TRAINING PROGRAMMEON

NOTING & DRAFTING

ByLAKKARAJULA SUBUDDI

B.Com., LL.M., DJ, DPR (Ph.D.)

Joint Director (Rtd.), Treasuries and Accounts Dept. A.P.

ADVOCATEsubuddilakkarajula@gmail.com

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