Essentials of Noting and Drafting

and
Official Correspondences
Dr K Rajendran
Whatis a File?
File is a collection of documents/papers on a specific subject,
consisting of following two parts or portions.
Notes Portion: Remarks recorded on a case to facilitate its
examination and decision.
Correspondence Portion: Th portion containing receipts and
office copies of the communications issued from the file.
File
Note file
Used for internal communication/decisions among the Staff and higher
Officers, and vice-versa
Current file
Consists of communication received and sent, drafts and other
connected papers etc.
Note
What is a “Note”?
A written record of examination of a case

What is the need of a Note?

Used as an instrument of disposal of a case
Tool for decision making
mYtyf¡ F¿¥ò ( NOTE FILE )

vªj foj¤Â‹ ngçš mYtyf¡ F¿¥ò (Note File)

V‰gL¤J»nwhnkh, mJnt el¥ò¡ nfh¥ò MF«.

x›bthU nfh¥ò« Ïu©L ghf§fŸ bfh©ljhf

cŸsJ.
1) el¥ò¡ nfh¥ò,
2) F¿¥ò¡ nfh¥ò (m) mYtyf¡ F¿¥ò.
mYtyf¡ F¿¥ò ( NOTE FILE )
• mYtyf¡ F¿¥ò _‹¿š xU g§F cŸs kh®í‹ bfh©l jhëš vGj
nt©L«.jhŸ mYtyf¤Âš tH§f¥gL«.
• mYtyf¡ F¿¥ò¡F bjhl®òila nfh¥ò v© vGj¥g£L, mYtyf¡
F¿¥ò v‹w vG¤Â‰F¡ ÑnH bjhl®òila bghUŸ Át¥ò ikædhš
vGj¥gl nt©L«.
• bghUS¡F¡ ÑnH mYtyf¡ F¿¥Ã‰F bjhl®òila foj§fŸ, KoΡ
nfh¥òfŸ muR MizfŸ k‰W« Ïju foj§fë‹ v©fŸ gh®itæš njÂ
thçahf Át¥ò, ikædhš F¿¥Ãl¥g£L, kh®íåš Ï¡foj§fS¡F
bg‹Áyhš g¡f« v© mšyJ bfhoæ£L¡ fh£l¥gl nt©L«.
• gh®itæš filÁahf F¿¥Ãl¥g£LŸs foj« mšyJ é©z¥g¤Â‰F¡
ÑnH ÁW nfhL mšyJ e£r¤Âu¡ F¿æ£L mytyf¡ F¿¥Ã‹
cl‰gFÂæš ÏUªJ Ãç¤J¡ fh£l nt©L«.
mYtyf¡ F¿¥ò ( NOTE FILE )

• Ïj‹Ã‹ kh®íid x£o ÏlJ g¡f« ‘gâªjD¥g¥gL»wJ’

