Office Procedures

&
Communication Skills
(Noting & Drafting)

DNS Chahal, Principal (M-9416576429)

Divisional Training Centre, HIPA, Hisar.

1
Areas of Discussion
 Office Procedure
 Communication Skills
 Record Management
 Delay Management 2
 Office Procedures
OFFICE:
Place where clerical work is done
[Essential for any organization]
I. Basic Activity – Information (Functions)
II. Administrative Functions
 Administrative
 Public Relations
 Framing of Office Systems & Routines

3
 Procedures:
Series of CLERICAL Acts

Usually performed by more than one

person organized under supervision

4
Purpose of Office Procedure

• Good flow of work

• Avoid duplication (uniformity)
• Eliminate waste & delays
• Fixing of responsibility
• Preventions of frauds
• Easy training

5
Why Procedures are violated?

i. Outlived their utility

ii. Violation of established
conventions
iii. Negative attitude of employees
iv. Laxity at the part of supervisors in
enforcing the conventions / rules

6
 Broad Categorization of Office
Procedures
Routine Office Procedures;
Instructional procedures based on Government
instructions issued from time to time e.g. writing
of ACRs, delay checking etc. Directional or
obligatory procedures based on rules e.g.
procedures for imposing penalty under
Punishment & Appeal Rules;
Departmental Office Procedures based on
requirements of concerned department like
P.W.D. Manual, Police Department Manual etc.
7
 OFFICE
ROLE:
[A] Contributory Role:
Nerve Centre
Store House of Information
Assist HOO/HOD in taking decision
Provide Professional Services
Adhere to Time-Schedule

8
 OFFICE

ROLE:
[B] Vigilance Role(Watch Dog):
Assist in maintaining discipline
Members adhere to Rules & Regulations

9
 OFFICE

ROLE:
[C] Responsibilities:
To compile information
To prepare comparative statement
To keep records
To design flow of Information

10
 ENSURES
 Good Flow of Work

 Avoid Duplication (Uniformity)

 Eliminate Waste & Delays

 Fixing of Responsibility

 Preventions of Frauds

 Easy Training
11
 OFFICE PROCEDURES CAN BE CLASSIFIED

PROCEDURES

Relating to Relating to Finance Relating to Technical/

Service Matters Matters Professional Matters

12
BROAD CATEGORIES OF PROCEDURES
1. Routine - File making & presentation.
2. Instructional - based on instructions e.g.
writing of ACRs, delay checking etc.
3. Directional or Obligatory - based on rules
e.g. procedures for imposing penalty under
Discipline & Appeal Rules;
4. Departmental Office Procedures - manuals
based on requirements of concerned
department.

13
 Nine Steps/Stages of Office Procedures

1. Receipt of letter/dak in Central Receipt; Section or by

receipt clerk so designated;
2. Submission of fresh receipts to Superintendent/ Branch
in-charge;
3. Marking of fresh receipts by Supdt./Branch in-charge to
Assistants/dealing hands, with or without any remarks;
4. Diarising;
5. Opening and indexing of files;
6. Submission and processing of cases involving filing,
referencing, noting and drafting;
7. Typing and dispatch of letters;
8. Record keeping;
9. Recording and preservation in Central Record or Record
Room.
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 Central Receipts

• Dak received in a Central Receipt Section or by a

specially designated official and is distributed to
concerned branches/sections.
• This fresh receipt received in the
branches/sections, will first be gone through by
the Sudpt./Section in-charge and thereafter
marked to the dealing assistants concerned,
indicating urgency grading and giving directions
regarding line of action, wherever necessary.
• The Supdt./Section Incharge will keep a note of
important communications requiring prompt
action in his diary of important fresh receipts.

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 Diarising of Receipts
 Diarising of fresh receipts is an important and
essential procedure.
 Each section/branch will maintain a section diary.
 The diarist shall diarise all fresh receipts received
in the Section/Branch on the day of its receipt.
 The communication received from Government of
India or State Government are required to be
entered in red ink and also entered in a separate
register maintained for the purpose to keep a
watch on their disposal.
 The diary number of the receipt will be indicated
on the top of the margin in each communication.
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Movement of Fresh Receipts

 The fresh receipts are submitted to the

Branch Officer in a PAD labeled as `Dak Pad’
so that these receive prompt action/ attention
by the concerned officer.

