office procedure and administration - hcmripa.gov.in -sheet-writing.pdf · office note case file...

1

NOTE SHEET WRITING SKILLS

GOVERNMENT OF RAJASTHAN

RECEIPT OF DAK

OPENING OF FILE

DEALING WITH PAPER

NOTING & DRAFTING

DESPATCH OF DAK

OFFICE NOTE

CASE

FILE

FILE NOTE

PROCESSING

DRAFTING

FINAL DECISION

Office Note is written to facilitate the disposal of the case.

Case consists of file, file note and any previous papers.

Consists of papers received, drafts of interim references, replies thereto and draft of final orders issued. It is arranged chronologically from top to bottom

Contains notes written by dealing clerks and other officers.

Preparation of any

communication which is

proposed to be issued.

dk;kZy; fVIi.khjktLFkku ljdkj

Intensive Training Programme in a District-Ajmer (Rajasthan) -DoPT Project, HCM RIPA, Jaipur

uksV 'khV Ái=

dk;kZy; fVIi.khjktLFkku ljdkj


i=koyh la[;ki`"B la[;k

jktLFkku ljdkj dk;kZy; fVIi.kh

fopkjk/khu i= dk fooj.k nsa

fopkjk/khu i= dk ekeyk

D;k gS\ iSjk okbt fy[ksa

fuLrkj.k dk vuqjks/k djsa


Ikgyk dk;Z gS

ih-;w-lh- dk

fooj.k

ih-;w-lh- esa

D;k ekeyk gS\

ih-;w-lh- ds

fuLrkj.k dk

vuqjks/k djsa

Ckka;s ls nk;sa

fgUnh ;k vaxzsth

esa fy[kss1

2

3

ih-;w-lh- esa

ekeyk tfVy

gks rks iSjkokj

fy[ksa


Ckk;ka¡ nk;k¡


Ádj.k fyfid ds

gLrk{kj o fnukad

dk;kZy; v/kh{kd

ds gLrk{kj

vf/kdkjh dk

fu.kZ; o

gLrk{kj

vf/kdkjh dk fu.kZ;

vf/kdkjh ds

gLrk{kj

1

2

3






Ckk;ka¡ nk;k¡

ekfdZax


1

2

3

lUnHkZ gsrq

LFkku

ftl vf/kdkjh dks

i=koyh Hksth

tkos mUgsa ekdZ

djsa

vf/kdkjh vius ekfdZax dks Lys’k

ds fu’kku ls dkVsa o viuh

[email protected]; vafdr djsa

vf/kdkjh ds gLrk{kj






Ckk;ka¡ nk;k¡

ekfdZax


uksV uEcj

Ádj.k fyfid ds

gLrk{kj

dk;kZy; v/kh{kd

ds gLrk{kj

ftl vf/kdkjh dks

i=koyh Hksth

tkos mUgsa ekdZ

djsa

lUnHkZ gsrq

LFkku

vf/kdkjh dk

fu.kZ; o

gLrk{kj

1

2

3

Note Sheet Writing

Page Numbering

NoteNumbering

Putting up PUCs

Referencing

Linking of Cases/File

Despatch

NOTE SHEET WRITING

13

4 C’s of Noting

1. Clear

2. Complete

3. Correct -

4. Concise -

NOTE SHEET WRITING

Flagging: Flagging is the process of attaching to the top of papers put up for reference in a case, slips with alphabetical letters.

Linking: When one case has relevance in relation to another case, both the cases are submitted together and this process is called linking of files.

Referencing: It is the process of putting up in a case, previous correspondence, laws, rules, reports, etc. required for its disposal, flagging them and indicating the fact in the margin of the note/file/current file.

NOTE SHEET WRITING

Disposal: It is the statement of the final decision of head of office on any case submitted for information and orders.

Enclosures: A communication or a statement or a plan, sketch or other document which is attached to another communication to supplement or elucidate the point is called an enclosure.

Office Note: It is written to facilitate the disposal of the case.

NOTE SHEET WRITING

Paging: It is written manually by the dealing clerk on right hand side of each page contained in the file. All papers filed in the file are numbered. Papers written on the back are also numbered. It is indicated as /C.

