Noting and Drafting

1 Definition of Note

1. Note are written remarks recorded on a paper under consideration to

facilitate its disposal.

2. It should consist of a précis or previous paper, the statement of analysis of

the question of questions requiring decision, suggestions regarding the
course of action and final orders passed thereon.

3. A note recorded by a minister, the prime minister, the vice-president or the

president should be referred to as a ‘Minute’

4. The name, designation and, where necessary, the telephone number of the
officer signing a note should invariable be typed or stamped with a rubber
stamp below the signature which should be dated . In recording the date, the
month and the year should also be indicated.

2 Guidelines on Noting

(a) All notes should be concise and to the point. Excessive noting should be
avoided.
(b) Notes and orders should normally be recorded on note sheets.
(c) Notes should not be recorded on the receipt itself except in very routine
matters.
(d) ‘Docketing’ means making of entries in the notes portion of a file about the
serial number assigned to each item of correspondence (whether recei9pt or
issue) for its identification. After Docketing, if the branch officer or any higher
officer has made any remark on the receipt, it should be reproduced in the
manner indicated below and then the note should follow.

S.NO.23(Receipt)p.70/Cor

“ We need to keep CabSec informed .PI put up today.

Sd/-XXX
JS(Policy)
23/10” /
DS(/Proj) Sd/-

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(e) A simple and direct style of writing should always be adopted use of
complicated and ambiguous language should be avoided.

(f) Verbatim reproduction of extracts from, or paraphrasing of the P.U.C or of

notes of other Ministries recorded on the same file should be avoided.

(g) Even it apparent errors or misstatements have to be pointed out or to an

opinion expressed therein has to be criticized, care should be taken to couch
observation in courteous and temperate language free from personal
remarks.

(h) A note will be divided into paragraphs of a convenient size paragraphs

should be serially and may also have brief titles, if necessary.

(i) The dealing hand will append his or her full signature with date on the below
the note .an officer will append full signature on the right hand side of the
note with name , designation and the date.

(j) When passing orders or making suggestion, an officer should continue the
note to the actual points rather than repeating of reiterating the ground
already covered in the previous notes. If the line of action suggested in the
preceding note is corrects, the officer should merely append signature.

(k) Modification of notes:-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.
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 or otherwise, such
replacement or modification of a note may have also legal implications. In
all such cases, wherever necessary, review of the decision should be
examined and the revised decision shall be taken in consultation, if so
required, with the Ministry of Law and with the approval of an officer higher
than the one who took the original decision. The reason(s) for the reversal
or modification of the earlier decision shall duly be recorded on the file.
Under no circumstances a note shall be pasted over or removed from the
file. In case of mistake in the note or disagreement with a previously
recorded note a new note shall be recorded, keeping the previously
recorded note on the file.

(l) When a paper under consideration raises several major points which require
examination and respective order on each point (or group of related points)
it will be noted upon separately in “Sectional” notes. Such sectional notes
will each begin with a list of the major points(s) dealt with therein.

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 (m)Routine note means a note of a temporary value or ephemeral importance
recorded outside the files ,e.g, a record of casual discussion or a note on a
point of secondary importance intended to facilitate consideration of the
case higher officers.

(n) Running summary of facts in relation to a case means a summary of the

facts of the case updated from time to time to incorporate significant
development as and when they take place. It is prepared to avoid repeated
re-capitulation of the case through self-contained notes. Wherever a running
summary of facts is available on the file, it should be referred to without
repeating any part of the facts in the note.

2.1 Types of Cases, Quantum of /noting and Functional Approach

Most of the cases dealt with in Government of India can be divided into the
following five categories.

(i) Ephemeral cases

(ii) Routine & Repetitive cases
(iii) Action in Correspondence cases
(iv) Problem Solving cases
(v) Planning and Policy cases

The following approach could be adopted for noting on various categories of

cases: -
1. Ephemeral Cases-

These cases are also known as “no-Noting” cases. The Section Officer or
desk functionary should record the reason, in brief, why no action is
necessary and file such cases at the dak stage itself.such cases should be
kept in the file “O” bundle and destroyed on 32st December of every year.
These may also be returned in original to the sender recording requisite
factual information.

2. Routine or Repetitive Cases-

In cases of repetitive nature, ‘a standard process sheet‘ which means a

standard skeleton note should be developed indicating pre- determined
points of check. In respect of other routine cases, a fair should be put up
without any noting.

3. Action – in - Correspondence Cases-

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 These cases also do not require detailed noting. It would be sufficient if a
brief note (a paragraph or so) were recorded indicating the issue under
consideration and the suggested action.

4. Problem Solving Cases-

In these cases a detailed note providing maximum information on each

aspect will be necessary, even then, the note should be concise and to the
point, covering the following aspects: -

i. What is the problem?

ii. How has it arisen?
iii. What is the Rule, ‘policy’ or ‘precedent’?
iv. What are the possible solution?
v. Which is the best solution? Why?
vi. What will be the consequences of the proposed solution?

5. Policy and Planning Cases-These types of cases would not be large in

number in any organization. They would, however, require a thorough
examination, particularly because important decisions are to be taken at top
management level. A note in such cases should be structured in the following
manner: -

(i) Problem: - State the problem. How it has arisen? What are the critical
factors?
(ii) Additional Information: - Give additional information to size up the
problem. The information would be available on the files and other
paper in the Section. If sufficient information is not available to enable
thorough examination, it should be collected before attempting a note.
(iii) Rule, policy etc: - Precedent cues having a bearing on the issue under
consideration should be put up. If there are varying precedents or any
precedent differs in certain respects from the case under examination,
the difference should be brought out so as to arrive at a correct decision.
(iv) Precedents - Precedent cases having a bearing on the issue under
consideration should be put up. If there are varying precedents or any
precedent differs in certain respects from the case under examination,
the difference should be brought out so as to arrive at a correct decision.
(v) Critical analysis: - the case should then be examined on merits
answering questions like ‘what are the possible alternative solutions/
which is the best solution? It should be ensured that views of other
Divisions/Ministries etc. have been obtained where necessary.
Attention should also be paid to other aspects like the financial and
other implications, repercussions, and the modality of implementing the
decision and the authority competent to take a decision.
(vi) Concluding para: - the concluding para should suggest a course of
action for consideration. In cases where a decision is to be taken by a
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 higher authority like committee, Board etc. the point or points on which
the decision of such higher authority is sought should be specifically
mentioned.

