DELHI GOVERNMENT EMPOYEES HEALTH SCHEME (DGEHS)

Noting Drafting and Forms of Communication All notes will be concise and to the point. Lengthy notes are to be avoided, by shifting bulk of material to statements placed below

 

Noting Drafting and Forms of Communication

Guidelines for noting

All notes will be concise and to the point. Lengthy notes are to be avoided, by shifting bulk of material to statements placed below.

The verbatim reproduction of extracts from or paraphrasing of the paper under consideration, fresh receipt, or any other part of correspondence or notes on the same file, should not be attempted.

When passing orders or making suggestions, an officer will confine his note to the actual points he proposes to make without reiterating the ground already covered in the previous notes. If he agrees to the line of action suggested in the preceding note, he will merely append his signature.

Any officer, who has to note upon a file on which a running summary of facts is available will, in drawing attention to the facts of the case, refer to the appropriate part of the summary without repeating it in his own note.

Relevant extracts of a rule or instruction will be placed on the file and attention to it will be drawn in the note with proper referencing, rather than reproducing the relevant provisions in the note.

Unless a running summary of facts is already available on the file or the last note on the file itself serves that purpose, a self-contained note will be put up with every case submitted to the Minister. Such a note will bring out briefly but clearly relevant facts, including the views expressed on the subject by other departments, if any, consulted in the matter and the point or points on which the orders of the Minister are sought.

Noting Drafting and Forms of Communication

If apparent errors or incorrect statements in a case have to be pointed out or if an opinion expressed therein has to be criticized, care should be taken to couch the observations objectively, in courteous and temperate language free from personal remarks.

 

Noting Drafting and Forms of Communication

When a paper under consideration raises several major points which require detailed examination and respective orders, each point (or group of related points) will be noted upon separately in sectional notes; such notes will each begin with a list of the major point(s) dealt with therein and placed below the main note in a separate folder.

Notes and orders will normally be recorded on note sheets in the notes portion of the file and will be serially numbered. Black or Blue ink will be used by all category of staff and officers. Only an officer of the level of Joint Secretary to Government of India and above may use green or red ink in rare cases.

 

The dealing hand will append his full signature with date on the left below his note. An officer will append his full signature on the right hand side of the note with name, designation and date.

Noting Drafting and Forms of Communication

A note will be divided into serially numbered paragraphs of easy size, say ten lines each. 

 

Paragraphs may preferably have brief titles. The first few paragraphs will give the profile of the problem, position of rules, precedents and the position of resources with proper analysis and sequence and an indication of the evidence and the conclusions reached. The final paragraph should weigh the arguments and recommend the best course of action, with a supporting draft communication, if necessary.

 

In writing notes, the observations made in Appendix 7- ‘Style in notes and drafts’ will be kept in view.

 

A small margin of about one inch will be left on all sides (left, right, top and bottom) of each page of the note sheet to ensure better preservation of notes recorded on the files as at times the paper gets torn from the edges making reading of the document difficult. However, notes should be typed/written on both sides of the note sheet as per instructions of Department of Expenditure.

 

While preparing/submitting Notes for the Cabinet/Cabinet Committees/Groups of  Ministers, the required procedure as detailed in Appendix-7.1 will be kept in view.

 

While preparing/submitting of papers for consideration of the Committee of Secretaries, the required procedure as detailed in Appendix-7.2 will be kept in view.

 

While constitution/reconstitution of High-level Commissions/Committees, the required procedure as detailed in Appendix-7.3 will be kept in view.

Noting Drafting and Forms of Communication

Modification of notes or orders

Senior officers should not require any modification in, or replacement of, the notes recorded by their juniors, once they have been submitted to them. Instead, the higher officers should record their own notes giving their views on the subject, where necessary correcting or modifying the facts given in earlier notes. In any case, the replacement or modification of the notes which have already been recorded on a file when the file has been further noted upon by others should not be permitted.

