GOVERNMENT OF RAJASTHAN

NOTE SHEET
WRITING SKILLS

1
 DESPATCH
OF DAK

NOTING &
DRAFTING

DEALING
WITH
PAPER
OPENING
OF FILE

RECEIPT
OF DAK
 Preparation of
any
OFFICE NOTE communication
which is
proposed to be DRAFTING
Office Note is written to
issued.
facilitate the disposal of
the case.
FINAL DECISION

PROCESSING

FILE NOTE Contains notes written by dealing clerks

and other officers.

Consists of papers received, drafts of interim references, replies

FILE thereto and draft of final orders issued. It is arranged
chronologically from top to bottom

CASE Case consists of file, file note and any previous papers.
 jktLFkku ljdkj dk;kZy; [Link]

uksV 'khV Ái=

Intensive Training Programme in a District-Ajmer (Rajasthan) -DoPT Project, HCM RIPA, Jaipur
 dk;kZy; [Link] i=koyh la[;k
i`"B la[;k jktLFkku ljdkj

Intensive Training Programme in a District-Ajmer (Rajasthan) -DoPT Project, HCM RIPA, Jaipur
 Ckka;s ls nk;sa
jktLFkku ljdkj dk;kZy; [Link]
fgUnh ;k vaxzsth
1 fopkjk/khu i= dk fooj.k nsa esa fy[kss
Ikgyk dk;Z gS
ih-;w-lh- dk fopkjk/khu i= dk ekeyk
fooj.k
2 D;k gS\ iSjk okbt fy[ksa

3 fuLrkj.k dk vuqjks/k djsa

ih-;w-lh- esa ih-;w-lh- ds

D;k ekeyk gS\ fuLrkj.k dk
vuqjks/k djsa

ih-;w-lh- esa
ekeyk tfVy
gks rks iSjkokj
fy[ksa
Intensive Training Programme in a District-Ajmer (Rajasthan) -DoPT Project, HCM RIPA, Jaipur
 jktLFkku ljdkj dk;kZy; [Link]

1
2
3
Ádj.k fyfid ds
gLrk{kj o fnukad
dk;kZy; v/kh{kd Ckk;ka¡ nk;k¡
ds gLrk{kj

vf/kdkjh dk [Link];
vf/kdkjh ds vf/kdkjh dk
gLrk{kj [Link]; o
gLrk{kj

Intensive Training Programme in a District-Ajmer (Rajasthan) -DoPT Project, HCM RIPA, Jaipur
 jktLFkku ljdkj dk;kZy; [Link]

1 fopkjk/khu i= dk fooj.k nsa

lUnHkZ gsrq
fopkjk/khu i= dk ekeyk
2 D;k gS\ iSjk okbt fy[ksa
LFkku

3 fuLrkj.k dk vuqjks/k djsa

Ckk;ka¡ nk;k¡

ekfdZax

ftl vf/kdkjh dks

i=koyh Hksth vf/kdkjh vius ekfdZax dks Lys’k
tkos mUgsa ekdZ ds fu’kku ls dkVsa o viuh
djsa [Link]@[Link]; vafdr djsa
vf/kdkjh ds gLrk{kj

Intensive Training Programme in a District-Ajmer (Rajasthan) -DoPT Project, HCM RIPA, Jaipur
 jktLFkku ljdkj dk;kZy; [Link]

1 fopkjk/khu i= dk fooj.k nsa

uksV uEcj lUnHkZ gsrq
fopkjk/khu i= dk ekeyk
2 D;k gS\ iSjk okbt fy[ksa
LFkku

Ádj.k fyfid ds
3 fuLrkj.k dk vuqjks/k djsa
gLrk{kj
dk;kZy; v/kh{kd
Ckk;ka¡ nk;k¡
ds gLrk{kj
ekfdZax vf/kdkjh dk
[Link]; o
ftl vf/kdkjh dks gLrk{kj
i=koyh Hksth
tkos mUgsa ekdZ
djsa

Intensive Training Programme in a District-Ajmer (Rajasthan) -DoPT Project, HCM RIPA, Jaipur
NOTE SHEET WRITING