3 Guidelines for noting

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

(2) 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.

(3) 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.

(4) 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.

(5) 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.

(6) 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.

(7) 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.

(8) 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.

(9) 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
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 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.

(10) 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.

(11) 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.

(12) In writing notes, the observations made in Appendix 1- ‘Style in notes and
drafts’ will be kept in view.

(13) 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.

(14) While preparing/submitting of papers for consideration of the Committee of

Secretaries, the required procedure as detailed in Handbook for Preparation
of Cabinet Notes published in the website of Cabinet Secretariat will be kept
in view.

4 Arrangement of papers in a Case

4.1 While submitting a case, the papers, folders, reference book etc, are to
be arranged in the following order from top downwards: -

1. Reverence books;
2. Notes proton of the current file ending with the note for consideration;
3. Running summary of facts;
4. Draft for approval, if facts;
5. Correspondence portion of the current file ending with the latest receipt or
issue, as the case may be
6. Appendix to notes and correspondence;
7. Standing guard file, standing notes or reference folder, if any ;
8. Other papers, if any, referred to e.g. extract of notes or correspondence from
other files, copies of orders, resolutions, gazettes, arranged in chronological
orders, resolutions, gazettes, arranged in chronological, the latest being
placed on the top;
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 9. Recorded files, if any, arranged in chronological order, the latest being
placed on the top;
10. Routine notes and papers arranged in chorological order and placed in a
separate cover.

5 Referencing

5.1 Referencing is the process of identifying a document, decision and facts mentioned
in a note, draft or office copy of communication issued. It involves a series of activities.
These are described in the succeeding paragraphs.

a) 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. Blank intervening pages, if any, will not be
numbered.

b) Each item poof correspondence in a file whether receipt or issue, will be

assigned a serial number which will be displayed prominently in red ink on the
top middle portion of its first page.

c) The paper under consideration on a file will be flagged ‘PUC’ and the latest
fresh receipt noted upon, as ‘F.R’. 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 ‘F.R-I, FR-II etc. (However, in practice other slips are also attached to a
paper in the current file. All the slips should be removed after the action is
over).

d) In referring to the papers flagged ‘PUC’ or ‘FR’ the relevant page numbers will
be quoted invariably in the margin. Their page numbers will refer to other
papers in a current file.

e) 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.

f) 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. The relevant page numbers, together with the
alphabetical slip attached thereto, will be indicated in the margin. Similarly, the
number and date of orders, notifications and resolutions, and, in the case of
acts, rules and regulations, their brief title together with the number of the

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 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 in the margin.

g) 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 in the margin of the notes in pencil.

h) The reference slips will be pinned neatly on the inside of the papers to be
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 slips are easily
visible.

6 Linking and De-linking of files

1. 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 (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.

2. When files are to be linked, strings of the file board of the lower file (but not its
flaps) will be tied round the upper file. The file board of flap of the upper file will
be 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.

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

7 Drafting

7.1 Definition of Draft- A draft is a rough sketch of a communication to be issued

after approval by the officer concerned and Drafting is the process of preparing this
rough sketch.

7.2 Instances where Draft is not necessary-

(i) In simple cases like sending an acknowledgement, etc, a fair communication

can be put up for the signature of the officer concerned

(ii) In cases of repetitive nature, wharf standard forms of reply are available

7.3 Drafting- Searching questions-

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Before initiating the process, if would be useful to ask a few searching questions, like
a) Is a draft necessary?
b) Who should be addressed and who will sign?
c) What is the relationship between the sender and receiver?
d) Is something to be conveyed or to be called for?
e) Are all details available?
f) What is the intention of the decision?
g) What should be the recipient’s response?
h) Dose the language convey?
i) Has the referencing been done?
j) Is it logically sequenced?
k) Does it have proper urgency, security grading?

7.4 Contents of a draft-

a) Identifying the Sender-A draft should clearly indicate the name, designation,
telephone number, tax, email address and complete postal address of the
organization to which the sender belongs. Apart from these, the identifying
number of the communication (the file number on which the draft is being put
up) also helps in indentifying the sender clear identification of the sender
facilitates the receipt in sending the response or seeking further clarification etc.

b) Adopting the right form - Different forms of written communication are used in
the office correspondence in the Central secretariat. Deciding on the right from
would depend on various factors including what is the purpose of the
communication between the sender and receiver. Of the 12 forms of
communication for which specimens have been given in Appendix-II only four,
namely, letter, D.O letter, Office Memorandum and I.D Note have specified
target groups, as indicated below-

Forms of communication Target Group

 Letter  Foreign governments, state
governments like UPSC,
Election Commission, etc,
Central public Sector
Enterprises, statutory
authorities
attached/Subordinate Offices,
and Members of public
 Demi-Official Letter  Officers of equivalent level and
of one or two levels above the
sender
 Non officials
 Office Memorandum  Attached/Subordinate Offices,
Other Ministries/Departments,
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 Other Sections/Units Within the
same Ministries/Departments
and officers& Employees.
 Inter-Departmental Note  Others Ministries/ Departments

Besides, the 12 forms communication, the central secretariat manual of offices

procedure also includes circular, advertisement and E-mail for which no specific
formats have been prescribed Circular and advertisement can be issued in the
formats of letters and office memorandum. E- mail is a powerless form of
communication to be used by departmental having computer facilities supported by
Internet connectivity and can be widely used for subject where legal or financial
implications are not involved. In addition fax, speed post, and registered
post/Resisted AD have been indicated as methods of delivery in important and urgent
matters

7.5 Visualizing the Response- While drafting the intention of the decision and what
response is anticipated from the receiver, if kept in mind, would help in making the
communication effective

7.6 Clarity Consistency and Uniformity-The language used should be simple and
clear. The content of communication should be developed in a manner that reflects
consistency in the taken by the sender on a particular issue. It expressions and
repetition of the matter makes the communication brief.