Numbering: Continuous numbering to each para written in the Note Sheet. Indicated as /N

FEATURES OF A GOOD NOTE SHEET

COMPLETE: It should answer all questions that have been raised and all other possible questions that may arise while considering the case. Answer to questions such as What, Why, When, Where and Who will help in making the note complete.

CLEAR: It should be written, as far as possible, choosing short, familiar words, using short sentences, in active voice, and preferring concrete expressions in place of abstract ones.

CONCISE AND TO THE POINT: It should not contain wordy expressions or trite or unnecessary expressions and should not include only relevant statements. It should also avoid repetitions either of words or ideas.

COHERENT: It should be logically arranged, sticking to one idea for each paragraph and linking together sentences and paragraphs.


CORRECT: It should be factually correct, figures should be free from mistakes, and the writing should be grammatically correct.

COURTEOUS: It express ideas tactfully, without hurting anybody’s feelings and emphasize positive facts. If apparent errors or incorrect statements in a case have to be pointed out or if any opinion expressed therein has to be criticized, care should be taken to couch the observations in courteous and temperate language free from personal remarks.


ORGANISED PROPERLY: It should put ideas in the best order for impact, reflecting clear thinking. The first paragraph should state the main point followed by paragraphs giving evidence and discussing it, and the final paragraph should contain recommendations.


VISUALLY ATTRACTIVE: It should be made attractive by diving the note in serially numbered paragraphs, using headings liberally and keeping the paragraphs of 6 to 10 lines each. Where possible use bullets and other lists, and leave a small margin of about one inch on all sides (left, right, top and bottom).


NOTE SHEET WRITING-SOME TIPS

Note will be written in foolscap size sheets with 1/3 margin.

Note sheets will be tagged to a fly leaf.

Pages on both sides and paragraphs will be given number.

When drafts are put up for approval that fact should be indicated in the note file.

Note file will be separate from the current file till its disposal.


Note sheet will be placed above the current file always.

Handwriting should be legible and tidy.

A note should end at the very end of a page.

Note may be written/typed in English or Hindi.

Each paragraph in the note sheet should be given a continuous number.

No number should be given to the paragraphs where officer has written nothing, simply signed.


All materials should be analyzed and the pros and cons of the matter discussed properly.

For ready reference, back files, extracts of rules and regulations or reference books should also be put up along with the file with proper referencing.

Note must run continuously.

Précis of contents of the current fie can be written where the communication is too lengthy.


The case should be presented with facts in the most intelligible, condensed and convenient form so that decision taking authority may take a quick and correct decision.

Past history of the case, precedents, if any etc. are to be mentioned in the note.

Rules and regulations and standing orders relating to the case should be quoted and discussed briefly.


Notes and orders should normally be recorded on note sheets in the note portion of the file.

Note should be typed or written on both sides of the note sheet.

The verbatim reproduction of extracts from or paragraphing of the PUC, 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 should confine his note to the actual points he/she proposes to make without reiterating the ground already covered in the previous notes.

If he/she agrees to the lines of action suggested in the preceding note, he/she should merely append his/her signature.


Any officer, who has to note upon a file on which a running summary of fact is available should, 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 instructions should be placed on the file and attention to it should be drawn in the note, rather than reproducing the relevant provision 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 should be put up with every case submitted to the highest authority of the organization.

When a PUC raises several major points which require detailed examination and respective orders, each point should be noted upon separately in section notes, such notes should begin with a list of major point(s).


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

If the note has been written till the end of the page, and there is no blank sheet thereafter , a blank note sheet should be added to the file so that the officer is not inconvenienced in writing his/her note or giving his/her orders.

lHkh i= tks dk;kZy; esa izkIr fd;s tkrs gSa os dk;kZy;

