FORMS OF WRITTEN COMMUNICATION IN GOVT. OFFICES:
FORMS OF WRITTEN COMMUNICATION DRAFTING Definition A draft is a rough sketch of a communication to be issued after approval by the officer concerned/competent authority
Points to be noted:
A 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.
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| FORMS OF WRITTEN COMMUNICATION |
AVOID: Lengthy sentences, abruptness
- Repetition of words, observations or ideas,
- Offending, discourteous language.
FORMS OF WRITTEN COMMUNICATION IN GOVT. OFFICES:
- - Letter - Officer Order
- - Demi-Official Letter - Order
- - Office Memorandum - Notification
- - Inter-departmental Note - Resolution
- - Telegram - Press Communique / Note
- - Telex Message - Endorsement
- - Email - Circular
- - SMS - Advertisement
CHECK LIST:
A draft should indicate/contain the following:-
- File No.
- The name and complete postal address of the Sender organization
- The name / designation of the Addressee with complete postal address
- Salutation (i.e. Sir, Dear ……….. etc.)
- Subject of the communication
Number and date of the last communication in the series (FROM THE ADDRESSEE OR FROM THE SENDER)
The enclosures which are to accompany the fair copy ( A short oblique line in the margin will indicate that enclosures are to be sent along with the fair copy)
Subscription (i.e. Yours faithfully, Yours sincerely etc.)
Urgency grading, e.g. ‘By Registered Post’ ‘By Special Messenger’ etc. indicated at the top right corner.
Endorsement, where necessary
DRAFTING
- Name, designation & signature of the Sender
- The form applicable should be carefully chosen from the illustrations given in the Appendix 9 of the Manual of Office Procedure,
- Corrections/ amendments once carried out by the officers who have approved the drafts in the past should be borne in mind while putting drafts later on. This will save the time of all and meet the expectations of the Officers who are to approve the draft.
- Wherever a draft is required, it should be put up with the note at the first go.
Letter (with endorsement)
Common form of Communication
- Used for Foreign Govts / State Govts./ Attached /Sub-ordinate offices / UPSC, SSC etc.
- Used for communications to Members of the Public, Bodies, Associations of Govt. Servants etc.
- Not used for Correspondence between different Ministries of Govt. of India
FEATURES:
- Letter Head bearing the name of the Govt. / Ministry / Deptt.
- Number & date of communication
- Name and / or designation of the addressee
- Subject : In brief (above salutation)
- Salutation : Sir / Madam, Dear Sir / Sirs or Gentlemen etc.
- Main text of the letter : “I am directed to / I have honour to etc”
- Subscription : Letter ends with “Yours faithfully,
- Signature, Name, Designation and Telephone number of the sender
FORMS OF WRITTEN COMMUNICATION
Letter (with endorsement)
No. ___________
Government of India
(Bharat Sarkar)
Department of __________
(____________ Vibhag)
New Delhi, dated the ______________
To
Subject:
Sir,
With reference to your Letter No. ……………………. Dated ……………… ……………… … on the subject cited above and to say -----------
Or
I am directed to refer to your Letter No. ……………………. Dated ………………………………… on the subject cited above and to say---------
Or
With reference to the correspondence resting with your Letter No. ……………………. Dated ………………………………… on the subject cited above and to say-------
Yours faithfull,
@ sd/-
(A.B.C.)
Under Secretary to the Govt. of India
Tele No. …………………………
(Endorsement)
No………….
Copy forwarded for information/necessary action to
(1)
(2)
FORMS OF WRITTEN COMMUNICATION
पत्र संख्या 20/16/56
भारत सरकार
गृह मंत्रालय
नई दिल्ली, दिनांक...............
प्रेषक.........
..........
सेवा में.........
..........