7.7 Redundancy, Verbosity, Circumlocution and Repetition- No draft should

contain any information that is not relevant. While drafting communication, using
simple words helps in easy understanding of the content in addition adopting a direct
or writing without superfluous expression and repetition of the matter makes the
communication brief.

7.8 Providing a Summary-Where the communication to be sent is long where the

subject matter is complex, providing a summary of the content at the end would enable
a quick appreciation of the message conveyed and reinforce the action points for the
receiver.

7.9 General Instructions regarding Drafting-

1. Sufficient space should be left for the margin and between successive lines in
the draft for incorporating changes, additions, interpolation of words, etc.

2. Depending on the forms, subject of the communication (including reminders)

should be mentions appropriately.

3. The enclosures, which are to accompany the fair copy, should be indicated at
the bottom left of the page. A short oblique line in the margin will indicate that

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 enclosures are to be sent along with the fair copy. Where copies of an enclosure
referred in the draft are available and, therefore, need not be typed, an
indication to that effect will be given in the margin of the draft below the relevant
the relevant oblique line.

4. Urgency grading will be indicated on the top right corner, if required.

5. Where the communication to be sent is of an important or immediate nature,

the mode of transmission e.g. by registered post or by speed post or by special
messenger. etc., will be indicated at the top right corner.

6. Where copies of the communication are to be endorsed to other authorities for

information or for further action, proper endorsements will be indicated at the
bottom left of the draft.

7. A slip bearing the words” Draft for approval” should be attached to the draft. If
two or more drafts are put up on a file, the draft as well as the D.F.A. slip will
be numbered as “D.F.F.I”, D.F.A.II’,D.F.A.III” and so on.

8. A draft should carry the message sought to be conveyed in a language that is

clear, concise and incapable of misconstruction.

9. Lengthy sentences, abruptness, redundancy, circumlocution, superlatives and

repetition, whether of words, observations or ideas, should be avoided.

10. Official communications emanating from a department and purporting to

convey the views or orders of the Government of India must specifically be
expressed to have been written under the directions of Government. This
requirement does not, however, imply that each communication should start
with the phrase ‘I am directed to say' or 'The undersigned is directed to convey',
which has the effect of distancing the communicator from the reader at the very
outset. A more direct and to-the-point format is to be preferred if some degree
of rapport is to be established with the receiver of the communication. The
obligatory requirement can be met in a variety of imaginative ways. For
instance, variations of the phrase can be added to the operative part of the letter
towards the end as under:

............I have the pleasure to inform you that the government, on

reconsideration of the matter, has decided to sanction an additional grant of:

or
............In the circumstances, it is regretted that it has not been found possible
to accede to your request.
or

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 ............We do, therefore, regret that we have not found it possible to accede to
your request.

11. Communications of some length or complexity should generally conclude with

a summary.

12. Depending upon the form of communication, the subject should be mentioned
in it (including reminders).

13. The number and date of the last communication in the series, and if this is not
from the addressee, his last communication on the subject, should always be
referred to. Where it is necessary to refer to more than one communication or
a series of communications, this should be done on the margin of the draft.

14. All drafts put up on a file should bear the file number. When two or more
communications are to issue from the same file to the same addressee on the
same date, a separate serial number may be inserted before the numeral
identifying the year to avoid confusion in reference, e.g., A-.12012/5/(1)08-
Admn &A-. 12012/5/(2)08-Admn.

15. A draft should clearly specify the enclosures which are to accompany the fair
copy. In addition, short oblique lines should be drawn at appropriate places on
the margin for ready reference by the typist, the comparers and the despatcher.
The number of enclosures should also be indicated at the end of the draft on
the bottom left of the page e.g.-'Encl. 3'.

16. If copies of an enclosure referred to in the draft are available and are, therefore,
not to be typed/photocopied, an indication to that effect will be given in the
margin of the draft below the relevant oblique line.

17. If the communication to be despatched by post is important (e.g., a notice

cancelling a license or withdrawing an existing facility) or encloses a valuable
document (such as an agreement, service book or a cheque) instructions as to
whether it should be sent through registered post or speed post or Courier or in
an insured cover, will be given on the draft by the section officer concerned with
its issue.

18. Urgent communications with bulky enclosures to far-flung areas like Andaman
& Nicobar Islands, Lakshadweep etc. will be arranged to be despatched by Air
Parcel through Air India. The addressee will also be advised through telephone
or alternative ways to take delivery of the consignment. Instructions to this effect
will be given by the Divisional Head/Branch Officer/Section Officer at the time
of approval of draft.

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 19. The name, designation, telephone number, fax number, and e-mail address of
the officer, over whose signature the communication is to issue, should
invariably be indicated on the draft. It would be beneficial to indicate the
telephone number and the fax number of the person to whom the
communication is being addressed.

20. In writing or typing a draft, sufficient space should be left for the margin and
between successive lines for additions or interpolation of words, if necessary.

21. A slip bearing the words 'Draft for approval' (DFA) should be attached to the
draft. If two or more drafts are put up on a file, the drafts as well as the slips
attached thereto will be marked 'DFAI', 'DFAII', 'DFAIII' and so on.

22. Drafts which are to issue as 'Immediate' or 'Priority' will be so marked under
the orders of an officer not lower in rank than a Section Officer.