 

Pasting over a note or a portion of it to conceal what has been recorded is not desirable. Where a note recorded in the first instance requires any modification on account of additional facts or any error having come to notice, a subsequent note may be recorded, keeping the earlier note intact.

Noting Drafting and Forms of Communication

Where a final decision already communicated to a party is found later on to have been given on a mistaken ground or wrong facts or wrong interpretation of rules due to misunderstanding, such withdrawal may have also legal implications. In all such cases, in addition to consulting the Ministry of Law, wherever necessary, such a withdrawal should be permitted only after the approval of an officer higher than the one, who took the original decision, has been obtained and reasons for the reversal or modification of the earlier decision have been duly recorded on the file

 

Noting on files received from other departments

If the reference seeks the opinion, ruling or concurrence of the receiving department and requires detailed examination, such examination will normally be done separately through routine notes and only the final result will be recorded on the file by the officer responsible for commenting upon the reference. The officer to whom such a note is submitted will either accept that note or record a note of his own. In the former case, he may direct that the note in question or a specified portion thereof may be reproduced on the main file for communication to the department concerned. In the latter case, he will record a suitable note on the main file itself. In either case, a copy of the note recorded on the main file will be kept on the routine notes folder for retention in the receiving department before the file is returned to the originating department.

Noting Drafting and Forms of Communication

The department will open subject-wise files each year in which such routine notes will be kept. 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 retrieval for future reference. The retrieval is faster in a computerized environment due to easier tracking.26

 

Where the reference requires information of a factual nature or other action based on a clear precedent or practice, the dealing hand in the receiving department may note on the file straightway.

 

Where a note on a file is recorded by an officer after obtaining the orders of a higher officer, the fact that the views expressed therein have the approval of the latter should be specifically mentioned.

Noting Drafting and Forms of Communication

Oral discussions

All points emerging from discussions (including telephonic discussions) between two or more officers of the same department or from discussions between officers of different departments, and the conclusions reached will be recorded precisely on the relevant file by the officer authorizing action.

 

All discussions/instructions/decisions which the officer recording them considers to be important enough for the purpose, should be got confirmed by all those who have participated in or are responsible for them. This is particularly desirable in cases where the policy of the government is not clear or where some important deviation from the prescribed policy is involved or where two or more levels differ on significant issues or the decision itself, though agreed to by all concerned, is an important one

 

Oral instructions by higher officers

Where an officer is giving direction (including telephonic direction) for taking action in any case in respect of matters on which he or his subordinate has powers to decide, he shall ordinarily do so in writing. If, however, the circumstances of the case are such that there is no time for giving the instructions in writing, he should follow it up by a written confirmation at the earliest

 

An officer shall, in the performance of his official duties, or in the exercise of the powers conferred on him, act in his best judgment except when he is acting under instructions of an official superior to him. In the latter case, he shall obtain the directions in writing wherever practicable before carrying out the instructions, and where it is not possible to do so, he shall obtain written confirmation of the directions as soon thereafter as possible. If the Officer giving the instructions is not his immediate superior but one higher to the latter in the hierarchy, he shall bring such instructions to the notice of his immediate superior at the earliest

 

Oral orders on behalf of or from Minister

Whenever a member of the personal staff of a Minister communicates to any officer an oral order on behalf of the Minister, it shall be confirmed by him in writing, immediately thereafter.

 

If any officer receives oral instructions from the Minister or from his personal staff and the orders are in accordance with the norms, rules, regulations or procedures they should be brought to the notice of the Secretary (or the head of the department where the officer concerned is working in or under a non-secretariat organization).

 

If any Officer receives oral instructions from the Minister or from his personal staff and the orders are not in accordance with the norms, rules, regulations or procedures, he should seek further clear orders from the Secretary (or the head of the Department in case he is working in or under a non-secretariat organization) about the line of action to be taken, stating clearly that the oral instructions are not in accordance with the rules, regulations, norms or procedures.