17
 Diary Marking
It is also an important duty of a diarist to
mark in the diary register the person to
whom and the date on which the fresh
receipt or case is sent on each occasion
when the cases pass through him.
Immediate and urgent cases are sent
direct to the officers concerned without
delay

18
Opening and Indexing
Under this system each
section/branch will maintain list of:
Standard heads i.e. main subject
headings/ titles concerning it e.g.
Budget; Establishment, Accounts,
Training, Examination, Cofidential
etc.

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 Opening and Indexing
 The standard heads/ subjects will bear
consecutive serial number i.e. one, two,
three….. and so on.
 While opening a new file, dealing Assistant will
indicate the standard head also suggest the
suitable title for the file.
 The title of file should be as brief as possible.
 A separate file should be opened for each
distinct aspect of the subject.

20
 Opening and Indexing
Every file will be assigned a file number which
will consist of:-
a) The serial number of standard head (say 5).
b) The serial number of the file opened during the
year under that standard head (say 1).
c) The year of opening of the file i.e. the last two
digits only (say 07), and
d) An abbreviated symbol identifying the section/
branch (say 1Admn.)

21
 Opening and Indexing
• The file will be numbered as 5/1/07/1-Admn.,
5/2/07/3-Admn… The head 5 represents
subjects like promotion, recruitment,
retirement etc., the figure 2 represents serial
number of file of Sh. `A’, 07 represents year
of opening and 1-Admn. & 3-Admn. represent
numbers assigned to the Assistants in the
Administration Branch.
• For facilities of reference, each branch will
prominently display the lists of subjects
allotted to it and its distribution amongst the
dealing Assistants.
22
 File Portions
1. The file will have two portions:
i. Correspondence Portion
ii. Noting Portion

2. The following are the abbreviated terms:

i. PUC= Paper Under Consideration
ii. DFA= Draft for Approval

23
 Submission and Processing of
Files/Cases
(a) Filing of papers:-
 The noting portion and correspondence portion
should be kept serially numbered and in order.
 Whenever the noting and the correspondence
portion(s) become bulky, these should be got
stitched and marked Volume I.
 The subsequent papers on that subject will be
added to the new volume of the file marked
Volume-II.

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 Submission and Processing of
Files/Cases
(b) Reference:-
 Every page of the noting and
correspondence portion of the file is
consecutively numbered in pencil.
 The paper under consideration will be
flagged PUC on the right corner of the
paper. Draft reply will be flagged DFA on
the left corner of the paper.
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 Submission and Processing of
Files/Cases
(b) Reference:-
 In referring the papers, the relevant page
number of the noting / correspondence
portion will be quoted invariably in the
margin of PUC/ DFA.
 All other papers which are put up with the
current file will be flagged with alphabetical
slips for quick identification.
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Submission and Processing of Files/Cases

(c) Use of Urgency Gradings:-

 In the Govt. offices, normally, four urgency gradings are
used for the disposal of the cases viz. ‘Most Immediate’,
‘Immediate’, ‘Urgent’ and ‘Priority’.
 The label ‘Immediate’ should be used only in cases
requiring attention during day and night and label
‘Immediate’ be used in cases requiring prompt attention.
The label ‘Urgent’ will be used for cases which require
urgent attention and the label ‘Priority’ shall be used for
cases which merit disposal in precedence to other cases of
ordinary nature.
 When label `Parliament’ and ‘Vidhan Sabha Business’ or
‘Budget’ are used there will be no need to use any label of
urgency gradings.

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Communication Skills
(Noting & Drafting)

28
 Areas of Discussion
 Presentation of Data
 Some suggestions which one must ask one self while
dealing a case
 7 C’s for best communication skills
 Drafting
 Points to be taken care
 Check list
 Different forms of Drafts
 Terminology (commonly used in office work)
 Drafting of Reply to Assembly Questions
 Handling of Secret and Confidential documents.
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 Essentials of Noting
What is Note?
NOTE:
 “Note” could be defined as “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, suggestions regarding the
course of action, and final orders passed
thereon.
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 Essentials of Noting
NOTE:
 A “Note” should contain facts and figures, rules,
law, procedure precedents, views of FD/CS/LR (in
case of State PSUs, Boards etc. decision of EC and
State Govt./ concerned Deptt.)
 A “Note” helps the decision making authority in
taking a decision. It should normally comprise of
a brief resume of the case, the analysis/
statement of the point(s) at issue, suggestion
regarding the course of action of the orders, if
any, passed thereon.
31
 Why record a note?
The working of the Government/
Organization is a continuous affair and
the policy of the Government has to
remain uniform in a given set of
circumstances. A written record of the
reasons for adopting a particular course
of action in a case, will ensure identical
treatment to a similar case coming up
in future.
32
 Guidelines for Good Noting
a) All notes should be concise and to the point.
b) A simple and direct style of writing should
always be adopted.
c) Notes and orders should normally be
recorded on the note-sheets.
d) Notes should not be recorded on the receipt
itself except in very routine matters.
e) Reproduction of extracts from the PUC should
be avoided.
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 Guidelines for Good Noting
f) Wherever a running summary of the facts is
available on the file, it should be referred to without
repeating any part of the facts in the note.

g) Notes should always be worded in a courteous and

temperate language, free from any personal
remarks.

h) Any remarks recorded by senior officers on the

receipt should first be reproduced before the note is
recorded.