23. Further styles of writing may please be seen at Chapter – 2 of Module - II

8 Procedure for drafting

(1) No draft is required to be prepared in simple and straight-forward cases or those

of a repetitive nature for which standard forms of communication exist. Such
cases may be submitted to the appropriate officer with fair copies of the
communication for signature.

(2) It is not always necessary to await the approval of the proposed line of action
and the draft will be put up simultaneously along with the notes by the initiating
level officer. The higher officer may revise the draft, if it does not conform to the
approved course of action.

(3) After a final decision is taken by the competent authority he may have the fair
communication made for his signature and authorize its issue; otherwise, he
will prepare a draft and submit it to the appropriate higher officer for approval.

(4) The officer approving the issue of a draft will append his initials with date on the
draft. It is also expected that he orders on the file simultaneously whether the
draft so approved should be kept on the file (along with the office copy of the
communication issued in fair) or not.

(5) Initial drafting will be done in black or blue ink. Modifications in the draft at the
subsequent levels may be made in green or red ink by the officers so as to
distinguish the corrections made. However, for the purpose of noting, only black
and blue ink should be used on note sheets.

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FORMS OF COMMUNICATION

The specimens of different forms of communication generally used by various

functionaries of the Government of India are available at Appendix 9 of the Manual of
Office Procedure (March 1987 edition). A particular form of communication is adopted
for a specific purpose with a specific target group to be addressed. Accordingly,
therefore, each should have some distinctive features, is only obvious.

1. LETTER

This form is used for corresponding with foreign Governments, State

Governments, the UPSC, and heads of attached and subordinate offices, public
enterprises, statutory authorities, public bodies and members of public generally. It
must commence with `Sir(s)’, `Dear Sir(s)’ and end with `Yours faithfully’. The name,
designation and telephone number of the signatory must be mentioned below the
signature. Written in first person, it carries more of formality than any personal touch.
It is used for collecting/eliciting information as well as for conveying views, decisions
etc.

2. DEMI-OFFICIAL LETTER

It is used in correspondence between Government Officers (of the same rank

of the Addressee being not more than one or two levels above the officer who is
writing) or while writing to a non-official for an inter-change of communication of
information or opinion without the formality of prescribed procedure. It is written in the
first person and in a personal and friendly tone. With name, designation and telephone
number on the top of the letter head, it begins with the salutation `My Dear’ or `Dear
Shri’ or even `Dear Sir/Madam’ as may be suitable and ends with an expression of
regards and the subscription `Yours sincerely’.

3. OFFICE MEMORANDUM

The target group to be addressed comprises other departments (but not

UPSC), Attached & Sub-ordinate Offices, and the Employees. It is written in third
person and bears no salutation or subscription except the name, designation &
telephone number of the signatory. It is used in calling for or conveying information
but not for conveying any order of the Government.

4. INTER-DEPARTMENTAL NOTE

To obtain the advice, views, concurrence or comments on a proposal or to

seek clarification of rules, instructions etc. this form of communication is addressed
to other Departments. It is also used for consultation by a Department with its Attached
and Sub-ordinate Offices or vice-versa. It may be recorded on a file or even may be
on independent self-contained note. No salutation, no subscription are necessary.

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5. OFFICE ORDER

It is used for communicating internal decision of day-to-day administration e.g.

grant of regular leave, distribution of work etc.

6. ORDER

It is used for communicating financial sanctions and orders in disciplinary

cases.

7. NOTIFICATION

It is used for notifying the promulgation of statutory rules and orders,

appointments and promotions of Gazetted Officers etc. in the Gazette of India and is
addressed to the Manager of the Government of India Press concerned. The details
about different parts and sanctions of the Gazette reserved for different types of
notification are available in Appendix 11 of the Manual.

8. RESOLUTION

It is used for making public announcement of decisions of Government

important matters of policy and is published in the Gazette of India. The publication
and its communication to be specified parties are authorised by means of an order
below the resolution.

10 PRESS COMMUNIQUÉ/NOTE

These are used with a view to giving wide publicity to a Government decision.
Press Communiqué is more formal and has to be reproduced verbatim by the media
whereas the press note is in the nature of a hand-out which can be edited, compressed
or enlarged by the media.

11 ENDORSEMENT

It is used for returning or passing on the original letter alongwith reply/ remarks.
It is also used for supplying to copies to parties other than the addressee. However,
this will not be used for sending copies to State Governments. The appropriate form
in that case would be “letter”.

Page 15 of 45
12 CIRCULAR

This form is 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 large number of employees.

(Forms without any format)

13 ADVERTISEMENT

This form is used for communication with the general public to create
awareness and may take the form of audio visual or written communication.

14 E-MAIL

This is a paper-less form of communication to be used by the Department

having computer facilities supported by internet or intranet connectivity and can be
widely used for subjects where legal or financial implications are not involved.

Page 16 of 45
 Specimen Forms of Communications
LETTER (With endorsement)

No……………………………..
Government of India
(Bharat Sarkar)
Department of ………………..
(……………. Vibhag)

New Delhi, dated the ………..

To
The Director General,
Central PWD,
NirmanBahvan,
New Delhi

Subject : _______________________________

Sir,

With reference to your letter No …………………. Dated……………. On the

subject cited above ………………….. , I am to inform you that ………………..

Yours faithfully,

Sd/-
(A.B.C.)
Under Secretary to the Govt. of India
Tele No ……………………

No…………………………..

Copy forwarded for information / action to :

(1)
(2)
(A.B.C.)
Under Secretary to the Govt. of India
Tele. No.-----------------------

Page 17 of 45
 DEMI-OFFICIAL LETTER

XYZ
Deputy Secretary
Tele.No.

Governement of India
(Bharat Sarkar)
Department of ……………..
(…………….. Vibhag)

New Delhi, the ……………

D.O. No : ___________________________

My dear / Dear Shri ………….

We propose to draw up a model scheme for ………………………… A copy of the

outline prepared in this connection is enclosed.

I should be grateful if you would let me have your comments as soon as possible.
I may add that we intend circulating the draft scheme formally to all departments
in due course for their comments.

