DEFENCE HEADQUARTERS

TRAINING INSTITUTE

DRFTING AND
FORMS OF COMMUNICATIONS

By
RATNESH BHARATI
DY DIRECTOR
 OBJECTIVES
After the sessions Participants will be able
to :
- MAKE A SYSTEMATIC APPROACH TOWARDS
DRAFTING.

- DESCRIBE VARIOUS FORMS OF

COMMUNICATION & THEIR TARGET GROUPS.

- MAKE AN EFFECTIVE DRAFT COMMUNICATION.

 WHAT IS A DRAFT ?
A rough sketch of a communication to be
issued after approval by the officer.
Basic Questions on Principle of Drafting
• Is a draft necessary?
• Who should be addressed & who will sign?
• What is the relationship?
• What should be the form?
• What is the intention of the decision?
• What details to call for?
• Should a proforma be prescribed?
 FORMS OF COMMUNICATION
• LETTER • OFFICE ORDER

• DO LETTER • ORDER

• OFFICE MEMORANDUM
• NOTIFICATION
• ID NOTE
• RESOLUTION
• E-MAIL/TELEX
• PRESS
NOTE/COMMUNIQUE
 LETTER

• PURPOSE • TO
• FOREIGN GOVTS
TO CONVEY/SEEK:- • STATE GOVT
• HEADS OF
INFORMATION, ATTACHED/SUBORDINA
TE OFFICES
VIEWS,
• STATUTORY
DECISIONS,
AUTHORITIES
DIRECTIONS ETC
• PUBLIC
ENTERPRISES/BODIES
• MEMBERS OF PUBLIC
TYPES OF LETTER

 SERVICE LETTER

 LETTER TO CIVILIANS

 GOVT OF INDIA LETTER

 DO LETTER

• PURPOSE • TO WHOM

• TO INTERCHANGE • ANOTHER GOVT

OR COMMUNICATE OFFICER(NOT
OPINION OR INFO BELOW ONE OR
INFORMALLY TWO LEVLS)
 OFFICE MEMORANDUM

• PURPOSE • TO WHOM

• INTER- • ANOTHER
DEPARTMENTAL MINISTRY/DEPTT
COMMUNICATION • ATTACHED/
• TO CALL SUBORDINATE
FOR/CONVEY INFO OFFICE
(NOT AMOUNTING • EMLOYEES
TO AN ORDER TO
EMPLOYEE)
INTER DEPARTMENTAL NOTE

• PURPOSE • TO WHOM

• TO OBTAIN • ANOTHER
ADVICE/VIEWS/CON DEPATMENT
CURRENCE • ATTACHED AND
• TO SEEK SUBORDINATE
CLARIFICATION OF OFFICE
EXISTING RULES
INSTRUCTION ETC
 TELEGRAM/SIGNAL

• PURPOSE • TO WHOM

• TO DEMAND • OUTSTATION PARTY

PROMPT
ATTENTION
 OFFICE ORDER

• PURPOSE • TO WHOM

• TO COMMUNICATE • OFFICERS/SECTIONS
INTERNAL UNITS WITHIN DEPTT
ADMINISTRATIVE
DECISIONS
 ORDER

• PURPOSE • TO WHOM

• TO COMMUNICATE • TO NONE
FINANCIAL SPECIFICALLY
SANCTIONS/GOVT
ORDERS IN • TO THE OFFICIAL
DISCIPLINARY
CONCERNED IN
CASES/SERVCE
DISCIPLINARY
MATTERSVIZ
CASES
APPOINTMENTS,PR
OMTION ETC
GOVT OF INDIA NOTIFICATION

• PURPOSE • TO WHOM

• FOR NOTIFYING IN • MANAGER OF GOVT

GAZETTE:- PRESS
PROMULGATION OF CONCERNED
STATUTORY RULES/
REGULATIONS
APPOINTMENTS/
PROMOTIONS OF
GAZETTED
OFFICERS
 RESOLUTION

• PURPOSE • TO WHOM

• TO MAKE PUBLIC • NONE SPECIFICALY

ANNOUNCEMENT
OF DECISIONS OF
GOVT IN
IMPORTANT
MATTERS OF
POLICY
PRESS NOTE/COMMUNIQUE

• PURPOSE • TO WHOM

• TO GIVE WIDE • NONE

PUBLICITY TO A SPECIFICALLY
GOVT DECISION
THROUGH PRESS,
RADIO ETC
 ENDORSEMENT

• PURPOSE • TO WHOM

• REPLY ON THE • SENDER OF THE

ORIGINAL LETTER ORIGINAL
ITSELF COMMUNICATION
• TO FORWARD COPY • NOT USED FOR
TO ANOTHER COMMUNICATING
DEPTT/OFFICE FOR WITH STATE
INFO/ACTION GOVT/UPSC ETC
 CIRCULAR - ADVERTISEMENT