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 Guidelines for Good Noting

i) The dealing hand will append his full

signatures with date on the left below his note.
An officer will append his full signatures on
the right hand side of the note. Preferably, the
stamp of name and designation be used.

j) A note will be divided into paragraphs of a

convenient size. Paragraphs should be serially
numbered and may also have brief titles, if
necessary.
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 Functional Approach to Noting

a) Routine or Repetitive Cases:

In such cases, ‘standard process sheet’
which means a standard skeleton note
should be developed indicating pre-
determined points of check. In respect
of other routine case, a fair draft should
be put up with standard noting.

36
 Functional Approach to Noting

b) Correspondence of ordinary
cases:
These cases also do not require
detailed noting. It would be sufficient if a
brief note is recorded indicating the issue
under consideration and the suggested
action (Draft/reply may also be put-up for
approval/ signatures).

37
 Functional Approach to Noting
c) Problem Solving Cases:
A detailed note will be necessary,
covering the following aspects:-
i. What is the problem?
ii. How has it arisen?
iii. What is the ‘Rule’, ‘Policy’ or ‘Precedent’?
iv. What are the possible solutions?
v. Which is the best solution? Why?
vi. What will be the consequences of the
proposed solution? Financial requirement?
Provision for the same? Yes / No.

38
 Functional Approach to Noting

(d) Policy and Planning Cases:

Such cases would require a
thorough examination, particularly because
important decisions are to be taken at top
management level. A note in such cases
should be structured in the following
manner:-
I. Problem: State the problem. How it has
arisen? What are the critical factors?

39
 Functional Approach to Noting
(d) Policy Cases:
II. Rule, Policy etc. on the subject be quoted.
III. Precedents: Precedents cases having a
bearing on the issue under consideration
should be put-up.
IV. Critical Analysis: The case should then be
examined on merits answering questions like
what are the possible alternative solutions?
Which is the best solution?
V. Concluding para: The concluding para should
suggest a course of action for consideration
and level of authority competent to take
decision.
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Modification of Notes:

Notes recorded on a file should, in

no circumstances, be pasted over or
mutilated.

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Oral Discussions:
All points emerging from
discussions between two or more
officers of the same department and
the conclusions reached will be
recorded on the relevant file by the
officer authorizing sanction.

42
Oral Instructions by Higher Officers:
i. Directions should normally be in
writing.
ii. In emergent situations, the oral
directions should be confirmed at the
earliest.
iii. After compliance, directions/orders
may be got confirmed.

43
 Noting on
‘Fresh Receipt’
be avoided

44
 Language of notes

Should be free from personal remarks. If

apparent errors in the note of
Superior/Minister have to be pointed out,
or if the opinions which he/she has
expressed have to be commented upon,
special care must be taken to ensure that
observations are pointed out in respectful
language

45
 Numbering of Paragraphs

A note is most conveniently written in

paragraphs, which must invariably be
numbered. Each paragraph containing
suggestions should deal with a definite
point so that orders can be passed. It is
often useful to summarize the suggestions
in final paragraph, and which could be
transformed into a draft.

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Referencing of notes
Every statement in a note
should be supported by a
reference.

47
 Submission of revised rules

When rules etc. which have

undergone revision are re-submitted,
the case should always show the
difference between the old and new
rules.

