Unit 5

Exercise 9.5.1(a)
1.

2.

3.

Answer True or False (if partly true, correct it):a.

Remarks, if any, made by an officer on the receipt are to be reproduced on the note
portion and only after docketing.

b.

Number and date of orders, notifications, resolutions etc. are to be quoted in the body
of the notes also and not merely indicated through reference to the alphabetical slips
in the margin.

c.

When a note recorded in the first instance requires any modification (on account of
additional facts or any error having come to notice), the relevant portion of the note
should be pasted over and a fresh note written thereon.

d.

When rules or other compilations are not put up (although referred to in the notes),
the fact that they have not been put up has to be indicated in the margin of the noted.

e.

The final paragraph need not make recommendations for action when a note is put up
for decision, since officers will do that.

Fill in the blanks:a.

______________means
a
remark
written
below
________________________ for facilitating disposal of a case.

the

level

b.

When the PUC raises several major points requiring detailed examination and separate
orders on each, it is dealt with through ________________________ instead of usual
noting.

c.

A note or temporary value recorded outside the file to facilitate consideration of the
case by higher officers is called __________________.

d.

When the line of action is obvious or is based on a clear precedent or practice or has
been indicated by a higher officer, a____________should be put up without any
detailed ____________________________.

e.

In cases of repetitive nature _________________________are used in order to

ensure that none of the points are overlooked or in any case there is no unnecessary
___________________.

Match the following:

A
a. Planning & Policy Cases

B
(i) Standard Process Sheets can be
used

b. Routine cases

(ii) Noting can be done on the receipt

itself
(iii) Detailed notes are required

c. Correspondence handling
cases
d. Unnecessary cases
e. Problem Solving cases

(iv) A short para or so will suffice

(v) Detailed notes are not required. A
short para in respect of each of the
questions involved will do.

Answer

of

Exercise 9.5.1(b)
Group activity
NOTING
PLEASE READ THE FOLLOWING NOTE AND POINT OUT THE DEFECTS OF ATTITUDE,
EXAMINATION, PRESENTATION AND LANGUAGE IN IT AND SUGGEST A REWRITE.
The Paper under consideration is a representation dated 17.5.12 from an
organisation the Eastern India Colliery Managers Assistant Managers and Supervisory
Officers Association, with its Head Office at 101/12 Pinto Lane, Calcutta 12. The Association
claims that the majority of the Managers and Assistant managers and other supervisory
Staff are its members. It also claimed that though it is far more representative than any
other association of such officers and staff, Government have not yet given this body any
representation on any statutory body or committee or commission dealing with coal mines.
The Associations letter goes on to say that in the past two strong representations have
been made but to no effect. The Association practically accuses the Government of being
partial to unrepresentative bodies. The P.U.C makes the peculiar statement that in reply to
its past representations, Government never explained why the Associations claims could not
be accepted.
It is a fact that two similar representations had been received from the Association
earlier. A deputation of office-bearers also met the Minister on one occasion. The earlier
representations were dealt with in file No. A.33020/1/05-Ad.II and A.22051/5/07-Coord.
which are placed below. Some further correspondence did take place last year, but those
papers are not put up, as the relevant file is not readily available. The tall and unfounded
claims of the Association repeatedly made, produce the impression that the Association is
made up of a few ambitious busybodies thrown out of the representative associations of
such officers. Our Heads of Directorates dealing with coal mines support - to some extent the claims of the Association, presumably because it is very vocal. Our officers are also
reported to be afraid of a weekly the Association runs in the coalfields, which attach the
local officers in filthy language, and often by name. This Association is no more than a
clique of designing men, utterly unscrupulous and unprincipled. Its claims to representation
on statutory bodies, etc., are baseless. In this connection the points at A and B on p. 16/N
and on pp.23-4/N in File No A.33020/1/05-Ad.II and the arguments at C, D and X on pp. 37/N in file No A.22051/5/07-Coord may be seen. It has not yet been possible to verify the
exact membership of this Association, but empty vessels make the most sound, and we
need not bother to examine the claims of the Association again.
As for Government not explaining why in the past the Associations representation
could not be accepted; the less we enter into a controversy with this cantankerous group of
men the better. Besides, Government is not required to explain the reasons for their
decision to every Tom, Dick and Harry.
The representation may be rejected.
The Association may also be told that
Government will not entertain any further representation from it.