• CIRCULAR
USED FOR CIRCULATING INTER / INTRA
DEPARTMENTAL MATTERS

• ADVERTISEMENT
USED FOR PUBLISHING THROUGH PIB
 DRAFTING TECHNIQUE

LANGUAGE
• PRECISE & UNAMBIGUOUS
• COMMON TERMINOLOGY
• DO NOT INCLUDE ANYTHING MORE THAN
NECESSARY
BASIC REQUIREMENT
• CLARITY OF CONTENTS
• BREVITY
LANGUAGE – COMMON DEFECTS

• DISORDERLY ARRANGEMENTS
• INSINUATIONS
• MISSING IDEAS / MISSING CONNECTORS
• PADDINGS
• LENGTH OF A SENTENCE
I) FOG INDEX
II) MANY IDEAS IN ONE SENTENCE

D I M P Le
DISORDERLY ARRANGEMENT

• THE OFFICIAL STATEMENT ON THE

MARRIAGES OF REFORMED PRISONERS WITH
THE INMATES OF THE NARI NIKETAN, HELD IN
THE JAIL COMPOUND, IN THE LOK SABHA
MADE IT VERY CLEAR…………
• A DISCUSSION WAS HELD ON EVE-TEASING IN
THE MANAGING DIRECTOR’S CHAMBER
 INSINUATIONS

IT IS VERY SURPRISING AND

EXTREMELY PAINFUL TO NOTE THAT
DESPITE THERE BEING FIVE
REMINDERS NO INFORMATION HAS
BEEN FURNISHED TILL TODAY.
 MISSISNG IDEA

A REFERENCE FROM EXECUTIVE

ENGINER (CIVIL) CPWD INDICATES
THAT THEY HAVE ACCEPTD OUR
REQUST TO UNDERTAKE CIVIL REPAIR
WORK FROM THE NEXT WEEK.
COORDINATION WING HAS ALREADY
ISSUED DIRECTIONS FOR NOT
ACCEPTING NOMINATIONS OF OUT-
STATION APPLICANTS
 SHORT & SIMPLE SENTENCES
• 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,
financial institutions and the members of Public, but they also
serve as a history of the Department and act as induction
material for newly recruited officers and therefore they should
be retained covering all the divisions of the Department.

• Records should be retained for two reasons. Firstly for

reference by those in the Department and secondly for
information required by members of Parliament, financial
institutions and members of public. Besides, the records serve
two other purposes: source material for history of the
Department and induction material for newly recruited officers.
Therefore, every division of the Department should retain
records
 IT DOES NOT CONVEY
 The new building of the Institute of Secretariat
Training and Management at Tughalakabad has
now been completed and we have requested the
DTC for regular bus service from its main
terminals.

 The new building of the ISTM at Tughalakabad has

now been completed. We shall start operating
from there soon. Because our own staff and most
of the trainees will be required to reach the
Institute from all parts of Delhi. Since
Tughalakabad is not very well connected , we have
requested the DTC for regular bus service from its
main terminals
 PADDINGS

1. I AM FURTHER TO POINT OUT…….

2. I WOULD ALSO LIKE TO ADD THAT….
3. MOREOVER, YOU WILL ALSO OBSERVE
THAT ………
4. THE QUESTION IS UNDER ACTIVE
CONSIDERATION.
5. IT IS AN ESSENTIAL CONDITION.
6. THE BOARD HAS EXAMINED OUR
REQUEST. THEY ARE PREPARED TO
ALLOCATE TWO ACRES OF LAND TO US.
 AN EFFECTIVE COMMUNICATION SHOULD

• IDENTIFY SENDER;

• ADOPT RIGHT FORM;

• VISUALIZE RESPONSE;

• AVOID REDUNDANCY/VERBOSITY/REPETITION;

• STEER CLEAR OF CIRCUMLOCUTION;

• BE UNIFORM & CONSISTENT;

• RESULT IN DESIRED RESPONSE

• BE DIVIDED INTO PARAGRAPHS

 AN EFFECTIVE COMMUNICATION SHOULD

• HAVE COHERENT FLOW OF IDEAS

• BE LOGICALLY SEQUENCED

• HAVE REFERENCE TO PREVIOUS CORRES.

• BE INITIALED BY APPROVING OFFICER; AND

• ADD A SUMMARY IF LENGHTY & COMPLEX.

LETTER
DO LETTER
OFFICE MEMORANDUM
ID NOTE
OFFICE ORDER
ORDER
NOTIFICATION
RESOLUTION
PRESS NOTE/COMMUNIQUE
ENDORSEMENT
THANK YOU