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 Presentation of Facts/Data
Besides recording of the Note, facts, data
and informations can be arranged or presented
in following formats:
a) Statement/ Tabular form
b) Linear & Graphics forms where
presentation of comparative study is to be
made of facts for more than one year.
c) Circular PIE diagramme showing sector
representing quantities.
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 Some suggestions which one must ask one
self while dealing a case
1. Whether I have read the PUC carefully and apprised myself
with the full facts of the case?
2. What are the rules/regulations/ procedures/precedents on
the subject and knowing the facts of the case whether I
have examined my case accordingly, referencing everything
properly?
3. Is it necessary to connect the allied matters/cases with the
case for a proper perspective? Should not I link those case
also?
4. Is not the back referencing I am contemplating avoidable?
Is not the requisite information available in our office? If a
back reference is a must, have I asked for all the
information that is necessary in the first instance?
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5. Have I dealt with the case fully and exhaustively, clearly
spelling out the points at issue which are required to be
decided leading to expeditious, early and proper disposal of
the case, clearly indicating the competent authority
empowered to take the final decision?
6. Have I dealt the case effectively by giving it the right
direction, from administrative, financial, legal and
humanitarian angles?
7. Is the advice of Chief Secretary/Legal Remembrancer/Finance
Department/Health Department/Any Advisory Agency really
necessary or can we finally decide it ourselves under the
rules/regulations/instructions on the point?
8. Have I been successful in being to the point and have I been
able to exclude all the irrelevant things, papers etc.?
9. Have I put up the case the way in which I would have liked it
to be put up me? Have I been able to put in my best in my
work?
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 7C's for the best Communication Skills

1. Clear
2. Complete
3. Concise
4. Concrete (Meaningful)
5. Correct
6. Candid (Pure and Strong)
7. Courteous

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 Proceedings of Meeting
 Where and when the meeting was held
 Who chaired the meeting
 Who was present
 Who sent their apologies, if absent
 A statement that the agenda was adhered to – e.g.
that the minutes of the previous meeting were
agreed and signed.
 All motions and amendments in the exact form they
were put by the chairperson.
 The names of the persons who proposed and
seconded each motion and amendment.
Continued…
53
 A summary of the main points of the discussion.
 The number of those voting
 The decision taken on each proposal
 Who is taking what action and when
 The date of the next meeting

A copy of the minutes should be sent to everybody

who has a right or need to know as soon as possible. If
writing the minutes is likely to be delayed, then some sort
of interim action sheet should be sent.

The chairperson normally should have the

opportunity to check the minutes before they are sent
out.

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 Development of Communication Skills
through Noting & Drafting

Check List

1. Whether letter is properly flagged `PUC'.

2. Whether PUC is properly referenced.
3. Whether all relevant papers, previous references have
been added/marked.
4. Whether you have CAREFULLY read the PUC and
apprised yourself with full facts of the case.
5. What are the rules/regulations/ instructions/
precedents concerning the case?

Continued…

55
 (ii)
6. Have you examined the case with reference to these
Rules/Instructions?
7. Have you examined financial implication?
8. Is not the back referencing you are contemplating
avoidable. If a back reference is a must, have you
asked for all the information required for dealing the
case?
9. Is advice of CS/FD/LR necessary on any point/ Issue?
10. Is your note concise and to the point?
Continued…
56
 (iii)

11. Has repeated reproduction of PUC been avoided?

12. Have you read your note before sending the case to
officers? Is your note worded in a courteous language
and free from personal remarks?
13. In complicated case, have you prepared a running
Summary of the facts.

Continued…

57
 (iv)

14. Have you prepared self —contained summary/ note if

the case is required to be submitted to Minister/ CM
covering the following aspects: —
i. What is the problem or Issue?
ii. How has it arisen?
iii. What is the "Rule, Policy or Precedent“?
iv. What are the possible solutions?
v. Which is the best solution?
Continued…
58
 (v)

15. Have you appended your FULL signatures with DATE,

Month & Year" on the left below your note?
16. Have properly paragraphed your note duly numbered?
17. Have you concluded your note summing the issue and
course of action?
18. Have you properly tagged and numbered your
notepapers?
19. Have you added spare note sheets?
20. Have you added reference in the beginning of Noting
of the file?
21. Have you removed un-necessary pages from file;
replaced the flap and file cover, if torn?
Continued…

59
 (vi)
22. Are you satisfied with your handwriting? [Spend 5-10
minutes for practice for improving your handwriting]
23. Have you added ‘URGENCY Slip' if required? (urgent,
Immediate, Assembly Business,, Budget Confidential
etc.)
24. Have you properly referenced your note; flagged the
Rules, Instructions, Precedents etc.
25. Have you made entry in your `Movement Register'?
26. Have you started preparing notes on computer?
27. Have you made use of four files marked 'CS’, 'FD',
'Others' and 'Precedents' maintained, by you to keep
copies of circulars from respective departments and
specimen to guide you?

