Secretariat Instructions

SECRETARIAT INSTRUCTIONS
Being instructions issued in pursuance of Rule 5(15) of the Rules

of Business, 1973 for the disposal of business in the Federal
Secretariat.
1. (a) These Instructions shall be known as the "Secretariat
Instructions”, 2004.
(b) They shall come into force with immediate effect and shall
supersede all previous instructions and orders relating to
office procedures not consistent with the provisions of these
Instructions.
2. In these Instructions in addition to the definitions contained in
Rule 2 of the Rules of Business, the expressions given below shall have
the following meaning unless the context requires otherwise:–
(i) “Attached Department” means a Department which has direct

relation with a Division and has been declared as such by the
Federal Government.
(ii) “Business” means all work done by the Federal Government.
(iii) “Head of Department” means the officer who has been

declared as such by Government under the Fundamental and
the Supplementary Rules.
(iv) “President” means the President of Pakistan.
(v) “Section” means a basic working unit of a Division.
(vi) “Section Officer” means an officer who is in direct charge of a

Section.
(vii) “Subordinate Office” means a Federal Government office

other than a Ministry, Division or an Attached Department.
DISTRIBUTION OF WORK
3. The Secretary shall be the official head of the Ministry/Division

and shall be responsible for its efficient administration and discipline. He
shall also be responsible for the proper conduct of business allocated to
the Division under Rule 3 of the Rules of Business and for the careful
observance of these Instructions in his Division.
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4. It shall be the duty of the Secretary in the Ministry/Division to

which the subject belongs to ensure that cases submitted to the Minister-
in-charge and, where the Rules of Business so provide, to the President,
the Prime Minister or the Cabinet are submitted in a complete form.
Note .—. For the purpose of these Instructions, the expression “the Ministry/Division to which the
subject belongs” has reference to the allocation of subjects among Divisions made under
the Rules of Business.
5. (i) The Secretary shall determine the maximum extent of

delegation of powers to officers serving under him and issue clear
standing orders laying down these powers and also the manner of
disposal of cases in the Division and shall ensure that —
(a) the distribution of work is equitable;
(b) the channel of submission of cases is vertical and not horizontal;

and
(c) the tiers through which a case has to pass are ordinarily not more
than two excluding the Secretary.
(ii) The Secretary shall review the delegation of powers to various

officers periodically to ensure maximum delegation of authority for
disposal of cases at the initial and middle levels, with an appropriate
reporting system to keep him fully informed.
6. An Additional Secretary or a Joint Secretary, unless he is incharge

of a Ministry/Division, shall be entrusted with a well-defined sphere of
duty. Within this sphere he shall assume full responsibility and shall
submit all cases direct to the Minister for orders, such cases being
returned to him through the Secretary. The Secretary shall have the
power, however, to call for any case for his own consideration and to
request that he be consulted in any particular case before it is submitted
to the Minister.
7. A Deputy Secretary shall dispose of all cases in which no major

question of policy is involved or which under the rules or the standing
orders he is competent to dispose of.
8. A Section Officer shall dispose of all cases where there are clear
precedents, and no question of deviation from such precedents is
involved or which under the rules or standing orders he is competent to
dispose of. In case of doubt he may seek verbal instructions from his
senior officer.
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9. The Section Officer will ordinarily be assisted by an Assistant and

a Stenotypist who shall be responsible for the following:
(i) Assistant
(a) putting up previous papers and other references relating to

the case under consideration;
(b) opening of files and keeping a record of movement of files;
(c) keeping a note of all important orders and decisions;
(d) recording, indexing and weeding of files;
(e) watching the necessity of keeping priority or security labels

on files. He should bring to the notice of the Section Officer
the first opportunity that occurs of removing these labels;
and
(f) other clerical duties assigned to him, including casual typing,

maintenance of diary register, preparation of statements and
putting up of routine reminders.
(ii) Stenotypist
(a) Taking dictation, rendering transcripts and doing general

typing work;
(b) Attending to receipt and issue work during the absence of

the Section Assistant; and
(c) Any other ancillary function and work that may be assigned
by the officer, e.g. reproduction of documents, arranging
office amenities etc.
10. Naib Qasid attached to the Section will normally perform the
following duties:
(a) Carrying from one place to another within and without office
premises official files/papers.
(b) General arrangement and tidiness of the office, furniture

including re-dusting of office furniture, record etc.
(c) Conducting visitors to the officers.

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(d) Providing drinking water to the officers and staff.
(e) Carriage of steel boxes containing secret/confidential files

from one officer to another.
(f) Shifting of articles of light furniture e.g. chairs, side racks,

small side tables etc., from one place to another within office
premises.
(g) Anyother duty that may be assigned to him by his Officer
Incharge during working hours.
Note .— Dusting of the office furniture is usually done by the "Farash”, before and after office
hours. If, however, some articles require redusting during office hours, when the
Farash is not on duty this could be done by Naib Qasid attached to the officer or
Section concerned.
11. The Private Secretaries to the Secretaries/Additional Secretaries

to the Government of Pakistan and Personal Assistant/Stenographers
working in the Federal Secretariat and its Attached Departments shall
normally be responsible for the following:
Private Secretaries to Secretaries/Additional Secretaries
1. To attend telephone and to keep record of trunk calls.
2. To screen callers and telephone calls.
3. To arrange engagements and maintain an engagement diary.
4. To prepare papers for meetings and interviews.
5. To see that matters requiring the Secretary's/Additional
Secretary's attention are brought to his notice in good time and
in complete and proper form.
6. To maintain and index N.G.O. cases.
7. To receive and arrange and, where necessary, register the
Secretary's papers and correspondence including secret and top
secret papers.
8. To keep record of suspense cases and to see that such cases are
put up to Secretary on due dates.
9. To keep reference books up-to-date.
10. To attend to work connected with Secretary's/Additional
Secretary's tours etc.
11. To assist the Secretary in such matters as he may direct.
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12. To keep proper record of movement of files and other

classified documents.
13. To receive and conduct visitors.
Personal Assistants/Stenographers
1. Taking dictation, rendering transcripts and doing other typing
work.
2. To attend telephone and to keep record of trunk calls.
3. To keep proper record and movement of files and other papers.
4. To keep record of suspense cases, where ordered, and their
submission on due dates.
5. Handling of classified papers in accordance with general or
special orders.
6. To receive and conduct visitors and to maintain officer's
engagement diary.
7. To keep reference books upto date.
8. To attend to work connected with the officers' tours etc.
9. Any other routine official duty that may be assigned by the
officer, e.g. reproduction of documents, arranging petty office
amenities, recording of entries in the Staff Car Movement
Register, receiving from or delivering important dak at PIA, etc.
Duties and Responsibilities of the
Finance and Accounts Officer
12. There shall be a well trained and experienced Finance and
Accounts Officer in each Ministry/Division who shall be the Deputy
Secretary or the Section Officer, as may be appropriate, for advising
the Principal Accounting Officer on all financial, budgetary and
accounting matters. He shall have such sub-ordinate officers and staff as
may be necessary and shall concentrate on his work exclusively. He shall
perform such other duties and responsibilities as may be prescribed by
the Finance Division. He shall work under the Principal Accounting
Officer; and if this is not feasible, then under the next higher officer.
Role of Financial Adviser
13. The aim of Financial Adviser should be to help the
Ministry/Division to which he is the Adviser to achieve its goals with
due regard to the dictates of economy. He should strive to get a first hand
knowledge of the administrative Ministry's working and objectives.
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DISPOSAL OF BUSINESS
14. All business of Government shall be conducted in accordance
with the Rules of Business and these Instructions.
15. The following cases shall be submitted to the Secretary of a

Division:–
(a) All cases, summaries and reports requiring submission to the

President, the Prime Minister and the Cabinet.
(b) All cases involving major policy and important administrative

issues.
(c) All cases of appointments or promotions that have to be referred

to the President, the Prime Minister, Minister incharge,
Establishment Secretary or the Selection Board.
(d) All cases involving foreign delegations and deputations abroad.
(e) All important cases relating to development plans, annual

budget and foreign exchange requirements.
(f) All cases of transfers of Heads of Departments and their

Deputies.
(g) Proposals received from Provincial Governments which it is

proposed to reject.
Note.– The above list may be added to wherever necessary.
This shall not apply to cases which, under Instruction 6, a Joint Secretary
or Additional Secretary will submit to the Minister direct.
16. All other cases shall be disposed of by officers in accordance

with the relevant rules or the powers delegated under these Instructions.
All fresh receipts sent down by the Secretary, Additional Secretary or
Joint Secretary shall ordinarily be taken to be sent down "for
examination and disposal without reference to him", unless the case has
to be shown to him under the provisions of these Instructions or he
specifically asks for the case to be shown to him.
17. No officer shall deal with a case relating to his own promotion,
transfer, pay or allowances or with a case dealing with his own official
conduct.
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Recording of notes and

preparation of drafts
18. As a rule not more than two officers (excluding the Secretary)
shall note upon a case before its final disposal except where more than
one Section may have to be consulted.
19. When the higher officer agrees with the note or recommendation,
he may merely append his signature.
20. In cases which can be disposed of directly by a Section Officer,

no elaborate note need be recorded.
21. In case where only a perusal of the paper under consideration is

sufficient to enable a higher authority to take a decision there shall be no
noting beyond a brief suggestion for action.
22. In cases where a formal note is required, it shall be in the form of

a statement of the case showing in detail, according to the importance
and stage of the case —
(i) the question for consideration,
(ii) the circumstances leading upto it,
(iii) the rules and precedents bearing upon it, and
(iv) suggestions for action.
23. The reproduction in a note of verbatim extracts from the paper

under consideration or its paraphrasing shall as a rule be avoided. It shall
be presumed that the paper under consideration will be read by the
officer to whom it is submitted.
24. In complicated or protracted cases, particularly those involving

references to other Divisions, the Section Officer may prepare and place
in a separate cover a duly referenced summary of the case (in triplicate)
which shall be kept up-to-date by incorporating important decisions. The
summary shall be signed by the officer who prepares it. The facts of the
case shall not then be reproduced in the notes portion of the file. A copy
of the summary may, if necessary be retained by another Division, when
the case is referred to it.
25. All notes shall be temperately written and shall be free from
personal remarks. If apparent errors are to be pointed out and if any
opinion is to be criticised it shall be done in respectful language. Proper
decorum shall be observed in commenting upon the notes recorded by
higher authorities.
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26. When it is desired to examine the proposal of another office

without showing that office such examination, a 'routine' file may be
opened. This procedure should be adopted especially if the proposal is
likely to be criticised severely. The routine file shall not be sent out to
another office without special orders of the competent authority for
treating it as a part of the regular file.
27. To expedite disposal of cases and especially in emergencies,
informal discussions between officers of the same Division shall be
resorted to. The telephone shall be freely used, provided the subject is
not secret. Secretaries and other senior officers shall encourage their
subordinate officers to bring up cases for advice, discussion or disposal.
28. A draft of the communication to be issued shall, as a rule, be
prepared at the earliest possible stage of the case.
29. All executive actions of the Government shall be expressed to be
taken in the name of President.
30. In order to avoid audit objections, financial sanctions shall be
expressed to be made by the authority empowered to make them.
Consultation with other Divisions
31. The provisions of the Rules of Business regarding consultations
with other Divisions shall be carefully observed. Such consultations shall
be in the following form :–
(i) By sending a written reference specifying the points on which
the advice of the other Division is sought;
(ii) By personal consultation in the event of a difference of opinion
or delay.
Attention shall be paid to special instructions issued by the various
Ministries for consultation with them. Wherever possible, the proposal
shall be accompanied by a draft.
32. When it is necessary to consult more than one Division on a
case, the consultation shall be effected simultaneously except in cases
where the multiplication of documents to be sent would involve an
excessive expenditure of time and labour.
33. Where simultaneous references have to be made to more than
one Division, the file may be sent to the Division most concerned, other
Divisions being consulted by means of self-contained office memoranda,
un-official notes, or demi-official correspondence except in cases which
can be disposed of by verbal consultation.
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34. In cases where a reference in the form of a self-contained office

memorandum is preferred, the proposal and the point of reference shall
be stated as fully and clearly as possible and references to relevant rules,
orders, etc., given where necessary.
35. If a case is received from a Division in an incomplete form the

Division to which the reference is made may call for the information
necessary to complete it.
36. Any case referred to a Division shall either be returned to the

officer referring it, i.e. to the last officer whose signature appears on it; or
if this is not done, it shall, on return to the referring Division, be placed
at once without further noting, before that officer. The latter shall
ordinarily deal with it himself without any further noting by a junior
officer. If he wishes a junior officer to examine the case, he shall indicate
on the case the point or points on which he wants examination or
information.
37. If a case has to be referred a second time to a Division on the

same issue, it shall be sent to the senior most officer of that Division who
has already seen it, and that officer shall follow the procedure indicated
in Instruction 36 above.
38. When a file has been referred to or returned from another

Division and a difference of opinion between the Divisions is disclosed,
personal discussion shall as a rule be substituted for further noting. If the
difference of opinion is not resolved at the level at which the case was
taken up, the level of personal discussion shall be appropriately raised. In
any particular case where the two Ministers agree after personal
discussion, the Secretaries shall, if necessary meet and record a joint note
embodying the decision and there shall be no further noting.
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[39. (1) Reference to another Division shall as far as possible be
addressed to the officer concerned by name and shall be signed by an
officer of the rank at least of Section Officer bearing the full name,
designation and telephone number either in type or rubber stamped or
legibly hand written in block letters].
(2) A d.o. letter addressed by one Secretary to another should be

replied at the same level. If a formal reply is issued by a subordinate
officer, it should be ensured that the contents of the reply have been
cleared by the Secretary concerned.
1
Amended vide Management Services Division (PPARC) O.M.No.2-1-89-Manuals dated 15-9-1991.
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References to and from

authorities outside the
Secretariat
40. Notes written in one Division and sent to another shall not be
referred to any officer outside the Secretariat without the general or
special consent of the Division to which they belong.
41. Where a general consent has been given to the reference of notes
to an officer outside the Secretariat, such consent shall not be construed
(except when the reference is one by the Ministry of Commerce to the
Vice-Chairman, Export Promotion Bureau or by the Cabinet Division to
the Director, Intelligence Bureau) to apply to cases in which the papers
are marked confidential or secret and in no circumstances to cases in
which the officer to whom the notes are referred is personally affected,
or in which his official conduct is under consideration.
42. Subject to the conditions laid down in Instruction 41, each

Division shall be deemed to have given its general consent to the
reference of its notes to the officers mentioned in Appendix 'A' by the
Ministries/ Divisions indicated in each case.
43. Subject to the control of the Ministry/Division to which he is

subordinate, any officer to whom notes may be referred by any other
Division under Instructions 40 – 42 above, may himself make un-official
references to that Division, and, subject to the provisions of Instruction
44, the following officers may make such references to any Division,
namely:–
(i) Director, Intelligence Bureau.

(ii) Director General, Federal Investigation Agency.
(iii) Auditor General of Pakistan.
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(iv) Director General Post Offices
44. 2[No Subordinate Office of the Government of Pakistan shall

make un-official reference to the Law and Justice Division otherwise
than through the Ministry/Division to which it is subordinate. An
Attached Department may, however make un-official reference to the
Law and Justice Division under intimation to its parent Ministry or
Division with the proviso that the latter may withdraw the reference from
the Law and Justice Division].
1
Added vide Cabinet Division’s O.M.No.4-8/95-Min.I, dated 11-8-1996.
2
Subs vide O&M Division's O.M. No.1/6/81-Manuals dated 9-6-1981.
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45. General, Naval and Air Headquarters, the Pakistan Ordnance

Factories Board and Chief Administrative Officer's Organisation may
make un-official references to any Ministry/Division of the Government
of Pakistan (except the Law and Justice Division) and vice versa on all
purely departmental questions in which no order of the Government of
Pakistan in the Ministry of Defence are required. Such references may
include formal or routine enquiries in cases in which the orders of the
Government of Pakistan may be required, but which have not reached the
stage of an impending proposition.
46. The Attorney-General shall be consulted in accordance with the
procedure laid down in the Rules of Business.
47. Reference to the Federal Public Service Commission under the
Federal Public Service Commission Ordinance, 1977 (Ordinance XLV of
1977) read with Federal Public Service Commission (Functions) Rules,
1978, and in terms of the Civil Servants (Appointment, Promotion and
Transfer) Rules, 1973, shall be made direct by the Division concerned
and, by the Head of the Department, in cases where he has been
authorised to make appointments to the posts in Basic Pay Scale 16 in
the form of an official letter addressed to Secretary of the Commission
and accompanied by the relevant papers or copies of papers. Detailed
instructions on the subject are given in Appendix 'B' of these
Instructions.
48. References to the Auditor-General of Pakistan shall be made by
the Ministry of Finance or any other Division in the form of an official
letter or memorandum with which all relevant papers or copies of papers
should be sent. The Ministry of Finance may, if necessary, correspond
with him un-officially on matters which solely concern the Auditor-
General of Pakistan and the Ministry of Finance, e.g., questions relating
to the Pakistan Audit and Accounts Service, questions of accounting
procedure, etc.
References from Heads of Departments
49. Proposals from a Head of a Department shall ordinarily be in the
form of a self-contained communication stating the facts of the case, the
points for decision and his specific recommendations.
50. The Head of a Department shall be responsible for the technical
soundness of his proposals which, as a rule, shall not be subjected to any
technical examination by the Division concerned.
51. It shall be the duty of the Head of a Department to ensure that
only those cases are submitted to the Division on which he is not
competent to pass orders himself. If a case which he is himself
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competent to dispose of is received in the Division, it shall be returned to

him without being subjected to any examination.
52. (1) A case referred to the Ministry/Division over the signature of
the Head of a Department shall be placed before the Secretary or the
Joint Secretary in the case of major Departments, or the Deputy
Secretary in the case of minor Departments where the Head of the
Department is of the approximate status of a Deputy Secretary. The
officer concerned shall see whether he can pass orders on the reference
straight away. If it is considered that previous papers are needed, or
examination is required at a lower level, instructions shall be given
accordingly, but the language used in examining or criticising such cases
shall invariably be polite.
(2) In all cases, replies should be shown to the concerned officer

before issue, who should normally send the reply under his own
signature. In case an officer of a lower status signs the reply the level at
which the decision has been taken should invariably be indicated by the
addition of the words 'this issues with the approval of Secretary/Joint
Secretary/Deputy Secretary' as the case may be. This may not, however,
apply to the orders and other instruments made and executed in
accordance with the provisions of para 7(2) of the Rules of Business.
Note.– The term approximate status of a Deputy Secretary used in the first paragraph of this
Instruction means the officer holding appointments in BPS-19 in the Attached
Departments and First Secretary or Consular in the Pakistan Mission abroad.
Disposal of references
between Federal and
Provincial Governments
53. (1) For scrutiny and disposal of references between the

Provincial and Federal Governments, the relative status of the officers
concerned as shown below may serve as the guiding principle:–
Provincial Government Federal Government
Joint Secretary or Additional Deputy Secretary.

Secretary.
Secretary/Additional Chief Joint Secretary.

