(vii) The name of the Officer who is to sign the fair copy should be typed in

brackets above his designation and also his telephone number. In demi Official
letter, however the designation will not be given below the name;

(viii) Enclosure to accompany a communication, should be indicated by

drawing an oblique line (/) in the margin against the paragraph in which the
enclosures are referred to. The number of enclosures should be typed at the bottom
on the left side of the fair copy (Enclosures Nos.)

(ix) To ensure legibility, not more than 8 copies should be taken out at any
one time. When more than 16 copies are required a stencil should be out;

(x) The Typist should type his initials with the date on the left hand corner of
the fair copy e.g. cs/1979.

(xi) Further detailed instruction regarding typing carbon main folding, stencil
cutting etc., which should be borne in mind by the typing staff are given in
Appendix-3.

82. Comparison: The Assistant should carefully compare the fair copies,
verifying the addresses and other details with the approved draft. He should ensure
that the enclosures are indicate indicated by a oblique line (/) in the margin of the
fair copy against the paragraph in which they are referred to, so that the enclosures
are also pinned to the fair copy and initial the fair copies in token of having
compare them.

83. Submission of fair copies for signature: The Assistant will then place the
air copies in the file and then send them for signature to the concerned Officer. Fair
copies moving up and down should be treated as ‘Immediate’.

84. On return of the fair copies, the Diarist in the Section should check
whether all the fair copies have been signed by the Officer, whether enclosures have
been correctly attached and that correction, if any, made by the Officer while
signing are carried out in all the copies. He will then pass on the signed fair copies
together with office copy / draft to the R & I section retaining the file (s) with or
without draft with him. Where the draft has also been sent with fair signed copies
to the R & I section for issue, he will make a note of the dispatch of the draft with
fair copies for issue in the margin of the notes portion of the file, and in other cses
in the margin of the draft of the file.

85. The diarist will not date the letters sent for issue, but leave the space for
giving date of issue blank to be filled in by the R & I Section at the time of actual
issue. In case of files and un-official references are sent to the Diarist direct to

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