With regards,

Yours sincerely,

(X,Y,Z)

Shri A.B.C.
Deputy Secretary
Department of ……………….
(……………….. Vibhag)
KrishiBhavan
New Delhi – 110001

Page 18 of 45
 OFFICE MEMORANDUM

NO………………………….
Government of India
(Bharat Sarkar)
Department of ………………
(……………. Vibhag)

New Delhi, the ……………...

OFFICE MEMORANDUM

Subject : ___________________________________________

The undersigned is directed to refer to the Ministry of Agriculture’s Office

Memorandum No ______________________ dated __________________ on the
subject mentioned above and to send the requisite information as in the
enclosures.

2. Information regarding
__________________________________________________
will be sent on receipt from the field offices.

Enc.: 3 statements

(A.B.C.)
Under Secretary to the Govt. of India
Tele. No ………….
To
The Department of …………
(……………… Vibhag)
(Shri/Smt ……………..)
YojanaBhavan,
Parliament Street,
New Delhi

Page 19 of 45
 INTER-DEPARTMENTAL NOTE

Government of India
Bharat Sarkar)
Department of ……………
(……….. Vibhag)

Subject : _________________________________________

The present rules regulating the issue of identity cards provide inter alia that
……………………………………………………………………

2. A question has now arisen whether ……………………….

3.

4.

5. This department will be grateful for the advice of the Department of

Legal Affairs on the issue raised in para 4 above.

(X.Y.Z.)
Deputy Secretary
Tele. No.

Department of Legal Affairs (VidhiKAryaVibhag ) (Shri ………………..)

ShastriBhavan, New Delhi
--------------------------------------------------------------------------------------------
Department of ……… (VidhiKaryaVibhag ) I.D. No ………..Dated ……

Page 20 of 45
 OFFICE ORDER

No………………
Government of India
(Bharat Sarkar)
Department of ……..
(…………….. Vibhag)

New Delhi, the ……...

OFFICE ORDER

Shri XYZ, a permanent Lower Division Clerk in this Department is granted

earned leave for …………. Days from ………. To ………….. with permission to prefix
…………. a public holiday, to the leave.

2. It is certified that but for his proceeding on leave, Shri XYZ would have
continued in the same post.

(A.B.C.)
Under Secretary to the Government of India

Copy to :

1. Office Order File

2. Cashier

3. Section concerned

4. Shri X,YZ, LDC

Page 21 of 45
 ORDER

No………………
Government of India
(Bharat Sarkar)
Department of ……..
(…………….. Vibhag)

New Delhi, the ……..

ORDER

Sanction of the President is accorded under rule 10 of the Delegation of

Financial Powers Rules, to the write off irrecoverable loss of Rs. 5000 /- (Rupees
Five Thousands only) being the value of the following articles belonging to this
department.

1) X XXX

2) X XXX

(A.B.C.)
Under Secretary to the Government of India
Tele. No. ………….

Copy forwarded to :

1. The A.G.C., New Delhi

2. Internal Finance Section
3. Cash Section

Page 22 of 45
 NOTIFICATION

[to be published in the Gazettee of India, Part I, Section 2]

Government of India
(Bharat Sarkar)
Department of ……...
(…………….. Vibhag)

New Delhi, the ………

NOTIFICATION

No………………. Shri X,Y,Z, Under Secretary in the Department of

………………….. is appointed to officiate as Deputy Secretary in that Departmrnt
vice Shri…………….. transferred to the Department of ……………………….

(A.B.C.)
Under Secretary to the Government of India
To
The Manager
Government of India Press
(Bharat Sarkar press)
Faribabad

No………………………… New Delhi, the ….

# Copy forwarded for information to :

(1)
(2)
(3)
(D.E.F.)
Under Secretary to the Government of India

# Endorsement should be typed on all copies except one intended for the
Press.

Page 23 of 45
 RESOLUTION

[to be published in the Gazette of India, Part I, Section I ]

No……………………….
Government of India
(Bharat Sarkar)
Department of-------
( …………….. Vibhag)

New Delhi, the …………

RESOLUTION

The Government of India have had under consideration the question of further
improving efficiency of the departments and services concerned with the
collection of revenue. As a first step in that direction the President has been
pleased, under the powers vested in him by provision to Article 309 of the
Constitution of India, to decide that a Class I Central service to be known as ‘India
Revenue Service’ should be constituted with effect from ………………………….

(A.B.C.)
Secretary to the Government of India

ORDER

ORDERED that a copy of the resolution be communicated to

…………………………

ORDERED also that the resolution be published I the Gazette of India for general
information.

(A.B.C.)
Secretary to the Government of India
To
The Manager,
Government of India Press,
(Bharat Sarkar)
Faribabad

Page 24 of 45
 PRESS COMMUNIQUE / NOTE

Not to be published or broadcast before ……………a.m. / p.m. on ………… day.

The ……………… 2002.

PRESS COMMUNIQUE / NOTE

In response to public demand, the Government of India have appointed a

Commission to go into the problem of ……………………………. And make suitable
recommendations to the Government.

2. The Commission will consist of Shri …………….. as Chairman and the following
as members :
1.
2.
3.

3. In making its recommendations, the Commision is expected to give

consideration to the following matters :
a)
b)
c)

4. The Commission is expected to submit its report to the Government by

………

Department of ……..

(…………….. Vibhag)

New Delhi, the ………

No………………….

Forwarded to the Principal Information Officer, Press Information Bureau,

Government of India, New Delhi for issuing the communiqué and giving it wide
publicity.

(ABC)
Joint Secretary to the Government of India

Page 25 of 45
 ENDORSEMENT

No…………………………
Government of India
(Bharat Sarkar)
Department of
(…………….. Vibhag)

New Delhi, the ………….

A copy each of the undermentioned papers is forwarded to ………………. for

information and necessary action.

(ABC)
Joint Secretary to the Government of India
Tele No ……………..

