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TRAINING PROGRAMMEON
NOTING & DRAFTING
ByLAKKARAJULA SUBUDDI
B.Com., LL.M., DJ, DPR (Ph.D.)
Joint Director (Rtd.), Treasuries and Accounts Dept. A.P.
Mobile No. 9391034297
I ‘KNOW’, WHAT I ‘KNOW’
B U T
I ‘DON’T KNOW’, WHICH I ‘DON’T KNOW’
ONE SHOULD KNOW SOME THING ABOUT EVERY THING
AND
EVERY THING ABOUT SOME THING
„KNOWN‟ IS “DROP”
„UNKNOWN‟ IS “OCEAN”
COURTESY TOWARDS PUBLIC
ALL DEPARTMENTS HAVING MASS CONTACT WITH THE PUBLIC MUST UNDERTAKE
TRAINING PROGRAMME TO SENSITIZE THEIR STAFF IN DEALING WITH THE PUBLIC WITH
COURTESY
(G.O.Ms.No.242 GA (GPM&AR) Dept. Dt.22.5.2002)
RULE 3 B OF A.P.C.S. (CONDUCT) RULES,
1964
PROMPTNESS AND COURTESY:
NO GOVT. SERVANT SHALL:
IN THE PERFORMANCE OF HIS/HER
OFFICIAL DUTIES, ACT IN A
DISCOURTEOUS MANNER
IN HIS OFFICIAL DEALINGS WITH THE
PUBLIC OR OTHERWISE ADOPT
DILATORY TACTICS OR WILFULLY CAUSE
DELAYS IN DISPOSAL OF THE WORK
ASSIGNED TO HIM/HER(ADDED BY G.O.Ms.No.72, GA (SER.C) DEPT., DATED 3.3.1998)
FEW IMPORTANT HINTS
Use the right and best Language in Administration
Punctuality, Promptness, Regular Attendance and Obedience can be said as FOUR PILLARS of the Discipline
Silence and Mutual Courtesy among the staff members are must
Every Employee is expected to have a thorough knowledge in Rules and Regulations of the Government
IGNORANCE OF SUCH RULES AND REGULATIONS IS NOT AN EXCUSE
Integrity has to be maintained among the staff members
OFFICE SYSTEM
VARIOUS STAGES OF OFFICE SYSTEM ARE:
RECEIVING TAPPALS
PROCESSING NOTE FILES
OBTAINING ORDERS OF APPROPRIATE AUTHORITY
DESPATCHING THE CORRESPONDENCE
MAINTENANCE OF RECORDS
RECORDING THE PROGRESS OF WORK AT VARIOUS STAGES IN
VARIOUS REGISTERS ETC.
IS THE BUSINESS OF AN OFFICE
COLLECTING INFORMATION
CLASSIFYING INFORMATION
PROCESSING INFORMATION
TAKING DECISION
COMMUNICATING DECISION
MONITORING IMPLEMENTATION
STORING INFORMATION
DISCLOSURE OF
THE
INFORMATION
UNDER R.T.I. ACT
FEW IMPORTANT HINTS
Use the right and best Language in Administration
Punctuality and Promptness should be maintained on the instructions of Superiors
Every Employee is expected to have a thorough knowledge in Rules and Regulations of the Government
IGNORANCE OF SUCH RULES AND REGULATIONS IS NOT AN EXCUSE
Integrity has to be maintained among the staff members
A file is made up of:
Current File AND
Note File
Current File consists of :
Communications
received AND
Communications sent
including Drafts
CURRENT FILE
Papers in the Current File are arranged:
In a chronological order with
previous paper on the top
Neatly tagged and page numbers are
given on the top, both the sides of
the page of C.F. in Red Ink starting with 1
NOTE FILE• 1/3rd Margin should be blank on the left side
• Page numbers should be in the middle and on the top of pages
• Subject/Title should be on the first page
• Referencing should be done with pencil
• The matter should be broken into short paragraphs dealing with single point
WHAT FOR A NOTE FILE
It facilitates to record Brief/Remarks of the
concerned chronologically for a quick and
unbiased disposal
It facilitates/ensures comprehensive examination
It provides written record of decisions taken and justification thereof
It constitutes proof of Approval/Orders by the
Competent/Appropriate Authority
It ensures consistent approach
It provides historical and evidential material
CONTENTS OF A NOTE FILE
Statement of the case
Relevant facts and figures
Procedures prescribed and Precedents
Law /Rules etc. on the Subject and their application
Views/Advices of Superior Officers and even
Others, if any, consulted
Implications (Legal, Social, Administrative,
Financial etc.) of the various options available
Suggested course of action
HOW TO WRITE IN A NOTE FILE
Simply worded (logically sequenced and with good readership appeal)
Factually correct (fact based)
Non repetition (by drawing attention through references on the margin or in the
body of the Note especially for those which can be referred by Nos. and dates)
In short and optimum paragraphs of a few sentences (of about 10-15 words)
each
Para Numbers should be assigned to each para even for observations of the
officers with a single word viz. “Approved”, “Speak”, “Put-up” and
SIGNS “!” “?” etc
Fully signed and dated by the dealing hand (on the left hand
bottom) and by the officers on the right hand bottom
C.W./S.W. SUPDT/S.O. A.D. D.D. J.D. ADDL.DIR. DIR.