 

In rare and urgent cases when the Minister is on tour/ is sick and his approval has to be taken on telephone, the decision of the Minister shall be conveyed by his Private Secretary in writing. In such cases, confirmation will be obtained on file when the Minister returns to Headquarters/rejoins.

Noting Drafting and Forms of Communication

Confirmation of oral instructions

If an officer seeks confirmation of oral instructions given by his senior, the latter should confirm it in writing whenever such confirmation is sought.

 

Receipt of communications from junior Officers seeking confirmation of oral instructions should be acknowledged by the senior officers or their personal staff, or the personal staff of the Minister, as the case may be

Noting Drafting and Forms of Communication

Examination of progress of cases in which two or more authorities are consulted

 

Where two or more State Governments, Central Government departments or other authorities are simultaneously consulted, the examination and, where necessary, tabulation of the replies will ordinarily be started as soon as replies begin to arrive and not held over till the receipt of all the replies or the expiry of the target date. A check-list of the replies received/pending should be maintained in a separate folder and the position should be put up periodically on file after regular reminders to the defaulters

 

Filing of papers

Papers required to be filed will be punched neatly on the left hand top corner and tagged on to the appropriate part of the file viz. notes, correspondence, appendix to notes and appendix to correspondence, in chronological order, from left to right Both ‘notes portion’ and ‘correspondence portion’ will be placed in a single file cover. Left end of tag in the notes portion will be tagged onto the left side of the file cover and right end of the tag will remain as such i.e., untagged. In the case of correspondence portion, right side of tag will be tagged on to the right side of the same file cover and left side of the tag will remain as such i.e., untagged.

 

Earlier communications referred to in the receipt or issue, will be indicated by pencil by giving their position on the file.

 

If the file is not bulky, appendix to notes and appendix to correspondence may be kept along with the respective note portion or the correspondence portion of the main file if these are considered as integral and important part.

 

If the file is bulky, separate file covers may be used for keeping appendix to notes and appendix to correspondence.

 

Routine receipts and office copies of the communications issued (e.g., reminders, acknowledgments) and routine notes will not be allowed to clutter up the file. They will be placed belowthe file in a separate cover and destroyed when they have served their purpose.

 

When the ‘notes’ plus the ‘correspondence’ portion of a file become bulky (say exceed 150 pages), it will be stitched and marked ‘Volume 1’. Further papers on the subject will be added to the new volume of the same file, which will be marked ‘Volume II’, and so on.

 

In Volume II and subsequent volumes of the same file, page numbering in notes portion and correspondence portion will be made in continuity of the last page number in note portion/ correspondence portion of the earlier volume.

 

On top of the first page of the note portion in each volume of the file, file number, name of the Ministry/Department, name of branch/section and subject of the file will be mentioned

Noting Drafting and Forms of Communication

Arrangement of papers in a case

The papers in a case will be arranged in the following order from top downwards :

reference books;

notes portion of the current file ending with the note for consideration;

running summary of facts;

draft for approval, if any;

correspondence portion of the current file ending with the latest receipt or issue, as the case may be;

appendix to notes and correspondence;

standing guard file, standing note or reference folder, if any;

other papers, if any, referred to e.g., extracts of notes or correspondence from other files, copies of orders, resolutions, gazettes, arranged in chronological order, the latest being placed on the top;

recorded files, if any, arranged in chronological order, the latest being placed on the top;

routine notes and papers arranged in chronological order and placed in a separate cover.

Noting Drafting and Forms of Communication

Referencing

Every page in each part of the file (viz., notes, correspondence, appendix to notes, and appendix to correspondence) will be consecutively numbered in separate series in pencil on the right top corner. Blank intervening pages, if any will not be numbered.

 

Each item of correspondence in a file, whether receipt or issue, will be assigned a serial number which will be displayed prominently in red ink at the top middle of its first page.

