Académique Documents
Professionnel Documents
Culture Documents
A.
B.
Noting
Drafting ( Letters)
NOTING
(i)
(ii)
(iii)
LETTERS
1.
2.
Letters of Application
Letters to News Paper
Official Letters
1.
Letter
2.
Demi-Official Letter
3.
Office Memorandum
4.
Telegram/Fax
5.
Office Order
6.
Order
7.
Inter departmental Note
8.
Notification
9.
Resolution
10. Press Communiqu/Note
11. Endorsement
12
Circular
13. Advertisement
Informal Letters (Social Letters)
(a) Friendly Letters ( to relatives & friends )
(b) Notes of Invitation ( RSVP & Dress Code )
Heading
(a)
(b)
Writers Address
Date
Letter
st
1 Part Address
2nd Part -
Dear Mukesh,
Thank you very much for your letter which came this morning. am
glad to hear that you are better and are getting about again. What a time
you must have had ! Two months in bed ! I wonder how you could
stand it. But, thank God, it is all over and you are nearly will
rather weak at first, but I am sure you will soon pick-up strength.
3rd Part
I cannot write more just now, but I will send you a longer letter in
a few days. I hope we shall be able to meet soon.
4th Part -
Leave taking
Words & name
NOTING :
1.
Definition
2.
Guidelines
3.
4.
5.
Urgency Grading
6.
Most of the cases dealt with in Government of India can be divided into the
following five categories:
1.
2.
3.
4.
5.
The following guidelines are given for dealing with noting on the above five
categories of cases:
A.
Purpose:
i.
ii.
iii.
Sequence:
iv.
v.
vi.
vii.
What are the priorities for solution and which should you choose first?
What is the origin of the problem - political, psychological, human,
sociological or administrative?
What is the background or cause of the problem? How has it arisen?
Is it ripe enough for a solution? Can it be modified?
Data:
viii. If more information is essential for a solution, you can prepare a pro forma
for all required data.
- Dont ask for information piecemeal. Ask for all details which are both
necessary and sufficient.
ix.
If the problem is to be solved, what is the Rule position?
Solution:
x.
In these cases, a short para in respect of each of the following questions would
suffice:
i.
ii.
iii.
iv.
v.
vi.
C.
D.
Routine/Repetitive cases:
In respect of these cases, A standard Process Sheet which means a
standard skeleton note developed for a repetitive item of work indicating
pre-determined points of check or aspects to be noted upon should be
used. In non-repetitive cases, a fair draft should be put up without any
noting.
E.
Unnecessary cases:
These should be filed at the dak stage itself by the Section officer or desk
functionary recording in brief the reasons why no action is necessary.
They should be kept in File O bundle, i.e. cases to be kept wit the
Daftary and destroyed on 31st December of every year.
DRAFTING
Definition
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?
Avoid
Summaries -
SENDER
RIGHT FORM
RESPONSE
CLARITY, CONSISTENCY
UNIFORMITY
REDUNDANCY, VERBOSITY
CIRCUMLOCUTION, REPETITION
COMPLEX & LENGTHY
FORMS OF COMMUNICATION
The specimens of different forms of communication generally used by various
functionaries of the Government of India, are given here-in-below. A particular form of
communication is adopted for a specific purpose with a specific target group to be
addressed. Each form has a use and, in some cases, phraseology of its own. Only black
or blue ink will be used in communications. A small margin of about one inch will be
left on all sides (left, right, top and bottom) of each page of communications to ensure
better preservations of records as at times the paper gets tom from the edges, making
reading of the documents difficult.
1.
LETTER
2.
DEMI-OFFICIAL LETTER
3.
OFFICE MEMORANDUM
4.
TELEGRAM
5.
OFFICE ORDER
6.
ORDER
7.
CIRCULAR
8.
INTER-DEPARTMENTAL NOTE
9.
NOTIFICATION
10.
RESOLUTION
11.
12.
ENDORSEMENT
13.
ADVERTISEMENT
METHOD OF DELIVERY
14.
FAX facility
15.
REGISTERED POST/REGISTERED AD
16.
SPEED POST
17.
Dated:..
To
The Director General,
Central PWO, Nirman bhavan,
New Delhi
Sub:
Ref:
Sir,
With reference to your letter No ................ dated....... on the subject cited
above.........., I am to inform you that........................
Yours faithfully,
Sd/(A.B.C.)
For General Manager
Copy forwarded for information /action to:
(1)
(2)
Sd/(A.B.C.)
X Y Z
.
No.
Government of India
Ministry of Defence
Ordnance Factory Board,
Ordnance Factory
Kanpur-208009
Dated:..
My dear/Dear Shri.........
We propose to draw up a model scheme for.................. 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. I may add that we intend circulating the draft scheme formally to all
departments in due course for their comments.
