grants released from your Section during the last quarter of the last financial year. c. Match the following:- a. will be-required in the following cases:- a. c. b. Planning & Policy Cases (i) Standard Process Sheets. When the line of action is obvious or is based on a dear precedent or practice or has been indicated by a higher officer. The orderly officer/caretaker has overstayed his leave in his hometown and has to be replaced. c. A note of temporary value recorded outside the file to facilitate consideration of the case by higher officers is called_____________ d. all such points are dealt with through ________________instead of usual noting. 4. Action -in-Correspondence (iii) Detailed notes are required. if he. When the PUC raises several major points requiring detailed examination and separate orders on each. a fair communication should be put up without any detailed_____________ e. does not resume duty within a week from today. Decision on remedial preventive action has to be sought for. 3. can be used b. e. d. Some parts (costing about Rs. cases Normally handled at the higher levels of the organisation. In cases of repetitive nature____________ are used in order to ensure that none of the points of scrutiny is overlooked.00 51 . 1400/-) of the electronic typewriters have been stolen from the office of Minister last night.

g. Note that it is not there in everyday English -rather it is very much there nor is it grammatically wrong. O & M Section has asked for the details of the work done in the area of recording and review/weeding of files during the last year.I Section has sent a circular to E. eligible for allotment of Govt. Can you spot the deadwood? Here it is: The reason (omit) Figure (omit) Due to the fact that (because) _____________________________________________________________________________________________ RTC KOKATA 69. Ministry of Home Affairs has circulated the vacancy of Hindi Officer to be filled on deputation basis for a period of three years. An application from Smt. E. M/o Environment and Forests have requested Department of Culture to nominate an officer of the rank of Deputy Secretary / Director for participation in the seminar on 'Yamuna Beautification' i. h. accommodation from the General Pool.00 52 . ABC. freedom fighter has been received requesting for transfer of the pension of her husband in her favour._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ d.EDIT YOUR WRITING REMOVE DEADWOOD More often than not. f. 4.II Section seeking their help in locating a file misplaced by them. widow of late ABC. deadwood is noticed in our notes and drafts that we put up. e. Consider the following-sentence: "The reason the attendance figure today is so low is due to the fact that the DTC has followed the policy of keeping the buses off road to avoid confrontation with the agitating students". Decision is required about making members of staff of the Regional Astrophysical Laboratory. Okhla which is a subordinate office under the Ministry of Science and Technology. EXERCISE ON LANGUAGE. Shri XYZ has submitted an application for grant of GPF advance on account of marriage of his daughter. j.

30 a. Rewrite them on your note book not only to remove deadwood/redundancies but to make these expressions easy to read and understand: 1. She is a person who does an excellent job as a programmer 17. 8. in the morning 13. Our purpose is not necessarily to achieve brevity.EDIT YOUR WRITING _____________________________________________________________________________________________ RTC KOKATA 69. At this point in time 6. During the course of our conversation 8. appear as: "The attendance. We held a meeting for the purpose of 4.I The following expressions contain deadwood/redundancies. today. 14.m. In the event that we find ourselves in disagreement 10. Assemble together 9. Prompt and Speedy 5. Revert back 18. SELF ASSESSMENT QUESTION (SAQ) . therefore. Hence the need to edit our writing. We seldom ever have occasion to ask anyone to work overtime after office hours. is low because the DTC has kept the buses off road to avoid confrontation with the agitating students" Similarly. The trouble with the new form is that it was improperly designed in the first place 12. Consensus of opinion 11. Please plan in advance to present your recommendations when the next meeting is held 20. whereas either "find enclosed" or "find herewith" should be sufficient. In this connection we would like to point out that the discrepancy that exists in our planning is 15. EXERCISE ON LANGUAGE . Vitally essential 7. 5. "find enclosed herewith". it is to help our readers by removing deadwood that they have to hurdle over. We limited our discussions to only the basic essentials. it is commonly seen that we write.00 53 . It is our opinion that 2. The main consideration is a matter of time 19. True facts 3. Repeat again 16._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ Followed the policy of keeping (kept) The sentence should.