 

The paper under consideration on a file will be flagged’ PUC’ and the latest fresh receipt noted upon, as ‘FR’. In no circumstances, will a slip, other than ‘PUC’ and ‘FR’, be attached to any paper in a current file. If there are more than one ‘FR’, these should be flagged separately as ‘FR I’, ‘FR II’ and so on.

 

In referring to the papers flagged ‘PUC’ or ‘FR’, the relevant page numbers will be quoted invariably on the margin. Other papers in a current file will be referred to by their page numbers only.

 

Recorded files and other papers put up with the current file will be flagged with alphabetical slips for quick identification. Only one alphabetical slip will be attached to a recorded file or compilation. If two or more papers contained in the same file or compilation are to be referred to, they should be identified by the relevant page numbers in addition to the alphabetical slip, e.g. ‘A’/23.n, ‘A’/17.c, and so on.

 

To facilitate the identification of references to papers contained in other files after the removal of slips, the number of the file referred to will be quoted invariably in the body of the note and the relevant page numbers, together with the alphabetical slip attached thereto, will be indicated on the margin. Similarly, the number and date of orders, notifications and the resolutions, and, in the case of acts, rules and regulations, their brief title together with the number of the relevant section, rule, paragraph or clause, referred to will be quoted in the body of the notes, while the alphabetical slips used will be indicated on the margin.

 

Rules or other compilations referred to in a case need not be put up if copies thereof are expected to be available with the officer to whom the case is being submitted. The fact of such compilations not having been put up will be indicated on the margin of the notes in pencil.

 

The reference slips will be attached neatly on the back of the papers so flagged. When a number of papers put up in a case are to be flagged, the slips will be spread over the entire width of the file so that every slip is easily visible.

Noting Drafting and Forms of Communication

Linking of files

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 will be linked in the manner indicated in sub-para (2) below. Such linking may also be resorted to, if a paper on one current file is required for reference in dealing with another current file, unless a copy of the paper can be conveniently placed on the first file.

 

When files are to be linked, strings of the file board of the lower file (but not its flaps) will be tied around the upper file and those of the file board or flap of the upper file tied underneath it in a bow out of the way so that each file is intact with all its connected papers properly arranged on its file board or flap.

 

On receipt after completion of action, the linked files will be immediately delinked after taking relevant extracts and placing them on the linked files, where necessary.

 

In a computer environment, the file tracking system has the facility for easy linkage of files and its subsequent movement

Noting Drafting and Forms of Communication

Use of Urgency gradings

The two urgency gradings authorized for use on cases are ‘Immediate’ and ‘Priority’ .

 

The label ‘Immediate’ will be used only in cases requiring prompt attention. Amongst the rest, the ‘Priority’ label will be used for cases which merit disposal in precedence to others of ordinary nature.

 

Where Lok Sabha/Rajya Sabha labels for questions, assurances, motions, bills, notices etc. are used, it will not be necessary to use, in addition, ‘Immediate’ or ‘Priority’ label.

 

The grading of urgency assigned to a case will be reviewed by all concerned at different stages of its progress and where necessary, revised. This is particularly important for cases proposed to be referred to other Departments

 

Noting Drafting and Forms of Communication

Forms of written communication and methods of delivery

The different forms of written communication and methods of delivery:

Letter—This form is used for corresponding with Foreign Governments, State Governments, the Union Public Service Commission and other constitutional bodies, heads of attached and subordinate offices, public enterprises, statutory authorities, public bodies and members of the public generally. A letter begins with the salutation "Sir/Madam" as may be appropriate and ends with the subscription "Yours faithfully".

 

Office Memorandum—This form is generally used for corresponding with other Departments or in calling for information from or conveying information to its employees. It may also be used in corresponding with attached and subordinate offices. It is written in the third person and bears no salutation or subscription except the name and designation of the officer signing it.

 

Demi-official letter

This form is generally used in correspondence between Government officers for an interchange or communication of opinion or information without the formality of the prescribed procedures. It may also be used when it is desired that the matter should receive personal attention of the individual addressed. Since demi-official letter is written in the first person in a personal and friendly tone, it should be addressed by an officer in a Ministry/Department who is ordinarily not more than one or two levels below the officer to whom such communication is addressed.