60
 Terminology
Some Latin words commonly used in office-work
Legal Term Meaning
ab initio from the beginning

ad interim in the meantime

ad veloram according to the value

a plea by a person accused of

alibi an offence that he was
‘elsewhere’

bona fides good faiths

cause causes the immediate cause

61
 Terminology
Some Latin words commonly used in office-work
Legal Term Meaning

contra against

custodia legis custody of the law

data what is given

de facto in fact

de jure in law

de novo a new
62
 Terminology
Some Latin words commonly used in office-work
Legal Term Meaning

ex-officio by the virtue of an office

modus operandi mode of operating

with the necessary changes in

motatis mutandis
the points of details

nexus bond, link or connection

prima facie on the face of it

sine quo non an indispensable requisite

63
 Terminology
Some Latin words commonly used in office-work
Legal Term Meaning
status quo existing condition
sub judice in course of trial

suo moto of his own

ex post facto by subsequent act

expression used to signify

something done or said by one
ex parte
person not in the presence of
his opponent

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 Terminology
Some Latin words commonly used in office-work

Legal Term Meaning

execution Performing a duty

Without affecting any other

without prejudice
legal matter

wilfully Intestinally

wakalat – nama authorization

65
 Terminology
Some Latin words commonly used in office-work
Legal Term Meaning

vis – à –vis In comparison with

vague Not clear

unlawful illegal

Beyond your legal power or

ultra vires
authority

time-barred expired

66
 Terminology
Some Latin words commonly used in office-work

Legal Term Meaning

Because of the fact the fact that

ipso facto
has been mentioned

irrevocable That cannot be changed

Any discussion of legal action

caveat
must be preceded by a caveat o
67
Drafting

68
 DRAFTING
 Draft to follow orders.
 To expedite disposal of a case, draft may be
put up along with note (in other than policy
cases).
 Ordinarily, not more than two days are
allowed, after passing of orders, for the
submission of draft (in urgent cases only one
day is allowed).
 “DFA” slip on draft to be fixed and placed
beneath the notes.
 Number of drafts to be issued be indicated as
DFA-1, DFA-2 etc. 69
 DRAFTING

 Avoid use of abbreviations in the drafts.

 A brief subject should be inserted as heading
in a draft.
 Quoting of sums of money (both in figures and
words).
 Fixing of time limit for reply (while addressing
sub-ordinate offices).
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 DRAFTING

 Letters to the Accountant General Haryana

should mention the section concerned
 Communications relating to orders and
sanctions, involving financial sanctions
should not be signed below the under sanction
level
71
 DRAFTING

All orders to the A.G. Haryana should mention:

1. The reason which necessities transfer of
funds and
2. Minor sub-head and the primary or secondary
unit affected

72
 DRAFTING
Points to be noted:
A draft-
 Should carry the exact message sought to be
conveyed;
 Should be clear, concise and incapable of
misconstruction;
 Should result in the desired response from the
received;
 Should be divided into proper paragraphs, according
to the logical sequence or order of ideas expressed
in the draft.
 Should contain references to previous
correspondence, if any.
73
 DRAFTING

Avoid:
 Lengthy sentences, abruptness,
 Repetition of words, observations or ideas
 Offending, discourteous language

74
 DRAFTING
Check List:
A draft should indicate the following:
 File No.
 The name and complete postal address of the sender
organization.
 The name/designation of the addressee with complete
postal address.
 Salutation (i.e. Sir, Dear, etc.)
 Subject of the Communication.
 Number and Date of the last communication in the series
(from the Addressee or from the Sender)

75
 DRAFTING

Check List:
 The enclosures, which are to accompany the fair
copy (A short oblique line in the margin will
indicate that enclosures are to be sent along with
the fair copy).
 Subscription (i.e. Yours faithfully, Yours sincerely,
etc.)
 Urgency grading be indicated.
 Endorsement, wherever necessary.
 Name, Designation and Signature of the Sender

76
 Different forms of Drafts

1. Letter
2. Demi Official Letter
3. Office Memorandum
4. FAX
5. Office Order
6. Order
7. Notification
8. Endorsement
77
 Forms of Govt. Communication
Form Purpose To whom General
LETTER To seek/ convey/ a. Statutory a. Begin with
information/ authorities like salutation
views/ decisions/ Union Public `Sir’ or `Dear
directions Service Sir’ as may
Commission be
b. Public appropriate
Enterprises and ends
c. Public Bodies with
subscription
d. Members of
“Yours
Public
faithfully”
b. Tele. No.
invariably
below
signatures.