Many of us. the order in which they appear and the way they are presented are finally approved by the Minister. Consider the following: "The minimum essentials of an Annual Report of a Department are an organisational chart. a good mixture short and medium-length sentences.probably most. Let us separate them: "The minimum essentials of an Annual Report of a Department are an organisation chart. This need not lead you to infer that all sentences should be short. Then we should examine whether we can start a new sentence to make the presentation more effective. most reports will contain these elements: _____________________________________________________________________________________________ RTC KOKATA 69. The elements selected for the report.00 54 . therefore. But still the moment the number of words in a sentence is about to cross twenty or so. The Minister finally approves the elements selected for the report. What is the best sentence length? . the objective is to strive for variety- that is. the order in which they appear and the way they are presented. In terms of sentence length. Too many short sentences can also present difficulty in reading and understanding like too many long ones. title page._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ CHECK YOUR SENTENCES I The right words go a long way to make our 'Notes' and 'Drafts' easy to read and understand. Beyond these essentials. But words make up sentences and in fact. but most reports will contain these elements: cover. major achievements and the financial constraints. table of contents. be given maximum attention. we must pause." You can easily see that the two sentences above contain four distinct ideas. Their length and general structure should. the content of the report becomes an interesting challenge to the bureaucratic imagination. annual action plan and performance appraisal reports. annual action plan and performance appraisal reports and beyond these essentials the content of the report becomes an interesting challenge to the bureaucratic imagination.There is no formula. Study made in this area shows that readers have difficulty with long sentences used in the notes and correspondence portions in the secretariat files. However.tend to ignore sentence length as a factor in readability. the sentences are the basic thought units of writing.

IN THE FIRST PLACE. we should not push the 'panic button' every time we receive an irate letter. ORDER AGAIN. FINALLY. title page. to ignore complaints from. Let us put a bridge between them: "It would be a mistake. and table of contents." _____________________________________________________________________________________________ RTC KOKATA 69.00 55 ." Following are some of the examples of bridges: TO SHOW CAUSE & EFFECT ACCORDINGLY. "It would be a mistake. FOR THIS REASON. AFTER ALL. EVEN THOUGH. We should not push the `panic button' every time we receive an irate letter". It is requested that the newsletter may please be despatched early. OR. ON THE OTHER HAND TO INDICATE TIME. on the other hand. major achievements and the financial constraints. I "With reference to your letter No._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ cover. There is no bridge between these two sentences and each conveys an entirely different thought. HENCE. HOWEVER.1 dated nil. The reader. in our opinion. " II To write effectively one has to visualize himself/ herself as taking readers by the hand and leading them through a territory they are not familiar with. . to ignore complaints from the consumer. CONVERSELY. Yet many people ignore this rule and produce no-sense sentences. NEXT. PLACE ABOVE ALL. the consumers. THEREFOR TO SHOW CONTRAST BUT. in our opinion. THEN III We know that to make sense. gets confused. ON THE CONTRARY. 8/1/91-E. AS A RESULT. every sentence must have a subject and a predicate. A help that must be provided is the bridge that connects one idea with another. in the process. MEANWHILE. But.

only to add emphasis . make no-sense. Which will ensure their definite delivery? The first sentences in example-I and the second in example-II." SELF ASSESSMENT QUESTION (SAQ)-II (1) Edit and break-down the following passages into manageable thought units:- A. is one of the best stationery suppliers.necessary to tie these sentences together- A. but they also serve as a history of the Department and act as induction material for newly recruited officers. such as total current assets. owner's equity and the total of liabilities and owner's equity. It is only in rare cases. by themselves. Almost all Assistants working in Administration Sections. B. They should have excellent CRs and must prepare well. All the letters have been despatched by registered post. be retained covering all the divisions of the Department.00 56 . financial institutions and the members of Public. Therefore. There are two overwhelming reasons for retaining records: for reference on the part of the Department and to answer requests for information from the members of Parliament. such as the cost of merchandise sold. if they can express well. We may cut down expenditure on OTA of drivers and reduce consumption of fuel by regulating the use of staff (3) See if you can identify and do something with the sentence fragments in the following: _____________________________________________________________________________________________ RTC KOKATA 69. B. This is not true. Perhaps the best. they should. (2) Use bridges when. can easily qualify In the SO's grade examination. be avoided._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ II.the short telegraphic sentences may be used. total assets. There is a need to exercise economy on all fronts. These are sentence fragments and should. the gross profit on sales and the net income for the period. as far as practicable. as well as affect key figures in the income statement. "XYZ whose quotation is slightly higher than the lowest. An error in the inventory will lead to other erroneous figures In the balance sheet.