Despatch

Linking of Page
Cases/File Numbering

Note Sheet
Writing

Referencing Note
Numbering

Putting up
PUCs
4 C’s of Noting
1. Clear
2. Complete
3. Correct -
4. Concise -

13
 NOTE SHEET WRITING

 Flagging: Flagging is the process of attaching to

the top of papers put up for reference in a case,
slips with alphabetical letters.
 Linking: When one case has relevance in
relation to another case, both the cases are
submitted together and this process is called
linking of files.
 Referencing: It is the process of putting up in a
case, previous correspondence, laws, rules,
reports, etc. required for its disposal, flagging
them and indicating the fact in the margin of
the note/file/current file.
 NOTE SHEET WRITING

 Disposal: It is the statement of the final

decision of head of office on any case submitted
for information and orders.
 Enclosures: A communication or a statement or
a plan, sketch or other document which is
attached to another communication to
supplement or elucidate the point is called an
enclosure.
 Office Note: It is written to facilitate the
disposal of the case.
 NOTE SHEET WRITING

 Paging: It is written manually by the dealing

clerk on right hand side of each page contained
in the file. All papers filed in the file are
numbered. Papers written on the back are also
numbered. It is indicated as /C.
 Numbering: Continuous numbering to each
para written in the Note Sheet. Indicated as /N
FEATURES OF A GOOD NOTE SHEET

 COMPLETE: It should answer all questions

that have been raised and all other possible
questions that may arise while considering the
case. Answer to questions such as What, Why,
When, Where and Who will help in making
the note complete.

 CLEAR: It should be written, as far as

possible, choosing short, familiar words, using
short sentences, in active voice, and preferring
concrete expressions in place of abstract ones.
FEATURES OF A GOOD NOTE SHEET

 CONCISE AND TO THE POINT: It should

not contain wordy expressions or trite or
unnecessary expressions and should not
include only relevant statements. It should
also avoid repetitions either of words or ideas.

 COHERENT: It should be logically arranged,

sticking to one idea for each paragraph and
linking together sentences and paragraphs.
FEATURES OF A GOOD NOTE SHEET
 CORRECT: It should be factually correct,
figures should be free from mistakes, and the
writing should be grammatically correct.

 COURTEOUS: It express ideas tactfully,

without hurting anybody’s feelings and
emphasize positive facts. If apparent errors or
incorrect statements in a case have to be
pointed out or if any opinion expressed
therein has to be criticized, care should be
taken to couch the observations in courteous
and temperate language free from personal
remarks.
FEATURES OF A GOOD NOTE SHEET

 ORGANISED PROPERLY: It should put ideas

in the best order for impact, reflecting clear
thinking. The first paragraph should state the
main point followed by paragraphs giving
evidence and discussing it, and the final
paragraph should contain recommendations.
FEATURES OF A GOOD NOTE SHEET

 VISUALLY ATTRACTIVE: It should be made

attractive by diving the note in serially
numbered paragraphs, using headings
liberally and keeping the paragraphs of 6 to 10
lines each. Where possible use bullets and
other lists, and leave a small margin of about
one inch on all sides (left, right, top and
bottom).
 NOTE SHEET WRITING-SOME TIPS

 Note will be written in foolscap size sheets with

1/3 margin.
 Note sheets will be tagged to a fly leaf.
 Pages on both sides and paragraphs will be given
number.
 When drafts are put up for approval that fact
should be indicated in the note file.
 Note file will be separate from the current file till
its disposal.
NOTE SHEET WRITING-SOME TIPS

 Note sheet will be placed above the current file

always.
 Handwriting should be legible and tidy.
 A note should end at the very end of a page.
 Note may be written/typed in English or Hindi.
 Each paragraph in the note sheet should be
given a continuous number.
 No number should be given to the paragraphs
where officer has written nothing, simply
signed.
NOTE SHEET WRITING-SOME TIPS

 All materials should be analyzed and the pros

and cons of the matter discussed properly.
 For ready reference, back files, extracts of rules
and regulations or reference books should also
be put up along with the file with proper
referencing.
 Note must run continuously.
 Précis of contents of the current fie can be
written where the communication is too
lengthy.
NOTE SHEET WRITING-SOME TIPS