78
 Forms of Govt. Communication
Form Purpose To whom General
DEMI Where a. Another a. Written in the first person in a
OFFICIAL matter Govt. personal and friendly tone.
LETTER should Officer (of b. Name, designation and
receive more or telephone number of the
personal less sender at the top of letter
attention equivalent head.
status) c. Subject may be given in the
b. Non- first sentence to avoid a
official. lengthy opening sentence.
d. Begins with salutation “My
dear Sh./ Ms…..” or “Dear
Sh/Ms…..” ends with phrase
“With regards and
subscription “Yours
sincerely”.

79
 Forms of Govt. Communication
Form Purpose To whom General
OFFICE- a. Inter a. Attached a. Written in the
MEMO- departmental and third person.
RANDUM communication subordinate b. Bears no
b. To call for offices/ salutation or
information b. employees subscription
from or to except
convey designation and
information tele. No. of
signatory.

80
 Forms of Govt. Communication

Form Purpose To whom General

FAX/ In urgent Local and Document/

e-mail and Outstation/ communication is
important Offices/ transmitted to the
matters Organizations receiving agency.
heaving FAX/ and confirmation on
e-mail telephone is must.
Facilities

81
 Forms of Govt. Communication

Form Purpose General

To whom

OFFICE To Officers/ Copies are

ORDER communicate sections/ invariably
internal units within endorsed to the
administrative the administrative/
decisions like department financial authorities
grant of leave, concerned.
redistribution
of work etc.

82
 Forms of Govt. Communication
Form Purpose General
To whom

ORDER To Addressed to Copies are

communicate none invariably
Financial specifically. endorsed to the
Sanctions, In a administrative/
orders in disciplinary financial
disciplinary case, authorities
Cases, addressed to concerned.
transfers etc. the official
concerned.

83
 Forms of Govt. Communication
Form Purpose To General
whom
NOTIFICATION For notifying in Controller There are
gazette Printing & different parts
1.The promulgation Stationery and sections
of statutory rules of the gazette
and orders reserved for
2.Appointments/ different
promotions of types of
gazetted officers notification.

84
 Forms of Govt. Communication

Form Purpose To whom General

ENDORSEMENT 1. Reply on the a.Sender of the Not used for
original letter original Communicating
itself. communication with State
2. To forward copy b.Another Deptt. Government.
to another Deptt./
Office for
information/
action.

85
 LETTER WITH ENDORSEMENT
No………………………
Government of India (Bharat Sarkar)
Department of……………………………… (………………………...Vibhag)
New Delhi, the …………...20
To

Subject:.
Sir/Madam

*With reference to your letter No. -------------dated--------------

Yours faithfully,
#Sd/-
(ABC)
Under Secretary to Government of India
Telephone No.
Endorsement No. …… Dated ………….
Copy forwarded for information and necessary action:
1.
2.

(ABC)
Under Secretary to Government of India
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------
----*Other alternative forms of the introductory phrases commonly used are:
i. In continuation of my/this Department’s letter No………..
ii. With reference to the correspondence resting/ending with your/this Department’s letter No……………. dated………….
#To be typed on copies intended for (1) and (2) referred to in the endorsement.
86
 DEMI-OFFICIAL LETTER
XYZ
Deputy Secretary
Tel. No.
D.O. No…………………………………
Government of India,
…………………..Department,
New Delhi, the ………….., 20

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 would be grateful if you let me have your comments as soon as possible. It may add that we intend
circulating the draft scheme formally to all Departments in the course for their comments.

With regards,
Yours sincerely,

(XYZ)
To
Shri……………..,
Deputy Secretary,
Department of ………………..,
(…………………………. Vibhag)
Krishi Bhawan,
New Delhi-110 001. 87
 ORDER
Government of India
(Bharat Sarkar)
Department of………………………………
(………………………...Vibhag)
New Delhi, the …………...20

Sanction of the President is accorded under Rule 10 of the Delegation of

Financial Power Rules-off of irrecoverable loss of Rs.200/- (Rupees two hundred only)
being the value of the following articles belonging to this Department:-
1.
2.
Sd/- (ABC)
Under Secretary to Government of India
Endst. No………………………
Copy to:-
1.
2.
(ABC)
Under Secretary to Government of India
88
 ORDER
No………………………
Government of India
(Bharat Sarkar)
Department of………………………………
(………………………...Vibhag)
New Delhi, the …………...20

ORDER

Shri…………………, a Lower Division Clerk in the Department of ……………………………, is

hereby informed that it is proposed to take action against him under Rule ………… of ……………
2. Shri………………………., is hereby given an opportunity to make such representation as he
may wish to make against the proposal.
3.
4.