Secretary.
Chief Secretary. Secretary.
(2) References received from the Provincial Governments shall be

attended to expeditiously. If a reference has remained undisposed of for
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more than a month, it shall be brought to the notice of the Secretary with
an explanation of the reasons for delay.
Correspondence with
Foreign Governments
54. The channel of correspondence between the Government of

Pakistan and foreign governments shall be as prescribed by the Ministry
of Foreign Affairs. The existing instructions on the subject are given in
Appendix 'C'.
Correspondence with
members of the public
55. (1) A mechanism for continuous review and control should be

introduced in each Ministry/Division and its Departments/Agencies
dealing with matters directly affecting the public, in order to ensure that:
(i) every letter received from a member of the public is

immediately acknowledged, and
(ii) a final reply is invariably sent after consideration of the case is

completed.
(2) The forms and letters addressed to the members of the public
should be politely worded and neatly printed or otherwise reproduced on
stationery of suitable quality. The salutation "Dear Sir/Sirs" and
subscription "Yours truly" should be invariably used while addressing
communications to non-officials or group of individuals.
Checks on delays
56. (1) Every Section Officer shall prepare, in the prescribed form a
monthly return of arrears and submit it to such higher officer or officers
as the Secretary may order.
(2) The following system of reminders shall be adopted as a matter

of routine. The first reminder shall be issued after a reasonable lapse of
time in the form of an un-official note or office memorandum. It shall be
followed, if necessary, by a second reminder which shall be in the form
of a demi-official letter from the officer concerned or the Deputy
Secretary. If there is still no response, the matter shall be taken up at a
higher level by the Joint Secretary, Additional Secretary or the Secretary.
Such written reminders shall be supplemented by telephonic reminders.
Demi-official reminders shall be replied to by officers of the same rank.
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GENERAL
Inspection
57. (a) Deputy Secretaries shall inspect the working of their

Sections once every six months and senior officers, not below the rank of
Joint Secretary to the Government, shall make similar inspection
annually. They shall pay special attention to:–
(i) compliance with the Rules of Business, Secretariat Instructions,

standing orders and office directives;
(ii) security arrangements;
(iii) general office management; and
(iv) proper use and care of Government property and

equipment.
(b) A guide to inspection is attached at Appendix ‘D’.
Meetings
58. (a) The Secretary (or Additional/Joint Secretary Incharge) should

endeavour to convene meetings of all officers in the Ministry/Division
and Heads of Departments once a month and at any rate, once every
quarter, to discuss__
(i) important pending cases;
(ii) specific problems calling for general expression of views or

exchange of ideas; and
(iii) questions of general interest concerning the Division as a

whole.
(b) The Deputy Secretaries should hold periodical meetings with the
Section Officers.
59. All meetings shall be business-like. Brief minutes shall be

recorded mentioning only the salient points considered and the
decisions taken. Individual view points should not be recorded except
on request.
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Security arrangements and handling

of classified documents
60. Security instructions shall be strictly adhered to.
61. All documents which are of secret and confidential nature shall
be properly classified and treated, in accordance with the instructions
contained in the booklet “Security of Classified Matter in Government
Departments”.
Security Instructions for use
of Fax Machines/Computers in the
Government Departments
62. Fax Machine working in conjunction with tel/radio or any other
means of communication without a crypto cover does NOT offer any
security to the material being faxed thereon or there-through. To ensure
security in relation to the Fax installed in the Government Departments,
the following instructions will be followed:__
(a) Fax will be handled/operated by a designated person approved
by the head of the Department and record maintained.
(b) Fax will always be kept under lock and key of the designated
operator.
(c) Records of all documents transmitted or received on a Fax will
be maintained on a register to be checked at suitable intervals
under arrangements of Head of the Department.
(d) Fax will be fed with a code number for gaining access to its
functioning and changed frequently.
(e) Fax will be operated for transmission only after telephonic
contact between the two Fax operators has been established.
(f) In case Fax is used for photocopying the official documents,
instructions for use of photocopying machine will be followed.
(g) No classified document of confidential or above security
classification will be transmitted on the Fax which is not
provided with the security equipment.
If the Fax link has been provided with cryptocover, the owner/user of
the Crypto-cover Fax has to ensure that the cryptocover so used must be
on the approved list of NCSB, and that the information being faxed
thereon is kept within the confines of Cryptosecurity and security
classification domains offered by the cryptosystem.
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(a) Security Instructions for use of Computers in Government

Department.
1. To lock PC/terminal when not in use.
2. To use properly labelled diskettes.
3. To ensure safe custody of diskettes while in possession.
4. To return diskettes to inventory holder at packup time.
5. To maintain a record of data/files stored on computer
diskettes.
(b) Responsibility of Computer Security Officers.
1. To restrict unauthorised access to computer terminals/
rooms.
2. "Out of Bound" sign be pasted.
3. To administer diskettes according to laid down security
instructions.
4. To maintain diskettes in/out register.
5. To maintain printers output register.
Publication of papers
63. All papers sent for publication in the Gazette shall be signed by
the Secretary, or by an officer authorised by him. Officers authorised to
sign papers for publication in the Gazette shall sign under their own
designations and not "for Secretary".
64. No papers, except those which it has been the ordinary practice
to publish in the Gazette or which are required by law to be so published,
shall be published without full consideration and without the approval of
the Secretary in the Ministry or Division to which the subject belongs.
65. No communication between Government offices shall, in normal
circumstances, be published by the addressing authority until the
addressee has received it. When circumstances render earlier publication
unavoidable, the addressee shall be informed by telegram, telephone, fax
or email.
66. No official shall, in any circumstances, give publicity to
documents which might seem to reflect upon a superior authority or give
assistance to the press in formulating adverse comments upon the orders
or actions of a superior authority.
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67. The publication of correspondence between the Government of

Pakistan and a provincial Government which indicates a difference of
opinion shall be avoided.
68. In personal cases which have formed the subject of
correspondence between a Provincial Government and the Government
of Pakistan, the deciding authority shall in every case clearly, indicate:–
(a) whether only the substance of the decision should be
communicated to the officer concerned, or
(b) whether, in addition, a statement of the grounds upon which it is
based or portions of the correspondence, and, if so, which
portions should be furnished.
69. 1[GOVERNMENT OF PAKISTAN shall be written above the name
of the Ministry/Division/Department/Organization in Public Notices,
Advertisements and Notifications issued from Ministries/Divisions/
Departments/Organisations required to be published in the press] 2[and at
website].
DETAILED OFFICE PROCEDURE
70. In matters of detailed office procedure, the Divisions shall be

guided by the directions contained in Appendix 'E' to these Instructions.
CONSULTATION WITH LAW AND JUSTICE DIVISION
General
71. The Law and Justice Division shall be consulted in all matters
involving legal questions.
Prosecution
72. When the Government of Pakistan is concerned with any
criminal prosecution, a reference shall be made to the Law and Justice
Division.
73. No prosecution shall be instituted without consultation with the
Law and Justice Division, and no prosecutions shall be instituted or
withdrawn in any manner contrary to the advice of the Law and Justice
Division, without reference to the Government in the Division
concerned.
1
Inserted vide Management Services Division O.M. No. 2-1/91 Manuals dated 26-4-1993.
2
Added vide Railways Division’s O.M. No.15(1)/2002-E.I, dated 31-10-2002.
18
Conduct of cases in Courts

74. Instructions regarding the conduct of cases of the Federal
Government in Courts etc., shall be issued by the Law and Justice
Division. The existing instructions on the subject are given in
Appendix 'F'.
Role of Management Services Wing, Establishment Division

75. 1[To prevent unnecessary expansion of the Government and to
avoid duplication/overlapping of functions allocated to Ministries/
Divisions under Schedule II to the Rules of Business, all the Ministries/
Divisions shall comply with the following directions:–
(i) Utilize the free consultancy services of Management Services
Wing as far as possible and save expenditure on foreign/local
consultants.
(ii) Involve Management Services Wing at the time of expansion
also. Expansion in their activities and/or in number of
personnel should be got cleared by the Management Services
Wing.
(iii) Give representation to the Management Services Wing on all
Commissions/Committees concerned with the reorganisation
of government machinery].
1
Added vide Cabinet Secretary's d.o. letter No. 6-18/91-GC dated 21-1-1992.
19
APPENDIX ‘A’
(See Instruction 42)
Each Ministry/Division shall be deemed to have given its general

consent to the reference of its notes to the officers mentioned below by
the Ministries/Divisions indicated in each case: -
(1) By any Ministry:
(i) Officers holding ex-officio Secretariat status.

(ii) Auditor General of Pakistan.
(iii) Accountant General Pakistan Revenues.
(iv) Director General, Pakistan Public Works Department.
(v) Controller of Patents and Designs.
(vi) Director General, Investment Promotion and Supplies.
(vii) Director General, Department of Archives.
(viii) Director General, Department of Libraries.
(ix) Registrar, Central Copyright Office.
(x) Director, Intelligence Bureau.
(xi) Chairman/Director General, Export Promotion Bureau.
(xii) Director General of Food.
(xiii) Director General, Press Information Department.
(xiv) Surveyor General of Pakistan.
1
(xv) [Director General Pakistan Standard and Quality
Control Authority (PSQCA)].
(2) By the Cabinet Secretariat:
(a) Cabinet Division;

(i) Director General, Department of Communications
Security.
(ii) Controller, Department of Stationery and Forms.
(iii) 2[Director General, National Archives of Pakistan].
(b) Establishment Division;
(i) Chairman or Secretary, FPSC.
(ii) Director, Secretariat Training Institute.
(iii) Principal, Pakistan Administrative Staff College.
(iv) Managing Director, Federal Employees Benevolent
and Group Insurance Funds.
1
Subs vide S&TR Division O.M. No.12(28)/2002-Estt-I, dated 25-10-2002.
2
Added vide Cabinet Division O.M. No.F.4/3/2002-Admn.II, dated 16-10-2002.
20
(3) By the Ministry of Commerce:

Commerce Division;
(i) Export Promotion Bureau.
(ii) Controller of Insurance.
(iii) Chairman/Secretary, Cotton Board.
(4) By the Ministry of Communications:
Communications Division;
Pakistan Post Office Department.
(5) By the 1[Ministry of Culture, Sports and Youth Affairs:
Culture, Sports and Youth Affairs Division];
(i) Director General, Department of Archaeology and

Museums.
(ii) Chairman, Central Board of Film Censors.
(6) By the Ministry of Defence:
(a) Defence Division;
(i) Director General, Pakistan Meteorological Services.

(ii) Chairman, Joint Chief of the Staff Committee, the
Chief of the Army Staff, the Chief of the Naval
Staff and the Chief of the Air Staff.
(iii) Principal Staff Officers at General, Naval and Air
Headquarters.
(iv) Military Secretary, General Headquarters and
Naval Secretary, Naval Headquarters.
(v) Engineer-in-Chief, General Headquarters.
(vi) Judge Advocate General, Army, Navy and Air
Force.
(vii) Director General, Inter-Services Intelligence.
(viii) Military Accountant General.
(ix) Secretary, Pakistan Armed Services Board.
(x) Surgeon General, General Headquarters.
1
Subs vide Cabinet Division’s Memo.No.4-20/2004-Min.I, dated 2-9-2004.
21
(xi) Chief Admn. Officer, General Headquarters.

(xii) Director General of Military Lands and
Cantonments.
(xiii) Surveyor General of Pakistan.
(xiv) National Defence College and Joint Services Staff
College.
(xv) Director, Federal Government Educational
Institutions (Cantt. Garrison) FGEI (CG).
(xvi) Director General, Maritime Security Agency.
(7) By the 1[Ministry of Defence Production]:
Defence Production Division;
(i) Chairman, Pakistan Ordnance Factories Board.

(ii) Director General, Munitions Production.
(iii) Director General, Defence Purchase.
(iv) Chief Scientist and Scientific Adviser, Defence
Science and Technology Organisation.
(v) Project Directors.
(vi) Director General, Aeronautical Projects.
(vii) Director General, Heavy Rebuild Factory.
(8) By the 1[Ministry of Economic Affairs and Statistics]:
Statistics Division;
(i) Director General, Federal Bureau of Statistics.

(ii) Chief Commissioner, Population Census
Organization.
(iii) Agricultural Census Commissioner, Agriculture
Census Organization.
(iv) Principal, Pakistan Institute of Statistical Training
and Research.
(9) By the Ministry of Education:
Education Division;
(i) Director General, Federal Directorate of

Education.
(ii) Registrar, Central Copyright Office.
(iii) Director General, Department of Libraries.
1
22
(10) By the 1[Ministry of Environment]:

Environment Division;
2
[Chairman, Pakistan Environmental Planning and
Architectural Consultants Limited (PEPAC)].
(11) By the 1[Ministry of Finance and Revenue]:

(a) Finance Division;
(i) Governor, State Bank of Pakistan.
(ii) Auditor General of Pakistan or any Accountant
General including Military Accountant General.
(iii) Members of the Central Board of Revenues.
(iv) Chief Director, National Savings.
(v) 3[Chairman, Securities Exchange Commission of
Pakistan (SECP)].
4
(vi) [Chairman, Monopoly Control Authority].
(12) By the Ministry of Health:
Health Division;
(i) Director, Central Health Establishment, Karachi.
(ii) Executive Director, Pakistan Institute of Medical
Sciences (PIMS), Islamabad.
(iii) Medical Superintendent, Federal Government
Services Hospital, Islamabad.
(iv) Director, Jinnah Postgraduate Medical Centre,
Karachi.
(v) Director, Malaria Control, Islamabad.
(vi) Director, National Institute of Child Health,
(NICH), Karachi.
(13) By the 5[Ministry of Housing and Works:

Housing and Works Division;
(a) Estate Officer, Estate Office.

(b) Director General, National Housing Authority].
1
2
Added vide Ministry of Environment, Local Government and Rural Development
O.M.No.1-23/2002-Coord, dated 25-2-2003.
3
Subs vide Finance Division O.M. No.F.8(2)Admn-1/2003-642, dated 05-05-2003.
4
Added ibid.
5
Subs vide Ministry of Housing & Works O.M. No.F.6(19)/2002-A1, dated 26-10-2002.
23
(14) By the 1[Ministry of Industries, Production and Special

Initiatives:
Industries, Production and Special Initiatives Division];
2
(i) [Chief Inspector Explosives.
(ii) Textile Commissioner.
(iii) Controller, Patents and Designs].
(15) By the Ministry of Information and 3[Broadcasting]:
Information and Broadcasting Division;
(i) Director General, Films and Publications.

4
(ii) [Director General, Press Information Department].
(16) By the Ministry of Information Technology:

Information Technology and Telecommunications Division;
(i) Pakistan Computer Bureau (PCB).

(ii) Electronic Government Directorate (EGD).
(17) By the Ministry of Interior:
Interior Division;
(i) Director General, Federal Investigation Agency.

(ii) Director General, Immigration and Passports.
(18) By the 5[Ministry of Labour, Manpower and Overseas

Pakistanis]:
1
[Labour and Manpower Division];
(i) Chairman, National Industrial Relations

Commission.
(ii) Chairman, Implementation Tribunal for
Newspapers Employees.
1
2
Amended vide Ministry of Industries and Production O.M. No.9(23)/2002-Admn.I, dated 8-11-2002.
3
Subs vide SRO No.434(1)/2003, dated 20-5-2003.
4
Amended vide Ministry of Information and Media Development U.O.No.4(5)/2003-Coord,
dated 23-04-2003.
5
Subs vide Labour, Manpower and Overseas Pakistanis Division O.M.No.6-1/2002-Admn.I,
dated 31-10-2002.
24
(iii) Director General, Bureau of Emigration and

Overseas Employment.
(iv) Director General, National Training Bureau.
(v) Director General, Directorate of Trade Union
(Workers) Education.
(vi) Director, Pakistan Manpower Institute].
(19) By the 1[Ministry of Local Government and Rural

Development]:
Local Government and Rural Development Division;
(a) Akhtar Hamed Khan, National Centre for Rural

Development, Islamabad.
(b) Municipal Training and Research Institute, Karachi.
(20) By the Ministry of Petroleum and Natural Resources:
Petroleum and Natural Resources Division;
(a) 2[Directorate General, Geological Survey of
Pakistan.
(b) Policy Wing consisting of:-
(i)
Directorate General of Petroleum Concessions.
(ii)
Directorate General of Oil.
(iii)
Directorate General of Gas.
(iv)
Directorate General of Administration/Special
Projects.
(c) Mineral Wing].
(21) By the 3[Ministry of Social Welfare and Special Education:
Social Welfare and Special Education Division];
Directorate General of Special Education.

(22) By the Ministry of Water and Power:
Water and Power Division;
(a) Chief Engineering Adviser/Chairman, Federal
Flood Commission.
(b) Pakistan Commissioner for Indus Water.
1
Amended vide Ministry of Local Government and Rural Development O.M.No.F.1(14)/2003-
Admn, dated 29-6-2004.
2
Amended vide Ministry of Petroleum and Natural Resources O.M.No.8(1)/2000-02.Vol.V,
dated 25-10-2002
3
25
APPENDIX 'B'
THE FEDERAL PUBLIC SERVICE COMMISSION
1. Functions of the Federal Public Service Commission in regard to
recruitment are laid down in Section 7 of the Federal Public Service
Commission Ordinance, 1977 (Annexure-I). Under Section 10 ibid
which empowers the President to make rules for carrying out the
purposes of the Act, the Federal Public Service Commission (Functions)
Rules, 1978 (Annexure-II) have been issued. Attention in this connection
is also invited to:–
(a) rule 10 of the Civil Servants (Appointment, Promotion and
Transfer) Rules, 1973 regarding initial appointments to posts
within the purview of the F.P.S.C. (Annexure-III); and
(b) the Establishment Division's O.M. No. 11/18/49-SE-II, dated
the 17th January, 1951 regarding recruitment from abroad
(Annexure IV).
References to the Federal Public Service
Commission and acceptance of its advice
2. All references shall be made direct to the Commission by the
Division/Department in the form of an official letter addressed to the
Secretary and with which all relevant papers shall be forwarded,
provided that no reference which is not obligatory under the rules and
instructions regarding consultation with the Commission shall be made
without the previous concurrence of the Establishment Division and, in
cases involving financial considerations, of the appropriate authority as
well. Before a case is referred to the Establishment Division, the
Division/Department shall place in the file the draft of the letter proposed
to be submitted to the Commission.
3. The Commission shall in all cases be informed of the action
taken on its recommendations. For this purpose, ordinarily endorsement
forwarding copies of communications in which orders are conveyed,
recommendations are made or other action taken shall suffice.
4. Whenever a difference of opinion arises between the
Commission and a Division/Department which cannot be resolved by
correspondence, the matter shall be dealt with in accordance with the
Establishment Division O.M. No.3/3/59-EVII, dated the 4th June, 1960
(Annexure V) and the case will then be submitted by the Establishment
Division to the Prime Minister vide item 5(b) of Schedule V-A of the
Rules of Business, 1973.
26
Appointment/Recruitment to posts
under the Federal Government
5. (i) Appointments to the various posts in BPS 16 and/or above
which fall within the purview of the Commission shall be made in
accordance with the recruitment rules framed in consultation with the
FPSC and with the concurrence of the Establishment Division.
(ii) Whenever, a post is entrusted to the Commission for
recommending a suitable candidate, a requisition on the prescribed form
accompanied by a copy of approved recruitment rules and after
prescribing regional/provincial quota should be sent to the Commission.
Once a requisition has been sent for recruitment and the Post has been
advertised by the Commission, the qualification etc. should not be
revised.
Note.– In the case of posts in BPS-1 to 15 which do not fall within the purview of
the Commission, it is not necessary to consult the FPSC regarding the
method and source of their recruitment. Recruitment rules should be framed
with the concurrence of the Establishment Division.
Recruitment by Examination
6. When any competitive examination is to be held for the purpose
of recruitment to posts in BPS 16 and/or above under the Federal
Government and consultation with the Commission is required, the
Commission shall:–
(i) advise the President in regard to the regulations prescribing the–
(a) conditions of admission to the examination; and
(b) syllabus of the examination;
(ii) announce the number of vacancies to be filled from among
the candidates for the examination;
(iii) make all arrangements for the actual conduct of the
examination including viva voce and other tests connected
with it in Pakistan, and, if necessary, abroad and may for this
purpose, depute a Member to go abroad for sitting on the
Interview Board; Provided that when the Commission finds
it necessary to send more than one Member, it shall obtain
prior approval of the President;
(iv) if considered necessary, request the President to nominate an
officer not below the rank of Joint Secretary, to represent the
Government at the interviews for Competitive Examinations
for recruitment to posts in BPS 16 and 17;
27
(v) compile the result of successful candidates so examined and

announce the same in conformity with such procedure as
may be prescribed by the President from time to time;
arrange the qualified candidates in order of merit on the
results of the examination; and in conformity with the
relevant Rules and the number of vacancies announced and,
if the examination be a combined one for recruitment to
more than one service/group, determine the suitability of an
individual candidate for different services/groups;
(vi) forward to the president a list of the qualified candidates in
accordance with (v) above;
(vii) conduct the Final Passing Out Examinations of the Proba-
tioners; and
(viii) advise the President on ancillary matters regarding FPO
examinations of the probationers.
Recruitment by Selection.
7. When recruitment to a post is to be made, or a particular post is
to be filled, by selection and consultation with the Commission is
required, the Commission shall:–
(i) advise the President in regard to the rules regulating the
submission of application;
(ii) when necessary announce the number of vacancies and invite
applications;
(iii) consider all applications received and if it considers necessary
interview such candidates as prima facie appear most suitable
for appointment. In the case of candidates already in
Government service, Commission's recommendations in such
cases will be subject to their character rolls being found
satisfactory. The Commission can also requisition character
rolls of the candidates employed outside Government;
(iv) Recommend only one candidate for each vacancy and keep
some suitable persons, if available, in reserve;
(v) When there are two or more vacancies to be filled, arrange the
candidates recommended in order of merit;
(vi) Request the President to nominate an officer not below the rank
of Joint Secretary to represent the government at the interviews;
and
28
(vii) When recruitment is made by selection owing to the failure of a

competitive examination to yield a sufficient number of
qualified candidates or to give adequate representation to a
certain province, zone, area, or community, recommend
candidates in accordance with such orders as the President may
pass in this respect.
Recruitment from Abroad
8. If a Division/Department considers that it is necessary to make
recruitment to civil posts from abroad, it shall make a reference to the
Commission, asking it to agree to such recruitment and, if it agrees, to
proceed without delay to take all the steps necessary to make
recruitment. The Commission shall advertise the post or posts abroad and
make necessary arrangements for the candidates to be interviewed by
special Selection Committees. Thereafter the Commission shall make
recommendations for the filling of the post or posts in question. In no
case shall the Division/Department itself take steps to advertise the post.
9. In exceptional cases in which the Division/Department
concerned is of the view that recruitment from abroad through the
Commission will prove infructuous, e.g., in the case of appointments to
highly technical posts or other posts of considerable importance in
connection with which persons of high standing abroad are not likely to
respond to advertisements and appear for interview, the Commission
shall be consulted first and its concurrence obtained to recruitment to the
post being made abroad. After the Commission has agreed, a reference
shall be made to the Establishment Division for obtaining the approval of
the Prime Minister. This reference shall be accompanied by a summary
for the Prime Minister explaining why it is necessary for recruitment to
be made abroad and otherwise than through the Commission and stating
what steps the Division/Department has in mind for filling the post or
posts in question as prescribed in the Cabinet Secretariat (Establishment
Division) Office Memorandum No. 11/18/49-SEII, dated the 17th
January, 1951 (Annexure IV).
Ad hoc and Temporary appointments
10. When under the Federal Public Service Commission (Functions)
Rules, 1978, a post is required to be filled through the Commission and
the appointing authority considers it to be in the public interest to fill the
post urgently pending nomination of a candidate by the Commission or,
if it is a short term vacancy for a period not exceeding 6 months, the
appointing authority shall comply with the provisions of rules 18, 19
and/or 20 of the Civil Servants (appointment, Promotion and Transfer)
Rules, 1973:
29
Provided that the ad hoc appointment, beyond the prescribed period

of six months may be extended in accordance with the procedure laid
down in rule 3 of the FPSC (Functions) Rules, 1978; and
Provided further that all conditions regarding qualifications, age,
experience, regional/provincial quota etc., prescribed for regular
appointment to a post shall be observed for making ad hoc appointment
to that post and no relaxation allowed.
30
Annexure-I
(See Appendix B - Para - 1)
FEDERAL PUBLIC SERVICE COMMISSION
ORDINANCE, 1977
No F. 24(I)/77-Pub.– The following Ordinance made by the
President on the 17th December, 1977, is hereby published for general
information:–
ORDINANCE NO. XLV OF 1977
AN
ORDINANCE
to repeal and, with certain modifications, re-enact the Federal