vd vG mj‹ Ñoe mL¤j g¤Âæš mytyf¡ F¿¥Ãid¤
bjhlu nt©L«.
• vªj¡ foj« (m) é©z¥g¤Â‰F mYtyf¡ F¿¥ò
V‰gL¤J»nwhnkh mš nf£f¥g£LŸs étu« Kjš g¤Âæš
Tw¥gl nt©L«.
• mYtyf¡ F¿¥Ãš cŸs th¡»a mik¥ò _‹wh« eg® TWtJ
nghš vGj nt©L«.
• mL¤J Kjš ghuhéš Tw¥g£l étu¤Â‰F¤ bjhl®òila
foj§fŸ (m) muR Mizfëš Tw¥g£LŸs étu§fis
mL¤j ghuh¡fëš vëa th¡»a§fëš vGj nt©L«.
mYtyf¡ F¿¥ò ( NOTE FILE )
• mYtyf¡ F¿¥Ãš brhšy¥gL« étu¤Â‰F¤ bjhl®òila Mtz§fŸ,
gÂntLfŸ, Ïiz¥ò¡ nfh¥òfŸ k‰W« K¡»a Miz¤ bjhF¥òfis¥
g‰¿a étu§fis gh®itæš F¿¥Ãl¥g£LŸs foj§fë‹go gçÓyid
brJ mL¤j g¤Âfëš vGj nt©L«.
• mYtyf¡ F¿¥Ãš v¤jid g¤ÂfŸ, g¡f§fŸ nt©LkhdhY« vGjyh«.
Mdhš vGJ« g¤ÂfŸ Á¿ajhf ÏUªjhš mij¥ go¡F«nghJ vëš
òçÍ«.
• muR Mizfis¡ F¿¥ÃLtjhf ÏUªjhš, gh®itæš njÂæ‹
mo¥gilæš cça Ïl¤Âš F¿¥ÃLtnj ešyJ. g¤Âfë‹ cŸns
F¿¥ÃLtij¤ j鮤J ‘gh®it 3-š F¿¥Ã£LŸs‘ vd g¤Âæš
F¿¥Ãlyh«.
• éÂfë‹ v©fis¡ (cjhuz« : v¥. M®. 22 (b) ngh‹w é v©fis)
F¿¥ÃL«nghJ, cça g¤Âfëšjh‹ F¿¥Ãl nt©L«. gh®itæš
F¿¥Ãl¡ TlhJ.
mYtyf¡ F¿¥ò ( NOTE FILE )
• mYtyf¡ F¿¥Ã‹ filÁ g¤Âæš, mYtyf¤ jiytç‹ Mizia¥
bg‰W nkš elto¡if bjhlU« tifæš Miz (m) V‰Ãid¡ nf£F«
tifæš filÁ g¤Âia Ko¡f nt©L«. muR¥gâahs® el¤ij éÂfŸ’
1973 é v©. 20 (3) -š thabkhê Mizia¤ j鮤J, vG¤J Kykhd
Miz f©o¥ghf më¡f¥gl nt©L« v‹ F¿¥Ãl¥g£L ÏU¥gij¡
fU¤Âš bfhŸs nt©L«.
• mYtyf¡ F¿¥Ãid vªj vªj mYty® _y« mYtyf¤ jiytU¡F
mD¥gl nt©L« v‹gij filÁ¥ g¤Âæš vGÂ, RU¡bfh¥g« njÂÍl‹
Ï£L, mj‹ Ë vG mD¥g nt©L«. Ïij vGJ«nghJ, filÁ¥
g¤Âæ‹ ÑnH xnu tçæš vGJtij¡ fh£oY«, kh®íåš filÁ¥
g¤Â¡F mU»š bg‹Áyhš vG mD¥gyh«.
• mYtyf¡ F¿¥Ã‰F mYtyf¤ jiyt® V‰ò më¤j Ë, mj‰Fça
tiuΡ foj« (m) tiuÎ ne®Kf¡ foj« (m) brašKiw Miz ngh‹w
tiuÎfis ‘gâªjD¥g¥gL»wJ’ v‹W Û©L« vG V‰ò¡F mD¥g
nt©L«.
mYtyf¡ F¿¥ò ( NOTE FILE )

• brašKiw Mizia¥ bghU¤jtiu, RU¡f¥g£l Miz

(Condensed Order) mšyJ éçthd Miz (Speaking Order)
Kiwæš njit¡nf‰g vGj nt©L«.
• CÂa ca®Î V‰gë¤jš, <£oa éL¥ò x¥òé¥ò k‰W« éL¥òfŸ
V‰gë¡F« étu§fis mYtyf¡ F¿¥Ãš étukhf cça
gÂntLfis gçÓyid brajË, RU¡f¥g£l Kiwæš tiuÎ
brašKiw Miz(Draft Proceedings) -æš F¿¥Ãl nt©L«.
• nkš KiwpLfŸ, K‹ bkhêÎfŸ, r£l« xG§F k‰W« F‰w Kiw
érhuizfŸ bjhl®ghd nfh¥òfëš, mYtyf¡ F¿¥Ãš vGj¥g£l
mnj étu§fis g¤Â thçahf éçthd Kiwæš tiuÎ brašKiw
Miz (Draft Proceedings) vGj¥gl nt©L«.
Noting
• Noting is a process of preparing the brief essence of a proposal or a
paper with correct facts, statistics and ruling position etc in the file to
make an important decision by an officer/Competent Authority on the
file.
• The note is submitted by the dealing official to his immediate officers
between him and the competent authority, such officers also records
their views and reasons.
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”, or with “Pl
Speak”, “ Pl Put-up” etc.
• Facilitâtes or ensures compréhensive 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
Note file
• 1/3rd Margin (Half Margin in case of Note seeking several orders on a
single note file.)
• Page No and C.No on top
• Subject/ title
• Reference
• In short paragraphs duly numbered to each paragraph.
• Gist of the Application
• Rule Position (along with connected G.Os)
• Linking Files also to put up under the current file
How to Write a note
• Simply worded (logically sequenced and with good
readership appeal)
• Factually correct (fact based)
• Non repetitive (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, numbered paragraphs of a few sentences(of about
10 words) each.
• Signature with date by the dealing Asst (on the left hand
bottom).
How to Write a note
Avoid while writing a note
• Verbosity
• Long and complicated sentences
• Reproduction of rules/regulations
• Intemperate language
• Bias
Noting Important points
How it should be?
• Recorded on a note sheet (At least one sentence should be carried
over to the next page instead of ending the note at the extreme bottom of
the page. One extra blank note sheet should be added for further noting)
• Concise (comprehensive)
• Precise( businesslike and to the point)
• Objective and unbiased (Note in 3rd person)
• Polite (temperate language, even when pointing out obvious mistakes
statements)
Noting Important points - Guidelines for noting

