NOTING AND DRAFTING - SKILLS

PRESENTED BY:
LAKKARAJULA SUBUDDI
B.Com., LL.M., DJ, DPR, (Ph.D)
JOINT DIRECTOR (Rtd.), ATW MCR HRD INST.

ADVOCATE
Mobile 9391034297
[email protected]
 COLLECTING
INFORMATION

DISCLOSURE OF
THE STORING CLASSIFYING
INFORMATION INFORMATION INFORMATION
UNDER R.T.I. ACT

MONITORING PROCESSING
IMPLEMENTATION INFORMATION

COMMUNICATING TAKING
DECISION DECISION
 FILE
A File is made up of:
• Current file A N D
• Note file
- Current file consists of :
• Communications received (INWARD)
• Communications sent (OUTWARD)
• Drafts etc.

A Note File is used for internal

talks/decisions among the staff
members from higher officials to
lower officials and vice-versa
 CURRENT FILE
 Papers in the Current File are arranged:
•In a Chronological order

•Keeping previous paper on the top

•Neatly tagged together

•Page numbers on both sides of C.F., if

matter is typed on the 2nd page, with Red
Ink starting from page-1
4
 NOTE FILE

• 1/3rd Margin should be left on left side

• Page Numbers should be given in the centre at

the top of the page on both the sides

• File Number should invariably be written on

every page on the top at right side

5
 NOTE FILE

• Subject/Title and Reference should be

in the first page and can also be written
subsequently, if required

• Better the matter is broken into short

paragraphs dealing with single point

• Para Numbers should be assigned to

each para even for observations of the
officers with a single word viz.
“Approved”, “Speak”, “Put-up” etc
A note is a piece of writing intended for internal use within
the organization

A Note…
Facilitates/ensures comprehensive (సమగ్రమైన) examination

Provides written record of decision taken

Constitutes proof of approval/orders by the competent authority

Ensures consistency of approach

Provides historical and evidential material

 • Simply worded

• Factually correct

• Non repetitive

• Concise (comprehensive) (క్లుప్త ంగా అన్ని అంశాలతో క్ూడిన)

• Precise ( businesslike and to the point) (ఖచ్చితమైన)

• Objective and unbiased

• 3rd person passive voice

• Polite
 CONTENTS OF A NOTE

•Statement of the case of problem

•Relevant facts and figures
•Procedures prescribed and precedents
•Laws/Rules etc on the subject and their application
•Views/Advices of others, if any, consulted
•Possible course of action
•Implications (Legal, Social, Administrative, Financial
etc.) of the various options available
•Suggested course of action
In short, numbered paragraphs of a few sentences (of about 10 words)
each

Signed in full 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.
AVOID
 Verbosity (వాచాలత)

 Long and complicated (క్లుష్టమైన)sentences

 Reproduction of rules/regulations

 Intemperate (మితిమీరిన) language

 Bias (ప్క్షపాతంచూప్ు)
COMPLETE: With Answers to anticipated questions such
as What, Why, When, Where, Who

CLEAR: It should be choosing short, familiar words,

using short sentences

COHERENT (స్థిరమైన):

CORRECT : It should be factually correct, figures should

be free from mistakes, and the writing should be
grammatically correct

COURTEOUS: It should express ideas tactfully, without

hurting anybody’s feelings, and emphasize positive facts.
 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

Ex: 1.The letter is from the Commr., S.E. asking

information regarding ____________________. The
information is available in the ________________.