List of papers forwarded

(1)
(2)
(3)

Page 26 of 45
 Annexure

Composition of the Gazette of India and instructions for sending material for
publication therein
Appendix-11[vide para 50(11)] of MOP

A. Composition
Part Secti Type of matter to be published.
on

I (To be published from 1. Notifications relating to resolutions and non-

Faridabad) statutory orders issued by the Ministries of
the Government of India (other than the
Ministry of Defence).

2. Notifications regarding appointments,

promotions, etc. of government officers
issued by the Ministries of the Government of
India (other than the Ministry of Defence).

3. Notifications relating to resolutions and non-

statutory orders issued by the Ministry of
Defence.

4. Notifications regarding appointments,

promotions, etc. of government officers
issued by the Ministry of Defence.

II (To be published from 1. Acts, ordinances and regulations.

Delhi)

1A. Publication of the authoritative texts in Hindi

language of Acts, ordinances and
regulations.
2 Bills and reports of Select Committees on
Bills.

3. Sub-Section (i) General statutory rules

(including orders, byelaws, etc., of a general
character) issued by the Ministries of the
Government of India (other than the Ministry

Page 27 of 45
 of Defence) and by central authorities (other
than the administrations of Union Territories)

Sub-Section (ii) Statutory orders and

notifications issued by the Ministries of the
Government of India (other than the Ministry
of Defence) and by central authorities (other
than the administrations of Union Territories)

3A. Authoritative texts in Hindi (other than such

texts published in section 3 or section 4) of
general statutory rules and statutory orders
(including bye-laws of general character)
issued by the Ministries of the Government of
India (including the Ministry of Defence) and
by central authorities (other than
administrations of Union Territories)

4. Statutory rules and orders issued by the

Ministry of Defence

III(To be published from 1. Notifications issued by the Supreme Court,

Faridabad) Comptroller and Auditor General, Union
Public Service Commission, Railway
Administration, High Courts and the
attached and subordinate offices of the
Government of India.
2. Notification and notices issued by the Patent
Office, Kolkata.

3. Notifications issued by or under the

authority of Chief Commissioners.

4. Miscellaneous notifications including

notifications, orders, advertisements and
notices issued by the statutory bodies.

IV (To be published from Advertisements and notices by private

Faridabad) individuals and private bodies.

Page 28 of 45
 V (To be published from Supplement showing statistics of births and
Faridabad) deaths, etc. both in English and Hindi.

NOTE 1 - Notifications to be published in sub-section (i) of Section 3 of Part II are

serial numbered by press as ‘G.S.R. ....................and those published in sub-section
(ii) as ‘S’O.......................’ The identification numbers given by the ministries will
appear within brackets at the end of notification.’

NOTE 2 -Weekly statements of the Reserve Bank of India published by the

CentralGovernment under Section 53 (i) of the Reserve Bank of India Act, 1934 is
published in subsection (ii) of Section 3 of Part II.

NOTE 3 - Part II of the Gazette is published in octavo form so that each section
might, be bound at the end of the year in a form convenient for reference.

B. Instructions:

1. The part and the section of the gazette in which the matter is to be published
(vide ‘A’. Instructions’ above) should invariably be indicated on the top of the
copy for the guidance of the press. In case of doubt as to whether a notification
should be treated as a statutory rule or order and published in sub-section (i)
or sub-section (ii) of section 3, as the case may be, of Part II, the Ministry of
Law should be consulted.

2. The original type-script copy, signed by a competent officer, should alone be

sent to the press. Cyclostyled copy, carbon copy or a copy which does not bear
the officer’s signature will not be accepted by the press. Corrections, if any, in
the copy sent to the press, should be legible and attested by the officer signing
it.

3. Extraordinary issues of the Gazette can be published whenever necessary. No

matter should be required to be published in a Gazette Extraordinary unless it
is of such urgent nature that it cannot wait until the publication of the next
ordinary issue of the Gazette.

4. In fixing the date which a Gazette Extraordinary should bear, the time-schedule
prescribed by the Chief Controller of Printing and Stationery should be
observed. Where for any special reasons this is not practicable, the
Government Press should be consulted before fixing a date.

Page 29 of 45
5. The notification to be published in a Gazette Extraordinary or the forwarding
letter should invariably be signed by an officer not lower in rank than a Joint
secretary.

6. All notifications intended for publication as ‘extraordinary issues’ irrespective of

the part, section, or sub-section, in which they are to appear, should be sent to
the Government of India Press, New Delhi. The part and the section of the
Gazette in which the notification would normally have been published will be
indicated by that press in the issue itself.

7. 15 copies of every notification of general public importance will be sent by the

department issuing it to the Parliament Library at the same time when it is sent
for publication in the Gazette of India. A copy of the letter, forwarding the copies
to the Parliament Library, will be endorsed to the Lok Sabha Secretariat and
the Rajya Sabha Secretariat along with a copy of concerned Notification to each
of them.

8. Not less than ten copies of every statutory Notification will be sent by the
department issuing it to the Legislative Department of the Ministry of Law,
Justice and Company Affairs, on the date on which it is sent for publication in
the Gazette of India.

9. Copy of every Gazette Notification will be sent by the Organization issuing it to

all the concerned Ministries/Departments at the same time when it is sent for
publication in the Gazette of India.

Page 30 of 45
 Annexure

FILING OF PAPERS

(Procedures Prescribed in the Central Secretariat Manual of Office Procedure

(CS-MOP)

(1) 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

(2) 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.

(3) Earlier communications referred to in the receipt or issue, will be indicated by

pencil by giving their position on the file.

(4) (a) 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.
(b) If the file is bulky, separate file covers may be used for keeping appendix to
notes and appendix to correspondence.

(5) 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 below the file in a separate cover and destroyed
when they have served their purpose.

(6) 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.

(7) 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.

(8) 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.