B.  The next two persons in seniority will complete 5 years' service as Superintendent in August and September next year. According to the amendment the method of recruitment is proposed to be changed from "by deputation" to "by Promotion by seniority subject to rejection of unit" from the cadre of Superintendents. The duties of a Section Officer vary considerable. the afternoon of 316' December of next year. Those with five years' service in the grade of Superintendent will alone be eligible for promotion.00 57 . EXERCISE ON NOTING.  It will not be in the public Interest to keep the post of Administrative Officer vacant. However. The work in the section has been suffering on many accounts. . Such as proceeding on long leave by two Assistants and non-provision of a substitute in place of one who retired last month. the organisation has formulated a proposal to amend the recruitment rules of the post of Administrative Officer. 6.  The senior most Superintendent will complete 5 years service in the grade sometime in June next year but a disciplinary case is pending against him. _____________________________________________________________________________________________ RTC KOKATA 69._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ A.  Even if the matter is processed on top priority the amendment to the Recruitment Rules is likely to be notified earliest by the middle of next year.f.e.  His parent office has conveyed its concurrence to his further continuance on deputation for a period upto 31st December of next year. Anything from proper marking of dak to scrutinizing the notes submitted by the Assistants.  On consideration of the demand of the Employees Union.I FACTS:  The period of two years of deputation of Shri ABC to the post of Administrative Officer in an organisation will expire on 31st December this year. he will retire on superannuation w.

2001. Have sought immediate repatriation of the officer in view of the prevailing law and order situation.06. The State Government of Maharashtra in their communication vides their Director (Admn. The CBI has justified the extension of tenure of Sh.05.) Sh. EXERCISE ON NOTING -II Ministry of WAL Department of LMN Q. However. Shri Singh whose phototraph was published only last month in Times of India in connection with some problem with his lady private secretary is at present working as DIG in the CBI. 3. Singh.No.Extension of tenure of Sh. Nagpur High Court to look into and recommend steps for complete overhaul' of the entire police set up in Maharasthra. V. an early confirmation would be helpful. which is a very sensitive case and lot of public opinion is being voiced against the delay in concluding the findings.R. F/FR The proposal from CBI reflecting once again their true colour is to extend tenure of Sh. Phattarkine's letter to JS (V) at page 14/corr._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ TASK: Examine the situation and write a Note suggesting a suitable course of action. R. Section Subject: . They have pointed out that communications in this regard was sent twice earlier but no reply was received and as planning of officer's postings are done in advance.16 (Receipt)-P.S. it would be most appropriate to point out at this juncture that owing to the deteriorating law and order situation in the state particularly in its Marathwada and Konkan regions there was a tremendous uproar in the State Assembly and as a consequence thereof the Government of Maharashtra has constituted a one-man commission headed by Justice M. Singh. Chief Justice. Shri Singh is at present heading the team investigating the case of bomb blast in Kalka. Ram Kumar Singh. 2.K. Any change at this stage will lead to further delay in _____________________________________________________________________________________________ RTC KOKATA 69. R.20/Corr. Tarkurrde. 7. CBI SI. as such he completes the deputation period of three years on 31. While writing the note.00 58 . IPS (Maharashtra Cadre).96.K. DIG. He is on deputation to the CBI from 01. The repatriation of the officer is necessary in view of the large number of vacancies existing at this level in the state police set up. please keep in mind the various components of Noting.