विषय : कार्यालय में तैनात कर्मचारियों की संख्या।
महोदय,
मुझे आपसे यह कहने का निदेश हुआ है कि इस मंत्रालय के दिनांक....... के इसी संख्या के पत्र का जवाब हमें अभी तक प्राप्त नहीं हुआ है। इसके अभाव में संसद कों सूचना दे पाना कठिन हो रहा है।
कृपया अपेक्षित जवाब हमें तीन दिन में भिजवाने की व्यवस्था करें।
भवदीय
(कखग)
उप सचिव
Demi-Official Letter
- To solicit information for avoiding delay on a personal relation basis
- From Senior to Junior or vice-versa, depending on the relation.
- Used in First person
- Saluted by name such as “Dear Shri, My Dear” etc & ends with “Yours sincerely”
- Signed by the officer without mentioning the designation
- Address at the bottom by name & designation of the person/officer
- Generally, issued by the officer in the printed D.O. letter.
Demi-Official Letter
XYZ D.O. No…………………………
Deputy Secretary Government of India
Tele.No. (Bharat Sarkar)
Department of ______________
(………………. Vibhag)
New Delhi, Dated the …………………………
My Dear / Dear Shri …………………,
We propose to draw up a model scheme for ………………. A copy of the outline prepared in this connection is enclosed.
- -----------------------
- I should be grateful if you would let me have your comments as soon as possible. I may add that we intend circulating the drafts scheme formally to all department in due course for their comments.
With regards,
Yours sincerely,
(X,Y,Z.)
A.B.C.
Deputy Secretary
Department of _______________
(……………………….. Vibhag)
Krishi Bhavan, New Delhi – 110001.
FORMS OF WRITTEN COMMUNICATION
कखग
संयुक्त सचिव
अर्ध-सरकारी पत्र संख्या .......................
दिनांक .....................
प्रिय श्री
मैं आपका ध्यान इस मन्त्रालय के पत्र संख्या.........,दिनांक.......की ओर दिलाना चाहता हूँ। इसमें संबंधित व्यक्ति की पहचान और कार्य का मूल्यांकन खुद करवाएं, उसके बाद उसे मान-पत्र एवं पुरस्कार देने की योजना की स्वीकृति कार्यालय से माँगी जाए। यह मंत्रालय इस योजना को 'क.ख.ग. के अवसर पर मूर्तरूप देना चाहता है। अत: आप कृपया निजी स्तर पर इस निमित्त रुचि लेकर यथाशीघ्र स्वीकृति भिजवाने का कष्ट करें।
सधन्यवाद,
आपका
(क. ख. ग)
अवर सचिव
क. ख. ग. भवन
OFFICE MEMORANDUM
For Conducting Official Correspondence between different Ministries of the Central Govt.
Without any salutation
Written in third person such as “The undersigned is directed to……”
No subscription like “Yours faithfully, Yours sincerely” etc. but contains only the designation of the officer who signs or who signs on behalf of someone else.
Signature of the officer on the extreme right and the bottom of the correspondence
कार्यालय ज्ञापन
भारत सरकार में परस्पर पत्र-व्यवहार के लिए पत्राचार के रूप में सरकारी पत्र का व्यवहार न करके कार्यालय ज्ञापन का प्रयोग प्रचलित है। इसका प्रयोग अधीनस्थ कार्यालयों तथा सरकारों आदि के साथ पत्र-व्यवहार में नहीं होता। इसमें सम्बोधन, स्वनिर्देश आदि का प्रयोग नहीं होता। नीचे दार्इं ओर प्रेषक का नाम, पदनाम और हस्ताक्षर होते हैं।
OFFICE MEMORANDUM
No. ___________
Government of India
(Bharat Sarkar)
Department of __________
(____________ Vibhag)
New Delhi, dated the _____________
OFFICE MEMORANDUM
Subject:--------------
The undersigned is directed to refer to Ministry of Health & Family Welfare’s letter No.---- dated------ on the above mentioned subject and to say that------------
Or
Reference is invited to this Department, O.M. No. _______________ dated _____________________on the above mentioned subject and to say that ---------
- Doubts have been expressed whether the provisions of ___________ also apply to ___________________ it is hereby clarified that __________________.