With regards,
Yours sincerely,
(X, Y, Z)
Shri
(3)
Telegram : This form is used for communicating with out-station parties in matters
demanding prompt attention. The text of the telegram should be as brief as
possible.
(a)
(b)
Immediate (iv)
Grading : (i)
Immediate
SVH
(ii)
Operation
TELEGRAM
STATE
MILITARY
DCOMAH
BOMBAY
NOT TO BE TELEGRAPHED
(A, B, C)
Under Secretary to the Govt. of India
Copy by post in confirmation
To
The Director of Census Operation,
Maharashtra Sachivalaya,
Bombay
(A, B, C)
Under Secretary to the Govt.of India
(5)
OFFICE ORDER: This form is normally used for issuing instructions meant for
internal administrations, e.g. grant of regular leave, distribution of work among
officers and sections, appointments and transfers, etc.
NO
GOVERNMENT OF INDIA
(BHARAT SARKAR)
DEPARTMENT OF.........
(............... VIBHAG)
New Delhi, the
OFFICE ORDER
Shri XYZ, a permanent Lower Division Clerk in this Department is granted
earned leave for ....... days from ....... to........ with permission to prefix ... ..... a public
holiday, to the` leave.
It is certified that but for his proceeding on leave, Shri XYZ would have
continued in the same post.
(A, B, C)
Under Secretary To the Govt. of India
Copy to:
1. Office Order File
2. Cashier
3. Section concerned
4. Shri X,Y,Z, LDC
(6)
ORDER : This is used for issuing certain types of financial sanctions and
for communicating Government orders in disciplinary cases, etc. to the
officials concerned.
NO
Government of India
(Bharat Sarkar)
Department of......
(........Vibhag)
New Delhi, the
ORDER
Sanction of the President is accorded under rule 10 of the Delegation of
Financial Powers Rules, to the write off irrecoverable loss of Rs.5000/-(Rupees Five
Thousands only) being the value of the following articles belonging to this department.
(1) XXXX
(2) XXXX
(A,B,C)
Under Secretary to the Govt.of India
Tele. No.......
Copy forwarded to:
1.
2.
3.
(7)
Subject: ___________________________________
The present rules regulating the issue of identity cards provide interalia that
----------------------------------------------------2.
A question has now arisen whether....................
3.
4.
5.
This department will be grateful for the advice of the Department of Legal
Affairs on the issue raised in pares 4 above.
(X.Y.Z)
Deputy Secretary
Tele. No.
Department of Legal Affairs (Vidhi Karya Vibhag) (Shri...............)
Shastri Bhavan, New Delhi
--------------------------------------------------------------------------------------------------Department of........ (Vidhi Karya Vibhag) I. D. No........ Dated......
PRESS COMMUNIQUE/NOTE
In response to public demand, the Government of India has appointed a
Commissionto go into the problem of ......................... and make suitable
recommendations to the Government.
2.
The Commission will consist of Shri............ ... ....... as Chairman and the
following as members:
1.
2.
3.
3.
In making its recommendations, the Commission is expected to give
consideration to the following matters:
(a)
(b)
(c)
4.
No......................
Forwarded to the Principal Information Officer, Press Information Bureau,
Government of India, New Delhi for issuing the communique and giving it wide
publicity
(ABC)
Joint Secretary to the Govt. of India
12.
13.
E-mail:
This is a paperless 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 NO. 1
No. 1034/Estt /08
Estt. Section
Dated: 10th August2008
Sub: Issue of NOC to Visit USA
Shri .. CM-I has submitted an application for exIndia Leave for 60 days from 01-09-2008 to 30-10-2008 to visit USA to meet
his brother with his wife and son. He has also submitted Part-I, II, III &
Proforma duly filled and requested to issue NOC to visit USA.
2.
As per rule the Head of the Department i.e. General Manager is the cadre
I/C Estt.
WM/A
AGM/A
GM
This Organization have no objection to his acquiring of an India Passport & visit
USA. The undersigned is duly authorized to sign No Objection Certificate
)
For General Manager
NOTING - 3
Sub: Posting of JWM/Asstt Foreman
OFIL KN is catering the training needs of all Group B and C employees of
North Zone Ordnance Factories besides other Factories & Allied Establishments. At
present this Institute is facing lot of inconveniences due to deficient strength of Faculty
Members.
02.
OFIL KN has the sanctioned strength of 9 JWMs & 7 Asstt Foremen. At present
against the above sanctioned strength, only 8 JWMs and 1 Asstt Foreman is posted to
this Unit. Further, one JWM namely Shri .. is going be retire in this
month which will further reduce the strength of JWMs.
03.
approval.
Submitted please.
FM/Estt
PD
DFA PL.
DO No. 02/PD/OFIL KN/08
Dated:
My dear
I am writing this D.O. to seek your kind help in meeting deficient strength of
JWM and AF(T) posts of this unit. The sanctioned strength vis--vis existing strength
of these two categories are given here under:Sl. No.