Note: For the purpose of determination of level, Secretary/Additional Secretary and Director / Deputy Secretary will be considered as one level.

Communications to non-officials can also take the form of a demi-official letter.

Noting Drafting and Forms of Communication

Inter-departmental note (I.D. Note)

This form is generally employed for obtaining the advice, views, concurrence or comments of other Departments on a proposal or in seeking clarification of the existing rules, instructions etc. It may also be used by a department when consulting its attached and subordinate offices and vice versa.

The inter-departmental note may either be recorded on a file referred to another department or may take the form of an independent self-contained note. The subject need not be mentioned when recorded on the file itself.

Note: Formerly [i.e. prior to publication of 6th Edition of CSMOP in 1975 the I.D. Note used to be known as Unofficial Note (U.O.Note)].33

 

Telegram

This form is used for communicating with outstation parties in matters demanding prompt attention. The text of the telegram should be as brief as possible.

Telegrams are of two kinds viz. enclair telegrams and cypher code telegrams. The former are worded in plain language. The latter are expressed in secret language (code or cypher or both) but a combination in the same telegram of figures and letters having a secret meaning is not permitted. In editing, numbering and issuing of cypher/code telegrams, the instructions issued by the Ministry of External Affairs in respect of external telegrams and by the Ministry of Home Affairs in the case of internal telegrams from time to time, should be carefully observed.

 

There are four gradings of urgency authorized for use in State telegrams viz:

‘SVH’,

‘Most Immediate’ and

‘Operation Immediate’ and

‘immediate’.

The use of these grading is regulated by the rules issued by the Department of Posts. Relevant extracts from these rules are contained in Appendix 10.

Telegrams, other than cypher and code telegrams, should normally be followed by post copies. 

others

Noting Drafting and Forms of Communication

Fax facility—In urgent and important matters (including legal and financial messages), departments may use fax facilities to send messages, wherever available. Offices not connected through fax but having telex facilities, may send urgent and important messages through telex, instead of a telegram in communicating with outstation offices.

 

Registered Post/Registered A D (Acknowledgement Due)—This method of delivery is used in communicating with offices to ensure receipt of the communication and in the case of Registered A D an acknowledgement of the delivery is also received by the issuing office.

 

Speed Post—This method of delivery is used to ensure quick receipt of messages warranting urgent attention at the receiving end and an acknowledgement of the delivery is also received by the issuing office.

 

Office order—This form is normally used for issuing instructions meant for day to day internal administration, e.g., grant of regular leave, distribution of work among officers and sections, appointments and transfers, etc.

 

Order—This form is generally used for issuing certain types of financial sanctions and for communicating government orders in disciplinary cases, etc., to the officials concerned.

 

Notification—This form is mostly used in notifying the promulgation of statutory rules and orders, appointments and promotions of gazetted officers, etc. through publications in the Gazette of India. The 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 Appendix 11.

 

Resolution—This form of communication is used for making public announcement of decisions of government in important matters of policy, e.g., the policy of industrial licensing, appointment of committees or commissions of enquiry. Resolutions are also published in the Gazette of India.

 

Press communiqué /note—This form is used when it is proposed to give wide publicity to a decision of government. A press communiqué is more formal in character than a press note and is expected to be reproduced intact by the press. A press note, on the other hand, is intended to serve as a hand-out to the press which may edit, compress or enlarge it, as deemed fit.

Noting Drafting and Forms of Communication

Endorsement—This form is used when a paper has to be returned in original to the sender, or the paper in original or its copy is sent to another department or office, for information or action. It is also used when a copy of a communication is proposed to be forwarded to parties other than the one to which it is addressed. Normally this form will not be used in communicating copies to state governments. The appropriate form for such communication should be a letter.

 

Circular—This formis 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.