(A.B.C.)
Under Secretary to the Govt. of India
Tele No. …………………………
To
The Department of …………..,
(………… Vibhag),
(Shri/Smt………………)
Yojana Bhavan
Parliament Street,
New Delhi- 110001.
FORMS OF WRITTEN COMMUNICATION
सं.............................................
भारत सरकार
....................................विभाग
नई दिल्ली, तारीख
कार्यालय ज्ञापन
विषय:_____________________________________________
इस विभाग के तारीख......................................का कार्यालय ज्ञापन सं........................................देखें ।
- इस संबंध में संशय व्यक्त किया गया है कि ...................................के उपबंध ............................पर भी लागू होंगे या/नहीं यह स्पष्ट किया जाता है कि
(क, ख, ग)
अवर सचिव, भारत सरकार
टेलीफोन नं. ...............................
सेवा में,
विभाग................................
योजना भवन
संसद मार्ग
नई दिल्ली-110001
FORMS OF WRITTEN COMMUNICATION
Inter –Departmental Note
To solicit information between Braches / Divisions / Sections of the same Ministry or Deptt.
Sometimes information from individual officers are also solicited
No salutation
Straight way information sought is indicated with reason
Time line specified
Signature of the officer on the extreme right at the bottom of the correspondence
Addressee name at the left hand bottom and underlined
File name given below addressee starting with ID No. ……. Dtd…..
FORMS OF WRITTEN COMMUNICATION Inter –Departmental Note
Government of India
(Bharat Sarkar)
Department of __________
(____________ Vibhag)
Subject: ………………………………….
- The present rules regulating the issue of identity cards provide inter alia that……………
- A question has now arisen whether…………………..
- This department will be grateful for the advice of the Department of Legal Affairs on the issue raised in Para . 4 above.
(X.Y.Z)
Deputy Secretary
Tele. No…….
Department of legal Affairs (Vidhi karya Vibhag) (Shri………),Shastri Bhawan, New Delhi.
Department of ………………..(…….. Vidhi KaryaVibhag)
I.D. No……………, Dated…………………………..
FORMS OF WRITTEN COMMUNICATION
Office Order
- A communication generally used by an office for the purpose of local administration such as :
i Grant of Leave,
II Work distribution
III Constitution of Committees etc.,
Office Order
No. ___________
Government of India
(Bharat Sarkar)
Department of __________
(____________ Vibhag)
New Delhi, Dated the ______________
Office Order
Shri X.Y.Z. , a permanent Lower Division Clerk in this department, is granted earned leave for …………………. Days from …………………. To ……………… with permission to prefix …………….. A public holiday, to the leave
It is certified that Shri X.Y.Z. is likely, on expiry of this leave, to return to duty at the station from which he proceeded on leave.
(A.B. C.)
Under Secretary to the Govt. of India
Copy to:
- Office Order file.
- Cashier
- Section concerned
- Shri X. Y. Z. L. D. C.
Office Order
No. ___________
Government of India
(Bharat Sarkar)
Department of __________
(____________ Vibhag)
New Delhi, Dated the ______________
Office Order
It has been decided to transfer the work relating to …………………… from …………… section to …………………. Section.
.
(A.B. C.)
Under Secretary to the Govt. of India
Copy to:
- Office Order file.
- Cashier
- Section concerned
- Shri X. Y. Z. L. D. C.
संख्या.................................
भारत सरकार
...................................विभाग
नई दिल्ली दिनांक
कार्यालय आदेश
इस विभाग के स्थायी अवर श्रेणी लिपिक श्री अ.ब.स. को .......................तक.......................दिन की अर्जित छुट्टी मंजूर की जाती है और उन्हें अपनी छुट्टी से पहले.............................पड़ने वाली...................................की सार्वजनिक छुट्टी जोड़ने की अनुमति भी प्रदान की जाती है ।
- 2.यह प्रमाणित किया जाता है कि छुट्टी की समाप्ति पर भी श्री अ.ब.स. के उसी स्थान पर ड्यूटी पर लौटने की संभावना है जहां से वे छुट्टी पर गए थे ।
(क, ख, ग)
अवर सचिव, भारत सरकार
प्रति:-
1 श्री अ.ब.स.
