WELCOME

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 Noting
 Definition:
 Written remarks recorded on a paper under consideration
to facilitate its disposal
 Should consist of precis of previous paper, the statement
or analysis of question requiring decision, suggestions
regarding course of action and final orders passed
 Note recorded by PM,President & Minister should be
referred as ‘Minute’
 Name, designation, telephone no. of the officer signing
note should be invariably typed below signature and date
is noted
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 Noting
 Docketing:
 Means making entries in the notes portion of file about
serial number assigned to each item of correspondence

 After Docketing, if higher officer has made any remark on

the receipt, it should be reproduced & note should follow

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 Noting
 Guidelines:
 Be concise & to the point
 Verbatim reproduction of extracts from paper under
consideration should not be attempted
 When passing orders, officer will confine his note to actual
points he proposes to make without reiterating the ground
already covered in previous notes
 Draw attention to facts of the case
 Relevant extracts of rule or instruction will be placed on file &
attention to it drawn in the note
 If incorrect statement is pointed out, care should be taken to
touch the observations in courteous & temperate language
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 Noting
 Guidelines:
 When paper under consideration raises several major
points which require detailed examination, each point will
be noted separately
 Notes & orders normally recorded on note sheets & will be
serially numbered
 Blue or black ink is used.
 Officers of the level of Joint secretary may use green or
red in rare cases
 Dealing hand append full signature with date on left below
his note
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 Noting
 Guidelines:
 Officer append full signature on right hand side of note
with name, designation & date
 Note will be divided into serially numbered paragraphs of
easy size
 First paragraph given an indication of evidence &
conclusions rearched
 Final paragraph should weigh the arguments & make
recommendations for action
 A small margin about one inch will be left on all sides of
each page to ensure better preservation
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 Noting
 Functional Approach to noting:
Cases dealt with Government of India can be
divided into five categories:
 Ephemeral cases
 Routine/Repetitive cases
 Action in correspondence cases
 Problem solving cases
 Planning & Policy cases

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 Noting
 Modification of notes:
 Senior officers should not require modification in notes
recorded by their juniors once submitted to them
 Higher officers should record their own notes giving their
views on the subject correcting or modifying the facts
given in earlier notes
 Pasting over a note or a portion of it to conceal what has
been recorded is not desirable
 The final decision already communicated found later on
was based on wrong facts or wrong interpretations &
withdrawal may have legal implications
 In such cases Ministry of Law may be consulted
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 Noting
 Noting on files received from other departments:
 If reference seeks opinion, ruling or concurrence of receiving
department, such examination done separately
 The officer to whom such note is submitted either accept the
note or record a note of his own
 The department will open subject-wise files each year in which
such routine notes will be kept
 The retrieval is faster in computerised environment due to easy
tracking
 When reference requires information of a factual nature or
action based on clear precedent or practice, dealing hand in
receiving department may note on the file straightway
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 Noting
 Noting on files received from other departments:
 Where note on file is recorded by an officer after obtaining
orders of higher officer, the fact expressed therein have
approval of latter should be specifically mentioned

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