 

Advertisement—This form is used for reaching out to the general public to create awareness about government policies and operational matters. It may take the form of audio-visual or written communication or both.

 

E-mail—This is a paperless form of communication to be used by department having computer facilities supported by internet or intranet connectivity

Noting Drafting and Forms of Communication

Telephonic communications

Appropriate use of the medium of telephone may be made by departments for intra and inter-departmental consultation and for communication of information between parties situated locally.

In matters of urgency, departments may communicate with out-station offices also over the telephone.

The provisions of para 50(5) (c) also apply to official trunk calls.

Telephonic communications, wherever necessary, may be followed by written communications by way of confirmation.

Resort to ISD/ STD and trunk calls will be regulated by departmental instructions

Noting Drafting and Forms of Communication

Correspondence with attached and subordinate offices

Senior Officers/ Head of a subordinate/attached office under an administrative Ministry /Department will correspond in respect of matters involving intervention/ approval of another Ministry/ Department in a note form to their concerned Ministry/ Department.

 

Head of an autonomous body under an administrative Ministry will write in respect ofmatters involving intervention/ approval of another Ministry/ Department to the Secretary of the concerned Ministry/ Department in a letter form.

 

In both the cases, concerned Ministry/ Department, if required, will take up the matter with another ministry.

Noting Drafting and Forms of Communication

Attached office/ subordinate office may, however, seek factual information from another Ministry/ Department directly.

 

An officer of a subordinate office/ attached office/ autonomous body will not correspond directly with the Minister of another Ministry except the Head of a statutory body/ regulatory authority set up by an Act of Parliament.

 

In the case of their own attached offices /subordinate offices placed directly under them i.e without the intervention of an attached office, as are located in Delhi/New Delhi- referred to herein as 'Non-Secretariat Organization' (NSO) for convenience- the departments will introduce the Single File System of correspondence, details of which are in para 53.

Note: The Single File System will not apply to correspondence between a department and any statutory, corporate or other autonomous body which might be owned or controlled by it

Single File System (SFS)

This will apply to matters which have to be referred by the Non-Secretariat Organization (NSO) to the department for seeking a sanction/order, i.e. a decision not within its own delegated powers.

 

The file cover of an SFS case should prominently show the name of the (originating) NSO and likewise indicate that it follows the SFS system.

 

The SFS file need not bear an I.D. No. or other formal method of sending, but will be sent as though it is from one officer to another in the same organization.

Noting Drafting and Forms of Communication

The SFS file should be complete in all respects, so as to enable the department to take a decision expeditiously; hence the NSO will ensure that:

 

every point for decision/order is clearly brought out;

all relevant connected papers are placed on the file, properly arranged and referred to; draft orders/sanctions are put up, where they are required to be approved by the department for issue; andthe availability of funds, etc., is certified where additional expenditure is involved in the proposal.

 

The officer last dealing with the SFS case in the NSO will mark it to the appropriate officer in the department, by name; policy files will, however, be referred to the department at appropriate levels to be determined by the department and the NSO concerned, through a general order.

 

All SFS files will be invariably routed through the central registry of the department concerned. Their receipt will be entered electronically or in a separate register which will also record, against the relevant receipt entry, the despatch of the file on its return to the NSO.

Noting Drafting and Forms of Communication

As a rule, all notings in the department will be on the NSO file. However, where sensitive or delicate matters in the sphere of personnel, policy issues and finance are involved; the recording of notes in 'duplicate' files may be permitted by issuing general or special orders by the department. This will be done at a particular stage of the SFS case or at or above a particular level, with the final decision thereafter being suitably recorded on the SFS file.

 

As a convention, the secretariat noting on a SFS file will start on a new page and the noting done sequentially, except in matters of the nature referred to in (7) above.

 

Action to implement the government decision in SFS case will be initiated in and by the NSO on the return of the file. Orders so issued should specifically state that they have received the concurrence of Government in the department concerned. Copies of every sanction/order so issued by the NSO will be endorsed without fail to all the officers concerned in the department.