(DEF)
Deputy Secretary to Government of India
Endst. No. …………… Dated ……………………

Shri…………………………………..
Lower Division Clerk
Department of ………………………
89
 OFFICE ORDER
Government of India
(Bharat Sarkar)
Department of………………………………
(………………………...Vibhag)
New Delhi, the …………...20

Shri XYZ, a permanent Lower Division Clerk in this Department, is

granted earned leave for ………………… days from ……………… to ……………. With
permission to prefix.
It is certified that Shri XYZ is likely, on the expiry of this leave, to
return to duty at the station from which he proceeded on leave.

(ABC)
Under Secretary to Government of India
Endst. No. …………………. Dated
……………………..
Copy to:
1. Office Order File
2. Cashier
3. Section concerned
4. Shri XYZ
90
 NOTIFICATION
No………………………
Government of India
Department of………………………………
New Delhi, the …………...20

No.……………………. Shri XYZ, Under Secretary in the Department of

…………………………….. is appointed to officiate as Deputy Secretary in that Department vice
Shri………………………………. Transferred to the Department of………………………………

(ABC)
Joint Secretary to the Government of India
To

The Manager,
Government of India Press
FARIDABAD.
No…………………..New Delhi, the……….20
* Copy forwarded for information to:
1.
2.
3.
---------------------------------------------------------------------------------------------------------------------------------------------------------
---
91
*Endorsement should be typed on all copies except the one intended for the press
Delay Management

92
 Checks on Delays
(Managing Delays)

• Time Limits
• Handling of Staff/Public Grievances
• Weekly Arrear Statement
• Monthly Statement of cases pending disposal
of a month.
• Monthly progress reports of recording and
review of files.
• Watch on disposal of court cases and
implementation of court orders.
• Use of urgency slips 93
Check list of periodical reports

Each section will maintain:-

a) Check list of incoming reports
b) Check list of outgoing reports

94
 Records on Racks

 Current
 Semi Current
 Non Current

95
 General Instructions
• Keep your table and surroundings clean
and tidy;
• You should not throw away papers right
and left;
• You need to look-after the office furniture
and equipment;
• It will help us if we keep files and papers
in order as it will save a lot of time and
confusion;
• Before leaving office, set your papers in
order;
96
 General Instructions
• Do not leave office before time,
Emergencies can be met with any time.
If you need to go early, then to leave
office with the permission of your
seniors;
• Never leak out office secrets and avoid
gossip. Always be courteous to your
colleagues, subordinates and public;
• Always avoid to create a bad impression
about you because it is difficult to erase
a bad opinion once formed. 97
Thank
s
98
 OBJECT
The ultimate object of all Government business is:
 to meet the citizens’ needs and to further
their welfare without undue delay,
 Accountability to ensure that public funds
are managed with utmost care and
prudence, and
 to keep appropriate record - Not only of
what has been done but also of why it was
so done 99
Every rule and step in the procedure
serves a definite purpose and must meet
these tests:
 Is it necessary?

 Will it increase the productivity ?

 Will it provide a responsive

administration?
100
AR Deptt. has laid down various procedures for
secretarial work in the form of Central Secretariat
Manual of Office Procedure. The State
Governments have also followed.
It serves as:
 a standing order,
 a means to coordinating effort,
 a tool of communication, and
 a basis for performance measurement and
appraisal.
It forms the back-bone of process management. 101
 Transaction of Business
The govt. Business is transacted as per rules issued
under the constitution of India:-
 The GOI (Allocation of Business) Rules
 The GOI (Transaction of Business) Rules

In pursuance of these rules minister in-charge of a

department issues a Standing Order for the transaction of
business in a department.

Similar rules have been notified by State

Governments.

102
 Information on tips

1. Maintenance of files
2. Parliament/Assembly Business
3. Compliance of orders from higher authorities
4. Check list of Reports/Returns
5. Court Case
6. RTI – disposal
7. Audit objection
8. Record Retention Schedule (Weeding)
103
 MIS System
(Important aspects on which information be maintained
on prescribed format for reference)

• Position regarding Sanctioned/Vacant Posts

• Promotional Aspects/ACP etc.
• Request for ex-gratia financial assistance on
compassionate ground
• Completion of Probation
a) Due
b) Completed
c) Extended
Continued…
104
 MIS System
• Details of pending disciplinary cases

• Suspension cases - charge sheets issued- to

be issued
• No. of vigilance cases – status

• Review of premature retirement

• Court cases with brief & status

105
 Cabinet Memo: - Procedure
•A4 size paper
•In English & Hindi
•Double Space
•Font size 12-14
•Both sides of the paper
•Margin not less than 1.5 inches
•Paragraphs numbered
•No bullet or other kind of marking
•Graded as “Secret" or “Top Secret”