2 संबंधित अनुभाग
3 रोकडि़या
4 कार्यालय आदेश फाइल
Order
- Ordinarily used for communicating decisions of the Govt. in the following matters:-
- Disciplinary cases
- Financial Sanctions
- Creation of Posts etc.
Order
No. ___________
Government of India
(Bharat Sarkar)
Department of __________
(____________ Vibhag)
New Delhi, Dated the ______________
Order
Sanction of the President is accorded under Rule 10 of the Delegation of Financial Powers Rules, to the write-off of irrecoverable loss of Rs. 5,000 (Rupees Five thousand only) being the value of the following articles belonging to this department.
(1) X X X X X
(2) X X X X X
.
(A.B. C.)
Under Secretary to the Govt. of India
Tele. No …………..
Copy forwarded to:
- The A.G.C.R. New Delhi.
- Internal Finance Section
- Cash Section.
FORMS OF WRITTEN COMMUNICATION
संख्या................................
भारत सरकार
..........................विभाग
नई दिल्ली..........................
तारीख.....................
आदेश
राष्ट्रपति, वित्तीय शक्तियों के प्रत्यायोजन की नियमावली के नियम 10 के अधीन वसूल केवल 5,000 रू.(केवल पांच हजार रूपए ) जो कि इस विभाग की निम्नलिखित वस्तुओं की कीमत है, को बट्टे खाते में डालने की मंजूरी देते हैं:-
(1)
(2)
(क, ख, ग)
अवर सचिव, भारत सरकार
टेलीफोन नं......................
निम्नलिखित को प्रति प्रेषित:
- महालेखाकार,केंद्रीय राजस्व, नई दिल्ली
- आंतरिक वित्तीय अनुभाग
- 3.रोकड़ अनुभाग
Order
No. ___________
Government of India
(Bharat Sarkar)
Department of __________
(____________ Vibhag)
New Delhi, Dated the _____________
Order
Shri ……………… , an LDC of this Department is hereby informed that it is proposed to take action against him under Rule ……………….. Of ………………. CCS (Conduct) Rules.
- Shri …………………… is hereby given an opportunity to make such representation as he may wish to make against the proposal.
- …………………….
- …………………………..
(D. E. F.)
Under Secretary to the Govt. of India
Tele. No …………..
To,
Shri ………………L. D. C.
Notification
- For intimating and keeping record of the Govt. i. r.o the following:-
- Promulgation of Statutory Rules and Orders
- Delegation of Powers
- Appointments / Promotions etc. of Gazetted Officers
- Generally published in the Gazette of India
- Composition of the Gazette, the types of matters to be published in each Part and Section thereof; the instructions for sending the matter for publication therein, and for sending copies thereof are indicated in the body
Part I : Sections 1 to 4 (published from Faridabad)
Part II: Sections 1 to 4 (Published from Delhi)
Part III: Sections 1 to 4 (Published from Faridabad)
Part IV: Published from Faridabad
Part V : Published from Faridabad
Notification
(To be published in the Gazette of India, Part-I, Section 2)
Government of India
(Bharat Sarkar)
Department of __________
(____________ Vibhag)
New Delhi, Dated the ______________
Notification
No. ……………………. Shri X. Y. Z., Under Secretary in the Department of ……………… is appointed to officiate as Deputy Secretary in the Department vide Shri ……………………… Transferred to the Department of ……………………………
(D. E. F.)
Under Secretary to the Govt. of India
Tele. No …………..
To,
The Manager,
Government of India Press,
(Bharat Sarkar Press), FARIDABAD,
No. ………………New Delhi, the ……………..2015
Copy forwarded for information to:
(1) ………………………..