from the CBI and would be submitted as soon the same is received. Director (P) . He requested. The file is pending receipt of some additional information. EXERCISE ON REFERENCING _____________________________________________________________________________________________ RTC KOKATA 69. Last week when Shri Singh visited the Ministry to pursue his extension case he was mentioning that his house construction at Gurgaon is nearing completion and for that purpose he has to be in Delhi for a minimum of months. (b) repatriate Sh. We may have to take up the matter with them so that such mundane matters do not affect our efficiency. no officer should normally be given extension of tenure. Of late there has been lot of delay in getting the requisite information from the CBI. (c) seek the orders of PMO in the instant case. Since the word used is "normally" perhaps it may be concluded that in exceptional circumstances extension can be granted._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ the proceedings. On the one hand 'CBI is loading us with one proposal after another for extension of officers but on the other hand they do not care to reply to our queries. We are already examining two proposals from the CBI for extension of the tenure of other two DIGs namely Shri Sukh Ram and Shri Bansi Ram in the organisation. 4. Latest instructions from the PMO regarding tenure appointments are placed at F/B. that if not anything. 8. Singh to six months. Sd/- (Under Secretary) Dtd. his extension should be considered on compassionate grounds. It is for orders as to whether - (a) we may consider extension of tenure of Sh. please identify defects in this note and share your findings in the plenary.(On training) Joint Secretary (E) Task Working in your subgroup. Singh to his home state. 5. though orally.00 59 . 6. According to the instructions.

Paper under consideration on a file will be flagged PUC and the latest receipt noted upon. Notes/correspondence/appendix to notes and appendix to correspondence will be consecutively page numbered in separate series in pencil. 1. In referring to PUC or FR. CORRECT/INCORRECT 2. as FR. Recorded files and other papers put up with the current file will be flagged with alphabetical slips. The serial number of a receipt will be displayed prominently in green ink on the left hand top corner of its first page. In a file. CORRECT/INCORRECT 6. CORRECT/INCORRECT _____________________________________________________________________________________________ RTC KOKATA 69. other slips attached to papers in the current file. Blank intervening pages should also be numbered. CORRECT/INCORRECT 8. Make corrections in the incorrect sentences. Each receipt and each issue will be assigned a separate serial number. CORRECT/INCORRECT 3. in addition to PUC and FR._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ Mark the correct sentences. CORRECT/INCORRECT 7.00 60 . there is no need to indicate page numbers in the margin of the note. There may be. only the notes portion and appendix to notes are referenced. CORRECT/INCORRECT 4. CORRECT/INCORRECT 5. CORRECT/INCORRECT 9.

CORRECT/INCORRECT 11. When a number of papers put up in a case are required to be flagged. The two urgency gradings used for cases are 'immediate' and 'most immediate'. The number of the linked file referred to in the note will invariably be mentioned in the body of the note to facilitate its identification even after it is delinked and the slips are removed. even if copies are available with the officers to whom the case is being submitted. CORRECT/INCORRECT 17. CORRECT/INCORRECT 14. strings of the file board of the lower file will be tied round the upper file. CORRECT/INCORRECT 12. Linking of current files should not be resorted to. the slips will be spread over the entire width of the file so that every slip is easily visible. the linked files will be immediately de-linked after taking extracts and placing them on the relevant files. When files are to be linked. Rules and other compilations referred to in the case should be put up with files. _____________________________________________________________________________________________ RTC KOKATA 69.00 61 . if necessary. After completion of action. One recorded file linked for submission may contain many alphabetical slips._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ 10. CORRECT/INCORRECT 15. CORRECT/INCORRECT 16. CORRECT/INCORRECT 13.