 The case should be presented with facts in the

most intelligible, condensed and convenient
form so that decision taking authority may take
a quick and correct decision.
 Past history of the case, precedents, if any etc.
are to be mentioned in the note.
 Rules and regulations and standing orders
relating to the case should be quoted and
discussed briefly.
NOTE SHEET WRITING-SOME TIPS

 Notes and orders should normally be recorded

on note sheets in the note portion of the file.
 Note should be typed or written on both sides
of the note sheet.
 The verbatim reproduction of extracts from or
paragraphing of the PUC, fresh receipt, or any
other part of correspondence or notes on the
same file, should not be attempted.
NOTE SHEET WRITING-SOME TIPS

 When passing orders or making suggestions, an

officer should confine his note to the actual
points he/she proposes to make without
reiterating the ground already covered in the
previous notes.
 If he/she agrees to the lines of action suggested
in the preceding note, he/she should merely
append his/her signature.
NOTE SHEET WRITING-SOME TIPS

 Any officer, who has to note upon a file on

which a running summary of fact is available
should, in drawing attention to the facts of the
case, refer to the appropriate part of the
summary without repeating it in his own note.
 Relevant extracts of a rule or instructions
should be placed on the file and attention to it
should be drawn in the note, rather than
reproducing the relevant provision in the note.
NOTE SHEET WRITING-SOME TIPS

 Unless a running summary of facts is already

available on the file or the last note on the file
itself serves that purpose, a self-contained note
should be put up with every case submitted to
the highest authority of the organization.
 When a PUC raises several major points which
require detailed examination and respective
orders, each point should be noted upon
separately in section notes, such notes should
begin with a list of major point(s).
NOTE SHEET WRITING-SOME TIPS

 The dealing hand should append his full

signature with date on the left below his note.
An officer should append his full signature on
the right hand side of the note with name,
designation, and date.
 If the note has been written till the end of the
page, and there is no blank sheet thereafter , a
blank note sheet should be added to the file so
that the officer is not inconvenienced in writing
his/her note or giving his/her orders.
 [Link] ys[ku ,oa i=koyh laca/kh dk;Z

 lHkh i= tks dk;kZy; esa izkIr fd;s tkrs gSa os dk;kZy;

dh lEink gksrs gSaA
 tc bu i=ksa dks fofHké vuqHkkxksa esa Hkstk tkrk gS rks ;s
¼[Link]; i=½ cu tkrs gSaA fopkjk/khu i= dks ih-;w-lh-
(Paper Under Consideration-PUC) dgrs gSA
 bu lHkh i=ksa dk lko/kkuh ls ijh{k.k fd;k tkrk gS vkSj
budks lEcfU/kr i=koyh esa O;ogkj djus okys fyfid
}kjk j[kk tkrk gSA
 [Link] ys[ku ,oa i=koyh laca/kh dk;Z