Noting Drafting and Forms of Communication

Inter-departmental consultation

Inter-departmental consultation may take the form of inter-departmental notes, inter- departmental meetings or oral discussions.

 

In making written inter-departmental references, the following points should be observed:

 

Inter-departmental references will normally bemade under the directions of an officer not below the rank of Under Secretary or as may be provided by the departmental instructions.

Noting Drafting and Forms of Communication

The points on which the opinion of other departments is sought or which it is desired to bring to their notice should be clearly stated.

 

Where possible, the drafts of the orders proposed to be issued may also be shown to the departments sought to be consulted.

 

When it is necessary to consult more than one department on a case, such consultation may be effected simultaneously by self-contained inter-departmental notes unless:

 

it involves copying of a large number of documents available on the file; or

the need for consulting the second Department would arise only after the views of the first have become available.

Noting Drafting and Forms of Communication

When such a reference requires concurrence of one or more Ministries under the  Government of India (Transaction of Business) Rules, the following further points should be observed:

 

The originating Ministry should invariably prescribe a time-limit when calling for comments or concurrence from other Ministries.

 

In case any of the Ministries so consulted is not in a position to send its comments/concurrence within the prescribed time-limit, it should write back promptly, in any case before the prescribed time-limit, and indicate the additional time they would require for furnishing their final reply.

Noting Drafting and Forms of Communication

When such a reference does not require such concurrence under the Rules, the originating Ministry need not wait for the comments of other Ministry beyond the prescribed time-limit, and it should feel free to go ahead with its scheme/proposal without waiting any longer.

 

The initiating Ministry should always feel free to recall its file fromanother Ministry, to which such a reference has been made on a file, if such a course is required to be adopted for expediting the process of decision-making in the case. Such a decision to recall a file should be taken at a level not lower than that of a Branch Officer in the originating Ministry.

 

Inter-departmental meetings may be held where it is necessary to elicit the opinion of other departments on important cases and arrive at a decision within a limited time. No such meeting will normally be convened except under the orders of an officer not below the level of Joint Secretary. In respect of such meetings, it will be ensured that:

the representatives attending the meeting are officers who can take decisions on behalf of their departments;

Noting Drafting and Forms of Communication

an agenda setting up clearly the points for discussion is prepared and sent along with the proposal for holding the meeting, allowing adequate time for the representatives of other departments to prepare themselves for the meeting; and

a record of discussions is prepared immediately after the meeting and circulated to the other departments concerned, setting out the conclusions reached and indicating the department or departments responsible for taking further action on each conclusion.37

 

On occasions it may be necessary to have oral discussions (including teleconferencing or video conferencing) with officers of other departments, e.g., when:

a preliminary discussion between the officers of the departments concerned is likely to help in the disposal of the case;

it is desirable to reach a preliminary agreement before proceeding further in the matter;

inter-departmental noting reveals a difference of opinion between two or more departments; or

 

it is proposed to seek only information or advice of the department to be consulted. The result of such oral consultation should be recorded in a single note on the file by the officer of the department to which the case belongs. The note will state clearly the conclusions reached and the reasons thereof. A copy of the note will also be sent to the departments consulted in order that they have a record of the conclusions reached.

Noting Drafting and Forms of Communication

Reopening of decisions arrived at after proper inter-departmental consultations should normally be avoided. In case adequate grounds exist for re-opening of such issues, it should be settled after a quick re-assessment.

 

In case two or more departments persist in their respective view points leading to a deadlock or impasse, such issues should be sorted out by raising the level of consideration to a forum like the Committee of Secretaries headed by the Cabinet Secretary or to the level of Ministers concerned, to arrive at a quick decision without continuing with protracted correspondence/discussions among the disputing departments.