Public Service Commission Act, 1973
WHEREAS it is expedient to repeal and, with certain modifications,
re-enact the Federal Public Service Commission Act, 1973 (LXVI of 1973);
AND WHEREAS the President is satisfied that circumstances exist which

render it necessary to take immediate action;
NOW, THEREFORE, in pursuance of the Proclamation of the fifth day of

July, 1977, read with the Laws (Continuance in Force) Order, 1977
(CMLA Order No.1 of 1977), and in exercise of all powers enabling him in
that behalf, the President is pleased to make and promulgate the following
Ordinance:–
1. Short title and commencement.–(1) This Ordinance may be called

the Federal Public Service Commission Ordinance, 1977.
(2) It shall come into force at once.
2. Definitions.–In this Ordinance, unless there is anything repugnant

in the subject or context,–
(a) "Commission" means the Federal Public Service Commission;

and
(b) "member" means a member of the Commission and includes the

Chairman thereof.
3. Composition of Commission, etc.–(1) There shall be a Federal

Public Service Commission.
31
(2) The President shall by regulations determine –

(a) the number of members of the Commission and their
conditions of service; and
(b) the number of members of the staff of the Commission and
their conditions of service:
Provided that the salary, allowances and privileges of a member of the
Commission shall not be varied to his disadvantage during his term of
office.
(3) The Chairman and other members of the Commission shall be
appointed by the President.
(4) 1[The Commission shall have–
(a) not less than one half of the members who shall be persons
having held office in the service of Pakistan in basic pay scale
21 or above post:
Provided that no serving Government servant shall be appointed as a
member;
(b) At least one member each from–
i. retired judges of the superior judiciary;
ii. retired officers not below the rank of Major-General or
equivalent of the Armed Forces; and
iii. women and the private sector possessing such
qualification and experience as the Federal Government
may by rules prescribe].
2
[(5) No proceedings or act of the Commission shall be invalid
merely on the ground of the existence of a vacancy in, or a defect in the
constitution of the Commission].
4. Term of office of members, etc.– 3[(1) A member of the
Commission shall hold office for a term of five years from the date on
which he enters upon office and shall not be eligible for re-appointment]:
(2) A member may resign his office by writing under his hand
addressed to the President.
1
Subs vide FPSC (Amendment) Ordinance No.LVI of 2000, dated 17-11-2000.
2
Amended vide Federal Public Service Commission Ordinance No. LI/1980 dated 1-10-1980.
3
Subs. and Added vide Federal Public Service Commission Ordinance No.LVI of 2000,
dated 17-11-2000.
32
1
[4A. Oath of Office.–Before entering upon office the Chairman and a
member shall take oath in the form set out in the Schedule to this Ordinance
before the President in case of Chairman and before the Chairman in case
of a member].
5. 1[Ineligibility for further employment.–On ceasing to hold office a
member shall not be eligible for further employment in the service of
Pakistan].
5A. 1[Appointment of a serving member as a Chairman.– A serving
member of the Commission shall be eligible for appointment as Chairman
for a term not exceeding the unexpired portion of his term as such
member].
6. Removal from office.– A member shall not be removed from office
except in the manner applicable to a Judge of a High Court.
2
[7. Functions of the Commission.–(1) The functions of the
Commission shall be–
(a) 3[to conduct tests and examinations for recruitment of
persons to All-Pakistan Services, the civil services of the
Federation and civil posts in connection with the affairs of
the Federation in basic pay scale 16 and above or
equivalent]; and
(b) to advise the President–
(i) On matters relating to qualifications for and method of
recruitment to, services and posts referred to in clause (a);
(ii) On the principles to be followed in making initial
appointments to the services and posts referred to in
clause (a) and in making appointments by promotion to
posts in BS 18 and above and transfer from one service or
occupational group to another; and
(iii) On any other matter which the President may refer to the
Commission; 4[and]
4
[(c) to hold examinations for promotion for such posts as the
Federal Government may, from time to time, by
notification in the official Gazette, specify].
1
Subs. and Added vide Federal Public Service Commission Ordinance No.LVI of 2000,
dated 17-11-2000.
2
Subs vide Federal Public Service Commission (Amendment) Ordinance No.LVI of 2000
dated 17-11-2000.
3
Subs vide Federal Public Service Commission (Amendment) Ordinance III of 2003 promulgated on
20-5-2003
4
Subs and added vide Ordinance No.XLIX of 2002 dated 3-9-2002.
33
Explanation.–In this section, “recruitment” means initial appointment

other than by promotion or transfer.
(2) Recruitment to the following posts shall be outside the purview

of the Commission: –
(i) In the President’s Secretariat and Directorate General of ISI;
(ii) Filled by appointing a person on contract for a specified period

not exceeding two years;
(iii) Filled on ad hoc basis for a period of six months or less

provided that–
(1) No ad hoc appointment shall be made before placing a

requisition with the Commission for regular appointment;
and
(2) Before filling the post on ad hoc basis, prior approval

shall be obtained from the Commission;
(iv) Filled by re-employing a retired officer, provided that the re-

employment is made for a specified period not exceeding two
years in a post not higher than the post in which the person was
employed on regular basis before retirement; and
(v) Filled by the employment or re-employment of persons on the

recommendations of the High Powered Selection Board
constituted by the President who are, or have been, Officers of
the Armed Forces and hold, or have held, such posts therein as
are declared by the President to be equivalent to the posts to be
so filled].
1
[(3) (a) A candidate aggrieved by any decision of the Federal Public
Service Commission may, within thirty days of such decision, make a
representation to the Commission and the Commission shall decide the
representation within fifteen days after giving the candidate a reasonable
opportunity of hearing. The decision of the Commission, subject to the
result of review petition, shall be final.
(b) A candidate aggrieved by the decision of the Commission made

under paragraph (a) may, within fifteen days of the decision, submit a
review petition to the Commission and the Commission shall decide the
review petition within thirty days under intimation to the petitioner.
1
Added vide Federal Public Service Commission (Amendment) Ordinance No.XVI of 2001,
dated 27-3-2001.
34
(c) Save as provided in this Ordinance, no order made or proceeding

taken under this Ordinance, or rules made thereunder, by the
Commission shall be called in question in any court and no injunction
shall be granted by any court in respect of any decision made or taken in
pursuance of any power conferred by, or under, this Ordinance.
(d) Any candidate aggrieved by a decision of the Commission under

paragraph (b) may, within thirty days of the decision, prefer an appeal to
the High Court].
1
[7-A. Conduct of business of Commission, etc.–The Chairman of
the Commission may, with the approval of the Federal Government, make
rules for regulating the conduct of the business of the Commission; and
such rules may provide for any of the functions of the Commission
specified by it being performed by a Committee composed of two or more
members constituted by the Chairman for the purpose].
2
[Validation.–All appointments of persons who are or have been,
officers of the Armed Forces of Pakistan, made on or after the fifth day of
July,1977 but before the twenty-fifth day of June, 1980, without reference
to the Federal Public Service Commission shall be deemed to have been
validly made].
8. Commission to be informed when its advice not accepted.–Where

the President does not accept the advice of the Commission, he shall inform
the Commission accordingly.
9. Reports of Commission.–(1) It shall be the duty of the Commission

to present to the President annually a report on the work done by the
Commission, and the President shall cause a copy of the report to be laid
before the National Assembly and the Senate.
(2) The report referred to in sub-section (1) shall be accompanied by a

memorandum setting out so far as is known to the Commission.
(a) the cases, if any, in which the advice of the Commission was
not accepted and the reasons thereof; and
(b) the matters, if any, on which the Commission ought to have

been consulted but was not consulted and the reasons
thereof.
1
Added vide Federal Public Service Commission (Amendment) Ordinance No.XXV of 1978,
dated 24-5-1978
2
Added vide Federal Public Service Commission (Amendment) Ordinance No.LI of 1980.
35
10. Rules.– The Federal Government may, by notification in the

official Gazette, make rules, for carrying out the purposes of this
Ordinance.
11. 1 Omitted.
2
[SCHEDULE
[(See section 4A)]
I, _________________________________________ do solemnly
swear that I will bear true faith and allegiance to Pakistan:
That, as a Chairman (or Member) of the Federal Public Service

Commission I will discharge my duties, and perform my functions,
honestly, to the best of my ability and faithfully in accordance with the
Constitution of the Islamic Republic of Pakistan and the law, and always
in the interest of the solidarity, integrity, well-being and prosperity of
Pakistan.
That, I will not allow my personal interest to influence my official

conduct or my official decisions and that in the performance of my
functions, whether in the selection of persons for recruitment or
appointment or in any other way, I will act without fear or favour, affection
or ill will.
May Allah Almighty help and guide me (A’meen)].
1
Omitted vide Federal Public Service Commission Ordinance. No. XLV of 1977, dated 17-12-1977.
2
Added vide Federal Public Service Commission (Amendment) Ordinance No. LVI of 2000.
36
Annexure-II
(See Appendix B – para 1)
FEDERAL PUBLIC SERVICE COMMISSION

(FUNCTIONS) RULES, 1978
NOTIFICATION
Rawalpindi, the 18th November, 1978
S.R.O. 1316(I)/78.– In exercise of the powers conferred by section

10 of the Federal Public Service Commission Ordinance, 1977 (XLV
of 1977), the Federal Government is pleased to make the following
rules, namely: —
1. These Rules may be called the Federal Public Service Commission

(Functions) Rules, 1978.
2. In these rules, unless there is anything repugnant in the subject or

context,–
(a) "ad hoc basis", when used with reference to an appointment,

means appointment of a person on temporary basis pending
appointment of a person nominated by the Commission;
(b) "civil servant" means a person who is, or has been, a civil
servant within the meaning of the Civil Servants Act, 1973
(LXVI of 1973);
1
(c) Omitted.
(d) "regular basis" when used with reference to an appointment,

means appointment other than on ad hoc basis, or on contract,
or on a temporary basis, for a specified period;
(e) "retired officer" includes a retired officer of the Armed

Forces; and
(f) "test" includes written examination, interview and viva voce.
1
Omitted vide Establishment Division’s Notification S.R.O. No.147(I)/84, dated 9-2-1984.
37
3. 1[(1) The Commission shall conduct tests and examinations for

recruitment to all posts–
(i) in connection with the affairs of the Federation in basic pay

scales 16 and above or equivalent; and
2
[(ii) in basic pay scales 11 to 15 or equivalent in–
(1) the Federal Secretariat;
(2) the Central Board of Revenue;
(3) the Federal Investigation Agency;
(4) the Anti-Narcotics Force;
(5) the Pakistan Railways;
(6) the Directorate General of Immigration and Passports;
(7) the Export Promotion Bureau;
(8) the Islamabad Capital Territory Administration;
(9) the Bureau of Immigration and Overseas Employment;
(10) the Estate Office;
(11) the Organizations, except autonomous bodies, under the

Ministry of Health and Ministry of Education], other
than the posts–
(a) specified in the Schedule to these rules;
(b) filled by appointing a person on contract for a

specified period not exceeding two years;
(c) filled on ad hoc basis for a period of six months or

less provided that–
(i) no ad hoc appointment shall be made before

placing a requisition with the Commission for
regular appointment; and
1
Subs vide Establishment Division’s Notification S.R.O. No.415(I)/2000, dated 19-6-2000.
2
Powers withdrawn/subs vide Federal Public Service Commission (Amendment) Ordinance III of 2003
promulgated on 20-5-2003.
38
(ii) before filling the post on ad hoc basis, prior

approval shall be obtained from the
Commission;
(d) filled by re-employing a retired officer provided

that re-employment is made for a period not
exceeding two years in a post not higher than the
post in which the person was employed on
regular basis before retirement; and
(e) filled by the employment, other than posts in pay

scale 17 filled by serving armed forces officers on
the recommendations of FPSC, or re-employment
of persons who are, or have been officers of the
armed forces of Pakistan and held, or have held
such posts therein as are declared by the President
to be equivalent to the posts to be so filled; and
(2) For removal of doubts it is clarified that the process already

initiated for recruitment to posts in BPS 11 to 15 shall be completed in
accordance with the provisions of these rules existing immediately before
the provisions of sub-rule (1) if the advertisement for recruitment had
already appeared in the newspapers];
4. The Commission shall test civil servants appointed at any time

between the first day of January, 1972 and the fifth day of July, 1977, or
promoted to a higher post during the said period whose cases may be
referred to the Commission by the President, and make a report to the
President whether they are fit to hold the post to which they were
appointed or promoted, as the case may be, and, if not, whether they are
fit to hold any other civil post 1[equivalent or lower, as the case may be]
compatible with their qualifications and experience.
2
[5. The Commission shall, on a reference made by the appointing
authority, test persons who may have been appointed to a civil post
without observing the prescribed procedure or without fulfilling the
prescribed qualifications, experience and age limits, and advise whether
they are fit to hold the post to which they were appointed, and, if not,
whether they are fit to hold any other civil post in the same or lower
Basic Scale compatible with their qualifications and experience].
1
Subs vide Establishment Division’s Notification S.R.O. No. 147(I)/84 dated 9-2-1984.
2
Added vide Establishment Division’s Notification S.R.O. No.848(I)/2002, dated 27-11-2002.
39
1
[SCHEDULE
[See rule 3 (a)]
POSTS EXCLUDED FROM THE PURVIEW OF THE COMMISSION
Ministry, Division or Organization. Name of post
President’s Secretariat All posts].

(Personal or Public)
1
Amended vide Establishment Division’s Notification S.R.O. No.415/2000 dated 19-6-2000.
40
Annexure-III
[See Appendix B - Para-1]
CIVIL SERVANTS (APPOINTMENT, PROMOTION AND

TRANSFER) RULES, 1973
In exercise of the powers conferred by section 25 of the Civil Servants

Act, 1973 (LXXI of 1973), the President is pleased to make the following
rules, namely:–
PART I –- GENERAL
1. These rules may be called the Civil Servants (Appointment,

Promotion and Transfer) Rules, 1973.
2. In these rules, unless there is anything repugnant in the subject or

context,–
(a) "appointing authority", in relation to a post means the person

authorized under rule 6 to make appointment to that post;
1
(b) ["selection board" means a Board constituted by the
Federal Government, for the purpose of selection for
promotion or transfer to posts in basic pay scales 19 to 21
and equivalent, consisting of such persons as may be
appointed by Government from time to time].
(c) “commission” means the Federal Public Service

Commission;
1
(d) [“departmental promotion committee” means a Committee
constituted for the purpose of making selection for
promotion or transfer to posts under a Ministry, Division,
Department or Office of the Federal Government in basic
pay scales 18 and below and equivalent; and].
1
(e) [“departmental selection committee” means a Committee
constituted for the purpose of making selection for initial
appointment to posts under a Ministry, Division,
Department or Office of the Federal Government in basic
pay scales 1 and above other than appointments which fall
within the purview of the Federal Public Service
Commission under rule 3 of the Federal Public Service
Commission (Functions) Rules, 1978; and]
1
41
1
(f) [Omitted].
3. (1) Appointments to posts shall be made by any of the following
methods, namely:–
2
(a) [by promotion [* * * *] in accordance with Part II of these
rules;
(b) by transfer in accordance with Part II of these rules; and
(c) by initial appointment in accordance with Part III of these
rules].
(2) The method of appointment and the qualifications and other
conditions applicable to a post shall be as laid down by the Ministry or
Division concerned in consultation with the Establishment Division.
3
[(3) "Notwithstanding anything contained in sub-rule(I), or the method
of appointment laid down in the recruitment rules, a person who is rendered
surplus as a result of the reorganization or abolition of a Division,
Department, Office or permanent post in pursuance of any Government
decision or as a measure of economy may be appointed to a post in the basic
pay scale to which he belonged, if he possesses the qualifications, and fulfils
other conditions, applicable to that post"].
4
[(4) Where a person referred to in sub-rule (3),–-
(i) possesses educational qualifications which are considered
interchangeable with, or equivalent to, the qualification
prescribed in the relevant recruitment rules; or
(ii) fulfils the prescribed qualifications and the conditions for
initial appointment to the post in the relevant rules except the
condition relating to prescribed experience, the appointing
authority may, for reasons to be recorded in writing, relax the
requirement of educational qualifications or, as the case may
be, the prescribed experience].
4. (1) In each Ministry, Division, Department or Office of the

Federal Government, there shall be one or more Departmental
Promotion Committees, and Departmental Selection Committees, the
composition of which shall be determined by the Ministry or
Division concerned in consultation with the Establishment Division.
1
Omitted clause (f) vide Establishment Division’s Notification S.R.O. No. 146(I)/84, dated 9-2-1984.
2
3
Added vide Establishment Division’s Notification S.R.O. No. 57(1)/93, dated 25-1-1993.
4
Added vide Establishment Division’s Notification S.R.O. No. 961(1)/99, dated 25-8-1999.
42
(2) Each such Committee shall consist of at least three members one
of whom shall be appointed Chairman.
5. Where an appointing authority for 1[posts in basic pay scales 15

and below and equivalent] does not accept the recommendation of a
Departmental Selection or Departmental Promotion Committee, it shall
record reasons therefor and obtain orders of the next higher authority.
2
[6. 3[(1)] The appointing authority specified in column (3) of the table
below shall be competent to make appointment to the various posts in the
basic pay scales specified in column (2) of that table.
TABLE
S.No. Basic pay scale of posts Appointing Authority
1 2 3
4
(1) Posts in basic pay scales 20 and [Prime Minister].
above or equivalent.
(2) Posts in basic pay scales 17 to Secretary of the Ministry or Division

19 or equivalent. concerned.
(3) Posts in basic pay scale 16 or An officer notified by the Secretary of

equivalent. the Ministry or Division concerned.
(4) Posts in basic pay scales 3 to 15 An officer notified by the Secretary of

or equivalent. the Ministry or Division concerned.
(5) Posts in basic pay scales 1 and An officer notified by the Secretary of
2 or equivalent. the Ministry or Division concerned].
5
[Provided that appointment to posts in Basic Pay Scales 20 and
above or equivalent in the President’s Secretariat shall be made by the
President].
1
2
Subs. vide Establishment Division’s Notification S.R.O.No.276(I)/2000, dated 25-5-2000.
3
Renumbered vide Establishment Division’s Notification S.R.O. No.829(I)/2000, dated 16-11-2000.
4
Subs vide Establishment Division’s Notification S.R.O.No.1(I)/2003,dated 1-1-2003 w.e.f. 23-11-2002.
5
Added vide Establishment Division’s Notification S.R.O.No.607(I)/2002, dated 10-9-2002.
43
1
[(2) Notwithstanding anything contained in sub-rule (1), the
Appointing Authority specified in column (4) of the table below shall be
competent to make appointments to the posts specified in column (3) of
that table in the department specified in column (2) thereof.
TABLE
Sl. Name of Department Basic Pay Scale of posts Appointing Authority

No.
1 2 3 4
1. Pakistan Audit Department (i) 17 to 19 or equivalent. Auditor-General of Pakistan.
and Officers of Inter-
Departmental Cadre of (ii) 16 or equivalent. An officer notified by the
Pakistan Audit & Accounts Auditor-General of Pakistan.
Group (iii) 3 to 15 or equivalent. An officer notified by the
Auditor-General of Pakistan.
(iv) 1 to 2 or equivalent. An officer notified by the
Auditor-General of Pakistan].
2
[2. Intelligence Bureau (i) 17-19 or equivalent Director-General Intelligence
Bureau.
(ii) 1-16 or equivalent Officer(s) notified by the
Director General, Intelligence
Bureau].
PART II –- APPOINTMENTS BY PROMOTION OR TRANSFER

