E2-E3/CSSS/PA/PS Rev date: 01-04-2011

E2-E3: CSSS/PA/PS

CHAPTER-8

NOTING / DRAFTING

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Noting and Drafting

1.0 Introduction:-
It is very important to handle routine correspondence of an office by writing routine notes/ drafts,
so that disposal of papers becomes easier for the officer concerned and he is able to devote his
time properly for the main work.

(Pl note that in this handout the term Government is used in a generic sense, it is applicable
to all Government, Semi-Government Organizations/ Departments)

2.0 File:
It is collection of papers on a specific subject matter, assigned with a file number and a file name
(optional). The correspondences and records in the offices are dealt with through different files,
which are opened section-wise and subject-wise. This will help to easily trace the reference of
correspondences and records and also for speedy disposal of the cases.

2.1 The filing system involves systematically sorting and locating the proper documents and
arranging and placing the documents in the folders to facilitate their quick retrieval. Frequent
cross-referencing also is involved in the filing process.

1. Alphabetical filing system

a) Filing by Name
b) Filing by Subject
c) Filing by Geographical Areas

2. Non-Alphabetical filing system.

a) Numerical Filing System
b) Chronological System

Based on the above principle, a functional file index for various substantive subjects dealt with by
a Department, together with an identifying file number system is then developed. Separate files
are opened for each estimate for different kinds of works.

2.2 Filing:
A file consists of two parts: the Note sheets and the Correspondences (the letters/ documents).
Any letter received in a section is first noted in assistant‟s diary and indexed in the related file (a
new file is to be opened if the case is new one) according to the serial number of the letters, in the
right hand side of the file. In each file a Note Sheet is tagged on the left-hand side for indexing

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letters and also for writing notes and comments on the case. Indexing of incoming letters is made
in red ink and the notes etc. are written in blue or black ink. The notes are to be submitted after
duly initialled by the Dealing Assistant with date. The notes may contain an analysis and brief on
the subject, duly linked with previous papers or case mark, if any. Indexing of outgoing letters are
made in blue or black ink.

2.3 When are the file linked and how are they linked?
If the issues raised in two or more current files are so inter-connected that they „must‟ be dealt
with together simultaneously, the relevant files can be linked.

2.4 How to decide urgency gradings in files ?

i. The two urgency gradings authorized for use on cases are 'Immediate" and 'Priority'.
ii. The label Immediate‟ will be used only in cases requiring 'prompt attention. (to be disposed in
time-bound manner).
Amongst the rest the Priority label will be used for cases which merit disposal in precedence of
others of ordinary nature.

3.0 Noting:
The Manual of Office Procedure defines a "Note" as:
"The remarks recorded on a case to facilitate its disposal",

It normally comprises a brief resume of the case, the previous papers/ references if any, a
statement or an analysis of the questions/ queries of the point (s) issue under consideration,
suggestions regarding the course of actions, pros & cons of various alternatives, and final orders
passed thereon.

A "Note” may contains Facts and Figures, Rules, Law, Procedure and precedents, as also the
views of other Divisions/Departments, which might have been consulted. It helps the decision-
making authority in taking a well-studied, proper decision.

3.1 What is the purpose of a Note?

The working of the Government/ Organization is a continuous affair. The officers may come and
go, but the policy of the Government has to remain uniform in a given set of circumstances. It is,
therefore, necessary to have a written record of the reasons for adopting a particular course of
action in a case so as 'to ensure identical treatment to a similar case coming up in future. The
"Notes" thus lend consistency and continuity to the actions and decisions of the Government. The
"Notes” also provide a very useful guide to the officers who might have to handle the same or a

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similar case in future in as much as they-reveal the line of thought and the logic behind the
decision-taken earlier.

3.1.1 Why Note is important?

The entire processes of arriving at a decision i.e. Who, How, Why, When and What of the
decision making process, views and opinions expressed by each and every one involved are
available in the Note-Sheet; whereas the final decision / result only can be obtained from the
related correspondence. Also, Note-sheet can not be tampered or altered. So, Note is more
important from a Legal angle also.

3.2 Guidelines for writing notes.

(a) All notes should be concise and to the point.; should be restricted to the minimum; it should
be systematic and functional.

(b) A simple and direct style of writing should always be adopted. Use of involved
language should be avoided.

(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) Verbatim reproduction of extracts from, or paraphrasing of notes of other Ministries or higher
offices recorded on the same file, may be avoided.

(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, even when some apparent errors have to be pointed out in the notes recorded in
another section. While expressing difference , it should be very impersonal and relevant to the
case under consideration.

(h) Any remarks recorded by the Branch Officer or other Senior officers, on the receipt should
first be reproduced before the note is recorded.