bu i=ksa ls lEcfU/kr dk;Zokgh djus ij lEcfU/kr fyfid

}kjk fuEukafdr dk;Z djuk pkfg,%&
 [Link]; i=ksa dks lEcfU/kr i=koyh ds vUr esa layXu djuk
 izR;sd i= ij lrr~ Øe dh la[;k vafdr djuk
 i=koyh dks Qkby iSM esa j[kuk
 i=koyh ds vkoj.k ij vko';d bUnzkt djuk
 i=koyh esa i;kZIr la[;k esa [Link] ys[ku ds fy, i= j[kuk
lkFk gh muds ckbZa vksj ds fljs Vsx@layXu djuk] vkSj
 ofj"B vf/kdkfj;ksa }kjk i=koyh ds 'kh?kz fu"iknu dks n`f"Vxr
j[krs gq, uksV 'khV ij uksV fy[kuk
 [Link] ys[ku ,oa i=koyh laca/kh dk;Z
 vuqHkkx esa i=ksa dh izkfIr dh fnukad ls 3 fnol ds vUnj yfEcr
i=ksa ij dk;Zokgh dh tkuh pkfg,A
 izdj.k dh izd`fr dks ns[krs gq, i= O;ogkj esa xksiuh;rk j[kh
tkuh pkfg,A
 i=koyh esa fopkjk/khu i= uRFkhc) fd;s tkrs gSA
 i=koyh esa uRFkhc) izR;sd i= dks fyfid }kjk nk;ha vksj uEcj
yxk;s tkrs gS tks 1 ls izkjEHk gksdj 250 rd tkrs gSA ;fn dksbZ
i= ,slk gS tks i`"B ds nksauksa vksj eqfnzr gS rks nksauksa vksj uEcj
vafdr fd;s tkras gSA i=koyh esa lkekU;r% 250 dkxt iwjs gks
tkus ij i=koyh cUn dj mldk nwljk Hkkx [kksyk tk ldrk gSA
,sls nwljs Hkkx dks ikVZ Qkby dgk tkrk gSA
 [Link] ys[ku ,oa i=koyh laca/kh dk;Z
 i=koyh ij fdlh fopkjk/khu i= dks ÁLrqr djus okyk fyfid
dk;kZy; iz’kklu dh Hkk"kk esa izdj.k fyfid (Dealing Clerk) dgykrk
gSA
 izR;sd izdj.k fyfid i=ksa dh izkfIr dj mUgsa Ádj.k fyfid Mk;jh esa
ntZ djrk gSA
 izdj.k dks i=koyh ij ÁLrqr djrs le; i=koyh esa uRFkhc) i= dk
;fn gokyk nsuk gks rks fyfid }kjk yxk;s x;s uEcj dks [Link] izi=
ij @lh ds :i esa vafdr fd;k tkrk gSA tSls izdj.k izLrqr djrs
le; eku yhft;s ,d i=koyh esa 194 dkxt if=r gS o gesa 89osa
dkxt dk lUnHkZ nsuk gS rks ge mls 89/C ds :i esa fy[ksaxsaA
i=koyh ij fopkjk/khu i= ij vafdr uEcj dks ysdj dk;kZy;
[Link] (Note Sheet) ij uksV fy[kdj [Link]; gsrq ÁLrqr fd;k tkrk gSA
 [Link] ys[ku ,oa i=koyh laca/kh dk;Z

 uksV’khV izi= dh nksauksa dkyh ykbZuksa ds e/; uksV vaxzsth

vFkok fgUnh esa fy[kk ;k Vafdr fd;k tkrk gSA
 [Link] izi= esa fy[ks x;s izR;sd iSjk dks tks Øekad fn;k
tkrk gS mls uksV dgrs gS tks @,u ds :i esa lUnfHkZr
fd;k tkrk gSA tSls fdlh [Link] izi= esa dqy 112 uksV gSA
;fn fopkjk/khu i= izLrqr djrs le; gesa uksV Øekad 96 dk
gokyk nsuk iMs rks ge mls 96/N fy[ksaxsaA
 [Link] ys[ku ,oa i=koyh laca/kh dk;Z

dk;kZy; [Link] ij fopkjk/khu i= dks 3 Hkkx esa

izLrqr fd;k tkrk gS%&
 fopkjk/khu i= dgk¡ ls izkIr gqvk gSA
 i= esa vafdr ekeyk D;k gS] mls la{ksi esa fy[ksaA ekeyk
yEck o isphnk gS rks mi;qä iSjk cukdj fy[kk tk
ldrk gSA
 ekeys dks fucVkus ds fy;s izdj.k fyfid dk D;k dguk
gS ;k foHkkx dh uhfr ls dgk¡ rd mldk laca/k gSA
 blds ckn vkns’k izkIr djrs gsrq izkFkZuk dh tkuh pkfg;sA
 [Link] ys[ku ,oa i=koyh laca/kh dk;Z

izR;sd uksV'khV esa lfEefyr gksuk pkfg,%

 izdj.k ;k leL;k fooj.k nsa
 lqlaxr rF;ksa dk lekos’k gks]
 fu/kkZfjr izfØ;k vkSj iwoZ mnkgj.k ¼;fn dksbZ gks½ fn;s tkosa
 dkuwu@fu;e dk lUnHkZ vko’;d gksus ij er ;k fopkj@ ijke'kZ
nwljksa ds ¼ljdkj@foHkkx@vuqHkkx vkfn ls ;fn fopkj foe'kZ
fd;k gks rks½
 lEHkkfor dk;Zokgh izfØ;k
 lEHkkfor izHkko ¼dkuwuh] lkekftd] iz'kklfud] foÙkh; vkfn½
 dk;Zokgh izfØ;k ds lEcU/k esa fn, x;s lq>ko ¼bl izfØ;k ds
[Link] lfgr½
 [Link] ys[ku ,oa i=koyh laca/kh dk;Z