1.
2.
Name of the
post
JWM/T
Sanctioned
Strength
09
Existing
Strength
*06
Deficienc
y
*03
07
02
05
Asstt.
Foreman/T
Remarks
*One JWM is
retiring
in
February11
As seen from the above, the total deficiency will be 9 in near future. Thus,
besides Five AFs, the replacement of these JWMs are to be posted early so that they
can pick up the faculty work and other miscellaneous work being looked after by them.
I would therefore like to request you to kindly look into the matter and favour
this OFIL by posting JWMs and AFs preferably having teaching interest with good
academic background at the earliest so that the activities of this unit are taken care of in
an effective manner and depleted manpower may not be a hurdle in smooth functioning
of this unit.
With kind regards,
Yours
(
Shri
, IOFS
Member/Per,
Ordnance Factory Board,
10-A, S. K. Bose Road,
KOLKATA 700 001
DATED:
To
The PC of A (Fys)
Office of Principal Controller of Accounts (Fys)
10-A, S.K. Bose Road,
KOLKATA-700 001
FAX MESSAGE
FROM: OFIL KANPUR
REPEATED: RCS
(CR)
TO
: AMBORD NAGPUR
AMBAJHARI, NAGPUR
RAJNISH
KUMAR,
PC
OF
A(FYS)
KOLKATA
HAS
MADE
TO 29-03-2008, THE
BILL
PERSONAL
RCS
(CR),
AMBAJHARI,
NAGPUR
(.)
FOR
ENCL: AS ABOVE
(
)
OFFICER-IN-TY-CHARGE
Friendly Letters
Alok
Family Letters
Letters to and from family are a tonic. A letter of good cheer from someone in
the family can be a great source of solace, inspiration, encouragement and freshness in
these days of dark times. Family letters should incorporate in them the qualities of
sincerity, simplicity, originality and warmth. They should not be a routine affair.
Cultivate the habit of writing lively and interestingly family letters.
10, HIG
Saket Dham,
NEW DELHI-09
15TH August08
Dear Rahul,
Your long and ominous silence has puzzled all of us. You have never been before
so tardy in writing about yourself to us. Why so much delay? We have written you
three letters in succession during the past fortnight but without any reply.
My son, are you not well, or are you in some trouble? We hope there is nothing
to worry about. Your mother and sister are very worried to know about your well-being
and therefore, anxious to come to you. In case you dont reply by returned post, I will
have to escort them to you.
Write immediately and let us know why this silence? Whats the matter? You
need not hide anything from us. If there is any problem we can certainly help you out.
If it is because of your sheer laziness, cast it away at once and do write promptly, or
come over here at the earliest.
My dear Rahul, you dont know how thirsty we are to receive the good news
from your end.
Reply soon. With our blessings,
Yours Papa
Vivek Rai
Will you very kindly publish my letter in you paper so that the higher authorities may come to
know of it and warn those who are responsible for it?
Date:
Yours sincerely,
(Moti Lal Saxena)
On Birth Control
Jeevan Gandhi,
24, Nai Basti, Kalyanpur
KANPUR-208 018
To,
The Editor,
The Hindustan Times
Mall Road,
KANPUR-208 001
Sir,
Over population is one of the greatest problems our country has been facing. It is
high time that we do something to curb the growth rate of our population today and
now, otherwise, tomorrow may be too late. Let us take the problem seriously to reduce
our population to the manageable proportion. Sterilization, use of contraceptives and
late marriages should be encouraged. A nationwide door to door campaign is the need
of the hour to educate the masses in this connection. The mass media should also take
up the issue on war footing.
Offering of economic and other incentives to the govt. employees and the public
in general should be a welcome step. In consideration of allotment of quarters, flats,
building loans, promotions, the size of the family may also be taken into consideration.
There are many myths regarding the large population. One of these is that a large
population is needed to fight and win a modern war. We should not overlook the hard
fact that wars are fought and won with mind, machines and not muscles. Militarily
most advanced countries like America and Russia have a controlled and thin
population. The over population creates problems regarding supplies, civil defence,
morale and discipline during the war. In the context of possible atomic war, the number
of heads becomes quite meaningless.
Moreover may other serious problems like unemployment, food, heath, housing
are the direct result of over population. We should not hesitate even if we have to take
some drastic steps in this direction. Special measures have to be devised to achieve the
desired results.
Yours Sincerrely
Dated:
( Jeevan Gandhi )
To
The Secretary,
Union Public Commission,
Dhaulpur House,
New Mehrauil Road,
NEW DELHI-110 045
Dear Sir,
In response to your advertisement in the Times of India dated 10 th August
2008 for the post of Junior Works Manager(IT), I beg to offer myself as a candidate,
as I am sure I have all the necessary qualification and experience required for the job.
