WELCOME

1. WELCOME

2. 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?

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

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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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