OFFICIAL CORRESPONDENCE

PREPARATION OF DRAFTS

The following instructions should be observed while preparing a draft.

1. A draft should be typed in double space. A sufficiently wide margin should be

left for corrections and additions.

2. All drafts should bear the relevant references of the addressee’s letter if
available, should always be given in subsequent correspondence.

3. The language should be clear and concise. Lengthy and repetitions should be
avoided.

4. In communications of some lengthy or complexity, the main points should be

summarized in the concluding paragraph.

A copy of draft letter issued should be placed on the file. This should be
referenced immediately before any other action is taken on the file.

HEADINGS

a. Main Headings

May not be used in a short document of two or three pages, where group
headings would suffice. All main headings are underlined capitals in the center of
the page, and are neither numbered nor followed by full stops. They are used for
the title of a document and if necessary for the main divisions within it. A main
heading covers all material until the next main heading.
b. Group Headings

These are not used in a short document i.e. of one page where paragraph
headings would suffice. A group heading is typed on a line by itself beginning at
the left margin, and is neither numbered nor followed by a full stop. Initial
capitals are used for the important words and the heading is underlined. It covers
all subsequent paragraphs before the next group heading. The word “Basic Rules”
above is a group heading.

c. Paragraph Headings

These may be used whenever they make a document clear. Initial capitals are
used for the important words and the headings are underlined. They are followed
by a full stop only if the text begins on the same line. A paragraph heading covers
only it own paragraph and any sub paragraphs contained in it. The heading to this
paragraph is an example.

d. Sub-paragraph Headings

These follow the same rules as paragraphs. The heading t this sub paragraph is an
example. They are not used in very short sub paragraphs of about 10 words.

Layout

Writing the body: Each paragraph should make a point which should be linked
to outline and thesis statement. The most important consideration in the body
paragraphs is the argument that you want to develop in response to the topic.
This argument is developed by making and linking points in and between
paragraphs.
LETTER

A letter should be composed on the following lines:-

a. Letter head bearing the words “Pakistan Water And Power Development
Authority and name of office.

b. Number and Date and Telephone / Fax Number

c. Designation and address of the addressee

d. Subject

e. Salutation (Provisional on DO)

f. Reference

g. Main text of the letter

h. Signature and designation of the senior

BRIEFS

There is no standard format through the conventions of written staff work should
be followed as far as practicable. They vary from a handwritten note to a formal
paper referring to longer papers of files. They should be addressed to the officer
for whom they are intended should be clear and concise, should finish with a
positive statement of the action recommended and should be linked with the
relevant file. In the preparation of a brief, a staff officer may include his own
opinion. Similarly individual opinions may be given if they are very strong or
dissident.
PRECISE

It is an accurate and a balance summary of information extracted from one or

more documents. There is no need to use the same words as in the original, but
the author’s meaning must be correctly reflected. It should neither be distorted
nor coloured by the writer’s own opinion.

A précis is a text summary which has to reflect the key points of the original text
of the author, its tone, mood. Of course, when your task is to write a précis of
such an interesting article, you want to add many details. A good précis cannot be
long and complicated. It must have a clear, precise structure.

ACKNOWLEDGEMENT

This may not be asked for from the addressee unless it is essential. If it is, it will be
written at the bottom of the document preceding the signature.

ATTACHMENTS

When a paper include a large amount of detail it is often better placed in an

attachment to the paper. Such an attachment is called an Annex, which itself may
have a further attachment called an Appendix. All such attachments must be
referred to, may be summarized in the parent paper and issued on a wider
distribution than the paper. Annexures are lettered alphabetically and are listed
at the margin at the end of the main document. Appendices are numbered
serially.
NOTING ON FILE

No elaborate note shall be recorded by an Officer on a receipt which he is

competent to dispose of himself in the light of clear precedent or practice or
under the SOP delegating specific powers to him to dispose of such cases. In case
where a line of action has been indicated by a senior officer and he is required to
put up a draft, unless something import has to be pointed out. A note should be
recorded on a file only in a case which is to be put up to a higher officer for
orders. In such cases a note shall be prepared on the following lines:-

a. PUC shall be discussed and the fact of the case, any mistake or error of the
facts in the PUC.

b. The statutory or customary procedure to be adopted in dealing with the

case.

c. Any rules and regulations having a bearing on the case.

d. Any other related facts or figures.

e. The points for decision

f. The suggested course of action

DIARY OR RECEIPTS

The following types of receipts shall not be diaried:-

a. Post copies of telegrams, faxes and routine acknowledgements.

b. Pass cuttings which are for information only

c. Unsigned or anonymous communications

d. Representation from individuals or groups of individuals except one that

received first

e. Casual Leave application

f. Requisition for stationery and other miscellaneous articles.

g. Publications on which no specific action is to be taken.

Working Paper

A working paper or work paper may be: A preliminary scientific or

technical paper. Often, authors will release working papers to share ideas about a
topic or to elicit feedback before submitting to a peer reviewed conference or
academic journal.

Minutes

Minutes, also known as minutes of meeting (abbreviation MoM), protocols or,

informally, notes, are the instant written record of a meeting or hearing. It often
contain decisions and recommendations for future line of course.

D.O. Letter.

Demi Official (DO) letters are semiofficial letters. In this type ofletters the body

and text of letter is written in a partially official format. ... A DO letter usually
written in between equivalent post or rank but in exceptional cases it may be
send to slightly below or higher rank or post.

Registry

The aim of the Registry is to control the Receipts and Dispatch of documents. The
process of Registry includes the identification, classification, circulation and
custody of correspondence.

The Windows Registry is a hierarchical database that stores low-level settings for

the Microsoft Windows operating system and for applications that opt to use
the registry. The kernel, device drivers, services, Security Accounts Manager, and
user interface can all use the registry.

Working Paper

A working paper or work paper may be: A preliminary scientific or

technical paper. Often, authors will release working papers to share ideas about a
topic or to elicit feedback before submitting to a peer reviewed conference or
academic journal.