Exercise 9.5.1
Group activity
NOTING
It has been observed by Deputy Director (Admin) that the personal staff of senior
officers do not come in time and are often absent without prior intimation/permission which
causes a lot if difficulty. Section Officer has marked the note to you as dealing hand. Please
write a note suggesting appropriate Course of action.

Exercise 9.5.2
Fill-in the blanks with suitable words:
a.Cases dealt with Government of India can be divided into..categories
b.Higher officers should record their own giving their views on the subject
c.In any case, any wrong facts are communicated, before withdrawal of such
Communications ..Ministry may be consulted
d.The officer to whom a note is submitted, he should either accept the note or
record.
e.The Department will open .files each year
f.The retrieval of a file is faster in computerised environment due to easy
g.Ephemeral Cases are also known as ..cases
h.In Ephemeral Cases, the Section Officer should record the reasons why no action is
necessary and such cases at .stage itself

Exercise 9.5.3
Drafting
Match the following in A with B & write your answer in the column prescribed (Master match)

A side
Draft is a

Drafting is the process of

Instances where draft is not

necessary are
Draft should clearly indicate
Deciding the form of
communication to be used
depends on
Circular and advertisement
can be issued in the
e-mail is a
The language used in
drafting should be
Draft should not contain any
information
In the communication where
subject matter is complex,

4
5

6
7
8
9
10

d
e

B side
Cases like sending
acknowledgement
The name,designation,telephone
number,complete postal address of
organization to which sender
belongs
Relationship between sender &
receiver
Paperless form of communication
Summary of the content should be
provided

Rough sketch of communication

g
h

Which is not relevant

Preparing rough sketch

Cases of repetitive nature, where

standard forms of reply are avilable
The purpose of communication

j
K
l

Format of letter & Office

Memorandum
Simple & clear

Answer

EXERCISE 9.5.4(a)
ON DRAFTING
Please indicate the appropriate response:
1.

It is not always necessary to put up drafts Notes may sometimes be accompanied

by fair communications.
CORRECT / INCORRECT

2.

It is better to first await the approval of the proposed line of action, and then put up
the draft.
CORRECT / INCORRECT

3.

Sometimes drafts are approved by the competent authorities but fair

communications are issued under the signature of an authority specifically authorized
by the organization for this purpose.
CORRECT / INCORRECT

4.

The officer approving the issue of a draft will append his initials with the date on the
draft.
CORRECT / INCORRECT

5.

The draft approved by the officer should always be kept in the file along with the
office copy of the communication in fair.
CORRECT / INCORRECT

6.

All officers will use black or blue ink for initial drafting as well as for making
corrections in the drafts submitted to them.
CORRECT / INCORRECT

7.

A demi official letter should preferably not exceed one page. The detailed arguments
etc., can be set out in appendices.
CORRECT / INCORRECT

8.

Communications of some complexity should generally conclude with a summary.

CORRECT / INCORRECT

9.

It is not necessary to mention the subject in the communications being sent as

reminders.
CORRECT / INCORRECT

10.

When it is necessary to refer to a series of communication, these can be mentioned

in the margin of the draft instead of including in the body of the communication.
CORRECT / INCORRECT

11.

When two or more communications are to issue from the same file to the same
addressee on the same date, separate part files will be opened to get separate
numbers for each communication.
CORRECT / INCORRECT

12.

At the end of the draft, on the left hand side, an indication may be given about the
accompanying enclosures e.g., Encl: As above.
CORRECT / INCORRECT

13.

The small oblique lines on the margin of the drafts or on the fair communications
indicate the sentences where previous communication of the addressee has been
referred.
CORRECT / INCORRECT

14.

Section Officer is responsible for indicating the mode of dispatch and the priority
grading before a fair, signed communication is marked for dispatch.
CORRECT / INCORRECT

15.

Normally no communication, other than that of a classified nature or a demi-official

letter should be addressed by name unless it is intended that the matter raised
therein should receive his personal attention.
CORRECT / INCORRECT

16.