(i) When passing orders or making suggestions, an officer should confine his note to the actual
points he proposes to make. If he agrees to the line of action suggested in the preceding note, he
can merely append his signatures.

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(j) When a paper under consideration raises several major points which require detailed
examination and respective orders on each point (or group of related points) it will be noted upon
separately in "Sectional" notes. Each of such sectional notes will begin with a list of the major
point (s) dealt with therein.

(k) 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 with his name, designation
and the date.

(l) A note shall be divided into paragraphs of a convenient size. Paragraphs should be serially
numbered and may also have brief titles, if necessary.

3.3 Noting on files received from other departments

In some cases it may be necessary to get opinion/concurrence from other departments. For
example while deciding a new service to be launched, opinion from Finance, Commercial etc also
will be required, in such case the file will be routed by the Marketing section to Finance section.
Once such a file is received, the receiving department has to clearly give notes on the file, based
on their internal assessment/study.

(a) Where the reference requires information of a factual-nature or other actions based on a clear
precedent or practice, the dealing hand in the receiving Department may straightaway record a
note on the file.

(b) If the references seek the opinion, ruling or concurrence of the receiving Department and
require detailed examination, such examination will normally be done separately through
routine notes and only the officer responsible for commenting upon the reference will record the
final result on the original file.

(c) When an officer records a note on a file after obtaining the orders of a higher officer, a
remark that "This has the approval of ...." should be added in that note.

(d) A copy of the note finally recorded on the main file will be retained with the routine notes
before the file is returned to the originating Department.

(e) All such routine notes will be kept subject-wise in the files opened for the purpose in the
(receiving/processing) Department.

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(f) The inter-departmental note recorded on the file of the originating Department will bear the
subject file number to facilitate filing of papers and their subsequent retrieval for future reference

3.4 Functional approach to noting:

Notes are of different types.
(a) Routine or Repetitive Cases
(b) Correspondence Handling Cases
(c) Problem Solving Cases; - In these cases, a detailed note will be necessary. Even then, the
note should be concise and to the point 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?

(d.) Policy and Planning Cases.

i. Problem: - State the problem. How it has arisen? What are the critical factors?
ii. Additional information: -Give additional information to size up the problem. The
information would be available on the files and other papers in the Section. If sufficient
information is not available to enable thorough examination, it should be collected before
attempting a note.
iii. The relevant rule or overall policy on the subject should be quoted.
iv. Precedents, if any and results thereof.
v. Critical analysis: based on facts and figures, proposed results/estimations
vi. Concluding paragraph: - The concluding para should suggest a course of action for
consideration. In cases where a decision is to be taken by a higher authority like Committee,
Board etc. the point or points on which the decision of such higher authority is sought should
be specifically mentioned.

4.0 Drafting of Communications

Drafts are used to reproduce/ convey the decisions taken through the notes, as recorded in the
note sheet. Once the draft is approved by the competent authority, the fair copy is released. Drafts
carry the essence of the letter/communication intend to be sent to different units/ departments.

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4.1 Procedure for drafting-

(i) No draft will normally be prepared for simple and straightforward cases or those of a repetitive
nature for which standard forms of communication exist. Such cases may be submitted to the
appropriate officer, with fair copies of the communication, for signature.

(ii) When the line of action is obvious and no noting need be done or when noting is necessary but
examination of the matter develops a clear line of action, a draft will be put up straight for
approval; otherwise, a draft will be put up after the appropriate officer has indicated or approved
the line of action and/or what the contents of the communication should be, in the note sheet.

(iii) An officer who has formulated his views on a case may either have the fair communication
made for his signature and authorize its issue or prepare a draft and submit it to the appropriate
officer for approval.

4.2 General instructions for drafting –

(i) A draft should carry the message sought to be conveyed in a language that is clear, concise
and incapable of misconstruction.

(ii) Lengthy sentences, abruptness, redundancy, indirectness, superlatives and repetition, whether
of words, observations or ideas, should be avoided.

(iii) Communications of some length or complexity should generally conclude with a summary.

(iv) The subject should be mentioned in communications.

(v) The references if any should also be mentioned..

The number and date of the last communication in the series, and if this is not from the addressee,
his last communication on the subject, should always be referred to. Where it is necessary to refer
to more than one communication or a series of communications, these should be numbered and
indicated in the margin of the draft.