2. Subject to approval a draft reply is put up

covering the information called for by the Commr. is below,
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 pasted on the Main File
A draft is a rough sketch of a communication to be issued after
approval by the officer concerned
Points to be noted:
 A draft should :
• carry the exact messages sought to be conveyed
• be clear , concise and incapable of misconstruction
• result in the desired response from the received
• be divided into proper paragraphs, according to the
logical sequence or order of ideas expressed in the
draft
• contain references to previous correspondence, if
any
 Avoid:
• Lengthy sentences, abruptness
• Repetition of words, observations or ideas
• Offending, discourteous language
1. File Number
2. The names and complete postal address of the sender
organization
3. The name/designation of the addressee with complete
postal address
4. Salutation (Sir or Dear)
5. Subject of the communication
6. Number and date of the last communication in the
series (from the addressee or from the sender)
7. The enclosures, which are to accompany the fair copy
8. (A short oblique line in the margin will indicate that
enclosures are to be sent along with the fair copy)
9. Subscription (yours faithfully, yours sincerely)
10. Urgency grading, by registered post, by special
messenger indicated at the top right corner
11. Name, designation, signature of the sender
 Technical Communication
ORAL FORMS WRITTEN FORMS
• Face-to-face • Letter
communication • Office Memorandum
• Telephonic Talk • U.O. Note
• Meetings • Circular
• Telex Message
• Seminars • Notification
• Conferences • Demi Official letter
• Dictation • Proceedings
• Telegram
• Instructions • Endorsement
• Presentations • Press Communication/Note
• Office Order
• Group discussions • G.Os.
• Interviews • S.M.S.,
(employment/press) • E.MAILS
• Video conferences • Newsletters
• Reports, Proposals
• Voice conferences • Research papers
• Bulletins, Brochures, Manuals
• In-house journals
 a) Letter is the common format used for
communication. It is more formal without any
personal touch

b) Do letter is to draw the personal attention of the

officer addressed

c) Office Order : for issue of orders within the

office

d) U. O. Note : Communication within the sections

of the department for advice, views etc.

In secretariat U.O.Note is written from one

Department to another Dept. within the Secretariat
 e) Memorandum (Memo.) : Communication to his
own subordinate officers only

f) Endorsement : To return the current in original or

to communicate orders of Senior Officer from a
different office to the subordinate

g) Press Note : For publicity, a note or handout

which can be edited by press

i) Press Communication : Wide publicity of events

etc.

h) Notification : For publishing rules, explanations,

appointments, works , orders etc
 Specimen of Letter
BY Regd . Post Ack .Due
URGENT
GOVERMENT OF ANDHRA PRADESH/TELANGANA

FROM TO
Sri__________ (Full address) The_______(full address)

Letter NO . dt.______________

Sir ,
Sub :
Ref
____________________________________________(Body of
letter) No. of Paras as required
___________________________________________
Yours faithfully,

Enclosures: for Director General

Copy to:
 Specimen of Demi-offical Letter

GOVERNMENT OF ANDHRA PRADESH/TELANGANA

Sri,/Smt Dept. & 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
______________________________________________________________

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:
 GOVERNMENT OF ANDHRA PRADESH
Dr MCR HUMAN RESOURCE DEVELOPMENT INSTITUTE OF A.P. HYDERABAD
PROCEEDINGS OF THE DIRECTOR
Present : D.SHIVA PRASAD, Director (T.C)
Proceedings No. P3/ETW/91721 /2010, Dated: 08.09.2010.
Sub:-Dr. MCR HRDI OF AP- Refreshing Training Programme from 23-08-2010 to 28-08-2010 – Sanction of
Expr. toward payment of Honorarium& Conveyance to the Guest Faculty-Orders Issued – Reg.

Read:-1) G.O. Ms. No.561,GA (AR&T.III) Dept dated 7-10-1989.

2). Statement of Honorarium for Rs:3,200/-
*****
O R D E R:
A Training Programme on “Refreshing Training Programme for STOs/ATOs of T&A Dept.,from 23-08-2010 to 28-08-2010 was
conducted.

In exercise of the power delegated in the ref. 1st cited above, sanction is here by accorded for payment of Rs:............., as per
the original vouchers and statement enclosed, vide reference 2nd cited above.

The A.O., Dr MCR HRD Institute of A.P. Hyderabad is requested to adjust the amount of Rs. ...........against the P.A. Account
paid to the Course Director.
The expr. shall be debited under the following H.O.A.
2070- Other Administrative Services
003 – training
07 – training in accounts & audit
280 – professional services;
284 – Other Payments (Non-Plan) (7 TIER)
Sd/-
Director(T.C)
To
The A.O., DR.MCR HRD I, HYD.
Copy to the PAO-XVI, Copy to the Section, MCR HRD Institute of A.P.., Hyd.
//t.c.f.b.o//
Course Director
 A COMMA
KILLS A MAN
29
 ????????
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

31
32
33