_____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ CORRECT/INCORRECT 18. the number and date of the last communication b. The subject should be mentioned in the communication a. Where Lok Sabha/Rajya Sabha labels are used. may or may not bear a file number b. to all the communications if there are more than one _____________________________________________________________________________________________ RTC KOKATA 69. which require disposal in precedence to others of ordinary nature. CORRECT/INCORRECT 20. it will not be necessary to use "immediate" or "priority" labels. CORRECT/INCORRECT 19. in addition. it will not be reviewed further. in all circumstances b. wherever appropriate c. if the present communication is not from the addressee then to his last communication on the subject c. need not bear a file number c. QUIZ ON DRAFTING TICK THE MOST APPROPRIATE ANSWER:- 1. A draft should always -refer to: a. CORRECT/INCORRECT 9. only if indicated and approved in the note. Once an urgency grading is assigned to a case. Priority label will be used for cases. 2. should bear a file number 3.00 62 . All drafts put in a file a.

need to be given only if the communication to be despatched by post is important 9. letters may be put in separate files. When two or more communications are to issue from the same file to the same addressee on the same date a.00 63 . the typist is expected to know c. c. bottom right hand portion of the page 7. which are to accompany the fair copy c. can be decided after the draft is approved 10. bottom left-hand portion of the page b. 6. may or may not be given c. A decision may be taken to send one of the letters on a different date. The officer concerned will _____________________________________________________________________________________________ RTC KOKATA 69._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ 4. a separate serial number may be inserted before the numeral identifying the year b. designation and telephone number of the officer. over whose signature the communication is to issue a. A draft should clearly specify the enclosures a. 5. Instructions regarding the method of despatch of the communication a. should invariably be indicated in the file b. top right hand comer c.: b. The name. should invariably be indicated on the draft c. The total number of enclosures may be mentioned on the a. an indication to that effect will be given in the draft 8. the typist will be told so b. will be indicated in the draft by the Section Officer b. which are to accompany the file on which the draft is put up. If copies of enclosures referred to in the draft are available and need not be typed a. which are not to accompany the fair copy .

10. ORDER. A decision of the Rajya Sabha Secretariat to print departmentally 5000 copies (cost Rs. a retired Governor of Reserve Bank of India.99(FN) for taking up the appointment as Land Development officers in the Directorate of Land Development. Dehradun is to be put up. 1.NOTE. ENDORSEMENT. An announcement is required to be made to implement the government decision. OFFICE MEMORANDUM.D. RESOLUTION). 3. initial the draft in token of his approval of the draft b.000/- towards refund of security deposit on account of air coolers supplied last year has been rejected due to unsatisfactory performance of the air coolers during the guarantee period.e.f.15. INDICATE WHICH OF THE FOLLOWING 15 FORMS OF COMMUNICATION IS THE APPROPRIATE ONE IN THE SITUATIONS GIVEN BELOW:- ( Forms: LETTER. I. PRESS COMMUNIQUE. LETTER.000. Under Secretary is to be relieved from the Ministry of Rural Areas and Employment. 5.TELEX. PRESS NOTE. 4.02. NOTIFICATION. 01. letter addressed to the Minister.00 64 . _____________________________________________________________________________________________ RTC KOKATA 69. seeking information on appointment of members of faculty in the National Institute of Visually Handicapped. TELEGRAM. w. Replying to an MP's D. Government has decided to appoint a commission to review the direct tax structure and recommend rationalisation thereof.O. 2._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ a. EXERCISE ON FORMS OF COMMUNICATION to be conveyed. Shri X. EXPRESS LETTER. M/s Cool Air (P) Ltd. Is to be intimated that their claim for Rs. The Commission will be headed by Sh.10. Ministry of Urban Affairs & Employment. NOTE. OFFICE ORDER. may or may not initial the draft as approval is available on file.O. ABC.00) of a brochure on 'A Comparative Appraisal of Role of Upper Houses in India & Abroad. The terms of reference have also been finalised. D. always mark the draft as "immediate" or "priority" c.