• Concise and to the point

• Simple and direct style of writing
• Avoid verbatim reproduction
• Courteous language
• Paragraphs of convenient size and serially numbered
• Leave sufficient space
• Passive voice and third person
5 C‟s of a Note File
• Complete –With Answers to anticipated questions such as What, Why,
When, Where, Who etc.
• Clear – It should be choosing short, familiar words, in short sentences.
• Coherent –to the subject of the file
• Correct –in facts, figures and grammar. It should be factually correct,
figures should be free from mistakes, and the writing should be
grammatically correct
• Courteous –in expression It should express ideas tactfully, without
hurting anybody’s feelings, and emphasize positive facts.
Contents of a Note File
• Statement of the case
• Relevant facts and figures
• Procedures prescribed and precedents
• Laws/Rules etc on the subject and their application
• Advises/views of others, if consulted
• Possible/suggested course of action
• Implications of the various courses of action
Noting Important Points
• Check/ Cross check the facts: Check up the facts with reference to
case, rulings and previous files
• Identify the missing facts and mention it based on previous files,
instances
• Rules and Authority
• When rules are not clear, check up the precedent ,what decisions were
taken previously in such type of cases
Note sheet details
• Foolscape paper size (8 1/2 *13 1/2 inches)
• Times New Roman
• Font size 12
• 1 inch margin on all sides
• Noting on Both sides
• Alignment Justify
Signed in full and dated by the dealing hand (on the left hand
bottom) and by the officers on the right hand bottom

SA SUPDT. DRCS. JRCS. ARCS. RCS.

In some cases there may not be need for a detailed noting. It is
sufficient, a brief note is recorded indicating the issue and consideration
and the suggested action, if any.
Example:
1.The letter is from the RCS, requesting / 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 RCS is below, for kind approval
Submission after issue

In case if a lower level 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 is known as post approval (P/A)
Flagging
• Indication of Flags
• In alphabets only, not in numbers–A,B,C….Z,AA,AB etc.
• No alphabet to be repeated
• Flags should catch the eyes
• Flags to be referred serially, A–1st reference,B–2nd reference and so on
• One flag does not cover another flag
Referencing

• 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
Current File
Papers in the current file are arranged:
• In Chronological order
• Previous paper on the top
• Neatly tagged together
• Page Nos. on both sides of the page in Red Ink, starting with one.
Drafting

What is a Draft?
A draft is a rough sketch of a communication to be issued after approval
by the officer concerned
Drafting is the process of preparing this rough sketch of a document that
can be corrected, improved or modified changed before finally it is
approved.
Noting and Drafting
Crucial function of noting and drafting is to initiate and complete the
process of disposal of a case in a logical manner either supported by a
Rule or a precedent if no rule exists specifically.

Noting is an internal process of an office so normally not so open to

outside for scrutiny.
Drafting (final draft) is issued is generally a document conveying the
decision or views or orders to others.
Contents of a Draft

• Identifying the sender

• Adopting the right form of communication
• Visualising the response
• Clarity, consistency and uniformity
Draft
• Should carry the exact messages sought to be conveyed
• Should be clear , concise and incapable of misconstruction
• Should result in the desired response from the received
• Should be divided into proper paragraphs, according to the logical sequence or
order of ideas expressed in the draft
• Should contain references to previous correspondence, if any
• Should avoid: Lengthy sentences, abruptness, Repetition of words, observations or
ideas,Offending and discourteous language
Important components of Drafting
File number
Name and address of the addressee with PIN code
Salutation
Subject of the communication
Reference(s) Number and date of the last communication in the series (from the
addressee or from the sender)
Content of the communication
Subscription (Yours faithfully, yours sincerely etc.)
Urgency /grading-RPAD Speed post Messenger
Name, designation and signature of the sender
Enclosure
Types of Official Correspondence
• Letter
• DO letter
• Proceedings
• UO Note
• Notification
• Circular
• Office order,
• Memo.
• Press Release,
• Email,
• Review
Types of Official Correspondence
a)Letter is the common format used for communication. It is more
formal without any personal touch
b) D O 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. ( U.O Note is written from one Department to
another Dept. within the Secretariat )
e) Memorandum (Memo.) : Communication to own subordinate
officers only
Types of Official Correspondence
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.
Official Letter-
Target group
Authorities, subordinates with in the Department/Government/ Other
Government Departments, Corporations, Public Representatives
,Cooperative Organisations etc.
Purpose
For all official communication, to seek information, to convey decisions
or directions
Language
Clear, unobjectionable and unambiguous.
Demi-Official(DO)Letter
Target group
Officials of equivalent grade or one levels above OR below the sender.
Purpose
To draw personal attention of the addressed Officer
To communicate the decisions of high precision /significance
Language
Clear, unobjectionable and unambiguous
Courteous
Personal salutation
Demi-Official(DO)Letter
• It is used in correspondence between Government Officers or while
writing to a non-official for an inter-change of communication of
information or opinion without the formality of prescribed procedure.
• It is written in the first person and in a personal and friendly tone.
• With name, designation and telephone number on the top of the letter
head, it begins with the salutation `My Dear’ or `Dear Shri’ or even
`Dear Sir/Madam’ as may be suitable and ends with an expression of
regards and the subscription `Yours sincerely’.
Office Order