Page 31 of 45
 Annexure

Noting & Drafting under e-Office Environment

3.13 File Management System (eFile) -

3.13.1 Process name – Diarization

(Go to the URL  Enter User Name and Password  FMS  Receipt)

Browse and Diarize

Browse and Diarize

Go to ‘Receipts’

Click ‘Browse and Diarize’

Select ‘Electronic’

Browse and Upload pdf (mandatory)

Enter letter details

Actions performed –

Copying the details of the

Forwarding the receipt Save the receipt generated receipt to
to others generated without create a new receipt
Go to ‘Receipts’ Go to ‘Receipts’ Go to ‘Receipts’

Click ‘Browse and Click ‘Browse and Click ‘Browse and

Diarize’ Diarize’ Diarize’

Generate Receipt Generate Receipt Generate Receipt

Enter ‘To’ / ‘Cc’ Click ‘Send to draft’ Click ‘Copy’

Click ‘Send’ Upload pdf

Page 32 of 45
3. 13. 2 Process name – After receiving the file/receipt in Inbox

Actions performed –

(For Receipts only)

Attachment of file to Dispatching a reply Display details of Attachment of

receipt for reference against a receipt Dispatch History and receipt to file
Referenced Files (optional)
Go to ‘Rece pts’ Go to Rece pts’ Go to ‘Rece pts’ Go to ‘Rece pts’
  
C ck ‘ nbox’ C ck ‘ nbox’ C ck ‘ nbox’ C ck ‘ nbox’
 
Se ect a rece pt Se ect a rece pt Se ect a rece pt Se ect the rece pt
 
C ck ‘Attach f e’ C ck ‘D spatch’ C ck ‘Deta s’ C ck ‘Put n a f e’

Se ect the respect ve f e Enter the deta s Se ect the respect ve f e

C ck ‘Attach’ C ck ‘D spatch By C ck ‘Attach’

Se f/CRU’

(For Files only)

Details of the Details of part files

Close File Park File
File/receipt movement and volumes if created
Go to ‘F es’ Go to ‘F es’ Go to ‘F es’ Go to ‘F es’
 
C ck ‘ nbox’ C ck ‘ nbox’ C ck ‘ nbox’ C ck ‘ nbox’
 
Open a f e/rece pt Open a f e Open a f e Open a f e

C ck ‘Movements’ C ck ‘More Act on’ C ck ‘More Act on’ C ck ‘Deta s’

Se ect ‘C ose F e’ (On y Se ect ‘Park F e’

by the creator of the 
f e)  Enter Remarks and
Enter Closing Remarks Rem nder Date

Click ‘Close’ C ck ‘OK’

Page 33 of 45
3.13.3 Process name – Forwarding and Replying a File/Receipt to
other users
(Go to the URL  Enter User Name and Password  FMS
 Files/Receipt)

Forward/Reply

Forward Reply
OR OR OR
Go to Go Go Go to Go
‘Files/Receipt to to ‘Files/Receipts to
s’ ‘Files/Receipt ‘Files/Receipt ’ ‘Files/Receipt
s’  s’   s’ 
Click ‘Inbox’ Click ‘Inbox’ Click Click Click ‘Inbox’
 ‘Inbox ’Inbox’ 
Select a Select quick ’ Select a
file/receipt action for Open a Select a file / qu ick action
forward file/receipt receipt for reply
Click ‘Forward’  
 Enter ‘To/Cc’ Click ‘Send’ Click ‘Reply’ Enter
Enter ‘To/Cc’   ‘To/Cc’
 Enter Enter ‘To/Cc’ Enter ‘To/Cc’ 
Enter ‘Action/Priorit   Enter
‘Action/Priori y’ (optional) Enter  Enter ‘Action/Priorit
ty’ (optional) ‘Action/Priorit ‘Action/Priorit y’ (optional)

Page 34 of 45
 Actions performed –

Pullback View of the Part file (only

the Follow up sent for files)
File/Receipts File/Receipts File/Receipts Files
  
Sent Inbox/Sent Sent Sent
    
Click the icon for Select the Click the Select the particular
Pullback against file  file/receipt file against which a
the file/ receipt to Click ‘Mark number to view part file is created
be pulled back As’ the 
 sent file/receipt Click Create
Select ‘New FollowUp’ Part

Select the severity


Enter the FollowUp
action 
Select the Alert Mode

Select the date and time

Click ‘Save’

Page 35 of 45
3.13.4. Process name – Opening/Creating a new File
(Go to the URL  Enter User Name and Password  FMS  Files  Create New)

Create New File (Non SFS)

Electronic
File (Non-
Files

Electronic File

Click ‘Create New (Non-SFS)’

Enter File Heads

Enter Subject and other details

Actions performed –

Edit the details on the Send

Link/Delink Files
cover-page of the file
Files F es F es

Create New 
Create New
Create New

Click’Link/Delink’ C ck ‘Ed t’ C ck ‘Send’

 
 
Mod fy the deta s except Enter ‘To’
Click ‘Attach’
the F e number
C ck ‘Send’
Choose file
C ck ‘Save’

Click ‘Attach’

Page 36 of 45
 Actions performed –

Add Yellow Attach Drafting a fresh

Add Green Note References
Note Correspondences letter/Reply
F es F es F es F es F es
 Create New
Create New Create New Create New Create New
    C ck ‘References’
  

  Loca references
C ck ‘Add Green C ck ‘Draft’
C ck ‘Add C ck 
Note’
Ye ow Note’ ‘Correspondences’
 Se ect ‘Create new C ck ‘Browse’
Type the Not ng C ck ‘Attach’ Draft’
Type the Note Choose a document
C ck ‘Save’ Choose a rece pt C
C ck ‘Save’
ck ‘New/Fresh’ C ck ‘Attach’
(For Details Re er C ck ‘Attach’
(For Details Re er or ‘Rep y’
Process 5)
Process 5)
Enter deta s

Type a etter

C ck ‘Save’

(For Details Refer

process 6)