The form ------------------------------. The form--------------------. The form Office Memorandum can never use the first person or the second person.00 65 . Fill in the blanks:- 1. 3. The form --------. nor does it bear any salutation or sent from one Section to another within the same Ministry for collecting information. INDICATE 'CORRECT' OR 'INCORRECT'.uses the language in a personal and friendly tone but is addressed to an officer of equal or upto two levels higher than the officer who is writing. the form Office Memorandum may be used. While returning an application in original to the official for complying with certain requirements.---------------------. 4. 1. An Express letter is actually in the form of a letter and sent through speed post. The first appointment offer is sent to a successful candidate from the open market in the form of an Office Memorandum. (Correct/Incorrect) 2. (Correct/Incorrect) 5._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ B. (Correct/Incorrect) 3. (Correct/incorrect) 4. CORRECT IT).uses formal language and is addressed normally to the head of the organisation. (Correct/Incorrect) used when cost of telegram is not _____________________________________________________________________________________________ RTC KOKATA 69. The form---------------------------. 2. Permission to dispose of a flat may be given to an officer through Office Order. (IF INCORRECT.

can be enlarged or condensed of edited by the Press. 5. As in the absence of your response we cannot finalise the scheme. Returned in original with the remarks that the applicant has not yet completed the period of cooling for one year since his return from his last deputation. Name the form(s) of communication in which we can use the following expressions: - 1. 3. Seeking concurrence of the Ministry of Law 4. Name the form of communication for:- 1. designation etc._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ justified. With the approval of the competent authority. The content of a -----------------------. Transferring a Parliament Question from one Ministry to another 5. required by them E. I shall be grateful if you would expedite reply. 4. 2.B. Intimating Election Commission the names.. it has been decided that the seating arrangement of stenographers of this Ministry with immediate effect will be as follows: _____________________________________________________________________________________________ RTC KOKATA 69. Waiving Recovery of Losses 2. D. 7. Department of Health is requested to make available to this Ministry their views on the issues raised in the preceding paragraph. 5.informed that this Department has no objection to his enrolment in the IGNOU for MBA course. Request wire number of custodial deaths in Calcutta Central Jail last six months. Shri A.00 66 . of the polling parties. Section Officer. Establishing an Attached Office 3. 6. You are requested to nominate an officer of appropriate rank to participate in the Seminar of Agricultural Prices. is hereby.C.

The only thing which we have to ensure is that: i) they do not present India/Indians in any objectionable manner. and (ii) a draft I. it is necessary for them to make use of the Indian locale.D. __________________________________________________________________ SI.No. EXERCISE ON DRAFTING . 3. A copy each of the papers mentioned hereunder is forwarded to ---------. Tokyo seeking the permission of Government of India to shoot a part of their film "The Train" in India. (i) (ii) 9. _____________________________________________________________________________________________ RTC KOKATA 69. 11. As you may recall. 10.D. Hence. NOTE Please read the following note and attempt.00 67 . to present the story in an authentic manner. Sanction of the President is hereby accorded under Rule 10 of the DFPR to write off the irrecoverable loss of Rs.only being the book value of the following articles of this Department. 2..2002 received from the Universal Motion Pictures Ltd. Note to Ministry of External Affairs. They have also enclosed a copy of the script of the film which they are producing and this includes some sequences which involve Indian locations. They only seek facilities to complete their work in India._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ 8. It is our policy to permit such facilities on merit whenever foreign parties come to India.for information and necessary action. 26(R) (p. if you consider necessary.000/.01.68/c) This is a letter dated 28.LETTER & I. (i) a draft letter addressed to the Universal Motion Pictures Add endorsements. during the meeting in Vigyan Bhawan held in August last we had discussed the issue of mobilising resources for adult education in the tribal areas of Madhya Pradesh. Their request does not involve any expenditure on our part. and ii) they do not shoot anything else except as laid down in the script which has been approved by us.

