WELCOME

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 Drafting
 Definition
 Some searching questions:
 Is a draft necessary?
 Who should be addressed & who will sign?
 What is the relationship between the sender & receiver?
 What should be the form?
 Is something to be conveyed or to be called for?
 Are all details available?
 What is the intention of the decision
 What should be the receipient’s response?

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 Drafting
 Some searching questions:
 Does the language convey?
 Has the referencing been done?
 Is it logically sequenced?
 Does it have proper urgency & security grading?

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 Drafting
 Contents:
 Identifying the sender
 Adopting the right form
 Visualising the response
 Clarity, consistency and uniformity
 Redundancy, verbosity, circumlocation and repetition
 Providing a summary

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 Drafting
 General Instructions:
 Sufficient space left for margin & between successive lines
 Subject of communication should be mentioned appropriately
 Enclosures indicated at bottom left of the page & a short
oblique line in the margin will indicate that enclosures are to
be sent along with fair copy
 Urgency grading will be indicated on the top right corner
 Mode of transmission indicated at the top right corner
 Endorsements will be indicated at the bottom left of draft
 A slip bearing words ‘Draft for Approval’ attached to draft
 If two or more drafts are put-up on a file, draft as well as DFA
slips are numbered 5
 Drafting
 Authentication of Government Orders:
 All orders and other instruments made & executed in the
name President
 The order is signed by officer above the rank of Under
Secretary or officer specially authorised to authenticate such
orders
 Power to make orders, notifications etc.,is conferred by a
statute on Govt. of India, such orders and notifications will be
expressed to be made in the name of Govt. of India

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 Drafting
 Procedure of communication:
 Fax facility
 Registered Post
 Speed Post
 e-mail
 Telephonic communications:
 Appropriate use of medium of telephone may be made by departments
for intra & inter-departmental consultation
 In matters of urgency, departments may communicate with out-station
offices also
 Telephonic communication may be followed by written communications
by way of confirmation

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 Drafting
 Correspondence with attached and subordinate offices:
 Senior Officers under a Ministry/Department will correspond
in r/o of matters involving intervention/approval of another
Ministry in a note form to their concerned Ministry/Dept.
 Attached office/subordinate office can seek factual
information from another Ministry/Dept. directly
 An officer of a subordinate office will not correspond directly
with the Minister of another Ministry except the head of
statutory body/regularity authority set up by Act of Parliament

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 Drafting
 Single File System(SFS):
 Apply to matters which have to be referred by ‘Non-Secretariat
Organisation’ to department for seeking sanction/order
 File cover of SFS case should prominently show the name of
the NSO & indicate that it follows SFS system
 SFS file need not bear a ID No or other formal method of
sending
 SFS file should be complete in all respects, so as to enable
taking decision expeditiously
 Every point for decision/order is clearly brought out
 All relevant connected papers are placed on file and properly
arranged
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 Drafting
 Single File System(SFS):
 Draft orders/sanctions are put-up where approval is required
 Availability of funds is certified where additional expenditure is
involved in the proposal
 The officer last dealing with SFS case in NSO will mark it to
appropriate officer
 All SFS files will be invariably routed through central registry of
department
 All noting in the department will be on NSO file
 As a convention, the secretariat noting on SFS file will start on a
new page and noting done sequentially
 Action to implement decision in SFS case will be initiated in ^
& by NSO on return of file 10