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Guidelines on drafting

This document outlines essential guidelines for drafting effective communication, whether it be letters, memorandums, or other forms. It emphasizes the need for clarity and conciseness, proper referencing of enclosures, and the requirement of initials for approval. Each draft must bear a file number and include the signatory's contact information. It also differentiates between various forms of communication such as general correspondence and demi-official letters while highlighting the importance of format and delivery methods for important communications.

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Guidelines on drafting

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  1. Guidelines on drafting

  2. Introduction • A draft is a • Rough copy of a communication to be issued • Intended to enumerate facts, notes or decisions • To convey suggestions, conclusions or instructions • Prepared after the orders are passed by the competent officer indicating the terms of reply to be sent • Should contain the exact intention of the orders passed; Language should be clear and concise

  3. Guidelines • All draft put up on file must bear file number • If any enclosures are to accompany the fair copy, a reference should be made and the number of enclosures should be indicated(eg., Encl-2) • If the communication is of important nature, mode of despatch (registered, insured etc.,) to be mentioned • Sufficient space should be left in the margin of draft to admit additions or interpolations • The name and designation and the telephone number of the officer who signs the draft should be mentioned • The officer concerned will initial the draft in token of approval

  4. Forms of communication • Letter – Used for general correspondence; Begins with salutation (Dear Sir) and ends with complimentary clause (Yours faithfully etc.,) • Demi official letters – used for exchange of communication between officers; Written in first person • Office memorandum – Used for communication with other departments or calling for information from or conveying information to employees • Telephonic communication – Normally used for routine matters not requiring written communication

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