additional information of facts received or errors having come to notice, a subsequent note may be recorded indicating the reasons and circumstances lead to a. Drafting. Preparation of any communication, which it is proposed to issue by, or under the direction of the Government. Page 4. Commands for Drafting. Identity. OBJECTIVES At the end of these sessions the participants will be able to: ✓ Agree to the need for noting;. ✓Describe essential features of noting; and. ✓Write a.
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Pr6cis Writing, Noting & Drafting. (In English and Hindi). Time: 3 Hrs. Max. Marks - Note: A11 questions are compulsory. Maximum marks for each question. For Course Participants only. Reading Material on. Noting. &. Drafting. Table of Types of Cases, Quantum of /noting and Functional Approach. Most of the. Noting & Drafting - Download as Word Doc .doc), PDF File .pdf), Text File .txt) or read online. noting n drafting techniqes.
It also gives an intelligent look to the files. Functional approach to Noting: Most of the cases dealt with in Government of India can be divided into the following five categories: If the last note is typewritten. In the latter case. As a convention. The main file should thereafter be returned to the referring Ministry.
Cases where references is merely for ascertaining factual information.
Noting on cases referred to under the single file system: The single file system applies to the matter. The officer to whom such notes are submitted will consider these routine notes and will either accept the routine note or record a note of his own. The final decision only should be suitably recorded on the NSO file. The general rule should be follow in such cases is that any examination should take place separately through routine notes and only the final result should be recorded on the file by the officer responsible for commenting upon the reference.
Secretariat noting on an NSO file may start on a new page. If at any stage of its processing in the Secretariat it is felt that the internal noting or any portion thereof be kept outside the record of the NSO file. Noting on inter-departmental references: In cases falling under b.
It is also undesirable for an officer to make his subordinate change his note. Cases in which the references seeks concurrence. In the former case.
In brief the point is. The following guidelines are given for dealing with noting on the above five categories of cases: How has it arisen?
Can it be modified? Problem solving cases: In these cases.
Planning and Policy cases: These would form a very small number in a Section and require a through examination. Physiological human. A reply as in DFA is put up. Which are the major ones and which are only subsidiary?
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Identify the critical factor. In preparing a detailed note for consideration at the top management level. Correspondence handling cases: These do not require any detailed noting. If so. The question that may have to be asked will be as follow: Is it worth a detailed examination? Are you the authority who can solve it? If it is another. It would suffice if a brief note.
Ask for all details. Opinion of individual officers within a department should not find mention. In non-repetitive cases. In such cases.
It would be convenient if the answers to be queries were put in the short paras. Hints for preparation of Summary or Statement of cases for the Minister: As provided in the Manual of Office Procedure. Such noting should. Where the material to be submitted is lengthy.
Such as functional noting. Would be useful. This will enable the higher authorities to study the annexure or appendices if they want further details on any particular point. Unnecessary cases: These should be dak stage itself by the Section Officer or desk functionary recording in brief the reasons why no action is necessary.
If this functional noting is practiced regularly. To enable easy reading. The higher officer may revise the draft if it does not meet with his approval. Where it is necessary to refer to more than one communication or a series of communications this should be done in the margin of the draft. A more direct and to the point format is to be preferred if some degree of rapport is to be established with the receiver of the communication.
For instance.. It is also expected of him that he passes orders on the file simultaneously whether the draft so approved should be kept on the file along with the office copy of the communication issued in fair or not.
The obligatory requirement can be met in a variety of imaginative ways. In the light of above development. Or ………………………. When two or more communications are to issue from the same file to the same addressee on the same date. Government convey its inability accede to …………………… Communication of some length of complexity should generally conclude with a Summary. I have the pleasure to inform you that the Government.
The requirement does not. In addition. General instructions for drafting 1 A draft should carry the message sought to be conveyed in a language that is clear. Authentication of Government orders 1 all orders and other instruments made an executed in the name of the President should be expressed to be made his name and signed by an officer having or regular or ex officio Secretariats status of and above the rank of under Secretary.
If two or more draft is put up on a file. It is expedient to come to the issue at the beginning itself. Addressing communication to officers by name: Drafting of demi-offical letters 1 As the objective of writing a demi-official d. If the message to be convey lengthy. More usage of active voice is to be preferred.
The addressee will also be advice through wireless to take delivery of the consignment. I seek your corporation in the matter of……………… 2 A DO letter should be preferably not exceeds one page. The text of the telegram should be as brief as possible.
Specimens of these forms are given in Appendix 6. In editing. State Governments. Each form has a use and. It is written in the third person and bears no salutation or subscription except the name and designation of the officer signing it. The letters are expressed in secret language code or cypher or both but a combination in the same telegram of figures and letters having a secret meaning is not permitted. Heads of attached and subordinate offices.
The use of this grading is regulated by the rules issued by the Directed General of Telecommunications.
08 - Office, Procedure, Drafting Noting (Title and Printline)
Relevant extracts from these rules are contained in Appendix 7. It may also be used by a department when consulting its attached and subordinate offices and vice versa. Communications to non-officials also can take the form of a demi-official letter.. It may also be used when it is desired that a matter should receive personal attention of the individual addressed. It may also the used in corresponding with attached and subordinate offices.
As a rule. The former are worded in plain language. Telephonic communication— I In purely routine matters not warranting a written communications. Normally this form will not be used in communicating copies to States Governments. Resolutions are also usually published in the Gazette of India.
Correspondence with attached and subordinate offices. A press note.
Inter—departmental consultation. The composition of the Gazette.
Where necessary. The appropriate form for such communication should be letter. Departments may communicate with other parties.
It is worded exactly like a telegram but transmitted through a post office instead of a telegraph office. It is sent by diplomatic bag or through registered insured mail.
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In all other respect. The note will state clearly the conclusion reached and the reason there for. In respect of such meetings. A copy of the note will also be sent to the departments consulted in order that they have a record of the conclusion reached. It is the most basic and daily function performed in Government offices at every level of hierarchy, be it an Assistant or Joint Secretary level officer.
Drafting on the other hand is the process of creating a rough sketch of a communication that is to be sent after approval of the competent authority. The rough sketch that is put up on the file is known as the draft. It is issued after the officer who has to sign it has approved it. The draft can have a variety of purposes from conveying orders to requesting more information. Many drafts may need to be made in the process of disposal of one case. In essence, the main function of English noting and drafting is to complete the process of disposal of a case.
So now that you know what English noting and drafting is, where will you find it in a government office? The right side of the file is known as the correspondence side while the left side is the noting side.
The correspondence side has papers that contain all the letters, circulars, and formal instructions available on the subject of the file.Correspondence with Member of Parliament— 1 communications received from member of Parliament should be attended to promptly. But, thank God, it is all over and you are nearly will rather weak at first, but I am sure you will soon pick-up strength.
September 9, , am
I would therefore like to request you to kindly look into the matter and favour this OFIL by posting JWMs and AFs preferably having teaching interest with good academic background at the earliest so that the activities of this unit are taken care of in an effective manner and depleted manpower may not be a hurdle in smooth functioning of this unit.
Noting is a process through which one government officer shares his view about the issue on a file with another government officer. A copy of the note will also be sent to the departments consulted in order that they have a record of the conclusion reached.
It is also undesirable for an officer to make his subordinate change his note. What is the relationship between the sender and receiver? The Government cannot afford to waste time and manpower by indulging in unnecessary and respective nothing. As above: Submitted please.
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