Target group
• All Officers and Staff working in the Office of the sender
Purpose
• For issue of orders or internal administrative decions with in the office
• Examples Allotment of subjects/sections among theStaff
Language
• Clear and reasonably authoritative
Memorandum
Target group
Subordinate Officers only
Purpose
• For issue of instructions or convey information
• To call for explanation
Language
• Clear and can be reasonably authoritative
• Time limit can be stipulated
Memorandum
• It is written in third person and bears no salutation or
subscription except the name, designation of the signatory.

• It is used in calling for or conveying information but not for

conveying any order of the Government.
Circular
Target group
• Within the Department
• Subordinate Officers
Purpose
• To communicate guidelines (on rules and regulations)
Language
• Clarity about the information, Guiding and advisory in nature
Government Order
Target group
All the related Departments, authorities
Purpose
For passing final orders in respect of decision taken by the Government
Language
Clear and authoritative
Explain the conditions leading to the orders
Proceedings
Target group
• Stakeholders of the Department / Office
• Subordinate Officers / Staff
Purpose
• For passing final orders in respect of decision taken by the Officer OR
financial sanctions
Language
• Clear and authoritative
• Explain the conditions leading to the orders
Endorsement
Target group
• Addressee of the document received
• Other Departments
• Subordinate Officers
Purpose
• To forward the original communication received, with some remarks
• To communicate the communication received from other authorities,
among the subordinate officers/staff
Language
• Clear
• May contain certain instructions to the subordinates for compliance
Notification-
Target group
• Department/Office
• Public as a whole
Purpose
• For publishing the rules and regulations It is used for notifying the promulgation
of statutory rules and orders, appointments and promotions etc.
Language
• Clear and authoritative
• Explain the source of authority
Press Note/Rejoinder
Target group
• Press/Public
Purpose
• For wide publicity of Government schemes/programmes
• For publication/broad casting in the Newspapers/Electronic Media
Language
• Clear and precise
E-MAIL

This is a paper-less form of communication used by the Department

having computer facilities supported by internet or intranet
connectivity and can be widely used for subjects where legal or
financial implications are not involved.
REVIEW
1. fs¥gâahs®fŸ mt®fŸ x›bthUtU« Ãu khj« M‰¿a gâ étu«
F¿¤J eh£F¿¥ig cça Ïiz¥òfSl‹ rk®Ã¡f nt©L«.
2. REVIEW: bghJthf _‹W jiy¥òfëš vGj¥gl nt©L«.
• fhy« jtwhik :eh£F¿¥ò cça ehëš »il¡f¥ bg‰wjh mšyJ fhy«
flªJ »il¡f¥ bg‰wjh vd vGj¥gl nt©L«.
• M‰¿a gâfŸ :mYtyç‹ gâia x›bthU jiy¥Ãš vGj¥gl
nt©L«.
• bghJ :mYtyU¡F bfhL¡f¥gL« m¿ÎiufŸ Ï¥gFÂæš Ïl«
bg‰¿U¡F«.
Minutes of the meetings
• Meeting date and Time
• Who presided/Present
• Senior Officers in the beginning
• Points discussed and decision
• Signature starting from Lower level and Higher level at the
end
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
IMPORTANT
• When you get e mail of a proposal from subordinate office, exercise
utmost caution in copy and paste, while you prepare noting and
drafting
• Become expert of precise writing to convert the proposal into 1/3 to
record in note sheet, but keep the main points
• Keep scanned copy/word document/pdf in drive or onedrive, you may
access at any time for forwarding or in pen drive(except confidential
files)
• Keep separate folder for each (physical) file in the system
Experience speaks …..
• When you are submitting a note, submit for orders then submit the
DFA.
• In case of critical/important issues, You should not submit DFA along
with note and do not write in anticipation draft letter submitted may
be approved, since Competent authority is the decision maker and all
others belong to decision support system. You provide inputs only to
decision maker.
Power of communication, A Comma can
change the life
KILL HIM, NOT LEAVE HIM
KILL HIM NOT, LEAVE HIM
 Thanks
and
Best Wishes