Page 37 of 45
.13. 5. Process name - Noting
(Go to the URL  Enter User Name and Password  eFile  Files  Create New/
Completed/ Inbox Click File number)

Add Green Note

Add Green Note

Click File Number to open the inner
page of the file

Click ‘Add Green note’

Type in the green sheet

Click ‘Save’

Page 38 of 45
Actions performed –

Reference to Correspondence Reference to previous noting

C ck ‘Add Green Note’ C ck the f e number
  
Type n the green sheet C ck ‘Prev ous not ng’
 
Se ect text to be referred C ck paragraph button


C ck the reference button
C ck ‘Add Green Note’
C ck ‘Save’
Type n the green sheet

Se ect text to be referred

C ck the paragraph number from the prev ous not ng

C ck ‘Save’

Add Yellow Note

Add Yellow Note

Click File Number

Click ‘Add Yellow note’

Type in the yellow sheet

Page 39 of 45
Actions performed

Editing text in yellow note Discarding Yellow Note Confirming Yellow Note
C ck f e number C ck the f e number C ck the f e number


C ck ‘D scard’ C ck ‘Conf rm’

C ck ‘Ed t’

C ck ‘Save’

3.13.6. Process name – Creation, Approval and Dispatch of DFA in Files

(Go to the URL  Enter User Name and Password  FMS  Files Inbox Open
selected fileDraft)

Creation of DFA

DFA

F es
 
Go to ‘ nbox’
 
C ck on a f e number to open the nner page of the f e
 
C ck ‘Draft’
 
Se ect ‘Create New Draft’

Se ect ‘New / Fresh’ or ‘Rep y’

Type the etter on the r ght s de

Enter deta s on the eft s de

 
Up oad the document ( f requ red)

C ck ‘Save’

Page 40 of 45
Actions performed –

Drafting fresh Dispatch of DFA Dispatch of DFA

Drafting reply Approval of DFA
letter (by Self) (By DND/CRU)
F es F es F es F es F es
     
Go to ‘ nbox’
Go to ‘ nbox’ Go to ‘ nbox’ Go to ‘ nbox’ Go to ‘ nbox’
  
      
C ck on a f e
C ck on a f e C ck on a f e C ck on a f e C ck on a f e number
number to open the
number to open number to open number to open to open the nner page
nner page of the
the nner page the nner page of the nner page of of the f e
f e 
of the f e the f e the f e 
 
      C ck ‘Draft’
C ck ‘Draft’
C ck ‘Draft’ C ck ‘Draft’ C ck ‘Draft’ 
 
Se  Se ect ‘V ew draft’
Se ect ‘Create New ect ‘Create Se ect ‘V ew draft’ Se ect ‘V ew draft’
Draft’ New Draft’ C ck ‘DFA number’
C ck ‘DFA number’ C ck ‘DFA number’ w th status ‘Approved’
C ck ‘Rep y’ or the ‘Vers on of w th status
C ck ‘New/Fresh’ DFA’ ‘Approved’
C ck ‘D spatch by
Browse the
Enter deta s C ck ‘D spatch by DND’
rece pt aga nst
C ck ‘Approve’ Se f’
Type a letter wh ch the rep y Se ect ‘DND user’ and
s to be created C ck ‘Send’ Se ect ‘By Post / ‘De very Mode’
C ck ‘Save’ Ma ’
Enter ‘Rep y’ Enter ‘Remarks’
Type
Enter the C ck ‘OK’
necessary deta s

Type a letter
C ck ‘Send’

C ck ‘Save’

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3.13.7. Process name – Sending of Issual against a standalone Receipt
(Go to the URL  Enter User Name and Password  FMS  Receipt Dispatch)

Dispatching a DFA against a Receipt

Dispatch by Self

Rece pts
 
Go to ‘ nbox’
 
Se ect the rece pt
 
C ck ‘D spatch’
 
Se ect ‘Rep y’ OR ‘New/Fresh’

Enter type and nature of rep y

Enter the mandatory deta s (Name and Address)

Attach any document ( f requ red)

 
C ck ‘D spatch by Se f’

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 *Letter dispatched through the option “Dispatch by Self” can be seen in the ‘Sent’ of the
Dispatch module of the Officer.

Actions Performed –

Sent Returned

Pr nt Enve ope Receive Resend

F es Se ect a part cu ar Rece pt Se ect a part cu ar Rece pt

(w th comp ete deta s and
Go to ‘D spatch’ C ck ‘Rece ve’ attachments)

C ck ‘Resend’
C ck ‘Sent’

Se ect a d spatched etter

C ck ‘Pr nt Enve ope’

Save and take a pr ntout

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3.13.8. Process name – Creation of Part files
(Go to the URL Enter User Name and Password FMS Files Create
Part)

Create Part

Create Part

F es

C ck ‘Create Part’
 
Browse the ex st ng f e number and the deta s re ated
to the or g na f e gets auto-popu ated
 
C ck ‘Create Part’ 

Work on Part F e

(Re er Processes 4, 5 and 6)

3.13.9. Process name – Pull Up

(Go to the URL Enter User Name and Password FMSFiles/Receipts)

Pull Up

Pull Up
F es/Rece pts

Go to ‘ nbox’

Se ect the name of the user from the ‘H erarch ca V ew’

F es present n the Inbox of the user s d sp ayed

Se ect the f e/rece pt

C ck ‘Pu Up’

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3.13.10. Search
(Go to the URL Enter User Name and Password  FMS)

a. Search in Noting

Search in Noting
Files

Go to ‘Inbox’

Click a file number to open it

Enter the text to be searched in the space provided at the right

top of the noting page

b. Advance search

Advance Search
OR

FMS FMS

C ck the down arrow of the ‘Search’ textbox Enter the text/keyword (to be searched) n the
‘Search’ textbox
Select the location of the text to be
searched Click the ‘Search’ symbol

Click the ‘Search’ symbol

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