OFFICE PROCEDURE Noting

and Drafting

Notes:means the remarks recorded

on a case to facilitate its disposal
and includes a precise of previous
papers, a statement or an analysis of
the questions requiring decision,
suggestion regarding the course of
action and final orders passed
thereon.

OFFICE PROCEDURE Noting

and Drafting
The name, designation and telephone
no. of officer signing a note should be
indicated below the dated signature
All notes should be concise and to the
point
The production of extracts or
paraphrasing of notes of others on the
same file should be avoided

OFFICE PROCEDURE Noting

and Drafting
Repetition should be avoided.
Relevant extracts of a rule or
instruction will be placed on the file
and attention to it will be drawn in the
note rather than reproducing the
relevant provision in the note.
when opinions are criticized , the
observation should be expressed in
courteous and temperate language,
free from personal remarks

OFFICE PROCEDURE Noting

and Drafting
When an issue raises several major points
which require detailed examination and
respective orders, each point will be
noted upon separately in sectional notes
A dealing hand will append his full
signature with date on the left below his
note
An officer on the right hand side.

OFFICE PROCEDURE Noting

and Drafting
A note will be divided into serially
numbered paragraphs of easy size
say ten lines each.
Paragraph may preferably have brief
titles.
The first paragraph will give an
indication of the evidence and the
conclusion reached

OFFICE PROCEDURE Noting

and Drafting
The last paragraph should weigh the
arguments and make
recommendations for action
Senior officers should not require
any modification in or replacement
of the notes recorded by their juniors
once they have been submitted to
them

OFFICE PROCEDURE Noting

and Drafting
The higher officer should record their
own notes giving their views on the
subject where necessary correcting or
modifying the facts given in earlier notes
No replacement or modification of the
notes once noted upon by others
Pasting over a note or a portion of it not
desirable.

OFFICE PROCEDURE Noting

and Drafting

If final decision already

communicated to a party on a
mistaken ground or wrong facts
law ministry to be consulted and the
higher officers approval be taken
for withdrawal of the order.

OFFICE PROCEDURE oral

discussions & instruction
All points emerging from discussions
between two or more officers of the
same department and the
conclusion reached will be recorded
on the relevant file by the officer
authorizing action
It should then be got confirmed by
those who participated in it.

OFFICE PROCEDURE oral

discussions & instruction
Where an officer is giving direction or
taking action in any case in respect
of matters on which he or his
subordinates has power to decide, he
shall ordinarily do so in writing
If, however there is no time for giving
the instruction in writing he should
follow it up by a written confirmation
at the earliest

OFFICE PROCEDURE oral

discussions & instruction

If an officer seeks confirmation of an

oral order given by his superior,the
latter should confirm it in writing
whenever such confirmation.

OFFICE PROCEDURE-Drafting
No draft to be prepared in simple and
straightforward cases or those of
repetitive nature for which standard forms
of communication exists.
The initiating officer will put up a draft
considered necessary by him.
He should not wait for the line of action or
content of the communication to be told.

OFFICE PROCEDURE-Drafting
The higher officer may revise the
draft as deemed fit.
The officer approving the issue of a
draft will append his initials thereto
with the date in the margin of each
page of the draft

OFFICE PROCEDURE-Drafting

The draft should be in clear and concise

language incapable of misconstruction
Lengthy sentences, abruptness,
redundancy,superlatives and repetition of
words and ideas should be avoided
Official communications from a department
purporting to convey the views or orders of the
govt.must specifically be expressed to have
been written under the direction of govt

OFFICE PROCEDURE-Drafting
I am directed to say, the
undersigned is directed to convey
e.t.c should be avoided
A draft should clearly specify the
enclosures which are to accompany
the fair copy. (Encl.)
DFA 1,11,111.

OFFICE PROCEDURE-Drafting

Demi-Official letter
To call the personal attention of the
addressee
The style of writing should be direct,
personal and friendly.
Do preferably not to exceed a page, if the
message is lengthy- annexure
Do normally to officers two stage higher.