[Link] ys[ku esa /;ku j[kus ;ksX; eq[; fcUnq%

 lHkh fVIif.k;k¡ laf{kIr vkSj fo"k;kuqdwy gksuh pkfg,]
 vf/kd [Link] ls cpuk pkfg,]
 [Link] dh lqxe vkSj izR;{k [Link] ges'kk viukbZ tkuh
pkfg,]
 uksV ,oa vkns'k vkfn uksV 'khV esa lkekU;r% jsdkMZ fd;s
tkus pkfg,]
 izkfIr jlhn ij gh [Link] vafdr ugha dh tkuh pkfg,]
vR;f/kd uSR;d (routine) ekeyksa dks NksM+dj]
 [Link] ys[ku ,oa i=koyh laca/kh dk;Z
 i=koyh esa vafdr fdlh m)j.k dh 'kCn'k% izfrfyfi]
?kVukvksa@fopkjksa dh iqujko`fÙk ls cpuk pkfg,]
 tgk¡ rF;ksa dk Øfed lkj i=koyh esa miyC/k gks rks] viuh
[Link] esa mlds fdlh Hkh Hkkx dks fcuk nksgjk;s gq, izdj.k
dks fopkjkFkZ Hkst fn;k tkuk pkfg,]
 [Link] loZnk gh fouez vkSj la;eh Hkk"kk esa vafdr dh tk,
fdlh ds izfr O;fäxr vH;qfä ¼fjekdZ½ Hkh ugha gksuk pkfg,
pkgs fdlh nwljs vuqHkkx esa dh xbZ [Link] esa dksbZ izdV
:i ls x+yrh Hkh ifjyf{kr gks rks Hkh O;fäxr fjekdZ ugha
djuk pkfg,]
 [Link] ys[ku ,oa i=koyh laca/kh dk;Z

 dksbZ [Link]@vH;qfä] fdlh vfr lféfgr@fudVLFk

fof'k"V vf/kdkjh }kjk jlhn ij vafdr dh xbZ gks ;k vU;
mPp vf/kdkfj;ksa }kjk vafdr dh xbZ gks mls viuh [Link]
ds iwoZ gh ;FkkfLFkfr esa iqu% i=koyh esa fd;k tkuk pkfg,A
 vaxzsth vFkok fgUnh esa fy[kh tk ldrh gSA
 tfVy ;k isphns iqjkus ekeys NksVs&NksVs iSjk cukdj lqLi" V
rjhds ls izLrqr fd;s tkus pkfg;sA
 Tkgk¡ dgha ,slk izdj.k gks ftlesa fdlh fu;e dk gokyk ;k
mldk fuoZpu nsuk iM jgk gks ogk¡ mldh Nk;k izfr
i=koyh ij lqyHk djk;k tkuk mfpr gksxkA
NOTE SHEET WRITING
IN SECRETARIAT
 CASE

Papers under consideration and previous

papers and notes to be put up in
connection therewith
 Secretariat Manual
Chapter 5 Section 70 to 142

Paper Under Consideration

Previous Papers
Golden Rule
Policy

Section 81 Precedents
 Secretariat Manual
Chapter 5 Section 70 to 142

Ministers 15 Days

Disposal Time PS/S/SS/DS 8 Days

Section 92 (6)