3
7. [Promotions and transfer to posts in basic pay scales 2 to 18
and equivalent shall be made on the recommendation of the appropriate
Departmental Promotion Committee and promotions and transfer to posts
in basic pay scales 19 to 21 and equivalent shall be made on the
recommendation of the Selection Boards].
8. Only such persons as possess the qualifications and meet the
conditions laid down for the purpose of promotion or transfer to a post shall
be considered by the Departmental Promotion Committee or the Central
Selection Board, as the case may be.
4
[8-A. No promotion on regular basis shall be made to posts in basic
pay scales 5[17] to 22 and equivalent unless the officer concerned has
completed such minimum length of service, attended such training and
passed such departmental examination, as may be prescribed from time to
time].
1
2
3
4
5
Amended vide Establishment Division’s Notification S.R.O. No.835(I)/2000, dated 17-11-2000.
44
8-B. (1) Where the appointing authority considers it to be in the public

interest to fill a post reserved under the rules for departmental promotion
and the most senior civil servant belonging to the cadre or service
concerned who is otherwise eligible for promotion does not possess the
specified length of service the authority may appoint him to that post on
acting charge basis.
(2) 1[Omitted]
(3) In the case of a post in 2[basic pay scales 17 to 22 and equivalent],

reserved under the rules to be filled by initial appointment, where the
appointing authority is satisfied that no suitable officer 2[drawing pay in
basic pay scale] in which the post exists is available in that category to fill
the post and it is expedient to fill the post, it may appoint to that post on
acting charge basis the most senior officer otherwise eligible for promotion
in the organization, cadre or service, as the case may be, in excess of the
promotion quota.
(4) Acting charge appointment shall be made against posts which are
likely to fall vacant for a period of six months or more. Against vacancies
occurring for less than six months, current charge appointment may be
made according to the orders issued from time to time.
(5) Appointment on acting charge basis shall be made on the

recommendations of the Departmental Promotion Committee or the Central
Selection Board, as the case may be, same in the case of 2[post in basic
pay scale 22 and equivalent].
(6) Acting charge appointment shall not amount to appointment by

promotion on regular basis for any purpose including seniority.
(7) Acting charge appointment shall not confer any vested right for
regular promotion to the post [ ] held on acting charge basis.
9. Appointments by transfer shall be made from amongst the persons

holding appointment on a regular basis in 2[posts in the same basic pay
scale or equivalent to or identical with the posts to be filled].
1
Omitted vide Establishment Division’s Notification S.R.O No.269(I)/2000, dated 19-5-2000.
2
45
PART III __ INITIAL APPOINTMENT

10. 1[Initial appointment to posts in the All-Pakistan Services, the Civil
Services of the Federation and all posts in connection with the affairs of the
Federation in basic pay scales 16 and above or equivalent and the posts in
basic pay scales 11 to 15 or equivalent, in __
(1) The Federal Secretariat;
(2) The Central Board of Revenues;
(3) The Federal Investigation Agency;
(4) The Anti-Narcotics Force;
(5) The Pakistan Railways;
(6) The Directorate General of Immigration and Passports;
(7) The Export Promotion Bureau;
(8) The Islamabad Capital Territory Administration;
(9) The Bureau of Immigration and Overseas Employment;
(10) The Estate Office;
(11) The organizations, except autonomous bodies, under the Ministry
of Health and the Ministry of Education;
except those which, under the Federal Public Service Commission
(Functions) Rules, 1978, do not fall within the purview of the
Commission, shall be made on the basis of tests and examinations to be
conducted by the Commission].
11. 1[Initial appointments to posts in basic pay scales 1 to 15 and
equivalent, other than those mentioned in rule 10 shall be made on the
recommendations of the Departmental Selection Committee after the
vacancies have been advertised in newspapers].
12. A candidate for initial appointment to a post must possess the
educational qualifications and experience and, except as provided in the
rules framed for the purpose of relaxation of age limit, must be within the
age limit as laid down for the post 2[ ]:
2
[Provided that unless otherwise specified in the method of
appointment, qualifications and other conditions applicable to a post as laid
down under sub rule (2) of rule 3, the experience prescribed for initial
appointment shall be the post-qualification experience].
3
[12-A. Alteration in the date of birth.–The date of birth once
recorded at the time of joining government service shall be final and
thereafter no alteration in the date of birth of a civil servant shall be
permissible].
1
Subs vide Establishment Division’s Notification S.R.O. No. 520(I)/2000, dated 31-7-2000.
2
Omitted and added vide Establishment Division’s Notification S.R.O. No. 970(I)/98, dated 9-9-1998.
3
Ins. vide Establishment Division’s Notification S.R.O. No. 521(I)/2000, dated 31-7-2000.
46
13. A candidate for appointment shall be a citizen of Pakistan:

Provided that this requirement may be relaxed with the approval of
the Establishment Division:
Provided further that, in the case of candidates to be appointed on
temporary basis to posts in the Pakistan Missions abroad, such relaxation
shall not be accorded for a period exceeding one year at a time.
14. Vacancies in the undermentioned posts shall be filled on All-
Pakistan basis in accordance with the merit and provincial or regional
quotas prescribed by Government from time to time:
(i) All posts in 1[basic pay scales 16 and above and equivalent].
(ii) Posts in 1[basic pay scales 3 to 15 and equivalent] in offices,
which serve the whole of Pakistan 2[:]
2
[Provided that if no suitable person holding the domicile of the
Province or Region to which a vacancy has been earmarked and fulfilling
the prescribed qualifications is found even after the vacancy has been
advertised twice, the appointing authority may fill up the vacancy on
open merit on contract in the following manner, namely:-
(i) contract appointment shall be made initially for a period of one
year, and if the post falls under the purview of the Federal Public
Service Commission, the Commission shall be informed about
contract appointment;
(ii) if nomination is not received from the Federal Public Service
Commission within one year, contract appointment may in the
public interest be extended for another one year; and
(iii) the Federal Public Service Commission shall ensure that the
nominations of the qualified candidates are made within a period
of two years. If Federal Public Service Commission does not find
a suitable candidate, it shall advise the appointing authority, for
the extension in the contract].
15. Vacancies in posts in 1[basic pay scales 3 to 15 and equivalent] in
offices which serve only a particular province or region shall be filled by
appointment of persons domiciled in the province or region concerned.
16. Vacancies in posts in 1[basic pay scales 1 and 2 and equivalent]
shall ordinarily be filled on local basis.
17. A candidate for appointment must be in good mental and bodily
health and free from any physical defect likely to interfere with the
discharge of his duties. A candidate who after such medical examination
as Government may prescribe is found not to satisfy these requirements,
shall not be appointed.
1
Subs, vide Establishment Division’s Notification S.R.O. No. 146(I)/84, dated 9-2-1984.
2
Subs. and added vide Establishment Division’s Notification S.R.O. No. 784(I)/2002, dated 7-11-2002.
47
PART IV. –- AD HOC AND TEMPORARY APPOINTMENTS
18. 1[When under the Federal Public Service Commission (Functions)

Rules, 1978, a post is required to be filled through the Commission, the
appointing authority shall forward a requisition to the Commission on a
prescribed form immediately. In exceptional cases, ad hoc appointment
may, however, be made for a period of six months or less with prior
clearance of the Commission as provided in rule 19.
19. When the appointing authority considers it to be in public interest

to fill a post falling within the purview of the Commission urgently pending
nomination of a candidate by the Commission, it may proceed to fill it on
ad hoc basis for a period of six months or less after obtaining prior
clearance of the Commission. The post shall be advertised and the same
procedures as laid down for initial appointment in Part III shall be followed
in making ad hoc appointments].
20. Short term vacancies in the posts falling within the purview of the
Commission and vacancies occurring as a result of creation of temporary
posts for a period not exceeding six months, may be filled by the appointing
authority otherwise that through the Commission on a purely temporary
basis after advertising the vacancy.
2
PART V –- PROBATION
21. (1) Persons appointed by initial appointment, promotion or transfer

shall be on probation for a period of one year.
(2) The period of probation may be curtailed for good and sufficient
reasons, to be recorded, or, if considered necessary, it may be extended
for a period not exceeding one year as may be specified at the time of
appointment.
(3) On the successful completion of probation period, the appointing

authority shall, by specific order, terminate the probation.
(4) If no order is issued under sub-rule (3), on the expiry of the first
year of probation period, the period of probation shall be deemed to have
been extended under sub-rule (2):
Provided that, subject to the provisions of proviso to sub-section (2)

of section 6 of the Civil Servants Act, 1973 in the absence of an order
1
Subs vide Establishment Division’s S.R.O. No.122(I)/2000, dated 15-3-2000.
2
Added vide Establishment Division’s Notification S.R.O. No. 968(I)/82, dated 21-9-1982.
48
under sub-rule (3), the period of probation shall, on the expiry of the
extended period under sub-rule (2), be deemed to have successfully been
completed.
[Authority .– Establishment Division’s Notification S.R.O.No.1498(I)/73, dated 20-10-1973].

49
Annexure-IV
GOVERNMENT OF PAKISTAN, CABINET SECRETARIAT

(ESTABLISHMENT BRANCH) O.M. NO. 11/18/49-SE II,
DATED THE 17TH JANUARY, 1951
__
SUBJECT. Procedure regarding recruitment from abroad in civil posts
under Central Government.
The question of the procedure which should be adopted when it
becomes necessary to resort to recruitment from abroad to civil posts
under the Central Government has been engaging the attention of the
Cabinet Secretariat for some time. It may be mentioned that the
procedure followed before Partition in connection with such recruitment
was that, after the Federal Public Service Commission had agreed, under
Regulation 4(a) of the Federal Public Service Commission (Consultation
by the Governor-General) Regulations, to a particular post being filled
by recruitment from abroad, the Department concerned took steps to
recruit from abroad after obtaining the agreement of the Home
Department of the undivided Government of India to such recruitment.
This procedure has, however, not been followed in Pakistan after
partition. In some cases, the Pakistan Public Service Commission have
taken the necessary steps to recruit from abroad, while in a few others,
Ministries themselves have advertised abroad. With the object of
establishing a uniform procedure, it has now been decided by the
Government of Pakistan that recruitment from abroad should be made in
the manner indicated in the following paragraphs.
2. If a Ministry considers that it is necessary to make recruitment to
civil posts from abroad, it should make a reference to the Pakistan Public
Service Commission, asking them to agree to such recruitment and if
they agree, to proceed without delay to take all the steps necessary to
make such recruitment. The Pakistan Public Service Commission will
themselves advertise the post or posts abroad and make the necessary
arrangements for the candidates to be interviewed by Special Selection
Committees. Thereafter, the Pakistan Public Service Commission will
make recommendations for filling of the post or posts in question. In no
case should the Ministry itself take steps to advertise the posts.
3. There may, however, be exceptional cases in which the
Ministries concerned are of the view that recruitment from abroad
through the Pakistan Public Service Commission will prove infructuous,
e.g., in the case of appointments to highly technical posts or other posts
of considerable importance in connection with which persons of high
50
standing abroad are not likely to respond to advertisements and appear

for interviews. In such cases, which should be very rare, the prior
approval of the Honourable Prime Minister will be necessary for
recruitment to be made by the Ministry concerned without the assistance
of the Pakistan Public Service Commission. The procedure to be adopted
in such cases will be that the matter should be referred to Cabinet
Secretariat (Establishment Branch) so that the orders of the Honourable
the Prime Minister can be obtained. Such reference to the Cabinet
Secretariat should be made only after the Pakistan Public Service
Commission have first agreed to recruitment to the post in question being
made from abroad and it should be accompanied by a Summary for the
Honourable the Prime Minister, explaining why it is necessary for
recruitment to be made otherwise than through the Pakistan Public
Service Commission and showing what steps the Ministry have in mind
for filling the post or posts in question.
51
Annexure-V
No. 3/359-EVII
GOVERNMENT OF PAKISTAN
PRESIDENT'S SECRETARIAT
(Establishment Division)
Karachi, the 4th June, 1960
OFFICE MEMORANDUM
SUBJECT.__ Acceptance of the advice of the Federal Public
Service Commission.
In supersession of the Cabinet Secretariat (Establishment
Branch) Office Memorandum No. 10/3/50-SEII, dated the 13th June,
1950, on the subject of the Convention regarding acceptance of the
advice of the Federal Public Service Commission, the undersigned is
directed to say that the Government have been pleased to decide that the
advice of the Federal Public Service Commission in a case referred to it
shall be accepted by the Ministry/Division/Department concerned subject
to the provisions of para 2 below.
2. Where a referring Ministry, Division or Department disagrees
with the advice given, it shall communicate the reasons for disagreement
to the Commission, and after the Commission has expressed its further
views in the matter, the case will be submitted for decision to the
President through the Establishment Division.
J.D. HARDY,
Establishment Secretary.
All Ministries/Divisions.
Copy forwarded to:__
1. F.P.S.C., Karachi
2. Provincial Governments.
J. ALI,
Section Officer
52
APPENDIX C
PRESCRIBED CHANNEL OF CORRESPONDENCE WITH THE
GOVERNMENT OF A FOREIGN COUNTRY, A PAKISTAN
DIPLOMATIC MISSION ABROAD OR A FOREIGN MISSION
IN PAKISTAN.
Channel of Communication between the Government
of Pakistan and foreign governments
All correspondence initiated by the Government of Pakistan shall
normally be conducted by the Ministry of Foreign Affairs through the
Pakistan Diplomatic Mission abroad and further correspondence on the
subject will be continued through the same channel. The Foreign Mission
of the country concerned in Pakistan will be kept informed on the subject,
if considered necessary, by the Ministry of Foreign Affairs. If there is no
Pakistan Diplomatic Mission in a particular country but that country has a
Diplomatic Mission in Pakistan, correspondence shall be conducted
through the latter. If no diplomatic Missions have been exchanged at all,
the correspondence may be either routed through a Pakistan Diplomatic
Mission at a station where the country concerned also has a Mission or
addressed direct by the Ministry of Foreign Affairs to the Foreign Ministry
of the country concerned. Correspondence initiated by Foreign
Governments shall normally be conducted by Foreign Diplomatic Mission
in Pakistan with the Ministry of Foreign Affairs and further
correspondence on the same subject shall be through the same channel.
2. In matters of purely routine or technical nature the following
exceptions to the above channel of communication are permissible:__
(a) In respect of the United Kingdom:
(i) The 1[Ministry of Labour, Manpower and Overseas
Pakistanis] may correspond direct with the Ministry of
Pensions, London, and vice versa in connection with the
grant of awards to dependents of deceased seamen of ex-
British registered ships killed by enemy action during the
last war.
(ii) Naval Headquarters may correspond direct with
Commonwealth Relations Office of Her Majesty's
Government and vice versa, on routine matters concerning
pay, accounts, etc. of officers and rating of Pakistan Navy
serving in the United Kingdom.
1
53
(b) In respect of India:
(i) Direct correspondence may be conducted between the

Services Headquarters, the Military Accounts Offices and
the Regimental Centres on purely routine matter relating to
records, accounts etc.
(ii) Direct correspondence may be conducted between the

Ministries and subordinate organisations concerned of the
two Governments on all such matters as may be agreed
upon by the two Governments. Copies of important
communications thus exchanged shall be sent to the
Ambassador for Pakistan in India.
(iii) Direct correspondence may be conducted between the

Provincial Governments in India and Pakistan on matters
specially agreed to by the two Central Governments.
Copies of important communications thus exchanged shall
be sent to the Ambassador for Pakistan in India.
(c) In respect of all countries:
(i) Heads of scientific and technical departments of Federal or

Provincial Governments in Pakistan may correspond direct
with their counterparts under other Government and vice
versa, on purely technical matters which do not involve or
are unlikely eventually to involve any question of policy.
(ii) It is very desirable that Pakistan Diplomatic Missions in

foreign countries shall be kept fully informed of all matters
which the officials of Pakistan Government wish to
transact with officials of foreign Governments. Copies of
all communications, except those of exclusively, academic
interest shall be endorsed to the Pakistan Diplomatic
Mission, if any, in the country concerned. In all cases of
doubt the Ministries/ Provincial Governments shall consult
the Ministry of Foreign Affairs if at any stage the
correspondence involves or is likely to involve a question
of policy or tend to have political repercussions, and
further correspondence shall be conducted through it
unless it agrees otherwise.
(iii) The opposite numbers in a foreign Government shall in no

case be addressed not even on a matter of routine, unless
permitted by the Ministry of Foreign Affairs.
54
Channel of Communication between the Government

of Pakistan and International Organisations
3. Direct correspondence may be conducted between the
International Organisations and the Ministry concerned, provided that in
matters of policy the Ministry of Foreign Affairs shall be consulted. All
correspondence regarding admission to or withdrawal from the
membership of an international organization shall, however, be
conducted through the Ministry of Foreign Affairs.
Channel of Communication between the Government of Pakistan
and Pakistan Diplomatic Missions abroad
4. All correspondence shall normally be conducted between the
Ministry of Foreign Affairs and the Heads of the Missions but the
following exceptions are permissible:__
(i) Ministries/Provincial Governments may correspond with
the Missions direct in matters pertaining to them provided
that no question of policy is involved. Apart from matters
involving questions of policy, copies of correspondence
need not be endorsed to the Ministry of Foreign Affairs as
a matter of course, but the administrative Ministry shall
use its own discretion in forwarding copies in cases where
it is considered that the Ministry of Foreign Affairs should
be kept in touch. Diplomatic Mission may, in any
particular case, make a reference to the Ministry of
Foreign Affairs, if it considers that necessary.
(ii) The Auditor General of Pakistan and his Subordinate
Offices may correspond direct with the Pakistan Missions
abroad on matters relating to audit, accounts and payments
etc.
(iii) Technical Officers on the staff of Pakistan Diplomatic
Missions, such as Educational Attaches, Press Attaches,
Commercial Attaches, Military , Naval and Air Force
Attaches and Advisers, may correspond direct with their
parent Ministries on all matters provided that:__
(a) the Head of the Mission shall have the right to see all
such correspondence, if he so wishes or to depute one
of the diplomatic officers on his staff to see it; and
(b) all correspondence involving important questions of
policy or likely to have political repercussion shall
pass through the Head of the Mission and the
Ministry of Foreign Affairs if emanating from abroad
55
and through the Ministry and the Head of the Mission

if emanating from any other Ministry of the
Government of Pakistan. Copies of the correspondence
may simultaneously be sent to the Ministry concerned.

and Foreign Diplomatic Missions in Pakistan
5. (1) All correspondence with foreign diplomatic missions in

Pakistan shall ordinarily be conducted through the Ministry of Foreign
Affairs. However, the Ministries/Divisions listed below may contact the
Diplomatic Missions in Pakistan, where necessary, in relation to matters
indicated against each sending a copy of the Communication (in and
outward) to the Ministry of Foreign Affairs Islamabad:__
I. Commerce Division:
Trade and Commerce with other countries including:__
(a) treaties, conventions and agreements with other countries

bearing on trade and commerce;
(b) promotion of foreign trade, including trade delegations to and

from abroad and overseas trade exhibitions.
II. Defence Division:
(a) Defence matters pertaining to treaties and agreements with other

Governments;
(b) International aspects of Pakistan International Air Lines

Corporation.
III. 1[Economic Affairs Division:
(a) Assessment of requirements, programming and negotiations for

external economic assistance from foreign governments and
organisations and oversee its timely utilization in Pakistan.
(b) Matters relating to IDA, ADB and IBRD.
(c) Economic matters pertaining to the Economic and Social

Council of United Nations, Governing Council of UNDP,
ESCAP, Colombo Plan and OECD.
1
Amended vide Economic Affairs Division’s letter No.16(49)/EA/SOA.I/2002, dated 30-10-2002.
56
(d) Negotiations and coordination activities etc. pertaining to

economic cooperation with other countries (excluding RCD and
IPECC).
(e) Assessment of requirements, programming and negotiation for
securing technical assistance of Pakistan from foreign
governments and organizations including nominations for EDI
Courses and oversee timely utilization in Pakistan.
(f) Matters relating to technical assistance to foreign countries.
(g) Review and appraisal of international and regional economic
trends and their impact on the national economy. Proposal
pertaining changes in International Economic Order.
(h) External debt management, including authorization of
remittances for all external debt service, compilation and
accounting and analysis of economic assistance from all foreign
governments and organizations.
(i) Matters relating to transfer of technology under UNDP
assistance.
(j) Matters relating to the Islamic Development Bank].
IV. Finance Division:

(a) Foreign Loans.
(b) Matters pertaining to IMF, IBRD, IFC and IDA.
V. Food, Agriculture and Livestock Division:

(a) Procurement of food grains, including sugar from abroad.
(b) Food and Agriculture Organization of the United Nations.
(c) Food and Agricultural Organization of the United Nations and its
Agencies (matters relating to livestock, fisheries and its by-
products).
(d) World Bank for bilateral aid and technical assistance in the field
of livestock and fisheries.
(e) Matters relating to exchange of information/material regarding
livestock/fisheries diseases, veterinary medicines, vaccines and
drugs.
(f) Exchange of information on veterinary Quarantine Laws.
57
VI. Housing and Works Division:

Aid and technical assistance from abroad for housing, water
supply and sewerage schemes, etc.
VII. 1[Industries, Production and Special Initiatives Division]:
(a) Promotion of foreign investments in industrial enterprises;
international investment problems.
(b) Dealings and agreements with other countries and international
organisations for technical assistance aid, etc., in the field of
Industries.
VIII. 1[Ministry of Labour, Manpower and Overseas Pakistanis]:
Dealings and agreements with international organisations in the
field of labour and social welfare.
IX. Law, Justice and Human Rights Division:
Dealings and agreements with other countries and international
organisations in judicial matters and national and international law.
X. Planning and Development Division:
Contacts with representatives of IPEC and SAARC countries
related to the subject of planning.
XI. 2[Railways Division]:
Dealings and agreements with other countries and International
Organizations for technical assistance, aid etc. in the field of
Railways.
XII. Scientific and Technological Research Division:
(a) Bilateral agreements with foreign countries concluded at the
Government level of co-operation in the field of science and
technology.
(b) Placement of scientists and technologists for training abroad
under bilateral agreements and other approved technical
assistance programmes.
(c) Obtaining scientific know-how from foreign countries.
1
2
Added vide Railways Division’s O.M.No.15(1)/2002-E.I, dated 31-10-2002.
58
5. (2) Diplomatic Missions at Islamabad may contact the Provincial