dh lEink gksrs gSaA

tc bu i=ksa dks fofHké vuqHkkxksa esa Hkstk tkrk gS rks ;s

¼fopkj.kh; i=½ cu tkrs gSaA fopkjk/khu i= dks ih-;w-lh-

(Paper Under Consideration-PUC) dgrs gSA

bu lHkh i=ksa dk lko/kkuh ls ijh{k.k fd;k tkrk gS vkSj

budks lEcfU/kr i=koyh esa O;ogkj djus okys fyfid

}kjk j[kk tkrk gSA

fVIi.kh ys[ku ,oa i=koyh laca/kh dk;Z

bu i=ksa ls lEcfU/kr dk;Zokgh djus ij lEcfU/kr fyfid

}kjk fuEukafdr dk;Z djuk pkfg,%&

fopkj.kh; i=ksa dks lEcfU/kr i=koyh ds vUr esa layXu djuk

izR;sd i= ij lrr~ Øe dh la[;k vafdr djuk

i=koyh dks Qkby iSM esa j[kuk

i=koyh ds vkoj.k ij vko';d bUnzkt djuk

i=koyh esa i;kZIr la[;k esa fVIi.kh ys[ku ds fy, i= j[kuk

lkFk gh muds ckbZa vksj ds fljs Vsx@layXu djuk] vkSj

ofj"B vf/kdkfj;ksa }kjk i=koyh ds 'kh?kz fu"iknu dks n`f"Vxr

j[krs gq, uksV 'khV ij uksV fy[kuk


vuqHkkx esa i=ksa dh izkfIr dh fnukad ls 3 fnol ds vUnj yfEcr

i=ksa ij dk;Zokgh dh tkuh pkfg,A

izdj.k dh izd`fr dks ns[krs gq, i= O;ogkj esa xksiuh;rk j[kh

tkuh pkfg,A

i=koyh esa fopkjk/khu i= uRFkhc) fd;s tkrs gSA

i=koyh esa uRFkhc) izR;sd i= dks fyfid }kjk nk;ha vksj uEcj

yxk;s tkrs gS tks 1 ls izkjEHk gksdj 250 rd tkrs gSA ;fn dksbZ

i= ,slk gS tks i`"B ds nksauksa vksj eqfnzr gS rks nksauksa vksj uEcj

vafdr fd;s tkras gSA i=koyh esa lkekU;r% 250 dkxt iwjs gks

tkus ij i=koyh cUn dj mldk nwljk Hkkx [kksyk tk ldrk gSA

,sls nwljs Hkkx dks ikVZ Qkby dgk tkrk gSA


i=koyh ij fdlh fopkjk/khu i= dks ÁLrqr djus okyk fyfid

dk;kZy; iz’kklu dh Hkk"kk esa izdj.k fyfid (Dealing Clerk) dgykrk

gSA

izR;sd izdj.k fyfid i=ksa dh izkfIr dj mUgsa Ádj.k fyfid Mk;jh esa

ntZ djrk gSA

izdj.k dks i=koyh ij ÁLrqr djrs le; i=koyh esa uRFkhc) i= dk

;fn gokyk nsuk gks rks fyfid }kjk yxk;s x;s uEcj dks fVIi.kh izi=

ij @lh ds :i esa vafdr fd;k tkrk gSA tSls izdj.k izLrqr djrs

le; eku yhft;s ,d i=koyh esa 194 dkxt if=r gS o gesa 89osa

dkxt dk lUnHkZ nsuk gS rks ge mls 89/C ds :i esa fy[ksaxsaA

i=koyh ij fopkjk/khu i= ij vafdr uEcj dks ysdj dk;kZy;

fVIi.kh (Note Sheet) ij uksV fy[kdj fu.kZ; gsrq ÁLrqr fd;k tkrk gSA



uksV’khV izi= dh nksauksa dkyh ykbZuksa ds e/; uksV vaxzsth

vFkok fgUnh esa fy[kk ;k Vafdr fd;k tkrk gSA

fVIi.kh izi= esa fy[ks x;s izR;sd iSjk dks tks Øekad fn;k

tkrk gS mls uksV dgrs gS tks @,u ds :i esa lUnfHkZr

fd;k tkrk gSA tSls fdlh fVIi.kh izi= esa dqy 112 uksV gSA

;fn fopkjk/khu i= izLrqr djrs le; gesa uksV Øekad 96 dk

gokyk nsuk iMs rks ge mls 96/N fy[ksaxsaA


dk;kZy; fVIi.kh ij fopkjk/khu i= dks 3 Hkkx esa

izLrqr fd;k tkrk gS%&

fopkjk/khu i= dgk¡ ls izkIr gqvk gSA

i= esa vafdr ekeyk D;k gS] mls la{ksi esa fy[ksaA ekeyk

yEck o isphnk gS rks mi;qä iSjk cukdj fy[kk tk

ldrk gSA

ekeys dks fucVkus ds fy;s izdj.k fyfid dk D;k dguk

gS ;k foHkkx dh uhfr ls dgk¡ rd mldk laca/k gSA

blds ckn vkns’k izkIr djrs gsrq izkFkZuk dh tkuh pkfg;sA

izR;sd uksV'khV esa lfEefyr gksuk pkfg,%

izdj.k ;k leL;k fooj.k nsa

lqlaxr rF;ksa dk lekos’k gks]