(vi) All drafts put up on a file should bear the file number and a letter/memo number. When two
or more communications are to be issued from the same file to the same addressee on the same
date, a separate serial number may be inserted before the numeral identifying the year to avoid
confusion in reference,

(vii) A draft should clearly specify the enclosures, which are to accompany the fair copy. In
addition, short oblique lines should be drawn at appropriate places in the margin for ready

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reference by the typist and the dispatcher. The number of enclosures should also be indicated at
the end of the draft on the bottom left of the page, thus "Encl.3".

(viii) The name, designation and telephone number of the officer, over whose signature the
communication is to issue, should invariably be indicated on the draft/letter.

(ix) In writing or typing a draft, sufficient space should be left for the margin and between
successive lines to admit of additions or interpretation of words, if necessary.

(x) A slip bearing the words "Drafts for approval" should be attached to the draft. If two or more
drafts are put up on a file, the drafts as well as the slips attached therein will be marked "D.F.A.I"
"D.F.A.II" "D.F.A.II” and so on.

(xi) Drafts, which are to issue as “Immediate” or “Priority”, will be so marked under the orders of
an officer not lower in rank than a Section Officer.

(xii) The officer concerned will initial on the draft as token of his approval

5.0 Dispatching:
i. The name, designation and telephone number of the officer, over whose signature the
communication is issued, should invariably be indicated.

ii. If the communication to be dispatched by post is important ( e.g. a notice cancelling a

license or withdrawing an existing facility) or encloses a valuable document such as an
agreement, service book or a cheque, it should be sent under registered post, insured cover
or postal certificate as appropriate.

5.1 Addressing communications to officers by name -Normally no communication, other than

that of a classified nature or a Demi-official letter, should be addressed or marked to an officer by
name, unless it is intended that the matter raised therein should receive his personal attention
either because of its special nature, urgency or importance, or because some ground has already
been covered by personal discussions with him and he would be in a better position to deal with it.

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Some tips for written communications:

1. Organizing a Letter Properly

Proper Salutation (Dear Sir/ Madam, Respected Sir/ Madam etc.)
–First Part
Say What you are going to Say, briefly
–Second Part
Say what you have to say, in detail
–Third Part
Say what you have Said, consolidation
Proper Subscription (Yours faithfully, sincerely etc.)

2. Essentials of Letter
a) Remember the 6 C‟s
(Clarity, Completeness, Conciseness, Consideration, Courtesy, Correctness)

b) Promptness, Knowledge of the subject

Appropriateness, Tact, Persuasion
Positive And Pleasant Approach,

c) A simple or short word is to be preferred in place of long phrase

Assignments-
I) Study the filing system followed in your office/section. Is it done in a proper way? If
not give suggestions for improvement.
II) What is the difference between “routine note” and “problem solving note”?
III) What are the points to be taken care of while preparing a Draft?

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Questions:

1) Which of the following is not applicable for a Note

a) It contains the précis of the case,
b) It consists of references of rules ,
c) It maintains continuity to a previous case of different nature dealt in the same file
d) It has reference to the history of a similar case.

2) When there is a file initiated by Department A coming to Department B for opinion:

a) Anyone in the Department B can write a note and send back the file .
b) Only the head of the Department B can write the final note and return the file.
c) The original file can be processed in the Department B
d) None of the above.

3) In case of SSA heads office, which of the following case deserves “Immediate”
grading?
a) The MIS statement to be approved
b) The Reply to Circle Office regarding material requirement.
c) Sanction for Medical treatment of an employee.
d) Reply to Parliament Question.

4) In case of SSA heads office, which of the following case deserves “Priority” grading?
a) The letter to Circle office for fund requirement for Medical expenses.
b) The Reply to Circle Office regarding material requirement.
c) A Statement on Developmental targets
d) Reply to Parliament Question.

5) What is not a proper method while writing a Note?

a) Facts and figures are written
b) Previous information is mentioned
c) For deciding a solution, only one option is mentioned.
d) The consequences of a solution is mentioned.

6) Which of the following is more important while making a Draft?

a) Reproducing the decisionof the note-sheet in the file.
b) Providing references.
c) Formatting and salutation
d) Writing detailed comments of all points.

7) Which of the following is True

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a) A Note can be approved by anyone in the Department.

b) A Note can be initiated only by the Department head.
c) A draft can be signed only by the head of the Department.
d) A draft can be issued by any authorized person.

8) Which is applicable for Dispatching letters.

a) All letters should be sent By-name
b) All letters to be sent Registered.
c) All letters should contain the correct address of the issuing authority.
d) All letters should be sent on ordinary post

9) The 6C‟s Principles of Letter writing does not contain:

a) Clarity,
b) Correctness,
c) Courtesy,
d) Complexity.

10) What is the desired feature of a draft/letter

a) Appropriateness
b) Abruptness,
c) Redundancy,
d) Indirectness.

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