Governments only through the Ministry of Foreign Affairs.
The Consular and Trade Offices of Diplomatic Missions may

establish direct contact for the conduct of Consular/Commercial work
with Provincial Governments within whose jurisdiction their
consular/trade Districts lie. Contacts with other Provincial Governments
by such offices should be through the Ministry of Foreign Affairs.
5. (3) Services Attaches may contact the Ministry of Defence Inter-

Services Intelligence Directorate directly. Similarly, Press Attaches and
foreign journalists may contact the Ministry of Information and
Broadcasting directly.
1
5. (4) Offers of scholarships, training facilities, donations and
invitations for visits abroad etc. from Diplomatic Missions excepting
those relating to technical assistance to Pakistan from foreign
Governments Organisations and vice versa and covered under item 3 of
sub-para 5(I), should however, be addressed to the Ministry of Foreign
Affairs and not directly, whether to individuals or to Provincial
Governments or to other Ministries of the Federal Government.
MODE OF CORRESPONDENCE
5. (5) The communication intended to be addressed to the Foreign

Missions direct by the Ministries/Divisions etc. should be in the form of
letter beginning with the words 'Dear Sir' and ending with 'Yours
faithfully' irrespective of the form i.e. Note Verbale, Diplomatic Note or
any other form used by the Missions concerned.
Explanatory Note:
A broad description of the forms of communications used for

diplomatic work by the Ministry of Foreign Affairs is as under:–
(i) Diplomatic Note.– A Diplomatic Note is a mode of

communication in third person form and is exchanged between
the Ministry of Foreign Affairs and Foreign Diplomatic Mission
and vice versa or between the Ministries of Foreign Affairs of
any two countries, whenever necessary. The note is invariably
stamped and initialled. Initials of the issuing officer should
appear inside the stamp.
1
Subs vide Establishment Division O.M. No. 1/5/75-Manuals, dated 24-5-1976.
59
(ii) Note verbale.– This form of communication is also used

between the Diplomatic Missions and the Ministry of Foreign
Affairs. This is written in the third person and is neither
addressed nor signed. It should, however, end with an
expression of courtesy. It is often used for a record of
conversation or in order to put a question.
(iii) Aide Memoire.–This is often a detailed statement of facts and of

arguments based thereon, not differing essentially from a note,
except that it does not begin and end with an expression of
courtesy and need not be signed. It may be delivered by a short
covering note or presented personally.

and private institutions or individuals in foreign countries
6. Such correspondence shall ordinarily be conducted by the
Ministries/Provincial Governments through the Pakistan Diplomatic
Mission in that country. In case the correspondence is conducted directly
with an institution or individual, copies shall be endorsed to the Mission
concerned.
60
APPENDIX 'D'
INSPECTION IN THE SECRETARIAT
Desultory or casual inspection are of little value if they lack purpose

or if the inspecting officer has not settled in his mind what he is going to
look for. For inspection to be useful tool of supervision, it is necessary to
lay down a list of specific points to which attention should be directed. A
list of points which should be kept in view by an inspecting officer, while
carrying out inspections in the Secretariat is given below:__
I. Performance
(1) Is the distribution of work equitable and according to ability

and temperament? Does each functionary know the precise
nature of his duties and responsibilities?
(2) Is the output of work of various categories of staff reasonably

satisfactory? Does it conform to the accepted yard-sticks?
While evaluating the rate of disposal of work a random check

of cases disposed of should be made to see the contributions
made at different levels before the submission of the cases to
the competent authority for decision.
(3) Is the rate of disposal of work satisfactory? Do actual pending

papers or cases tally with arrears or suspense statements?
Arrears statements should be very carefully scrutinized at the

time of inspection to make sure that the figures of 'disposals'
indeed represent substantive action and not merely movement
of files within the Ministry or the issue of reminders and
similar routine action.
(4) Is there any indication of unnecessary accumulation of files at

any point?
Delays.– Procedural as well as those occurring due to sheer lethargy

and indifference. Sometimes these may also be unhealthily
motivated.
61
(5) Are actionable files being kept in suspense unnecessarily?
(6) Is there any evidence of files being passed unnecessarily from

one section to another in an attempt to shift responsibility?
(7) Are standing orders regarding the delegation of powers to

officers observed in practice?
(8) Is there any indication that the Rules of Business or the

Secretariat Instructions are not being properly complied with?
(9) Is the register of important decisions maintained properly and

kept upto date?
(10) Are "please speak" cases attended to promptly? Is the number

of such cases excessive?
(11) Is the procedure for categorisation, recording and indexing

properly and intelligently observed? What is the proportion of
un-categorised files? Is weeding and destruction of unnecessary
files and papers carried out regularly?
(12) Is the procedure for issuing reminders effective? Is it followed

regularly?
(13) Are periodical reports and returns sent out to the authorities
concerned regularly? Is a list of such reports and returns
maintained? (For this purpose, all items of work that could
easily be quantified, should be taken into account).
II. Use of Government Property.
(14) Is there any indication of wastage or misuse of stationery,

electricity, telephones, furniture equipment, vehicles, etc.?
(15) Is the procedure for the receipt, custody and issue of stationery
efficient? (A check of the actual stock of some of the items
with the quantity shown in the stationery register will give a
good indication).
(16) Are stock registers for furniture and office equipment

maintained properly?
(17) Are the furniture and equipment kept in good repair? Are
unserviceable items stocked unnecessarily?
62
(18) Are the log books of staff cars, and other vehicles complete
and up-to-date? Are cars and vehicles maintained in good
condition?
III. Working Conditions:
(19) Are the working conditions satisfactory?
(20) Is the office lay-out convenient? Are tables, chairs and other
equipment properly arranged?
(21) Are the office premises kept clean and tidy?
(22) Are the necessary reference books, codes, manuals, prescribed

forms of reports and returns (Required in connection with the
work of the office) readily available?
(23) Do the staff have the necessary office equipment, material

aids, furniture, stationery, etc.
(24) Do the staff have necessary amenities (Transport facilities,

canteens, fans, drinking water, etc.)?
(25) Are personal claims or grievances of staff regarding

increments, pay, allowances and advances, etc., attended to
promptly?
(26) Are the service records, leave account, seniority lists, etc.,
properly maintained?
IV. Security and Discipline:
(27) Are security arrangements satisfactory and in accordance with

the prescribed instructions?
(28) Have the character and antecedents of each functionary been

verified?
(29) Is the staff sufficiently security-minded? Are Instructions

regarding security classification followed properly?
(30) Are there any unauthorised visits of outsiders or by staff?

63
(31) What is the degree of punctuality of staff? Is there any

indication of habitual late attendance?
(32) Does the staff pay undivided attention to work during office
hours?
V. Cash and Accounts:
(33) Are the arrangements for the custody and handling of cash
satisfactory?
(34) Are the cash books, contingent register, bills and cheques
register neatly and properly written up-to-date? Does the cash
in hand tally with the balance in the cash book?
(35) Is the accounting of receipts and expenditure up-to-date? Are

accounts reconciled with the accounts of the Accountant
General in time?
(36) Are the voucher relating to contingent expenditure and

acquittance rolls kept safely?
(36A) Have the audit objections pertaining to the Ministry, Attached

Departments and subordinate offices during the inspection year
been attended to and disposed of promptly?
VI. Receipt and Despatch:
(37) Is the procedure for the receipt and distribution of papers

efficient? Is there any avoidable delay between the receipt of
dak in the R&I Section and its delivery to the officer
concerned?
(38) Has the R & I Section a comprehensive and up-to-date list of

subject dealt with by the respective Sections and officers?
(39) Are diary registers and movement registers kept according to

the prescribed procedure? Purely routine papers should not be
diarized to inflate the number of receipts?
(40) Are the arrangements for the despatch or distribution of mail

satisfactory? Are dak books duly initialled by recipient of
papers?
64
(41) Is the register of postage stamps maintained properly?
2. This list is by no means exhaustive and it should not therefore

prevent an inspecting officer from looking into other aspects which in his
opinion, need attention for improving the efficiency of the organization.
For example, lowering standards of discipline amongst public servants
may rightly be considered as the major factor in today's deteriorating
standards of efficiency in Government offices, causing serious
inconvenience to public. At the same time it is not necessary for the
inspecting officer to examine in detail all the points given in this list
during a single inspection. He should, however, cover as far as possible
the entire field so that he is in a position to judge whether his
Organization is functioning efficiently. Inspections as a rule have
generally a salutary effect, but useful results can only be achieved if the
inspecting officer is thorough and searching in his observation and gives
constructive and helpful advice to his subordinates for rectifying obvious
shortcomings and defects.
3. To ensure that the system of inspection yields the desired result

and does not deteriorate into a routine formality the inspecting officer
should submit proper inspection report to the next higher officer.
Inspection reports by a Deputy Secretary should be submitted to the Joint
Secretary concerned and by the Joint Secretary to the Head of the
Ministry or Division.
In the case of annual inspections, the report must be submitted to the

Secretary or the Additional Secretary Incharge, as the case may be. The
Heads of Attached Departments should also be directed to draw up
annual inspection reports on the lines provided for inspection in the
Federal Secretariat with suitable modification. Attention is also invited to
the Government instructions reproduced at Annexures-I & II.
4. The inspection reports should be brief, precise and to the point,

and should give a clear picture of the working of the particular sector of
the organisation on which the report is submitted. It should simply
enumerate the defects noticed and give constructive suggestions for
improvement. The report should particularly highlight such aspects
which have an important bearing on efficiency and need special attention
of senior officers.
5. After the inspection report has been seen and returned by the
officer concerned, it should be the duty of the inspecting officer to ensure
that all corrective action is taken. This process should not involve
unnecessary noting. As far as possible, problems arising from inspections
should be settled and resolved by discussion. It will be desirable to file
65
the inspection reports in a chronological order to facilitate the

progressive evaluation of the results of inspection.
6. During inspections the inspecting officers may often discover

procedural defects or other problems which cannot be solved readily
without a detailed investigation. Such problems should be referred to the
Management Services Wing, Establishment Division for advice.
66
Annexure - I
(See Appendix D - Para 3)
CABINET SECRETARIAT
(O & M Division)
PUBLIC ADMINISTRATION RESEARCH CENTRE
No. 11/2/81-Manuals. Islamabad, the 15th August, 1981.
OFFICE MEMORANDUM
SUBJECT:– Institutional arrangements for more effective Inspection

and supervision of the Working of Secretariat and
Attached Departments/Subordinate offices.
The undersigned is directed to enclose an extract (Annexure) from

the recommendations made by the Secretaries Sub-Committee on
Simplification of Forms and Procedure and to state that the Cabinet has
taken the following decisions:–
"44. All Secretaries incharge of Ministries/Divisions should be

required to ensure strict observance of instructions about
inspection as embodied in the Secretariat Instructions. Joint
Secretary (Admn.) in each Ministry/Division should be made
responsible for this".
"45. The proformae for inspection should be simplified so as to

include only selected items to be covered by each inspecting
officer. The responsibility for inspection and supervision at
different levels should be very clear and precise".
2. The Ministries/Divisions are requested kindly to take necessary

action to implement the above decisions of the Cabinet under intimation
to this Division.
3. Regarding inspections in the Federal Secretariat as laid down in

para 57 of the Secretariat Instructions, it is clarified that it is no longer
67
necessary to send copies of inspection reports to the President's

Representative on Administrative Inspection as that organisation has
since been abolished.
Sd/-
M.J.R. KHAN,
Director General (PARC).
All Ministries/Divisions,
(Joint Secretaries In-charge of Admin.)
Rawalpindi/Islamabad/Karachi.
Copy to:–
The Chief Secretary,
Government of Punjab/Sindh/NWFP/Balochistan,
Lahore, Karachi, Peshawar and Quetta for
information and necessary action.
Sd/-
M.J.R. KHAN,
Director General (PARC).
68
Enclosure
RECOMMENDATIONS MADE BY THE

SUB-COMMITTEE
Item No. 5.
The Sub-Committee considered this issue and felt that detailed

instructions for carrying out regular and systematic inspections by
Deputy Secretary and Joint Secretary already existed in the Secretariat
Instructions. Similar instructions to carry out inspections in Attached
Departments were circulated by the Establishment Division to all
Ministries/Divisions. It was, however, noted that in actual practice
inspections were not carried out at regular intervals.
2. Views expressed by two Provincial Governments also confirmed

that inspections were not being regularly carried out in various
organizations in the Provinces. This was primarily due to the reason that
most of the time of the officers responsible for carrying out inspections
was being consumed daily in solving matters like enforcing the price
level of essential commodities, protocol, checking of vehicles etc. In
certain cases, the Senior Officers who did find time for inspection,
deputed their subordinates to carry out inspection on their behalf.
Moreover, the multiplicity of institutional arrangements to carry
inspection e.g., Governor's Inspection Team, the Provincial Vigilance
Commission, Divisional Vigilance Committees, and District Vigilance
Committees etc., may create confusion with consequential blurring of the
responsibility of each institution.
3. The Committee was also informed of the cumbersome

procedures for inspection, which usually rendered inspections more
difficult and time consuming.
4. After discussion the Sub-Committee decided to make the

following recommendations:–
(i) All Secretaries incharge of the Ministries/Divisions should be

requested to ensure that instructions about inspection, as
embodied in the Secretariat Instructions were strictly followed.
For this purpose the Joint Secretary (Admn.) in each
Ministry/Division should be made responsible to ensure
compliance of the provisions of the Secretariat Instructions.
69
(ii) The need to reduce the number of inspecting agencies to make

the system more effective and economical may be considered.
(iii) The proformae for inspection should be simplified so as to

include only selected items to be inspected by each inspecting
officer.
(iv) The line and sphere of responsibility for inspection and

supervision should be very clear and precise.
70
Annexure-II
(See Appendix D - Para 3)
CABINET SECRETARIAT
(Establishment Division)
Mr. Maqbul Ahmed Sheikh,

Joint Secretary
Phone: 68270.
D.O. No. 98/DS(C)/82, November 4, 1982.
SUBJECT:– Inspections.
My dear Secretary,
There is a prescribed system of internal inspections by departmental

officers for the Ministries/Divisions/Attached Departments etc. Detailed
instructions are laid down in the Secretariat Instructions and other
departmental manuals for internal inspections by the senior officers.
However, presently the internal inspections are either not conducted or
have been reduced to a mere formality.
2. The matter has been considered in a meeting recently held under

the Chairmanship of the COS to the President and it has been decided
that:–
(a) The Secretaries of the Ministries/Divisions and the Heads of

the Departments/Corporations etc., should ensure that existing
instructions regarding internal inspections by the departmental
officers are faithfully observed/implemented by all concerned;
and
(b) The departments/corporations/autonomous bodies, where

internal inspections are not already prescribed, should devise
elaborate system/procedures of such inspections. The Heads of
departments/corporations/autonomous bodies should ensure
compliance of instructions/ procedures so prescribed.
71
3. I am, therefore, to request that the above decisions may be

brought home to all concerned for strict implementation.
With regards.
Yours sincerely,
Sd/-
(MAQBUL AHMED SHEIKH)
All Secretaries/Additional Secretaries,

(Incharge) of the Ministries/Divisions,
Rawalpindi/Islamabad, (By name).
72
APPENDIX 'E'
(See Instruction No. 70)
DETAILED DIRECTIONS ON OFFICE PROCEDURE
RECEIPT AND DISTRIBUTION OF PAPERS IN THE

DIVISION
All communications shall be received in a separate Section known as

the Central Registry. This unit of the office should, if possible, be
centrally located and shall be responsible for:
(a) the receipt and distribution of all fresh receipts; and
(b) the despatch of outward mail.
2. Receipts addressed to an officer by name shall be sent to him

unopened by the Central Registry. If the officer is absent, on tour or on
leave, such receipts should be sent to the officer who is looking after his
work.
3. Receipts addressed to an officer by name should be received by

the officer himself or by his Private Secretary, Personal Assistant,
Stenographer/Stenotypist or Assistant. Receipts addressed to a Minister
should be received, on his behalf, by a member of his personal staff.
4. Receipts addressed to an officer by name should be opened by

him or, in his presence, by a member of his personal staff.
5. Receipts marked 'Top Secret', or 'Secret' or 'Confidential' shall be

handled in accordance with the instructions contained in the booklet
"Security of Classified Matters in Government Departments".
6. However, the following routine shall be observed by all

concerned for receipt and transmission of classified matter:–
(i) General:
(a) The recipient should check the accuracy of the contents,

before signing the receipt and the sender should do the
same on return of the classified/ accountable material.
(b) The classified matter which is allowed to be sent by post

should have a receipt in the inner cover to be signed and
returned by the recipient.
73
(ii) Receipt and Diarisation:
(a) When any classified matter is received in an office it should

be immediately diarised in a separate register as provided in
clause (b) below.
(b) Separate registers should be maintained for diarising Top

Secret, Secret and Accountable Matter.
(iii) Subsequent Movement/Transfer of Custody:
(a) Subsequent movement of such matter at all stages should be

properly recorded in the diary register so that its exact
location is traceable at any time.
(b) The movement/transfer of custody of classified matter

particularly of Top Secret, Secret and Accountable Matter
even with a Department, an Organisation etc. should also be
covered by a receipt. The Dak Book or a receipt slip
accompanying such matter should indicate the office of
origin, date and time of despatch, full signatures and the
name and designation of the recipient indicating the date
and time of receipt. A rubber stamp about the name and
designation of the recipient should be affixed.
(c) Same principle should be followed about the movement of

classified matter even from a sub-ordinate to his senior and
vice-versa.
7. All other covers should be opened in the Central Registry and

sorted out Section-wise. To facilitate allocation of receipts, the Central
Registry should always be kept supplied with an up-to-date statement
showing the subjects dealt with in each Section.
8. Reminders should be separated and submitted to the Deputy

Secretary concerned in a pad marked 'Reminders'. The Section to which
the reminders relate should be indicated on the receipt by the Central
Registry.
9. All receipts should be stamped in the Central Registry with a

rubber stamp showing the name of the Division and the date of receipt.
The Section Diary number for which provision should be made in the
Central Registry stamp, should be filled in by the Section Assistant
subsequently when the receipt is diarised by him. No receipt shall be
diarised in the Central Registry.
74
10. All receipts shall be passed on by the Central Registry to officers

concerned at regular intervals twice or thrice during the day. Ordinary
receipts received after office hours may be held over for distribution on
the next working day.
Use of Labels.
11. (1) There shall be three priority labels namely, "Residence",

"Immediate" and "Priority", which shall be used according to the
following instructions:–
(i) "Residence" labels will be used for files or papers which it is

necessary to send to an officer's residence after office hours. No
file or papers should however be sent to Ministers or Officers at
their residences between 11 p.m. and 7 a.m. except in an
emergency. This will, however not apply to Cypher Telegrams
which may be sent to the residences of the Ministers and the
officers concerned by the Duty Cypher Officer, Crypto Centre,
Ministry of Foreign Affairs if the urgency of the matter demands
it. Before doing so, the Duty Cypher Officer will contact the
addressee on telephone to confirm that they are available at the
residences to receive such Cypher Telegrams.
(ii) "Immediate" labels will be attached to the cases requiring instant

attention and in any event final disposal within 24 hours.
(iii) "Priority" labels will be used for cases which should be disposed
of within 3 days.
(2) The use of 'Residence' and 'Immediate' Labels should be made

most sparingly.
12. Receipts wrongly marked to a Section should be transferred

promptly to the Section concerned or returned to the Central Registry.
Such receipts should not be diarised in the Section to which they do not
relate.
PROCEDURE FOR DIARISING AND DISPOSAL OF PAPERS
13. The Section Officer shall, on receiving fresh receipts:
(a) go through them carefully and dispose of all cases which are
not required to be submitted by him under the rules or orders
to higher officers and where reference to previous papers is not
necessary;
75
(b) record specific instructions on receipts requiring previous

references or consultation with other Sections concerned; and
(c) submit to the Deputy Secretary or higher officers receipts

which in his opinion, are important enough to be seen by them
before action is initiated.
14. The Deputy Secretary may, in his discretion, submit to his

superior officer any receipts which he thinks should be brought to the
latter’s notice or on which he desires instructions at that stage.
15. The Deputy Secretary or any other officer to whom receipts are
submitted should give instructions, wherever necessary, as to the action
which should be taken. If he proposes to deal with a receipt himself, he
should ask for the file to be put up to him with the relevant papers.
16. Fresh receipts should be seen and returned to the Section

concerned promptly.
Diarising of Receipts.
17. After fresh receipts have been seen by the Section Officer, and
other officers where necessary, the Assistant shall diarise i.e. enter in the
Section Diary Register (specimen of the form given in Annexure 'I')
particulars of all receipts except those specified in paragraph 18 below.
He should, at this stage, complete only columns 1 – 5 of the Register
and simultaneously enter the diary number on the receipt.
18. The following types of receipts shall not be diarised:–
(a) copies of tour programmes;
(b) miscellaneous routine circulars, e.g. those relating to office

hours, telephone lists, changes in addresses of officers, notices
on holidays etc., except in the Section in which they are
originally received;
(c) post copies of telegrams and routine acknowledgements;
(d) press cuttings which are for information only;
(e) unsigned or anonymous communications or advance copies of

representations on which no instructions have been recorded
by officers and on which no action is therefore to be taken;
76
(f) identical representations from individuals or groups of

individuals except one copy viz., that received first;
(g) applications for casual leave;
(h) requisitions for stationery and other miscellaneous articles;
(i) publications on which no specific action is to be taken.
19. A file referred to or received back from another office un-

officially (u/o) should be diarised each time it is received back.
20. After receipts have been diarised by the Assistant, he should

