You are on page 1of 17

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 officer’s 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.