fu/kkZfjr izfØ;k vkSj iwoZ mnkgj.k ¼;fn dksbZ gks½ fn;s tkosa

dkuwu@fu;e dk lUnHkZ vko’;d gksus ij er ;k fopkj@ ijke'kZ

nwljksa ds ¼ljdkj@foHkkx@vuqHkkx vkfn ls ;fn fopkj foe'kZ

fd;k gks rks½

lEHkkfor dk;Zokgh izfØ;k

lEHkkfor izHkko ¼dkuwuh] lkekftd] iz'kklfud] foÙkh; vkfn½

dk;Zokgh izfØ;k ds lEcU/k esa fn, x;s lq>ko ¼bl izfØ;k ds

dkj.kksa lfgr½


fVIi.kh ys[ku esa /;ku j[kus ;ksX; eq[; fcUnq%

lHkh fVIif.k;k¡ laf{kIr vkSj fo"k;kuqdwy gksuh pkfg,]

vf/kd fVIi.kh ls cpuk pkfg,]

fVIi.kh dh lqxe vkSj izR;{k iz.kkyh ges'kk viukbZ tkuh

pkfg,]

uksV ,oa vkns'k vkfn uksV 'khV esa lkekU;r% jsdkMZ fd;s

tkus pkfg,]

izkfIr jlhn ij gh fVIi.kh vafdr ugha dh tkuh pkfg,]

vR;f/kd uSR;d (routine) ekeyksa dks NksM+dj]


i=koyh esa vafdr fdlh m)j.k dh 'kCn'k% izfrfyfi]

?kVukvksa@fopkjksa dh iqujko`fÙk ls cpuk pkfg,]

tgk¡ rF;ksa dk Øfed lkj i=koyh esa miyC/k gks rks] viuh

fVIi.kh esa mlds fdlh Hkh Hkkx dks fcuk nksgjk;s gq, izdj.k

dks fopkjkFkZ Hkst fn;k tkuk pkfg,]

fVIi.kh loZnk gh fouez vkSj la;eh Hkk"kk esa vafdr dh tk,

fdlh ds izfr O;fäxr vH;qfä ¼fjekdZ½ Hkh ugha gksuk pkfg,

pkgs fdlh nwljs vuqHkkx esa dh xbZ fVIi.kh esa dksbZ izdV

:i ls x+yrh Hkh ifjyf{kr gks rks Hkh O;fäxr fjekdZ ugha

djuk pkfg,]


dksbZ fVIi.kh@vH;qfä] fdlh vfr lféfgr@fudVLFk

fof'k"V vf/kdkjh }kjk jlhn ij vafdr dh xbZ gks ;k vU;

mPp vf/kdkfj;ksa }kjk vafdr dh xbZ gks mls viuh fVIi.kh

ds iwoZ gh ;FkkfLFkfr esa iqu% i=koyh esa fd;k tkuk pkfg,A

vaxzsth vFkok fgUnh esa fy[kh tk ldrh gSA

tfVy ;k isphns iqjkus ekeys NksVs&NksVs iSjk cukdj lqLi" V

rjhds ls izLrqr fd;s tkus pkfg;sA

Tkgk¡ dgha ,slk izdj.k gks ftlesa fdlh fu;e dk gokyk ;k

mldk fuoZpu nsuk iM jgk gks ogk¡ mldh Nk;k izfr

i=koyh ij lqyHk djk;k tkuk mfpr gksxkA


NOTE SHEET WRITING IN SECRETARIAT

Papers under consideration and previous

papers and notes to be put up in

connection therewith

CASE

Secretariat Manual

Chapter 5 Section 70 to 142

Paper Under Consideration

Previous Papers

Policy

PrecedentsSection 81

Golden Rule

Secretariat Manual


Disposal Time

15 Days

Section 92 (6)

8 Days

5 Days

Ministers

PS/S/SS/DS

Group Officers

Secretariat Manual


Use of Labels

Section 97

Out Today

Items

To be examined and

disposed of by ???