__
classify them into the following four categories
(a) Files received from other offices;
(b) Receipts relating to files already existing;
(c) Papers of ephemeral or routine nature for which no file has to

be opened; and
(d) Receipts for which new files are to be opened, and deal with
__
them in the following manner:
(i) Receipts in category (a) should be dealt with according

to the instructions given by the Section Officer.
(ii) Receipts in category (b) should be placed on the

appropriate file and submitted to the Section Officer
alongwith any other connected papers, previous
decisions, documents, e.g., copies of relevant Acts, rules,
regulations, etc.
(iii) Receipts in category (c) should be placed on appropriate

files, if any, and should be submitted to the Section
Officer, if he has so directed, or otherwise disposed of
according to his instructions.
(iv) For receipts in category (d) fresh files should be opened

which should be put up with other relevant references
and precedents, if any.
21. If an Assistant is unable to put up a receipt at least by the next

working day, due to the non-availability of previous files or references,
77
he should bring the fact to the notice of the Section Officer who will
__
then, if the matter is of some urgency and importance, either
(a) dispose of the case in the absence of previous papers, or
(b) submit the case to his senior officer for orders, if he feels that
it is beyond his competence to deal with it.
22. If a Section Officer is unable for any reason to dispose of a

receipt within three working days, he shall take it personally to his
superior officer and obtain instructions.
23. If a Deputy Secretary is unable for any reason to dispose of any

work pending with him for three working days, he shall bring it
personally to the notice of his superior officer and obtain instructions.
24. Every letter received from a member of the public should be

immediately acknowledged and a final reply invariably sent after
consideration of the case is completed.
Opening of new files.
25. All new files should be given a file number by the Assistant in
consultation with the Section Officer. The file number shall be allotted to
each file according to the file headings maintained by the section for the
subjects dealt in it. For example, if an Administration Section in a
__
Ministry has
1. "Leave and Transfer".
2. "Recruitment of Staff".
3. "Purchase of furniture and stationery".
as file headings, all files relating to 'Recruitment of staff’ should be

entered under 2. Each file opened under the file heading will be given a
separate serial number, e.g. file dealing with "Recruitment of Assistants"
may be given serial No. 1 under the file heading 2 and the file dealing
with "Recruitment of Naib Qasids" as Serial No. 2 under the same
heading, and so on. To the file number should be affixed a distinguishing
letter or letters denoting the Section to which the file belongs. The year
in which the file is started should also be indicated. Thus '2-3/60
Admin.', would means that the file is the third in the series opened by the
Administration Section in the year 1960 under the file heading "2".
26. A suitable subject heading should be given to the file by the

Assistant in consultation with the Section Officer according to the
78
contents of the receipts for which a new file is opened. For example, if a
communication is received from the Establishment Division nominating
Section Officers selected by the FPSC, the file should bear the following
heading:–
"Recruitment of Section Officers: Nomination of candidates
selected by FPSC".
27. (i) While submitting summaries for the Prime Minister a special
type of file cover (Form S-204-E) shall be used. For all other work, i.e,
notes, correspondence and routine, file cover bearing Form No.S-204-(R)
shall be used; this file cover shall bear the words Government of Pakistan
printed in prominent and bold letters in blue ink and the name of each
Ministry/Division etc., shall be written thereunder; alongwith border
strips on all four sides. The file cover will be made of strong pulp board
of blue colour.
(ii) Special type of file cover (Form-S-204-E) mentioned in clause (i)
above, will also be made of strong pulp board paper of white colour. The
name of each Ministry/Division will be printed thereon in prominent and
bold letters, in blue ink, alongwith border strips on all four sides. A sticker
in orange shade about 1" wide and 4" across, with the word 'Secret' printed
thereon, in black ink, will be pasted across the top right hand corner of the
file cover. The cover will have a pocket in the middle with a blank
removable slip in orange shade inserted thereon for writing or typing the
subject matter of the case. Below the pocket, the words 'Summary for the
Prime Minister' will be printed in bold letters in blue ink.
28. The list of the file headings should be pasted on the opening
pages of the File Register, which shall have columns as in Annexure ‘II’
(Revised).
29. The serial numbers of files should run from 1st January to 31st
December each year. A new series should be started each year but the
main file heading allotted to particular subjects should as far as possible
be retained.
30. The file number allotted to a receipt of file should be noted in
column 6 of the Diary Register.
31. An 1index card should be prepared for each file. Both the
Assistant and Stenotypist attached to a Section Officer shall be jointly
responsible for the custody of the files of the Section.
1
Index Card may be prepared on the pattern of Index Slip, Specimens of which may please be seen in
Annexure IV(a) of Appendix E (Specimens 3-5).
79
32. No file should be opened unnecessarily. The opening of a part

file should also be avoided as far as possible. A part file may, however
be opened when the main file is not likely to available for some time and
action cannot be held up in the meanwhile. When more than one part file
is opened, each of them should be given a distinct number, e.g., “1-2/60
(Part File I)-Admin” “1-2/60 (Part File II)-Admin”. etc.
33. The part file or files should be amalgamated with the main file as
soon as the latter becomes available. When a part file is amalgamated
with the main file, the chronological order of notes and correspondence
should be preserved as far as possible.
Referencing.
34. No fresh receipt or case shall be submitted to an officer without

previous papers to which references are made in fresh receipts or in the
notes.
35. All previous papers, rules and regulations etc., to which

reference is made in fresh receipts or in notes should be indicated by
giving the number of the page in the margin in pencil and, where
necessary, by flagging with alphabetical slips. The slip should be pinned
neatly under the pages. When a large number of references are to be
flagged, the slips should be so spaced as to be easily visible. If references
are flagged with alphabetical slips the pages of the relevant document
should also be indicated in the margin, so that if the slips are lost or
removed at later stage, the references can still be traced. If the document
put up for reference is a report, periodical or other publication, its full
title etc., should also be given in the margin in ink unless it is clearly
mentioned in the note by name. In case of a file, its number must be
given in ink.
36. Reference books, normally available with the officers, should not
be put up with a file; but relevant pages to which attention is to be drawn
should be indicated in the margin.
37. Linking of files on which action is in progress should, as far as

possible, be avoided. As a general rule this practice should be resorted to
only when the files are inter-connected and orders have to be passed on
them simultaneously. If a reference has to be made to papers in another
current file, relevant extracts should be taken if the matter involved is not
too lengthy.
80
Movement of files.
38. The movement of files should be noted by the Assistant under

the direction and supervision of the Section Officer in the File Register.
These entries should be crossed out in pencil on return of the file.
39. The movement of file which has not been allotted a file number
should be shown in the Section Diary.
NOTING ON FILES
__
40. No elaborate note shall be recorded by a Section Officer
(i) on a receipt which he is competent to dispose of himself in the

light of clear precedent or practice or under the standing order
delegating specific powers to him to dispose of such cases;
(ii) in a case where a line of action has been indicated by a senior

officer and he is required to put up a draft, unless something
important has to be pointed out.
41. A note should be recorded on a file only in a case which is to be

put up to a higher officer for orders. In such a case the Section Officer
should present the following in a systematic form:–
(a) the facts of the case (The Section Officer should point out any
mistake or error or mis-statement of facts in the paper under
consideration or in notes of other Ministries and Divisions);
(b) the statutory or customary procedure to be adopted in dealing

with the case;
(c) any rules and regulations having a bearing on the case;
(d) any other related facts or figures;
(e) the points for decision; and
(f) the suggested course of action.
42. In complicated or protracted cases, particularly those involving

references to other Divisions, the Section Officer may prepare and place
in a separate cover a duly referenced summary of the case (in triplicate)
which shall be kept up-to-date by incorporating important decisions. The
summary shall be signed by the officer who prepares it. The facts of the
case shall not then be reproduced in the notes portion of the file. A copy
of the summary may, if necessary, be retained by another Division, when
the case is referred to it.
81
43. All notes should written on note sheets. No note should be

written on the receipt itself. If a higher officer has already made any
remarks on a receipt, they should be copied out on the note sheet before
subsequent notes are recorded. The officer recording the note should
affix his signature on the right side of the note sheet at the end of the
note. His name, designation and telephone number should be typed or
rubber stamped below his signature.
44. With a view to having uniformity of approach in the use of

abbreviations, only standardised abbreviations should be used. The use
of under mentioned approved abbreviations is permissible in notings:–
1. P.U.C. Paper under consideration.
2. F.R. Fresh Receipt.
3. Corr. Correspondence.
4. u.o. Un-official.
5. d.o. Demi-official/officially.
6. S.N. Serial Number.
7. KW. Keep with (file).
8. L.F. Linked file.
9. D.F.A. Draft for approval.
10. Memo. Memorandum.
11. O.M. Office Memorandum.
12. P.P. Previous papers.
13. O.O. Office Order.
14. C.R. Character Roll.
15. Endt. Endorsement.
16. O/c Office copy.
45. When a case is submitted to the Minister, a summary should be

put up if the last note on the file itself is not self-contained.
46. A summary for the Cabinet prepared in accordance with rule 18

of the Rules of Business shall be printed and 55 copies furnished to the
Cabinet Division. The date on which it is submitted should be indicated
at the end of the summary which should not normally exceed two printed
pages.
82
47. On files referred unofficially from one office to another, notes

should ordinarily begin immediately below the note recorded by the
office referring the case. The name of the office where the note is
recorded should be clearly typed or stamped with a rubber stamp at the
beginning of the note.
48. The following procedure should be observed by the Section

__
Officer before submitting a file to senior officers:
(a) All files shall be placed in file boards or bands. The subject and
the number of the file shall be written on the file cover or typed
on a slip and pasted on it.
(b) Page numbers shall be entered consecutively on all pages of

correspondence in black or red ink-near enough to the corner of
each page for them to be read quickly without turning pages
over completely and far enough from the corner for them not to
be torn off or obliterated. Reference to correspondence shall
only be "Pp. 13-14/C".
(c) Paragraphs of notes shall be numbered continuously from the

beginning onwards. References to notes shall be "para 19/N".
However, where a summary to the Prime Minister/President is
incorporated in the notes, para numbers should not be amended
but the entire summary should be given one number and paras
of the summary should become sub-paras e.g. 20.1, 20.2, 20.3
and so on.
(d) Two or three blank sheets shall be added to the notes for the
convenience of higher officers.
(e) All previous papers (recorded collections) put-up with a case

should be chronologically arranged, the oldest being at the
bottom of the file.
(f) Above the previous papers shall be placed the file cover
containing the current correspondence and notes. The draft (if
any) pinned with a 'Draft for approval' slip shall be placed
inside that cover on top of "Correspondence".
(g) If any reference books have to be put up, they should, if of the
same size as the file board or the file cover, be placed at the
bottom; and if of a smaller size at the top.
(h) Where a file which is required to be put up for information or

for reference has been printed, a printed copy and not the
original copy should be submitted.
83
49. The following instructions shall be observed when a file/case is

__
submitted to the Prime Minister:
(i) It shall include a self-contained, concise and objective

summary stating the relevant facts and points for decision. The
summary, which shall include the specific recommendations of
the Minister-in-Charge, and signed by the Secretary, shall be
accompanied by a draft communication wherever appropriate.
(ii) Where in cases enumerated in Schedule V-B to the Rules of

Business, 1973 an order is required to be made by the
President, the Division concerned shall incorporate a
paragraph to this effect in the Summary for the Prime Minister.
The Prime Minister shall tender his advice and submit the case
to the President. After the President has seen and approved the
case, the Secretary to the President shall return it to the Prime
Minister.
(iii) Where in cases enumerated in Schedule VI to the Rules of

Business, 1973 any order has to be issued by the President in
his discretion, the Division concerned shall submit the case to
the President through the Prime Minister including a self
contained, concise and objective Summary entitled as
summary for the “President” stating the relevant facts and
points for decision prepared on the same lines as prescribed in
these Rules for a Summary for the Cabinet, except that only
one copy will be required which may not be printed. This
procedure will not, however, be applicable where the case is
initiated by the President himself decided in consultation with
the Prime Minister.
(iv) The summary should be placed inside the special file cover
(Form No. S. 204-E), as prescribed under para 27, properly
tagged. If the space left at the end of summary is less than one
third of the page, a spare sheet should be added for recording
other notes and/or orders.
(v) Where character rolls, reports or other documents accompany a

summary, they would be in ordinary file covers [Form No. S.
204(R)] tagged or where too bulky for file covers they should
be placed in envelope (s) of suitable size.
(vi) Even where a file to be submitted to the Prime Minister

consists of one or few sheets only it should invariably be
placed in a file cover properly tagged and placed on a file
84
board or a band. The notes should be closed like the

correspondence portion. All other files and papers which are of
no relevance to the matter under consideration should be
detached.
(vii) Only such cases which must receive immediate attention

should bear "Immediate" slip and only those flags which are
actually referred to in the summary or the notes should be
allowed to stand and others removed.
PREPARATION OF DRAFTS
50. In a case to be submitted to a higher officer wherever a

communication is to issue, a draft shall be prepared and put up with the
note by the Section Officer. A higher officer may himself prepare a draft
and authorise its issue or submit it to the next higher officer for approval
as the case may be.
51. A draft should convey the exact intention of the orders passed.
The language should be clear, concise and incapable of misconstruction.
Lengthy sentences, abruptness, redundancy, superlatives and repetitions,
whether of words, expression or ideas, should be avoided. In
communications of some length or complexity, the main points should be
summarised in the concluding paragraph.
52. The following instructions should be observed while preparing a

draft:–
(i) A draft should be written or typed in double space on both

sides of the paper. A sufficiently wide margin should be left
for corrections and additions.
(ii) All drafts should bear the relevant diary number or file
number and the subject. The reference number of the
addressee's letter if available, should always be given in
subsequent correspondence. When two or more letters,
notifications etc, are to issue under the same file number on
the same date to the same addressee, a serial number should
also be given in addition to the file number to avoid
confusion, e. g., "1-2(i)/60-Admn.", "1-2(ii)/60-Admn."
(iii) A draft should show clearly the enclosures which are to

accompany the fair copy. To draw the attention of the typist
to the enclosures, a diagonal stroke should be made in the
85
margin. The number of enclosures should also be indicated at

the end of the draft on the left-hand corner of the page.
(iv) If copies of enclosures referred to in the draft are available

and are not to be typed, the fact should be clearly stated in the
margin of the draft for the guidance of the typist.
(v) When it is known that the office to which the letter or

memorandum is to be sent will require extra copies, the
number of copies likely to be required should be indicated on
the draft.
(vi) The officer over whose signature the communication is to

issue should initial and date the draft in token of his approval.
His designation should invariably be indicated on the draft.
(vii) A clean carbon copy of the letter issued should be placed on

the file. This should be referenced immediately before any
other action is taken on the file.
(viii) The appropriate priority marking i.e., "Residence", "Immediate"

or "Priority" should be indicated on the draft. If any papers
are to be despatched by special messenger or issued under
registered post or under postal certificate, as Express
Delivery, U.M.S. or by Air Mail, necessary instructions
should be given on the draft for the guidance of the
despatcher.
Forms of Communications
53. Written communications shall be in one or the other of the

following forms:–
(a) Letter.
(b) Memorandum.
(c) Office Memorandum.
(d) Demi-official letter.
(e) Un-official Note.
(f) Endorsement.
(g) Notification.
86
(h) Resolution.
(i) Press communiqué/Note.
(j) Telegrams, Teleprinter, Fax and Email messages.
(k) Office Order.
54. Letter.– An official letter purporting to convey the views or

orders of the Government of Pakistan must specifically be expressed to
have been written under the direction of the Government. It shall be used
for all formal sanctions and communications to Provincial Governments,
public bodies and individuals. This form may also be used for
communicating formal sanctions of Government to Attached
Departments and subordinate offices, but shall not be used for
correspondence between different Divisions of the Government of
Pakistan.
A letter should be composed of the following:–
(a) letter head bearing the words Government of Pakistan and the
name of the Division;
(b) number and date;
(c) name (with titles if any) and designation of the sender;
(d) designation and address of the addressee;
(e) subject;
(f) salutation;
(g) main text of the letter;
(h) subscription; and
(i) signature and designation of the sender with his telephone

number.
Letters addressed to official authorities should begin with the salutation

1
‘Dear Sir’ and end with 1"Yours faithfully". Letters addressed to non-
officials or groups of individuals should begin with "Dear Sir/Sirs" and
should end with the subscription 'Yours truly' followed by the signature
and designation of the person signing the letter.
1
Amended vide PPARC, M.S. Wing, Establishment Division letter No.2(1)/2001-Manuals, dated
18.3.2002.
87
Official letters not purporting to issue under directions from

Government should begin with the words "I have the honour to" and not
"I am directed to".
55. Office Memorandum.– This form should be used:
(a) for correspondence between various Divisions;
(b) for conveying information not amounting to an order of

Government to Attached Departments and subordinate
authorities.
It should be written in the third person and should bear no salutations

except the signature and designation of the officer signing it. The name
of the Division or Attached Department (including, if necessary, the
name of the officer) should appear at the bottom on the left hand corner
of the page. The Office Memorandum purporting to issue under
directions from Government should begin with the words "The
undersigned is directed to……".
56. Memorandum.– This form should be used:–-
(a) for correspondence between the Divisions and Attached

Departments and their subordinate offices;
(b) in replying to petitions, applications for appointments etc.
It should be written in the third person and should bear no salutations

or subscriptions except the signature and designation of the officer
signing it. The name of the addressee should appear on the left hand
corner of the page. The Memorandum should begin with the words
"Reference application/petition/letter No. .………………………………
dated……………………….…, from……………………..".
1
57. Demi-official Letter.– This form should be used in
correspondence between Government officers when it is desired that a
matter should receive the personal attention of the individual addressed.
A demi-official communication should be addressed to an officer by

name. It should be written in the first person singular with the salutation
"My dear-------------------------------" or "Dear Mr.---------------------------"
and end with "Yours sincerely". The expression 'My dear' should
normally be used for an officer of the same status or an officer one step
1
Please see also clarification issued vide O&M Division’s O.M.No.1/2/79-Manuals, dated 21st April,
1979 regarding reply to d.o. letters addressed by one Secretary to another.
88
higher in status and "Dear Mr." if the officer to be addressed is two or

more steps higher in status. The name and designation of the sender with
titles, if any, should also be typed under the crest on the first page. The
telephone number of the officer sending the communication shall
invariably be indicated.
58. Un-official note.– An un-official (u.o.) note should be made by
sending a note on the file itself. This method of consultation should
be generally employed between Divisions and a Division and Attached
Department where so authorised.
59. Endorsement.– This form should be used when a copy of a
communication is to be forwarded to others in addition to the original
addressee. The endorsement may take one of the following forms:–
“A copy (with a copy of the letter replied to) is forwarded
to …………………for information/for information and guidance/
for necessary action/for compliance".
60. Notification.– This form should be used for notifying in the
Gazette of Pakistan Ordinances, rules and orders, appointments, leave
and transfer of gazetted officers and other matters which are required to
be published in the Gazette of Pakistan.
61. Resolution.– This form should be used for making public
announcements in the Gazette of decisions of Government on important
matters of policy, appointments of committees or commissions of
enquiry and of the results of the review of important reports of such
bodies.
62. Press Communique or Press Note.– A press communique or
press note should be issued when it is sought to give publicity to a
decision of Government. It should ordinarily be prepared in consultation
with and issued through the Press Information Department.
62-A. Telegrams and Teleprinter Messages.– A telegram should
be issued only on occasions of urgency. As fast airmail services exist, no
telegram should be sent if a letter with an appropriate priority marking
can serve the purpose. Where teleprinter service exists, the greatest
possible use should be made of it in preference to telegrams and
telephones.
The text of a telegram or teleprinter message should be brief and
clear but clarity should not be sacrified for brevity. Where groups of
figures are necessary in a message, these should be typed in words in the
copy to be issued e.g., 19365 should be typed "Nineteen thousand three
hundred and sixty five". If further precaution is necessary, the words "the
89
double of which is thirty-eight thousand seven hundred and thirty" may

be added.
The priority of the messages is as follows:– 'Ordinary', 'Express',
'Important', 'Immediate', or 'Most Immediate',. It should be clearly
indicated on the typed copy. Immediate and Most Immediate, telegrams
should be sent only on the authority of a Secretary/Additional
Secretary/Joint Secretary.
In all cases (except cypher telegrams) post copies of telegram should
be sent to addressees.
1
[When a telegram is to be sent in cypher, the message should be
drafted in normal and not in telegraphic English; needless verbiage should,
however, be avoided. Cypher messages should be transmitted through the
Pakistan Crypto Centre, Ministry of Foreign Affairs, Islamabad. The
prepared message required to be issued in Cypher should be in a sealed
cover addressed to Cypher Officer on Duty, Crypto Centre, Ministry of
Foreign Affairs, Islamabad. Cypher, being the classified channel, may be
used if the contents really merit their issuance in this system.
Copies of Cypher Telegrams
(i) It is strictly prohibited to make the copies of Cypher
Telegrams (photo copies or typed). In case a copy is required
then the Cypher Officer (on duty), Ministry of Foreign Affairs
may be requested in writing for the same.
(ii) Making an unauthorized copy of a Cypher telegram is a
serious breach of Cypher Security which endangers the
communication Security.
(iii) Giving reference number and date of a Cypher Telegram, both
at the same time, in an enclair Communication compromises
its Security, which should be avoided.
(iv) A Cypher Telegram once issued should not be passed enclair
on fax or by any other electronic means, as it requires Security
protection].
62-B. Email and Fax Messages.– For quick disposal of official
business urgent messages may be transmitted through Email or Fax.
63. Office Order.– This form should be used for conveying
instructions to be followed in office and notifying appointment,
promotion, leave, etc., of the non-gazetted staff.
1
Subs & added vide Ministry of Foreign Affairs letter No.CSS-2(3)/2002, dated 6.3.2004.
90
PRINTING OF POSTAL CODES ON THE LETTER HEADS