(L E V E L J U M P I N G)
Secretariat Practice is little different when a file is sent to
C.S./MINISTERS/C.M. ETC. for orders in circulation
CS
MINISTER (AGRICULTURE)
C.M.
Verbosity (వచలత)
Long and complicated (కల షటమన ) sentences
Reproduction of Rules/Regulations
Intemperate (మతమర ) Language
Bias (పకషపతంచూపు)
A V O I D
WHILE WRITING A NOTE
AVOID
• Verbatim మటకు
మట
• Long and complicated sentences
• Reproduction of Rules/Regulations
HOW SHOULD BE A NOTING
• Even at least one word should be carried over to the next page, instead of ending the note at the extreme bottom of the page)
• Extra blank sheet should be added
• Precise (business-like and to the point only)
Objective and Unbiased (3rd person
passive voice and NO double negative
words VIZ. too prolix (చల
వసతరన )/too clumsy (తలవ లన,
చతురయ ం లన)
Polite (temperate language, even when
pointing out obvious mistakes statements)
Noting should never give a scope to
refer the Dictionary
In few cases we do not require detailed noting. It
would be sufficient if a brief note is recorded
indicating the issue and consideration and the
suggested action, if any
A MODEL TO WRITE IN NOTE FILE
1. The letter is from the Commr., D.T.A. (First time, the
abbreviation should be expanded) asking information
regarding receipts under the Head of Excise. The
information is prepared in a format of statement which
may kindly be seen at flag “BB”.
2. Subject to approval a draft reply is put up below
covering the information called for by the DTA, for kind
approval
The oral instructions given may be confirmed in writing at
the earliest soon after the Officer resumes duty
post facto approval
In case if a lower officer takes a decision in the
absence of appropriate authority, the file should be
put up to the appropriate authority after the
required orders are issued
(a.i.) (after issue)
FLAGGING
• Flags should be indicated in ALPHABET AND NOT IN
NUMBER viz. A, B, C, AA, BB etc. and not 1, 2, 3, 4
• Care should be taken to see that no alphabet is
repeated for second time
• Care should be taken to see that the flags are kept in
such a way that catches the eye
• If number of flags are attached, flag A should be the
first reference, then B and so on and so forth
• Care should be taken to see that one flag does not
cover the other flag
Whenever a note is put up, proper
referencing should be done. The
references should be noted
chronologically
Referencing should be done with Pencil
both in Note File and Current File
LINKED FILES
If some matter in any closed/disposed file needs to be
referred for reference or to show as a precedent
• Main File should be on the top and Linked files should be
beneath the Main File
• Strings of upper file pad are tied to back of the pad
• Slip indicating:
TOP FILE FOR ORDERS AND
LINKED FILES ARE FOR REFERENCE
Should be pasted on the Main File
DRAFTING• Draft is a rough sketch of a communication to be issued
after approval by the officer concerned
A DRAFT:
• Should carry the exact messages sought to be conveyed
• Should be clear, concise and never lead to misconstruction
• Should result in the desired response from the receiver
DRAFTING
• Should be divided into proper paragraphs, according to the logical sequence or order of ideas expressed
• Should contain references to previous correspondence, if any
• FORMATS WILL BE MORE HELPFUL WHEN CALLING FOR AN INFORMATION FROM MANY OFFICES
A V O I D:
Lengthy sentences, abruptness
Repetition of words
Observations or Ideas
Offending, Discourteous Language
DRAFTING• Drafting a document would imply
making rough copy of a document
• It is the most intellectually demanding of all professional skills
DRAFTING
It requires:
Knowledge of the law
Ability to deal with abstract concepts
Investigative instincts
Extraordinary degree of prescience
Organizational skills
BETTER MAKE BULLETS ON ROUGH SHEET