My present employers are entirely satisfied with my work and conduc, but the
post offered here has better prospects from salary, perks and the career point of view.
In view of the facts, given in my bio-data, enclosed on a separate sheet, you will
not deny me the chance to prove that I possess the requisite taste and spirit for the post,
I am applying for.
I shall look forward eagerly for a letter of interview at your earliest convenience.
Thanking you,
Yours faithfully
Encl: as above
Dated:
( Bhanu Pratap Singh )
Bio Data
1
2
3
4
b) Permanent
Educational Qualification
Experience
7
8
9
10
Salary Expected
Mother Tongue
Languages Known
Whether SC / ST
:
:
:
:
Declaration : I certify that the above information is correct and complete to the best of
my knowledge and nothing has been concealed/distorted. If at any time, I am found to
have concealed/distorted any material information, my appointment shall be liable to
summary termination without any notice or compensation.
Dated:
Signature
To
The Principal Director,
Ordnance Factories Institute of Learning,
Kalpi Road,
KANPUR-208 009
Sir,
With due respect I beg to state that I have been laid down with malaria fever for
the last three days. Therefore, I have been unable to attend my duties. I was not even
in a position to write an application for sick leave. Now, the fever has subsided and the
doctor has advised me a weeks rest. Hence, I request you honour to grant me sick
leave for 10 days with effect from 16th August08 to 25th August08.
The medical and fitness certificate will be submitted when I join my duties.
Thanking you,
Yours sincerely,
(
Dated: 20-08-2008
JWM/OFIIL KN
Notes of Invitation
All formal notes of invitation are in the third person and have almost a fixed and standard
language, but many variations are possible in the choice of printing and the placing of the wordings in
specified lines.
For wedding, we say, request the pleasure of your presence and for dinner, reception,
inauguration, we say, request the pleasure of your company.
To solicit a reply we use, R.S.V.P. It is a French term : Respondez sil vou plait and means
Reply, will you please.
1
Formal Invitation
Mr. and Mrs. S N Singh
Request the pleasure of the company
Of
Mr. and Mrs. P N Jindal
at Lunch
on Sunday, the seventh of September2008
at 13:00 Hrs.
at their residence, 10, Mall Road Kanpur
R.S.V.P.
--------------------------------------------------------------------------------------------------------2.
Formal Invitation
S. Yamdagni, IOFS
Principal Director, OFIL Kanpur
requests the pleasure of the company
of
Shri A. K.Rai, IOFS
General Manager
Ordnance Factory, Kanpur
at Dinner
on Sunday, the fourteenth of September 2008
at 20:00 Hrs
Dress: Informal
Informal Invitation
Sita Sadan
10, The Mall
Kanpur-208 001
August :
Dear Suraj,
I feel great pleasure in informing you that my eldest son Gaurav is being married
to Garima, the daughter of Shri & Smt. Kailash Chandra Vajpayee on 4th Sept2008 at 8
Oclock in the evening at their residence, 1/25, Hill side Road, Greater Kailash, New
Delhi.
I and my wife solicit your and your wifes benign presence in this wedding
celebration. I hope you both will be with us well in time and grace the occasion.
Needless to tell you how Gaurav and we shall miss you in case you both dont
turn up in time?
With best wishes.
Cordially,
Ram Naresh Joshi
DOCUMENT
CLASSIFIED DOCUMENT
Classified documents are those documents and correspondence which requires
protection and unauthorized disclosure of such documents will be prejudicial to the
Security of the Organization/nation.
These documents are classified according to their sensitivity and importance.
The various gradings are:1.
2.
3.
4.
Top Secret
Secret
Confidential
Restricted
b.
c.
d.
e.
SECRET
Documents, information or material, the unauthorized disclosure of which would
endanger national security, cause serious injury to the interests or prestige of the nation
or any Governmental activity, or would be of great advantage to a foreign nation would
be classified as SECRET.
The following are some examples:
a.
Instructions regarding the employment of new munitions of war.
b.
Knowledge of material and/or procedure of other nations value of which
depends upon their not being aware that it is known.
c.
Important improvements to existing munitions of war until accepted for
services use.
d.
Photographs of vulnerable points of vital installations (this term also
includes Ordnance Factories).
e.
Certain current development projects.
CONFIDENTIAL
Documents, information or material, the unauthorized disclosure of which while
not endangering the national security, would be prejudicial to the interests or prestige
of the nation, any Government activity or any individual, or would cause administrative
embarrassment or difficulty, or be of advantage to a foreign nation shall be classified
CONFIDENTIAL.
The following are some examples of matter which normally will be graded
CONFIDENTIAL.
a.
b.
c.
RESTRICTED
All official documents and correspondence requiring protection other than those
covered by higher categories which should not be published or communicated to any
one except for official purpose.