1
64. All Ministries/Divisions should ensure that this respective postal
codes are invariably printed on their letter heads, as well as, written on
all such communications which are issued by them besides ensuring
implementation of the similar instructions from their Attached
Departments/Subordinate Offices and Autonomous Bodies working
under them.
TYPING AND DESPATCH
65. When the issue of a draft has been authorised, the typing of the
fair copy shall be done by the Private Secretary, Personal Assistant,
Stenographer or Steno-typist attached to the Officer over whose
signature the letter is to issue.
65-A. When more than twelve copies are required, a stencil should
be cut and copies produced on a duplicating machine.
66. The fair copy with enclosures, and the typed office copy together
with approved draft, should be put up in a signature pad to the officer
concerned for his signature.
67. Despatch.–- All papers and files to be despatched to other

offices shall be sent to the Central Registry which shall follow the
despatch procedure outlined in Annexure-III.
68. All communications should bear the date on which they are
actually issued. They should not be double-dated.
69. (i) The documents to be sent out should be placed in covers and
the name and address of the addressees should be neatly and correctly
written or typed on an economy slip which should be used for all covers
containing ordinary (i.e. unclassified) communications except when the
contents are bulky or when it is proposed to send the cover by insured
post. Economy slips should not be used for covers addressed to foreign
countries. The covers/envelops of the communication should bear
complete postal/residential address. The envelope/cover should carry the
stamp and signature of the sender.
(ii) After a communication has been despatched, the office copy

should be rubber stamped "Issued" and returned to the Section
concerned.
1
Inserted vide Cabinet Division’s d.o. letter No.1/12/90-General, dated 29-9-1990.
91
ACTION AFTER DESPATCH
70. The Assistant should place the office copy on the file in
chronological order and give it a page number.
71. If a reply to the communication is awaited or further action is to

be resumed at a later date, the Assistant should mark the file 'reminder' or
'suspense', as the case may be, and note the date on which the file is to be
resubmitted.
72. If the communication issued constitutes final disposal and no

other action has to be taken on the file, it should be marked 'record'.
73. The Assistant should maintain a record of suspense cases on an

ordinary calendar diary. He should enter date-wise:–-
(a) cases placed in suspense with instructions for resubmission on
a particular date;
(b) cases on which reminders are to be issued on specified dates;
and
(c) cases which have been referred un-officially to other
Ministries and the return of which is awaited.
74. The Assistant should consult this diary every morning and
should submit to the Section Officer for disposal all files required to be
put up to him on that date. The Section Officer should check the diary
periodically to ensure that the procedure outlined above is being
observed by the Assistant.
1
MANAGEMENT OF RECORDS
75. (1) The disposal and management of non-current records is to be

governed in accordance with the principles envisaged in the National
Archives Act 1993.
Record management is a process of keeping records properly for the

purpose of their use and retrieval, which includes opening of file, its
recording, indexing, weeding, appraisal and disposal. File remains active
till the completion of the specific action/purpose for which it was
opened, where as it becomes non current on the date of final letter
received or issued or notes recorded thereon.
1
Sections 75-87 Subs/modified vide National Archives of Pakistan (NAP) U.O. Note No.F.2-4/2004-
DD(PRD) dated 10-11-2004
92
Definitions.
(2) In these instructions:
“Non Current Records” are those, declared closed, on the

completion of particular reference dealt there in.
“Disposal Schedule” means the rules regarding life cycle of a record

fixed by the Ministry/Division in consultation with the National Archives
of Pakistan.
“Disposal” means decision about retention period of a file or group

of files, by the review committee appointed by the Government under
National Archives Act, 1993 or permission granted by the Director
General NAP for destruction, on the request of disposal made by the
creating agency or by the custodian department if the records relate to a
defunct department.
“Historical Significance” is the information about the political,

social economic and cultural issues or those records, which brace work
of enduring value or carry evidential value or contain precedence about
matters special to the creating agency dealing the case.
“Creating Agency” means the Ministry/Division/Department/

Commission/Committee, which opened and closed a file or produced a
report or published a book/booklet through financial resources of the
Government.
“Recording” means the process of closing a file after completion of

action on all issues considered therein.
“Surrender” means the emergent transfer of a public record to NAP

when asked by the Director General pending routine transfers.
“Weeding” means destruction of unnecessary papers of a file as

asked by the Review Committee after review.
“Retention Schedule” means categorization of files into various

categories depending on the “period” for which day should be preserved
by the creating agency.
“Classification” means classification of files into “Secret” or

“Confidential” files.
“Indexing” means preparation of index slips for each file and

ultimately an Annual INDEX of the files of the Ministry/Division/
Department.
93
Retention schedules
(3) The Ministries/Divisions shall prepare the retention schedules of

their records in consultation with the NAP.
The Non Current Record are to be divided in four categories as given

below:–
(i) Category A - Permanent Records.– This category shall include

vital records of permanent value, which are irreplaceable and have to
be preserved with the utmost care. As a general rule, the following
types of non-current record shall be classified under this category
and transferred to NAP for preservation, after completing five years
of their life in the Ministry/Division:–-
(a) Files containing discussions or orders on important matters of
policy, legislation, rules and regulations.
(b) Files embracing minutes.
(c) State documents such as treaties and agreements with foreign
countries.
(d) Files containing orders establishing important precedents that
are likely to be required frequently for reference over a long
period.
(e) Files relating to individuals whose importance warrant
retention of their cases permanently.
(f) The files, embracing data about economy, population, trade,
education, manpower, agricultures, etc.
(g) File giving information about politics, law, land, science,
economy and foreign relation etc.
(h) Files embracing surveys.
(i) Files about Commissions, Committees and projects.
(j) Files giving information about establishment expansions or
ligament of an organization and progress reports of its
activities.
(k) Files, which constitute history of the country.
(l) Files bearing research value.
(m) One copy of each publication produced by any public office.
94
(ii) Category B –- Records to be retained for 10 or more years.–This

category shall include all those files which are not important enough
to be preserved permanently but are important enough to be retained
for a period of ten or more years depending upon the extent of their
utility. Service records of the Government servants should be
classified under this category. These files should be transferred to the
Record Room of the Division after having been kept in the Section
concerned for 3 years.
(iii) Category C –- Records to be retained for 3 to 9 years.– This

category shall include files which have limited utility and which may
be required for only a few years. These files will also be transferred
to the Record Room of the Division after having been kept in the
Section concerned for 3 years.
(iv) "Category D –- Records to be retained for less than 3 years.–

This category shall include papers of routine or ephemeral nature,
which are not likely to be required beyond a period of three years.
The files/record marked category "D" when decided for destruction
on a reference by the creating agency will be transferred to the
National Archives of Pakistan. The files/records due to destruction
will be reviewed by a committee headed by Director General NAP
and one representative, not below the level of Deputy Secretary of
concerned Ministry/ Division. Those files, which have some
historical value, will be retained and preserved by the Department of
Archives and the concerned Ministries/Divisions will be apprised of
the particulars of such files. Custodial authority will destroy the
remaining files.
Procedure for transfer
76. The Ministries/Divisions shall transfer their all records,

permanent or destroyable, to NAP after five years of their becoming non-
current. The Ministries/Divisions shall indicate the above values of
records on the occasion of their becoming non-current.
i) Each Section of Ministries/Divisions shall prepare a list of

non-current files in the month of January each year and send it
to NAP in the month of March each year so that NAP may
prepare a schedule of acquisition of the said files. The NAP
will communicate the schedule to the relevant Divisions/
Departments.
95
ii) The Ministries/Divisions shall transfer the Records in

corrugated boxes as provided at appendix along with list of
contents of each box.
iii) Ministries/Divisions shall send a copy of annual Index of their

files to NAP in the month of March each year.
Preservation and Weeding of various registers
77. The various registers used in Federal Secretariat should be

categorized as under and preserved/retained for the period indicated
against each:-
(a) File register – Category 'A' Permanent
(b) Register of files – Category 'A' Permanent

due for destruction.
(c) Register for disposal – Category 'A' Permanent

of record.
(d) Section Diary – Category 'C' 5 years.

Register.
(e) Dak Book. – Category 'D' 1 year
Note: The Ministries shall theirselves destroy the (d) and (e) above
whereas the (b) and (c) may be kept in the appropriate place and
ultimately transferred to the NAP.
Recording of Files.
78. Within one month of the completion of action on each file the
Section Officer concerned will-
(i) Give final subject heading to a file and under-line the major
(with double line) and minor keywords (with single line) therein.
The subject should reflect the final outcome on the file, so that in
many cases the subject heading originally given on the file cover
a well as in the file register will need to be modified. An
example of a typical subject is given below:-
Appointment of Mr. Abdul Karim as Senior Research Officer in

Planning Division on contract basis.
(ii) Indicate the category (A,B, C or D) of the file as laid down in

instruction (3) of para 75 above.
96
(iii) Indicate the year in which the file is to be destroyed (in the case
of files of category B, C and D).
79. The Assistant of the Section shall then proceed to take the
following action:-
(i) Enter the category and classification of the file as prescribed

by the Section Officer and the month and year in which the file
is recorded in the File Register as under:-
“B, November, 1995”.
(ii) Note the numbers of connected files or previous references on

the file cover of the file being recorded and also on the covers
of files under reference.
(iii) Note on the relevant page of the Register of Files due for
Destruction (Annexure IV), the number of the file. This
Register should contain at least one page for each calendar
year, on which shall be noted the number of all the files to be
destroyed in the particular year.
(iv) Check that all pages of the file are complete, and remove all
unnecessary routine papers from it.
(v) Have all torn pages mended and twisted pages straightened.
(vi) See that all marginal references both in the Notes and
Correspondence are either available on the file or in Appendix
at the end of the file or are duly referenced so as to make them
readily traceable. (In this process flags shall be clearly
identified with or replaced by the names of relevant
documents, numbers of files, page numbers, para numbers
etc.).
(vii) Write or type the full names of officers (who dealt with the
file) with correct spellings and their designations below
signatures where signature of officers is not legible.
(viii) Having completed the above action stamp the file “Recorded”
in the margin of the last page of Notes, initial it and mark the
file to the Record Room.
(ix) Record Room will keep the file (B,C,D) for a period of five
years and then will transfer the record to NAP along with the
three copies of the lists.
97
Indexing of Files
80. The Record Room will be responsible for the following action:-
(1) Getting the file cover replaced it the existing one is worn out,
and have the following particulars typed, pasted or stamped on it.
(a) File No.
(b) Month and year in which the file is recorded
(c) Permanent
(or) Destroy in Year.
(d) Category and classification of the file, and name of the
Ministry/Division and the Section concerned (to be
stamped).
(e) Subject.
(f) Previous and later references.
(2) Placing foolscap sheet stamped CORRESPONDENCE and
APPENDIX immediately before the correspondence and
appendix portions of the file and having the file (including its
Notes portion) stitched securely with double thread. (Stitching
should be done at a distance of about ¾ from the edge of the file
cover).
(3) Having the INDEX SLIPS typed on a paper of size 17×10.5 mm,
in respect of files of categories A, B and C specimens of which
may be seen at Annexure IV (a). An example of a file of category
'B' is given below:–
(a) Abdul Karim ---------- Appointment of -------------- as
Senior Research Officer on contract basis.
File--------------B, November, 1985.
(b) Senior Research Officer---------See Abdul Karim
File--------------B, November, 1985
(c) Appointment------------See Abdul Karim
File--------------B, November, 1985.
(d) Contract-----------------See Abdul Karim
File--------------B, November, 1985.
These index slips will be kept in a steel almirah with
pigeonholes as illustrated in Annexure IV (b).
98
Annual Index of the Division’s Proceedings.
81. Immediately upon the close of the year, the Record Room will
arrange the Index Slips from each pigeonhole in alphabetical order and
get them typed in a continuous form. The typed material will be sent out
for printing by the end of February with instructions for completion of
the work of printing of an INDEX for the Division concerned by the end
of June.
Review, Re-categorization and destruction of Record.
82. (1) The Section Assistant will prepare register of non current
files including files due for destruction. In January each year after
completion of five years in the Ministry/Division the non-current records
are to be transferred to the NAP. The Section will go through the files to
see if a particular file should be retained further; and, if so change the
relevant entry on the file cover and initial it and affix his rubber stamp
below his initials. The Assistant will strike off the old entry in the
Register of Files Due for destruction make a fresh entry on the relevant
page and return the file to the Record room.
(2) Files, which have outlived their utility and are no longer
required, may be disposed as per envisaged in Clause 7 of the National
Archives Act 1993. All confidential and Secret files and papers decided
for destruction shall be destroyed in accordance with the instructions
contained in the booklet ‘Security of Classified Matters in the Civil
Departments. All non-confidential files and papers shall be destroyed in
the presence of a responsible official after the approval of DG National
Archives of Pakistan. Newspapers, magazines and press cuttings, no
longer required for use, should be disposed of as per standing
instructions regarding sale of waste material, again in consultation with
the National Archives of Pakistan.
(3) Destruction of Record is purview of NAP, no Ministry/Division

may destroy any file on their own.
Quarterly Return about Recording

and Indexing of Files
83. A quarterly return about the recording and indexing of files on

which action has been completed and the weeding out of old records
shall be sent to the Management Services Wing PPARC (Statistical Cell)
in the form in Annexure V. These reports will be consolidated by the
Management Services Wing and sent to the Cabinet Secretary for
watching overall progress of work.
99
Transfer of Files to the Record Room and

requisitioning thereof.
84. (1) Normally recorded files will be kept in the Section concerned
for 3 years from the date of recording. In the month of January following
the year in which the 3 years' period expires, the Section Assistant shall
prepare a list (in duplicate) of files to be transferred to the Record Room.
He shall transfer the files to the Record Room and obtain the signature of
the Officer Incharge on one copy of the list in token of having received
the files.
(2) No files kept in the Record Room shall be allowed to be

removed from it except against proper requisition slips signed with date
by the officer requisitioning the file. The requisition slip shall contain the
following particulars:–
(1) File No.
(2) Category, Month and Year of record
(3) The number of the file or papers with
which it is to be put up. Annexure-V(a)
(4) The requisition slip shall be placed in
the shelf at the place from where the
relevant file has been taken out.
Preservation of Records
85. The files categorised 'A' shall be sent to the National Archives of
Pakistan under the Cabinet Division.
86. (1) The Record Room shall have sufficient almirahs, steel
shelves and other equipment for proper storage and preservation of files
and records.
(2) The Record Room shall be kept free of rats, dirt, dust and direct
sunlight and shall be sprayed periodically with insecticide.
1
Files which are less than 3 years old and are kept in the Section
concerned, should also be disinfected at least once in 3 years.
87. State documents, treaties, agreements with foreign countries and

original copies of all laws authenticated by the President, shall also be
sent to the NAP for preservation unless otherwise agreed to by the
Cabinet Division.
1
Please also see O&M Wing Memorandum No.124/3/6-O&M, dated the 28th March, 1967 regarding
disinfection of records .
100
Annexure-A.
S PECIFICATION OF C ORRUGATED B OX
Length 39 cm
Height 26 cm
Width 17 cm
Note:– Sample of the box can be obtained from the National Archives of
Pakistan on request.
101
Record Room Personnel

88. Normally, the Record Room will have the following staff:–-
S. Designation No. of Posts Functions
No.
1 2 3 4
1. Record Superin- 1 To hold overall charge of the Record
tendent (BPS-16) Room. He will be under the supervision
of the Section Officer concerned with
Admn. or Miscellaneous duties.
2. Assistants 2 To prepare the files for stitching, get the
file covers completed and to arrange the
files stitched.
To receive the files for safe-custody in
the Record Room and to issue the files
against requisition slips, etc.
3. Typists 3 Typing of entries on/for file covers,
typing of index slips, Annual Index and
other typing work.
4. Record Sorter. 1 Taking out files against requisition slips
or placing of files in appropriate shelves,
bundles year-wise upon receipt from the
Sections.
5. Daftries 2 Pasting of typed entries on file covers,
stitching of files.
6. Naib Qasid. 1 Usual duties.
Large Ministries like Foreign Affairs, Finance, etc., may have larger
complement of staff according to their actual needs.
CHECKS ON DELAYS
89. On receipt of a third reminder, the recipient should, wherever
possible, secure the pending file himself and dispose of the case as
expeditiously as possible or arrange for its quick disposal by the officer
concerned.
90. (i) On the first working day of each month a return shall be
prepared in the prescribed form (specimen of form at AnnexureVI)
showing the particulars of all cases not finally disposed of within one
month of the date of their receipt in the Division. This return shall be
submitted for scrutiny of the Secretary/Additional Secretary/Joint
Secretary-Incharge through the Deputy Secretary concerned.
(ii) The overall state of work (both intake and disposal) in the
Division should be charted graphically and displayed in the office of the
Head of the Division.
102
MISCELLANEOUS
Attendance Register
91. An attendance register in the prescribed form shall be maintained
in all Sections. It shall be initialled by the Section Officer at ten minutes
after the time fixed for arrival. Any member of the staff arriving after the
period of grace shall have to explain his late arrival.
Submission of periodical statements on due dates
92. To ensure that all reports and returns due for submission are sent
on the prescribed date, Control Charts should be maintained in the form
prescribed in 'Annexure VII'. These charts should be maintained
separately for fortnightly, monthly, quarterly or yearly returns and
prominently displayed in the room of Section Officer/Deputy Secretary
concerned. The Section Officer should examine these charts at least once
a year and should initiate action for discontinuing any report/return
which has ceased to be necessary.
Circulation of decisions of general application
93. Decision of general application taken in a Division which may
form precedents in other cases, should be listed by the Section Officer
concerned in the form at Annexure VIII, and sent through the Deputy
Secretary concerned to the Deputy Secretary dealing with coordination
and general administration who should have it circulated in the Division.
Use of red and blue-black inks
94. For ordinary work (noting, drafting and signing of official
papers) blue-black or similar ink should be used and red ink is to be
employed only for special purposes laid in certain rules or instructions.
Note.– A few examples of rules/instructions enjoining the use of red ink may be found in
Annexure IX.
Duties to be performed by the Ministerial

Staff of the Federal Secretariat
95. The Ministerial Staff of the Federal Secretariat perform such
duties/functions as are assigned to them by the competent authority. A
broad framework of duties/responsibilities of the Superintendents,
Council Assistants, Upper Division Clerks and Lower Division Clerks is
given below:–
(i) Superintendent
(1) Supervising the work of Assistants, Clerks etc. working in
the Branch/Section;
103
(2) Submission of cases to higher officers in proper and

complete form;
(3) To see that discipline and tidiness is maintained in the
Branch/Section.
(ii) Council Assistant
(1) To keep an up-to-date record of Assembly Questions,
Resolutions, Cut Motions, etc. and the dates on which they
are to be answered/discussed;
(2) To co-ordinate the work relating to Assembly Questions,
official and non-official Resolutions, Cut Motions on the
Demands for Grant and any other Motions which a
Ministry has to undertake under the provisions of different
Acts of Legislature;
(3) To keep a watch on the movement of files dealing with
Assembly Questions, etc.;
(4) To prepare fair replies for the Minister and the
parliamentary Secretary of the Ministry/Division
concerned;
(5) To attend Assembly Session and to keep notes of
supplementaries or any other development concerning the
Division;
(6) Any other work which may be assigned to him in
connection with the Assembly Questions, Resolutions, Cut
Motions, etc.
(iii) Upper Division Clerks
(1) Recording and Indexing;
(2) Supervision of the Receipts, Issue and General Branches,
wherever a clerk is appointed to hold charge of these
Branches;
(3) Night Duty;
(4) Preparation of pay bills etc; and
(5) Cashier's duties.
(iv) Lower Division Clerks
Lower Division Clerks are expected to deal with routine
type of work, e.g., typing, receipts, despatch, diarising etc.
66
Annexure-I
(See Appendix E-Para 17)
SECTION DIARY REGISTER
S.No. No. and date of

document
From whom received Brief Subject File No. Record of Date of disposal
No. Date movement
1 2 3 4 5 6 7 8
104
Note.– The date of receipt in the Section is to be written across the centre of the page at the beginning of each day's receipt.
Amended vide O&M Division's O.M. No. 1/2/83-Manuals, dated 19.11.1983.
S.31(New)
67
Annexure II (Revised)
S-92
(See Appendix E-Paras 25,28 & 38)
NUMBER OF
MAIN HEADING ---------------------------------
----------------------------------
FILE REGISTER
YEAR---------------------
MAIN HEADING----------------------------------------------------------------------------------------------------
---------------------------------------------------------------------------------------------------
Serial No. ---------------------- MOVEMENT
File No. --------------------------------------
Subject: --------------------------------------
--------------------------------------
105
Date of Recording --------------------------
Category -------------------------------------
Classification -------------------------------
Serial No. ---------------------- MOVEMENT