106
• Copies to be numbered for security purpose
• On top of first paragraph on right side security
grading – an there under copy numbers
• On bottom of page in Centre file number and
sponsoring Ministry
• Below the name of Ministry words “Note for the
Cabinet...
• All pages including annexes should bear continue
page numbering like X of Y (Y being the total number
of pages)
• On Appendices/Annexes security grading/Name of
sponsoring department.
107
• Statement of implementation containing – Gist of
decision sought , Time Frame benefits to target
group—
• Last para – proposal(s) have been approved by the
Minister-in-Charge
• Note properly tagged or stapled
• Avoid spiral or hand binding
• Send well in time – (72 hrs circulation before)
• Should accompany PRESS BRIEF

108
 CONTENTS
• Self contained, straight-forward, relevant details only
• Should not exceed 7-8 pages in double space
• Abbreviation used if any, should be explained in the
first use.
• Last Para should be self contained indicating specific
point on which approving is sought
• Names and observations of departments consulted
to indicated in main note. Detailed Comments, if any,
should be tabulated and annexed.
• In case of significant changes withdraw and revise
note – or bring the facts to the notice of Chief
Secy./Cabinet Secy. 109
 Specimen
Top Secret
Copy No.................
No.............................
Ministry of .......................
Department of..................
New Delhi the. (date)

NOTE FOR THE CABINET

Signature................
Name......................
Designation.....(Not below Jt. Secy. in the
Ministry)
Tel. No.

110
 Aids to Processing
Develop and maintain the following :
1. Standing guard files
2. Standing notes – running summery
3. Precedent book
4. Standard process sheets (of repetitive
items of work only); and
5. Reference folders containing copies of
circulars, etc.
111
 Record
Management

Importance & Procedures

112
 Principles of Record Management
Objectives
1. Records are tools of management, memory of an
organization and source of Information.
2. Serve useful purpose
3. Capable of retrieved quickly.
4. Control on the growth
5. Neither be prematurely destroyed nor retained
for a longer period.
6. Essentially required for effective implementation
of RTI Act
113
 Record Mgt : Vis-a-Vis RTI Act:
Record Management under RTI Act involves
following aspects:-
1. Maintenance of Record duly catalogued and indexed
2. Classification; Weeding/Retention.
3. Retrieval of Record
4. Developing Record/Registers for monitoring/
implementing RTI Act
5. Preparation and publication of manuals for public
authority.
6. Computer Back-up of Record.
[Sec 4 of RTI Act]
114
 Categories of Record
 Files; and
 Records other than files (e.g. Registers,
Vouchers, Cash Book, Service Book etc.)
 Records other than above and common to
all departments e.g. Creation of offices;
International Agreements; Study Reports;
Arbitration; Attendance Registers etc.

115
 Classification of Records

i. Class – A
The files of this classification will be kept for
permanent preservation for administrative
purposes. The files of historical importance
will also be classified `A’. The files of this
classification will be got printed or Photostat
because these contain precious documents
and access to it in original form has to be
restricted.
116
 Classification of Records

ii. Class – B
The files which are also meant for permanent
preservation but do not contain documents/
material required to be preserved in its
original form and are not needed for frequent
reference by different parties are to be
classified `B’. The files of this classification will
be kept in original form and are not to be got
printed/Photostat.
117
 Classification of Records

iii. Class – C
The files of secondary importance and
having reference value for a limited
period not exceeding 10 years, are to be
classified `C’. The retention period for
the Class `C’ files is to be indicated at
the time of recording.

118
 Procedure for:-
 Recording
 Reviewing
 Weeding as per Record
Retention Schedule

119
Basic parameters for Retention (Period)

Record dealing with:-

 Rules, Regulations, Policy Matters – for
issuing Department:- Permanent
 Important aspects of administration (e.g.
appointment, seniority, promotions etc. –
10 years
 Less important matters (Trg, examinations
– 3/5 years
Continue…
120
Records connected with Retirement –
(after retirement/issue of final PPO etc.):-
5 years
Auditable Records (Finance, Accounts etc.)
– (after audit and settlements of
objections):- One year
Court cases –Till appealable
Personal Records – To be weeded after
making entry in personal file/Service Book

121
 AR’s recommendations

• Level jumping
• Delegation of authority
• Improving office environment
• Improving procedures
• Forums (of Reports & Returns) improvement
• Developing standard process sheets.
122