To be disposed of by

???

Whether to be submitted to

the Deputy Minister/Minister

of State/Minister-in-Charge

Normally DS/GO

Normally DS/Secretary

Normally Yes/No

DRAFT WRITING SKILLS

• (Ordinary official letter)

• (Memo)

• (D.O. Letter)

• (Reminder)

• (Endorsement)

• (Order) –Mandate

• (Order)

• (Office Order)

• (Notification)

• (U.O. Note)

• (Notice)

• (Sanction)

• (Circular)

• (Ressolution)

• (Registered/

Registered A.D.)

• (Cabinet Agenda)

• (Government Invitation)

• (Press Note)

• (Press Communique)

• (Advertisement)

• (Notice Inviting Tender)

• (Summon)

• (Show Cause Notice)

• (Letter of Expression)

•

(Addendum)

• (Corrigendum)

• (Verbal Order)

• (Fax)

• (e-mail and S.M.S.)

izk:i lalwpuk ;k i=kpkj ls lEcfU/kr ,d dPpk fp= gS

tks fd lEcfU/kr vf/kdkjh dks vuqeksnu fd, Hkstk tkrk gSA

rc bls DFA dgrs gSA

vuqeksfnr izk:i ’kq) :i ls rS;kj fd;k tkdj tkjh fd;k

tkrk gSA

;g izk:i fdlh Hkh Ádkj dk gks ldrk gS tSls Kkiu i=]

v) Z’kkldh; i= o vU; dk;Zokgh ds izdkj ls lEcfU/kr

vkfnA ;g ifjfLFkfr;ksa ij fuHkZj djrk gSA

izk:i ys[ku ,d dyk gS ftls rS;kj djus esa fo'ks"k izdkj

dh dq'kyrk dh vko';drk gS tks vuqHko ls vkrh gSA

izk:i ys[ku laca/kh dk;Z

izk:i ds le; fuEu fcUnqvksa ij /;ku fn;k tkuk

pkfg, %&

tks lUns'k fn;k tkuk gS og fcYdqy Bhd o ;FkkFkZ@

fuf'pr gksuk pkfg,

fgUnh ;k vaxzsth esa fy[kk tk ldrk gSA

vLi"V] vfr laf{kIr vkSj v'kq) ugha gksuk pkfg,

tSlk fd pkgk x;k gS izR;qÙkj fu.kkZ;d gksuk pkfg,

Hkk"kk rdZiw.kZ o vuqØekuqlkj vuqPNsn ¼iSjkxzkQ½ esa foHkä

gksuh pkfg, vkSj izk:i esa izLrqr fopkjksa dk Hkh Øe gksuk

pkfg,



pkfg, %&

iwoZ i=kpkj dk lUnHkZ fn;k tkuk pkfg,] ;fn dksbZ gks rks

yEcs okD; de ls de gksA

fopkjksa dh vlEc)rk u gks

'kCnksa dh iqujko`fÙk u gks]

Ák:i esa vius fopkj ;k viuh n`f"V gks]

vfiz;] dVq Hkk"kk dk Á;ksx u djsa

vf/kdkjh ds dfu"B ;k ofj"B gksus ij Hkk"kk ds iz;ksx esa

lko/kkuh cjrsaA



pkfg, %&

eq[;ky; ls v/khuLFk dk;kZy;ksa dks fy[ks tkus okys i=ksa

ds Ák:i izk;% vkns’kkRed gksrs gSA

ljdkj dks cgqopu dh laKk o vU; foHkkxksa dks o

dk;kZy;ksa dks ,dopu laKk ls lEcks/ku fd;k tk;

mPp U;k;ky; ls i=kpkj esa mPp U;k;ky; ds jftLVªkj

dks gh lEcksf/kr djuk pkfg,

tgk¡ rd lEHko gks cksypky dh Hkk"kk esa gksuk pkfg,


office procedure and administration - hcmripa.gov.in -sheet-writing.pdf · office note case file...

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