which they would require for their work in India.P. 3. The Department of Revenue on our recommendation has to issue instructions to the Customs authorities to permit temporary import of the technical equipment required in such cases.(P. before we communicate our `No Objection' to those as mentioned above.02. lens. Thus. 6. The request also involves permitting the foreign party in question to bring certain technical equipment like raw film.No. motion picture cameras.No._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ To ensure (i) we have also to seek the approval of the Ministry of External Affairs so that the film has no political overtones and for the purpose of (ii) it has been our practice to attach a liaison officer with the foreign teams so that he can see that nothing else than what has been approved by us is shot by the party.C.. we may in the first instance forward a copy of the script to Ministry of External Affairs for their clearance.2002 W. 28(R) (p.C.27(l) (p. However.2002 DS(F) Sd/ Please issue.69/c) Sl. etc. on receipt of clearance from MEA.00 68 . Gupta) 23. we have to consult the Ministry of External Affairs. I have gone through the script submitted by the party and there is nothing objectionable regarding the portion which they want to shoot in India. write to the Department of Revenue to issue instructions to the Customs authorities to permit the party for import of the technical equipment as per the list given by them.R. SI. Sd/. we may. 4. DS (F) may kindly see before the action as suggested in para 4 is taken. Sd/. Gupta 21. This material will of course be taken back by them on return but to get it cleared government permission to the Customs authorities is necessary. As regards the technical equipment.2.70/C) _____________________________________________________________________________________________ RTC KOKATA 69.

Goyal) 22. Sd/. We have received clearance from the Ministry of External Affairs and they have no objection to our permitting the foreign party to shoot the relevant portion in India. We may now convey our permission to the Universal Motion Pictures and write to D/Revenue for customs clearance.3.3. EXERCISE ON DRAFTING . Divisional Engineer (Telephones).o.R.(P. MTNL.110 001. Please draft a d.O.2002 JS/(F) Sd/-21. language and style.2002 above may kindly be seen to recall the case._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ Note dated 21.29 (I) (p.2002 US/(D-I) Please issue.3. Goyal) 21. No. K.2002 DS/(F) Sd/-21.2002 W. requesting him to issue instructions to the concerned officers for removing the faults in the two telephone connections.21. Dubey.2002 DS/ (F) Sd/.OFFICE MEMORANDUM TASK: Redraft the communication given below removing all the defects of form. SI. _____________________________________________________________________________________________ RTC KOKATA 69.P. Sd/. LETTER Two telephone of your office are not working properly for the last two months and complaints to. 198 and the local telephone exchange have not yielded any result.2.00 69 .3.letter from the Director (Administration) to Sh.D.3.71 -73/c) 11. JS (F) may kindly see for approval. New Delhi . Jeevan Bharti. EXERCISE ON DRAFTING.(P.P.P. 12.

Yours faithfully. New Delhi The 12 March._____________________________________________________________________________________________ Noting and Drafting _____________________________________________________________________________________________ Department of Science and Technology Technology Bhawan. The ad-hoc promotion would not confer upon him any right to regularisation or seniority in the grade of Section Officer.3. Task: Draft an Office Order conveying the decision.2002.2.2002.OFFICE ORDER It has been decided that Shri Dayal Singh. that all Stenographers should be trained in word processing software and hereafter they should do their all typing work on computer only.2. All should be punctual and regular in attending the classes and derive maximum benefit of it. 2002 OFFICE MEMORANDUM In connection of this Department's Office Order No.6500-10500 for a period of four months w. the date he takes over the charge of the post of Section Officer in Administration- III Section. it has been decided that all PSs /PAs/ Stenographers will attend the training course on computers to be held from 25. EXERCISE ON DRAFTING .2002.2002 to 2. (XYZ) UNDER SECRETARY (ADMN) 13.00 70 .e. This decision has been taken at the instance of the orders MOS ( S&T) vide his note to the Secretary dated 1. _____________________________________________________________________________________________ RTC KOKATA 69.23/5/2002-CM dated 23.4. Assistant in the Ministry of Agriculture posted in Parliament Desk is to be promoted as Section Officer on ad- hoc basis in the scale of pay of Rs. No staff will be sanctioned any type of leave during this period. where under personal computers were distributed to the senior officers.f.