Group Officers 5 Days

 Secretariat Manual
Chapter 5 Section 70 to 142

Use of Labels
Section 97

Out Today
 To be examined and
disposed of by ???
Normally DS/GO

To be disposed of by
Items ???
Normally DS/Secretary

Whether to be submitted to
the Deputy Minister/Minister
of State/Minister-in-Charge
Normally Yes/No
DRAFT WRITING SKILLS
• (Ordinary official letter)
• (Memo)
• (D.O. Letter)
• (Reminder)
• (Press Note)
• (Endorsement)
• (Press Communique)
• (Order) –Mandate
• (Advertisement)
• (Order)
• (Notice Inviting Tender)
• (Office Order)
• (Summon)
• (Notification)
• (Show Cause Notice)
• (U.O. Note)
• (Letter of Expression)
• (Notice)
•
• (Sanction)
(Addendum)
• (Circular)
• (Corrigendum)
• (Ressolution)
• (Verbal Order)
• (Registered/
• (Fax)
Registered A.D.)
• (e-mail and S.M.S.)
• (Cabinet Agenda)
• (Government Invitation)
 izk:i ys[ku laca/kh dk;Z

 izk:i lalwpuk ;k i=kpkj ls lEcfU/kr ,d dPpk fp= gS

tks fd lEcfU/kr vf/kdkjh dks vuqeksnu fd, Hkstk tkrk gSA
rc bls DFA dgrs gSA
 vuqeksfnr izk:i ’kq) :i ls rS;kj fd;k tkdj tkjh fd;k
tkrk gSA
 ;g izk:i fdlh Hkh Ádkj dk gks ldrk gS tSls Kkiu i=]
v)Z’kkldh; i= o vU; dk;Zokgh ds izdkj ls lEcfU/kr
vkfnA ;g ifjfLFkfr;ksa ij fuHkZj djrk gSA
 izk:i ys[ku ,d dyk gS ftls rS;kj djus esa fo'ks"k izdkj
dh dq'kyrk dh vko';drk gS tks vuqHko ls vkrh gSA
 izk:i ys[ku laca/kh dk;Z
izk:i ds le; fuEu fcUnqvksa ij /;ku fn;k tkuk
pkfg, %&
 tks lUns'k fn;k tkuk gS og fcYdqy Bhd o ;FkkFkZ@
fuf'pr gksuk pkfg,
 fgUnh ;k vaxzsth esa fy[kk tk ldrk gSA
 vLi"V] vfr laf{kIr vkSj v'kq) ugha gksuk pkfg,
 tSlk fd pkgk x;k gS izR;qÙkj [Link];d gksuk pkfg,
 Hkk"kk [Link] o vuqØekuqlkj vuqPNsn ¼iSjkxzkQ½ esa foHkä
gksuh pkfg, vkSj izk:i esa izLrqr fopkjksa dk Hkh Øe gksuk
pkfg,
 izk:i ys[ku laca/kh dk;Z
izk:i ds le; fuEu fcUnqvksa ij /;ku fn;k tkuk
pkfg, %&
 iwoZ i=kpkj dk lUnHkZ fn;k tkuk pkfg,] ;fn dksbZ gks rks
 yEcs okD; de ls de gksA
 fopkjksa dh vlEc)rk u gks
 'kCnksa dh iqujko`fÙk u gks]
 Ák:i esa vius fopkj ;k viuh n`f"V gks]
 vfiz;] dVq Hkk"kk dk Á;ksx u djsa
 vf/kdkjh ds dfu"B ;k ofj"B gksus ij Hkk"kk ds iz;ksx esa
lko/kkuh cjrsaA
 izk:i ys[ku laca/kh dk;Z

izk:i ds le; fuEu fcUnqvksa ij /;ku fn;k tkuk

pkfg, %&
 eq[;ky; ls v/khuLFk dk;kZy;ksa dks fy[ks tkus okys i=ksa
ds Ák:i izk;% vkns’kkRed gksrs gSA
 ljdkj dks cgqopu dh laKk o vU; foHkkxksa dks o
dk;kZy;ksa dks ,dopu laKk ls lEcks/ku fd;k tk;
 mPp U;k;ky; ls i=kpkj esa mPp U;k;ky; ds jftLVªkj
dks gh lEcksf/kr djuk pkfg,
 tgk¡ rd lEHko gks cksypky dh Hkk"kk esa gksuk pkfg,