BEFORE YOU PUT IT IN DETAIL
PRINCIPLES OF GOOD DRAFTING
• Prepare an outline
• Establish a single principle of division and use that principle to divide the subject matter into major topics
• Arrange the items within a topic in a logical sequence
• Heading
• Clear writing
PRINCIPLES OF GOOD DRAFTING
Use concrete words
Government writing often concerns abstract subjects
Abstract words can‟t be vague and open to different
interpretations
Put instructions in simple, concrete words
WRITE SHORT SENTENCES• SENTENCES SHOULD BE READABLE:
– Simple
– Active
– Affirmative
– Declarative
• The more a sentence deviates from the structure, the harder the sentence is to understand
• Long, run-on sentences is a basic weakness in documents
WRITE SHORT PARAGRAPHS
• A writer improves the clarity of a document by using short, compact paragraphs
• Each paragraph should deal with a single, unified topic
• In the beginning of a Draft, expand the abbreviations eg. A.P.P.S.C., A.P.S.R.T.C., D.T.A., D.I., S.A., D.M.E., etc.
CHECK LIST IN DRAFTING
A DRAFT SHOULD INDICATE THE FOLLOWING:
• File Number
• The names and complete postal address of the sender/ organization and Addressee including Telephone/Fax/Cell Nos.,
E.Mail etc.
• Subject of the Communication
• Number and date of the last communication in the series (from the addressee or from the sender or any other office)
The enclosures which are to accompany the Fair Copy
Urgency grading (By registered post/Spl. Messenger/Urgent etc.)
Name (where required), Designation and Full Signature of the Sender
Form of Communication applicable should be chosen very carefully
DRAFTING
• After orders are passed in Note File, Draft should be put up
• However, in simple cases where specific discussions are not required, draft can be put
up along with the Note File
• The draft should be with the proper title/subject whether it is Memo. or Letter or Proceedings or D.O.Letter as the case may be
DRAFTING
• The Title/Subject in the draft should be the same as shown in the Note File
• The Title/Subject should indicate the exact nature of the reference made or orders passed. There should be no ambiguity
DRAFTING
• The draft should be on the same lines as approved note, taking into account the
observations/comments made by the officers and orders passed
• Below the title, the references received from outside and the references sent, other than
routine reminders, should be cited in a chronological order
DRAFTING
DONTs
– Words/Phrases which lead to ambiguity, confusion and necessitates looking back for
date, person, thing etc. referred
• Long words, foreign or classical words or expressions
– Vague and clumsy phrases
DRAFTING
• DONTs
– Discourtesy Words
– Short Abbreviations
– Colloquial phrases like “so impertinent”, “so manytimes, “not too bad” etc
CURRENT FILE ARRANGEMENT
• The papers in a Current File should be arranged in a chronological order duly numbered in red ink
• References in every current should be indicated in a side margin with pencil showing the current no.
where that particular reference is available in that file
• In case if no information of a particular reference in the current is available in that File the letters ‘N.A.’
should be put
CURRENT FILE ARRANGEMENT
Statements, Maps, Plans etc. should be placed below the current file, for ready reference
It is advisable even to preserve the drafts already made but were not accepted by higher authorities below the current file and note file,
separately
REFERENCING
• It is one of the important elements for quick and proper disposal
• Details of a case previously noted or reported
• Details of previous cases, precedents should be referred in the Note File
• Referencing should be made by noting the Page No./No. of Current File/Note File, Disposal No.,
G.O. No., Name of Act, Code or Manual etc.