 

Nodal Ministries/Departments, which render advice to various departments and do so through different Divisions, will ensure that the views expressed by the mat inter-departmental discussions are consistent, and they are not found deviating from their views on different occasions. The expression of conflicting views by the different Divisions of the same department during such inter-departmental discussions should be discouraged

 

Nodal Ministries/Departments

In order that the number of interdepartmental references areminimized so as to facilitate reduced paperwork and secure faster decision-making, nodalMinistries/ Departments such as Law, Finance, Personnel, Power, Electronics, Environment, Planning Commission, Surface Transport, Petroleum, Science &Technology etc. may lay down clear guidelines on their respective subjects for individual departments to follow. Guidelines should be so framed that reference to nodal departments will be necessary in exceptional cases only.

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References to the Attorney-General of India—References to the Attorney-General will be made only by the Ministry of Law and Justice.

 

References to constitutional/statutory Authorities—References to constitutional and statutory authorities such as Election Commission of India will normally be made in the letter form addressed to Principal Secretary/Secretary. In no case an office memorandum will be sent to such authorities by the Ministries/ Departments.

 

References to the Comptroller and Auditor General of India—References to the Comptroller and Auditor General of India for his views or advice can be made only by or through the Ministry of Finance. In matters of day-to-day administration, Ministries/departments may, however, at their discretion, correspond direct with the Office of the Comptroller and Auditor General of India.

 

References to the Union Pubic Service Commission—References to the Union Public Service Commission will normally be made in the form of a letter addressed to the Secretary. In certain matters, e.g., requisitions for recruitment, formal references should ordinarily be preceded by personal discussion at appropriate levels

Noting Drafting and Forms of Communication

Correspondence with Union Territory / state Administrations

Correspondence with Union Territory Administrations—All communications of a routine nature which clearly relate to the business of a particular department, will ordinarily be addressed to the Secretary in the appropriate department. Other important communications may be addressed to the Chief Secretary or the Administrator, by an officer of senior level.38

 

Correspondence with State Governments—

Communications on the subjects which clearly relate to the business of a particular department will normally be addressed to the Secretary of that department. Other communications including those of special nature or importance warranting attention at higher levels may be addressed to the Chief Secretary. Demi-official letters can also be sent to officers of State Governments. In case of demi-official communications to the Chief Secretary of a State, this level will not be below the level of Joint Secretary.

 

Communications other than those of a purely routine nature e.g., acknowledgements will not ordinarily be addressed to State Governments, except with the prior approval and over the signature of the branch officer. Purely routine communications can, however, be signed by a section officer.

Noting Drafting and Forms of Communication

Correspondence with Members of Parliament

Communications received from Members of Parliament should be attended to promptly.

 Where a communication is addressed to a Minister, it should, as far as practicable, be replied to by the Minister himself. In other cases, a reply should normally be issued over the signature of an officer of the rank of Secretary only.

Where, however, a communication is addressed to the head of an attached or subordinate office, Public Sector Undertakings, Financial Institutions (including nationalized banks) Division/Branch In charge in a Ministry/Department/Organization, it should be replied to by the addressee himself. In routine matters, he may send an appropriate reply on his own. In policy matters, however, the officer should have prior approval of higher authorities before sending a reply. It should, however, be ensured that the minimum level at which such replies are sent to Members of Parliament is that of Under Secretary and that also in a polite letter form only.

 

Normally information sought by a Member should be supplied unless it is of such a nature that it would have been denied to him even if asked for on the floor of the Houses of Parliament.

Noting Drafting and Forms of Communication

As far as possible, in corresponding with Members of Parliament, pre-printed or cyclostyled replies should be avoided.

 

In case a reference from an ex-Member of Parliament is addressed to a Minister or Secretary, reply to such reference may be sent by the concerned Divisional Head after obtaining approval of the Secretary of the Ministry/Department. In case the reference is addressed to a lower level officer, reply to such reference could be sent by the officer on his own in non-policy cases and after obtaining approval of the higher authorities in policy cases,. However, the lowest level at which reply could be sent, should be that of an Under Secretary and that too in a polite letter form only.

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