Professional Documents
Culture Documents
Language Skills
Draft
Drafting
Contd…..
Is it logically sequenced?
Does it have proper urgency/ security
grading?
Is it logically sequenced?
Contents of a Draft
Identifying the sender
Adopting the right form
Visualizing the response
Clarity, consistency and uniformity
Redundancy, verbosity and repetition
Providing a summary for lengthy draft
General Instructions
Language should be simple and clear.
Lengthy sentences, idioms and phrases should be
avoided.
Views of Govt./office should be specifically expressed.
Lengthy communication should be concluded with a
summary.
Contd….
Subject matter should be mentioned.
File number of draft should be given.
Specify the enclosers, if any.
Name ,designation and phone number of sender.
Sufficient margin for correction.
Slip bearing D F A Should be attached.
Urgent/Immediate slips ,if necessary.
Contd….
Enclosures reference, if any.
Endorsement, if required.
Addressing by name, if necessary.
Read again to ascertain facts.
Proof reading and specify mode of post i.e. speed
post/Regd.post/ Insured parcel etc..
Demi official Letter
D.O. if personal attention is required.
Style should be direct, personal and friendly.
Preferably short limited in one page only.
Between officers of equivalent officers or one rank
above the sender.
D O to non-officials and public representatives.
Style of drafting a letter
Heading(Printed letter head).
Number and date.
Address of recipient.
Subject.
Salutation.
Main body-
(i)Reason for writing
(ii)Letter contents (iii)Concluding para
(iv)Summary for lengthy draft.
Sender’s’ name, designation etc.
Enclosure ,if any.
Endorsement if required.
.
Forms of written communication
Letter
D O letter
Office Memorandum
U O note
Order
Office order
Notification
Circulars
Contd…
Resolution
Press release
E. O .I .
N. I. T.
M.O.U.
Advertisement
Specimen of a letter
No. MOF/DOE/ pe/2021-22/…Dated…..
Government of India
Department of Expenditure
North Wing, Central Secretariat
New Delhi 110001.
To,
…………
………..
………..
Subject: …….
Sir/Madam,
With reference to your letter No……dt….. on the
above subject, I am directed to…..
Yours faithfully,
ABC
Under Secretary
Phone Number: ………
Exercise
Write a D O letter from Accountant General
(G S SA)Karnataka to the Principal Secretary
(Finance),Govt. of Karnataka asking him to provide
necessary accommodation and supply proper records
in time to Audit parties.
Any Questions please
Thanks
Prabhakar Joshi,
Retd.Sr.A.O./IAAD