REFERENCING• Referencing should be done with a pencil in the
margin of the note file or draft put up
• Disposals should be flagged
• Any other statements relating to other files should also be flagged when they are put in the file
• The flags of each disposals or statement put up should be denoted by an alphabetical letter
LINKED FILESIf some matter in any previous file needs to be referred
to in Note File, that file is to be put up which is called LINKED FILE
Put up the Linked File(s) below the file which is submitted for consideration
Strings of upper file should be tied back of the pad
Strings of lower file should be tied around upper file
The slip fastened to the main file on which orders are required, should indicate ‘TOP FILE FOR ORDERS AND
LINKED FILES FOR REFERENCE’
Technical CommunicationORAL FORMS
• Face-to-face communication
• Telephonic Talk
• Meetings
• Seminars
• Conferences
• Dictation
• Instructions
• Presentations
• Group discussions
• Interviews (employment/press)
• Video conferences
• Voice conferences
WRITTEN FORMS
• Letter• Office Memorandum• U.O. Note• Circular• Telex Message• Notification• Demi Official letter• Proceedings• Telegram• Endorsement• Press Communication/Note • Office Order • G.Os. • Whatsap• S.M.S.• E.MAILS
• Fax• Notices• Circulars• Newsletters• Reports, Proposals• Research papers• Bulletins, Brochures, Manuals• In-house journals
Specimen of LetterBY Regd . Post with Ack.Due
URGENT/CONFIDENTIAL
GOVERMENT OF ANDHRA PRADESH
(Department’s Name)
FROM TO
Letter NO . Dt.
Sir/Madam,
Sub : Ref
____________________________________________(Body of letter) No. of Paras as required ___________________________________________
Yours faithfully,
Enclosures: Director General
Copy to: (N.O.O.)
Specimen of Demi-offical LetterGOVERNMENT OF ANDHRA PRADESH
Sri,/Smt Department and address
Designation of the officer with both office and
(Sender) Residential telephone Nos.
Fax and e-mail Nos.
Dear Sir/Madam/
Dear Sri./Smt/
My Dear
D.O.Lr.No . dt.
Sub:
Ref :
______________________________________________________________
(Body of the letter ) No. of Paras as required
______________________________________________________________
Enclosures: With Regards/Best Wishes Yours sincerely,
Sri/Smt. (To whom it is addressed ) XXXXXXXXXXX
(Name of the officer)
Specimen of Memorandum
GOVERNMENT OF ANDHRA PRADESH
Office of the (here name and
address of the office given) Memo.
No. dt.
Sub:
Ref:
------------------------------------------------
_______________________________________________________
(Body of the Memo) No. of Paras as required
_______________________________________________________
Enclosures: xxxxxxxxxxxx
Designation of Officer
Sri/ smt .(To whom it is addressed)
Copy to:
P E R S O N A L R E G I S T E R
• PERSONAL REGISTER CONSISTS 11 COLUMNS
1. Sl. No.
2. Current No.
3. Date of Receipt by Clerk
4. Title (Main Head underlined)– From whom
– Outside number and date
P E R S O N A L R E G I S T E R
5. WHENT THE CURRENT WAS:
• Sent to Record for referencing
• Returned
6 Submitted by Clerk
7 Returned to Clerk
8 Reference used To whom and date
9 Reply or fresh current recd. from whom, No. & Date
10 Date of receipt by Clerk
11 Nature (R D L or N) and date of disposal
D I S P O S A L S
• R.Dis. (Retain Disposals): It is to be retained permanently (TO REVIEW AFTER 50 YEARS)
• D.Dis. (Destroy Disposals): It is to be retained for a prescribed period. Ten years normally.
• L.Dis. (Lodge Disposal): This is to be retained till one year or three years
D I S P O S A L S
• N.Dis.: To be retuned in original (Endorsement)
• F.Dis: To be filed
• X.L.Dis: To be filed without numbering
• X.N.Dis: To be returned without numbering
A COMMA
KILLS A MAN
64
65
66
68
69
70
????????I PAID, I HAVE PAID, I HAVE BEEN PAID, I‟M PAID
ONE OF THE BOOK, ONE OF THE PENCIL
HE DID NOT WENT, TALKED, SAID
I GOES, THEY COMES, HE GO, SHE GIVE (S)
THE RAMA RAJU SAID