A d.o. letter from a Minister will exhibit the National Emblem in blue colour and that
from an officer will exhibit the National Emblem in red colour.
CORRECT / INCORRECT

EXERCISE 9.5.4(b)
On Drafting
TICK THE MOST APPROPRIATE ANSWER:
1.

The subject should be mentioned in the communication

a.
b.
c.

2.

All drafts put in a file

a.
b.
c.

3.

c.

b.
c.

which are not to accompany the fair copy

which are to accompany the fair copy
which are to accompany the file on which the draft is put up.

The total number of enclosures may be mentioned on the

a.
b.
c.

7.

a separate serial number may be inserted before the numeral identifying the
year
letters may be put in separate files.
A decision may be taken to send one of the letters on a different date.

A draft should clearly specify the enclosures

a.
b.
c.

6.

the number and date of the last communication

if the present communication is not from the addressee then to his last
communication on the subject
to all the communications if there are more than one

When two or more communications are to issue from the same file to the same
addressee on the same date
a.

5.

may or may not bear a file number

need not bear a file number
should bear a file number

A draft should always refer to:

a.
b.

4.

in all circumstances
wherever appropriate
only if indicated and approved in the note.

bottom left-hand portion of the page

top right hand corner
bottom right hand portion of the page

If copies of enclosures referred to in the draft are available and need not be typed
a.
b.
c.

the typist will be told so

the typist is expected to know
an indication to that effect will be given in the draft

8.

Instructions regarding the method of despatch of the communication

a.
b.
c.

9.

The name, designation and telephone number of the officer, over whose signature
the communication is to issue
a.
b.
c.

10.

will be indicated in the draft by the Section Officer

may or may not be given
need to be given only if the communication to be dispatched by post is
important

should invariably be indicated in the file

should invariably be indicated on the draft
can be decided after the draft is approved

The officer concerned will

a.
b.
c.

initial the draft in token of his approval of the draft

always mark the draft as immediate or priority
may or may not initial the draft as approval is available in file.

Exercise 9.5.5
Match the following in A with B & write your answer in the column prescribed

2
3
4
5
6
7
8

A side
All orders and instruments
are made & executed in the
name of
Power to makes order or
notifications are conferred by
Fax is a
Telephonic communication
can be used for
Telephonic communication
may be followed by
Attached offices can seek
factual information from
e-mail is a
Speed Post communication is
used to ensure

B side
Procedure of communication

c
d

Written communication by way of

confimation
Paperless form of communication
A Statute on Govt. of Inia

Another Ministry directly

Intra and inter-departmental

communications
President of India
Quick receipt of messages
warranting urgent attention

g
h

Answer

Exercise 9.5.6
Different forms of communication
Please indicate the appropriate response:
1.
Depending on the form of communication the subject should be mentioned in the
drafts.
CORRECT / INCORRECT
2.
The number and date of the last communication in the series on the subject received
from the addressee should always be referred to.
CORRECT / INCORRECT
3.
When two or more communications are to issue from the same file to the same
addressee on the same date, separate file numbers should be indicated on the drafts by
opening part files.
CORRECT / INCORRECT
4.

All drafts on a file must bear the file number.

5.

A draft should clearly specify the enclosures, which are to accompany the fair copy.
CORRECT / INCORRECT

CORRECT / INCORRECT

6.
At the end of the draft, on the left hand side, an indication may be given about the
accompanying enclosures e.g. Encl. As above.
CORRECT / INCORRECT
7.
Where it is necessary to refer to a series of communications from the addressee, it
should be one in the margin of the draft.
CORRECT / INCORRECT
8.
The name, designation, telephone number, fax number and e-mail address of the
signatory are included only at the time of fairing of the approved drafts.
CORRECT / INCORRECT
9.

A D.O. letter should preferably not exceed one page.

CORRECT / INCORRECT

10.
In a computer environment username along with path will be indicated on the fair
copy of the approved draft by the typist.
CORRECT / INCORRECT
11.
No communication other than that of a classified nature should be addressed to an
officer by name.
CORRECT / INCORRECT
12.
The typist who fair types the approved draft is required to type his initials with date
on the fair copy e.g. PSS/28.01.2004.
CORRECT / INCORRECT