(2) …………………………
(3) ………………………..
(भारत के राजपत्र के भाग 1, खण्ड 2 में प्रकाशन के लिए)
भारत सरकार
...........................................विभाग
नई दिल्ली, तारीख........................................
अधिसूचना
संख्या.............................श्री अ.ब.स...........................विभाग के अवर सचिव को उसी विभाग में स्थानापन्न उप सचिव नियुक्त किया गया है । यह नियुक्ति श्री.............के............विभाग में स्थानान्तरण होने के कारण खाली हुए स्थान पर की गई है ।
(क, ख, ग)
अवर सचिव, भारत सरकार
सेवा में,
प्रबंधक,
भारत सरकार प्रेस
(भारत सरकार प्रेस) फरीदाबाद
*सूचना के लिए प्रतिलिपि प्रेषित :
(1)
(2)
(3)
(घ, ड. च)
अवर सचिव, भारत सरकार
Circular
This form is used when important and urgent external communications received or important and urgent decisions taken internally have to be circulated within a department for information and compliance by a large number of employees.
परिपत्र
- जब किसी पत्र को किसी कार्यालय/व्यक्ति विशेष को ही न भेजकर उसे कार्यालयों/कर्मचारियों में परिचालित करना हो तो पत्र की कई प्रतियां कराकर सभी को अलग-अलग भेजा जाता है। इसके अंग इस प्रकार हैं-
- शीर्ष पर बीच में कार्यालय का नाम और पता
- बायीं ओर पत्र संख्या तथा सामने दायीं ओर तिथि
- पत्र के बीचों-बीच ‘परिपत्र’ शब्द
- ‘परिपत्र’ के नीचे विषय लिखा जाता है
- बिना संबोधन सूचक शब्द के पत्र का मुख्य भाग
- दायीं ओर बिना अधोलेख के प्रेषक के हस्ताक्षर, नाम तथा पदनाम
- बायीं ओर ‘सेवा में’ या ‘प्रति’ इसके नीचे प्राप्तकर्ता का नाम व पता।
क्षेत्रीय कार्यालय
कर्मचारी राज्य बीमा निगम
सं................ दिनांक...........
परिपत्र
विषय : राजभाषा कार्यान्वयन समिति की बैठक का आयोजन
क्षेत्रीय निदेशक के अनुमोदनानुसार दिनांक....... को समाप्त तिमाही के लिए विभागीय राजभाषा कार्यान्वयन समिति की.......वीं बैठक, दिनांक........को अपराह्न ......बजे कार्यालय के समिति कक्ष में आयोजित की जाएगी।
कृपया कार्यसूची हेतु विचारार्थ विषय अधोहस्ताक्षरी को दिनांक.....तक भेज दें।
(कखग)
उप निदेशक
प्रति:-
1
2
3
Resolution
- Used for making public announcement of decision of Govt. on Important Policy Matters such as :
- Appointment of Committees or Commissions of Enquiry
- Industrial licensing
- Results of Review of important reports etc.
- Also published in the Gazette of India
Resolution
(To be published in the Gazette of India, Part-II, Sub-section I)
No ………………
Government of India
(Bharat Sarkar)
Department of __________
(____________ Vibhag)
New Delhi, Dated the ______________
Resolution
The Government of India have had under consideration the question of further improving the efficiency of the departments and services concerned with the collection of revenue. As a first step in that direction, the President has been pleased, under the powers vested in him by proviso to Article 309 of the Constitution of India, to decide that a Class I Central Service to be known as ‘ Indian Revenue Service’ should be constituted with effect from ………………..
(A. B. C.)
Secretary to the Govt. of India
Order
Ordered that a copy of the Resolution be communicated to …………………….
Ordered also that the Resolution be published in the Gazette of India for general information.
- B. C.)
Secretary to the Govt. of India
To,
The Manager,
Government of India Press,
(Bharat Sarkar Press),
FARIDABAD.
Press Communique/ Note
This form of Communication is used when Govt. proposes to give wide publicity to its decision
Not much difference between Press Communique and Press Note
While Press Communique is more formal and published as such while in case of a Press Note much is left to the discretion of the News Paper i.e. the News Paper / The Press may edit, compress or enlarge the Press Note as deemed fit, without compromising the purpose for which it is made
The purpose of a Press Note is to give information to the public at large and is a type of Hand-Out.
Press Communique/ Note
Not to be published or broadcast before …………..a.m./ p.m. on …………. Day the ………...
Press Communique / Note
In response to public demand, the Government of India have appointed a Commission to go into the problem of ……………… and make suitable recommendations to the Government.
- The Commission will consist of Shri ………….. as Chairman and the following as members:-
1.
2.
3.
- In making its recommendations, theCommission is expected to give consideration to the following matters:-
(a)
(b)
(c )
- The Commission is expected to submit its report to the Government by ………………
Department of …………….
(…………… Vibhag)
New Delhi, the ………..2015
No. ………………………..
Forwarded to the Principal Information Officers, Press Information Bureau, Government of India, New Delhi, for issuing the communique and giving it wide publicity.
(A. B. C.)
Joint Secretary
Tele. No. ……………….
E-MAIL / SMS
- Now formal communications
- Paperless communications
- Sent by the sender through electronic media
- To solicit information
- Details of addressee / sender mentioned
- Brief subject
- Easy and Quick
- Telephonic Communications
- Intra & Inter Departmental Consultation
- Communication of information between parties situated locally
- For urgent matters-out-station offices
- Confirmation by written communication
Correspondence with Attached/Sub-ordinate offices/ABs (From Ministry other than their own)
- For approvals from another Min/Deptt
- In a Note form to their concerned Ministry/Department by HOD or Sr Officers of Attached/Sub-ordinate offices
- In a Letter form to their concerned Ministry/Department by HOD or Sr Officers of ABs
- For factual information from another Min/Deptt –can take up directly
- Reference to Attorney-General of India
- Only by the Ministry of Law, Justice and Company Affairs
- Reference to Constitutional/Statutory Authorities
- Election Commission of India, UPSC, CAG etc
- Only in Letter Form
- Addressed to Principal Secretary/Secretary
- No OM by any Ministry/Department
- Reference to UPSC
- Only in Letter Form
- Addressed to the Secretary
- Correspondence with UT Administration
- In Letter Form
- Normally addressed to the Secretary of the Department (in routine cases)
- For imp communications- to the Chief Secretary/ Administrator
- Correspondence with State Govts In Letter Form/DO Form
- Normally addressed to the Secretary of the Department (relating to a business)
- For imp. matters- to the Chief Secretary/ Administrator-by not below the rank of JS
- Correspondence with MPs Should be attended to promptly Letter Form only
- If addressed to a Minister, reply should be given by Minister himself (normally)
- Otherwise, reply under the signature of the rank of Secretary only
- If addressed to the Head (PSU/AB/ASO/FIs etc)-reply by Addressee himself (in routine case). In policy matters, consultation with Sr Officers before issue.
- Normally, information should not be denied Correspondence with MPs
- To the extent possible, pre-printed, or cyclostyled replies should be avoided
- If reference received from an ex-MP-reply should be given with the approval of Secretary in consultation with the Head of the concerned Division (for policy issues), otherwise, in non-policy issues-by the officer on his own (Not below the rank of US)
- In letter form only
- Official dealing with MPs/MLAs
- GS should show courtesy and consideration
- Listen patiently to them
- If unable to accede to their request, give reason for inability with courtesy
- While in busy schedule, priority should be given to MPs/MLAs
- GS should rise in his seat to receive them and see them off
- Proper seating- MPs/MLAs are above Secretaries in the Warrant of Precedence (should be seated next to Governors, CJ,Speaker, Ambassadors etc)
Revised Retirement Benefits: 7CPC || Planning for Retirement| Terminal Benefits & Rules pertaining to these Benefits