File No. --------------------------------------
Subject: --------------------------------------
--------------------------------------
Date of Recording --------------------------
Category -------------------------------------
Classification -------------------------------
106
67
Annexure-III
(See Appendix E - para 67)
CHART SHOWING PROCEDURE FOR DESPATCH
Despatcher
– Receives papers for despatch.
– Checks the enclosures, if any.
– Separates fair copy from the office copy and records date of despatch
on both copies.
– Affixes rubber 1stamp "issued" on the office copy and puts his dated
initial under it.
– Returns office copy to the Section concerned.
– Places fair copies in the relevant compartments of the sorting rack.
– Clears compartments of sorting rack one by one and arranges letters
office-wise, separating communications for local despatch from those
to be despatched by post.
– Enters communications for local despatch in Dak Books.
– Passes communications and Dak Books to Naib Qasid for delivery.
– Prepares covers where necessary and writes addresses on covers or
economy slip, as the case may be, for communications to be
despatched by post (cyclostyled address slips shall be used for
addresses frequently addressed).
– Passes covers to Daftry.
Daftry
– Closes covers.
– Weighs and notes value of stamps required.
– Franks covers with necessary stamps.
– Returns covers to the Despatcher.
Despatcher
– Makes necessary entries in the Register of Issues and Stamps Account
and Despatch Register, specimen of which is given in Annexure III(a).
– Passes cover to Naib Qasid for posting.
1
Corrected vide O &M Division O.M. No.1/8/81-Manuals, dated 22.7.1981.
66
Annexure III (a)

(See Appendix E - Para 67)
DESPATCH REGISTER
S.No. Number and date No. of enclosures Addressee's particulars D.R./Ordinary/ Stamp value
Registered dak
Rs. Ps.
1. 2 3 4 5 6
107
66108
Annexure IV
[(See Para 79(iii)]
REGISTER OF FILES DUE FOR DESTRUCTION
Files to be destroyed in 20------------------------------------------------------
Sl. No. File Number Category (B, Destroyed on Shifted to year Section
C or D) & Officer's
when Signature
recorded
67
109
Annexure IV (a)
SPECIMEN INDEX SLIPS
1. (For File Cover)
Deputy Secretaries Special Pay on Appointment as

Private Secretary to Federal Minister
No. 1/2/80-Admn.
2. (For File Register)

No. 1/2/80-Admn.
Destroy in 1986
3. DEPUTY SECRETARIES

No. 1/2/80-Admn.
4. PRIVATE SECRETARY

No. 1/2/80-Admn.
5. SPECIAL PAY

No. 1/2/80-Admn.
110 68
Annexure IV (b)
[See Para 80(3)]
INDEX SLIPS ALMIRAH
Specifications
Size:- 72" x 36" x 18"
Pigeon holes:- Size 10" x 9" with 1-1/2" front name plate.
(28 in number)
66
Annexure V
(See Para 83)
QUARTERLY PROGRESS REPORT OF RECORDING, INDEXING OF FILES AND WEEDING
OUT OF OLD RECORDS FOR THE QUARTER OF--------------------------------------------------
MINISTRY/DIVISION------------------------------------------
Recording and indexing of files Weeding out of old records Remarks
Category of Files No. of files to No. of files actually Balance to No. of files No. of files actually Balance to
be recorded recorded/ indexed be recorded due to be weeded out during the be weeded
during the quarter weeded out quarter out
1 2 3 4 5 6 7 8
111
A
B
C
D
Total
To, SECTION OFFICER

The Director (Stat)
PPARC (Statistical Cell)
Management Services Wing, Establishment Division,
ISLAMABAD.
S. 215
112
66
Annexure V (a)
[See Para 84(2)]
REQUISITION SLIP
Number of File
Requisitioned--------------------------------------------------------------------------
Category, Month &

Year of Record------------------------------------------------------------------------
To be put up with
(File Document No.)-----------------------------------------------------------------
Requisitioned by-------------------------------
(Signature)
Date--------------------------- Designation------------------------------------
------------------------------------------------------------------------------------------
66
Annexure VI
MINISTRY/DIVISION……………………
RETURN OF RECEIPTS, DISPOSALS AND ARREARS FOR THE MONTH OF………..20
Section………………. Name of Section Officer…………………
No. of references No. of Total of columns No. of references disposed of Number of cases outstanding on the last
brought forward receipts 1 and 2 during the month working day of the month
from the during the Remarks
previous month month At SO's level At higher More than two More than Total
levels weeks but less than one month old
one month old
1 2 3 4 5 6 7 8 9
113
Note .– Particulars of cases more than a month old should be given very briefly on the reverse. Urgent and personal cases, i.e., cases pertaining to pay, increment,
seniority, disciplinary matters, etc. should be marked with an asterisk.
Date………………………….. Signature of Section Officer.

67
(Reverse - Annex -VI)
PARTICULARS OF CASES PENDING FOR MORE THAN ONE MONTH
Section…………………………………….
Sl. No. File/Diary No. Date of receipt Subject Particulars of cases pending Since when
pending
Why pending Where pending
1 2 3 4 5 6 7
114
68
ANNEXURE VII
CHART OF RETURNS TO BE SUBMITTED
Monthly Section
Quarterly Returns due from the ……………………. Division
Yearly
Sl. Subject Due date for *Dates on which actually sent during the month of
No Despatch
January February – April March – July April – October 2003
2000 2001 2002
115
*Note.– The entry in the last column will be regulated by the frequency of the reports which the particular chart is intended to control, e.g., in the case of
quarterly reports, the entries in the column will be January, April, July and so on. In case of yearly reports, they will be 2000, 2001, 2002 and so on.
116114
ANNEXURE VIII
STATEMENT OF IMPORTANT DECISIONS
Ministry
Division
Sl. Decision Name and designation Date of Reference No.

No. of officer who took the decision
decision
Prepared by –- Section Officer.
Dated the………………………………
Countersigned by –- Deputy Secretary.

115
117
ANNEXURE IX
INSTRUCTIONS FOR THE USE OF RED INK
I. Treasury Rules
(a) Rule 138. "The following instructions with regard to the

preparation and form of bills shall be observed:–
(iv) Erasures and over-writing in any bill are absolutely

forbidden and must be avoided; if any correction be
necessary, the incorrect entry should be cancelled neatly
in red ink and the correct entry inserted……….”
(b) Rules 297 (ii).
"Every sub-voucher which under the provisions of Section IV of

this Chapter is not forwarded either to the Accountant General or
to a Controlling Officer alongwith bill but is recorded in the
office to which the expenditure relates, must be duly cancelled
by means of a rubber stamp or by an endorsement in red ink
across the voucher, the cancellation being initialled by the
officer authorised to draw the contingent bills of the office……."
II. Secretariat Instructions.
[Appendix 'E' Para 48(b)].
"Page numbers should be entered consecutively on all pages of

correspondence in black or red ink………"
III. Instructions for writing and maintaining Confidential Reports as

printed on PER Forms.
D. (2) "If you consider that a particular remark of the reporting

officer is wrong and should be expunged, score it out in red
ink, initial the scoring and add any other remark which you
may consider appropriate……."
(4) "Underline in red ink remarks which in your opinion are

adverse and should be communicated to the officer
concerned…….."
118116
IV. Income Tax Office Manual, 1961 (Edition).
(i) Arrears demand brought forward on the 1st of April/1st of July

from the preceding year .–- The entries in respect of these
demands should be made in red ink (except the demand which
should be in black) at the beginning of the register.
(ii) The clerk concerned, as soon as he receives the I.T. -93 slip
from the Head Clerk will enter the slip in the Register of
information slips and then record in red ink on the order sheet
of the file concerned the number and date of the communication
slip and name of the office from which the communication or
I.T.-93 slip originated.
119117
APPENDIX 'F'
1
INSTRUCTIONS REGARDING THE CONDUCT OF
CASES OF THE FEDERAL GOVERNMENT IN
COURTS, ETC.
Suit or legal proceedings by Government
1. No-civil suit or legal proceedings shall be instituted or initiated on

behalf of the Federal Government by any Division/Department without the
prior consultation with the Law, Justice and Human Rights Division.
2. When the administrative Division/Department concerned considers

it advisable that a suit or legal proceedings be instituted or initiated on
behalf of the Federal Government a detailed and clear summary should be
furnished to the Law, Justice & Human Rights Division showing:–
(a) The circumstances which, in the opinion of the administrative

Division/Department, render institution of the suit or legal
proceedings in the court of law.
(b) The subject of the claim and the relief sought.
(c) The steps which have been taken so far to obtain satisfaction of
the claim.
(d) The comments or objections, if any, which have been urged by

the opposite party against the claim.
(e) The evidence, which is believed to be obtainable and which it is

proposed to adduce in support of the claim.
(f) Any other facts which the administrative division/ department

may consider material or relevant to the case.
(g) List of property movable and immovable and/or securities from

which it is proposed to realise the amount claimed, if decreed.
1
These Instructions apply mutatis mutandis to service appeals before the Service Tribunals and cases
before special courts and tribunals.
120
118
3. Copies of all documents referred to in the report should, as far as

possible, accompany the report; where for any reason, the copies cannot be
supplied the originals should be submitted.
4. If the Law, Justice and Human Rights Division agrees it will

nominate a counsel to file and conduct the suit or legal proceedings.
Defence of suits, etc.
5. No suit/legal proceedings be defended if the claim and relief

sought is justified and genuine.
6. The object of the notice prescribed by section 80 of the Code of

Civil Procedure, is to allow ample time to the Government to inquire into
the genuineness or otherwise of the claim or relief sought and to affect a
settlement of all just claims before a suit is brought, and the best use
should be made of the opportunity thus given by the law towards equitable
and amicable adjustment of claims.
7. When notice of an intended suit is given under section 80 of the

Code of Civil Procedure, the officer to whom it is delivered, or the head of
office at which it is left, should forthwith endorse, or cause to be endorsed,
on the notice:–-
(a) the date and time of receipt;
(b) the manner of delivery; and
(c) the signature of the officer making the endorsement, with date.
8. The departmental officer concerned should, immediately on

receiving any notice of an intended suit, proceed to enquire into the matter
and to consider the claim put forward and move the proper authority to
decide, in consultation with the Law, Justice and Human Rights Division,
whether any and, if so, what steps should be taken to adjust the claim
(whether in whole or in part) or whether the notice-giver be left to take
such legal action as he may deem proper.
9. When the departmental authority having power to deal with the

case is clearly of the opinion that the whole or any part of the claim put
forward is justly due he should, in consultation with the Law, Justice and
Human Rights Division, proceed to endorse settlement thereof accordingly.
10. Any amount held to be justly due to the claimant should be

formally and unconditionally tendered to him without prejudice and
119
121
without requiring him to give an acquittance in full adjustment of his
claim, but upon a receipt for the sum tendered. No tender of payment or
payments should be made after the suit has been brought except with the
approval of and in accordance with the instructions of the Law, Justice and
Human Rights Division.
11. Under Order V, rule 2, C.P.C. the summons in a suit is required to

be accompanied by a copy of the plaint or concise statement thereof. If a
summons is not accompanied by a copy of plaint/petition, or concise
statement, service should be refused, if possible, with a note requesting for
a copy of the plaint/petition and the matter should be brought to the notice
of the Law, Justice and Human Rights Division forthwith. In no case the
duplicate copy of the summons, when received, should be returned to the
court before showing the case to the Law, Justice and Human Rights
Division.
12. At subsequent stages of a suit and in appeals copy of

plaint/petition, or of memo of appeal, is not sent with the notice and quite
often Ministries/Divisions find it difficult to link those notices with the
main case in dispute. It is, therefore, imperative that in each
Division/Department, a Section, hereinafter referred to as the Litigation
Section, should be earmarked for dealing with or co-ordinating the
litigation cases. This Section should receive all summons/notices from
courts, maintain a nominal index of litigation cases in the following form,
in a Register, and keep a watch over their progress.
Name of Nature of Subject Court Counsel File No. Result

parties cases
A B C vs Civil suit or Service High A.G., Dismissed

Pakistan appeal matter, Court, Peshawar
arbitration Peshawar
13. Where service of a summons/notice not accompanied by a copy of

plaint has been affected, the court issuing the summons, not being a High
Court or the Supreme Court, should be immediately requested to supply
the same and extend the date of hearing accordingly. The matter should
simultaneously be reported to the Law, Justice and Human Rights Division
for further advice and appropriate action in the matter. The envelopes of
such summons/notice should be kept intact.
14. When a summons has been duly served, the Litigation Section
should, after noting its particulars in the nominal Index Register, pass it on
to the concerned officer or department who should collect relevant
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122
information and documents/papers from the concerned quarters, examine
the matter thoroughly and then refer it to the solicitor to the Government of
Pakistan in the Law, Justice and Human Rights Division for further
examination and nomination of an Advocate to undertake the defence of
the case, if considered necessary.
15. Where a summons does not give adequate time for examination
and arranging defence, an authorised officer of the administrative
department concerned should appear in person in the court and apply,
under rule 5, Order XXVII of the First Schedule to the Code of Civil
Procedure, for a reasonable extension of time. In the absence of prior
notice under section 80 CPC, the court is obliged to give at least 3 months
time for the filing of written statement and first hearing.
16. In case of applications for interim injunction pendente lite, time

allowed is usually 3 to 7 days. If, for any reason, it is not possible to
arrange defence in time, some recognised agent, i.e. a person holding
power-of-attorney in this behalf, should appear in the court on the date of
hearing and seek adjournment for about 15 days. Thereafter the case
should be referred to the Solicitor with utmost despatch.
Usually, plaints are to be read as part of the application for interim

injunctions but quite often copies of plaints are not supplied by courts
alongwith notices for the hearing of such applications. Where copies of
plaints are not so received, the same should be procured from the court
before referring the case to the Law and Justice Division.
17. After the Law, Justice and Human Rights Division has examined
the case and nominated an Advocate to defend/conduct it in a court of law,
a responsible officer of the administrative department concerned well-
conversant with the facts of the case, and preferably stationed at or near the
seat of the court, should contact and brief the counsel at the earliest and
well before the next date of hearing of the case. This responsibility should
never be left to the sub-ordinate staff.
18. Although it should not normally be necessary for the departmental

representative to be present in the court on each date of hearing, he should
remain in touch with the counsel and keep watch over the progress of the
case. Whenever required by the counsel he must present himself in the
court and render all possible assistance to the counsel in the conduct of the
case, as if it was his personal case. Where, however, a department has an
123
121
office at the station where the suit is pending, some one may be deputed to
attend the court and assist the counsel on each date of hearing if possible.
Action on Termination of Proceedings
19. As soon as a suit is decided, particularly when the decision is

adverse to the Government, the administrative department concerned
should apply, in the prescribed form, to the concerned Court/Copying
Branch or the District Judge for copies of judgment and decree-sheet "for
official use". These would be supplied free of cost. In addition, the counsel
should also be asked to apply separately for certified copies of judgment
and decree-sheet.
Appeals.
1
20. If the decision is either wholly or partially adverse to the
Government, the matter should be reported immediately to the Solicitor,
Complete record of the case, along with copies of judgment and decree-
sheet and comments of the department, should be sent to him thereafter as
soon as these copies become available.
21. Although time is the essence in litigation in general, in appeal it is

of utmost importance because the time allowed for appeals is limited and
appeals filed after the expiration of limitation period are ordinarily
dismissed as barred by time and no appeal lies against the refusal of a court
to condone delay. It is, therefore, very necessary that the litigation cases in
general and appeals in particular should be handled with promptness and
diligence.
2
When time left for filing an appeal is less than 7 days, an officer
of the administrative department, not below the rank of Deputy Secretary,
should bring the file personally to the solicitor.
1
Certified copies of judgment etc. should be kept by the Department in safe custody, as the same
may have to be filed in court if appeal is to be filed and photo-stat copies thereof should be placed on
the file. In fact, original of all important documents should be kept by the Department in safe custody
as soon as litigation or threat of litigation starts.
2
This should be followed in other court cases as well when the date of hearing falls within 7 days
124
122
22. The periods of limitation prescribed for various kinds of appeals,

etc., are as under:–
No. of article of the first schedule to the Period of Limitation

Limitation Act, 1908, or other relevant rule and
description of appeal or application.
1 2
151. From a decree or order of a High 20 days.

Court in the exercise of its original
jurisdiction.
152. Under the Code of Civil Procedure 30 days.

to the court of a District Judge.
156. Under the Code of Civil Procedure 90 days.

to a High Court.
158. Application to set aside or to get an 30 days from the

award remitted for reconsideration. date of service of
notice of filing of
the award.
161. For a review of judgment by a court 15 days.

of Small Causes.
162. For a review of judgment by a High 20 days.

Court.
164. Application by a defendant to set 30 days from the

aside a decree passed ex-parte. date when he has
knowledge of the
decree.
178. Application for the filing in court of 90 days from the

an award. date of service of
notice of making
of award.
123
125
1 2
Order XIII. For petition for special leave to 30 days where

Supreme Court
Rules, 1956 appeal to the Supreme Court. leave to appeal is
refused by the
High Court;
otherwise 60 days.
Order XII, Rule For appeal to the Supreme Court 30 days from the
6B. Supreme
Court Rules, where certificate of fitness is date of grant of
1956. granted by a High Court. certificate.
23. In computing the period of limitation, the days from which such
period is to be reckoned and in case of appeals, or application for review,
the day on which the judgment complained of is pronounced and the time
requisite for obtaining a copy of the judgment/decree appealed from or
sought to be reviewed is to be excluded.
Execution.
24. A decree favourable to government may be executed either by the

court which passed it or by such other court in whose jurisdiction the
judgment-debtor voluntarily resides or carries on business, or personally
works for gain or owns property sufficient to satisfy the decree. While
referring a case for execution of a decree it is, therefore, necessary that an
inventory of the movable property, containing a reasonably, accurate
description of the same, and a list of immovable property, containing a
description and location of such property sufficient to identify the same,
and a specification of the judgment-debtor's share or interest in such
property should be furnished to the Solicitor.
If an appeal is instituted by the opposite party and the execution of the

decree is stayed by the order of the court, the interval before the decision of
the appeal should be made use of in making inquiries as to the property of
the judgment-debtor.
Writ Petitions.
25. The instructions in the preceding paragraphs apply mutatis

mutandis to Writ Petitions. It is, however, to be noted that High Courts
usually call for reports/comments from the administrative departments
124
126
concerned before admitting the petitions to regular hearing. Failure to
comply with the orders of the High Court may lead to the admission of
petitions to regular hearing which may then take long time to be decided. It
is, therefore, imperative that the reports/comments asked for should be
promptly supplied to the High Courts and where it is not possible the High
Court may be requested, before the expiry of the time allowed, for
reasonable extension. The report/comments should be shown to the Law,
Justice and Human Rights Division before sending the same to the High
Court.
Arbitration.
26. According to Government decision no provision is to be made in

agreements with domestic contractors for resolution of disputes through
arbitration. However, if the agreements already concluded by or on behalf
of the Government contained any condition of getting any question,
difference or dispute decided by reference to arbitration then the same has
to be acted upon and the instructions contained herein before apply mutatis
mutandis to the conduct of arbitration proceedings to which a Ministry/
Division/Department of the Federal Government is a party.
Expenses.
27. All expenses on the conduct of litigation, including costs, court

fees, counsel fees, not being the decretal amount of costs payable to the
other party under the decree or order of the court, are payable by the Law
and Justice Division out of the funds placed at its disposal. The penal costs
ordered by the court to be paid to the other party for any default on the part
of the government and the charges payable to the witnesses are, however,
to be paid by the administrative department concerned.
All expenses in criminal cases are payable by the administrative

departments concerned.
Mode of submission of cases
28. To ensure quick disposal of files and to avoid un-necessary

correspondence and delay a self-contained summary of the case indicating
the point or points on which the advice of the Law, Justice and Human
Rights Division is required should be placed on the file in duplicate in the
opinion cases and at least in triplicate in court cases. In court cases, para-
wise comments, on plaints/petitions should also be furnished in triplicate.
Such references to the Law, Justice and Human Rights Division from the
Ministries/ Divisions should be made preferably at a senior level.
125127
29. Draft of para-wise comments, etc., should be typed in double space

and half-margin should be left to enable the Law, Justice and Human
Rights Division to carry out amendments wherever considered necessary.
30. Standardised court labels (S-209-A to 212-B) obtainable from the

Controller of Stationery and Forms, should be used while sending a court
case to the Law, Justice and Human Rights Division.
31. If a reference is made to any earlier advice of the Law, Justice and
Human Rights Division the number and date of that advice must invariably
be quoted and if possible, a copy of the same be placed on the file.
Whenever a case is referred to the Law, Justice and Human Rights
Division and any previous opinion of the Law, Justice and Human Rights
Division on the point at issue is within the knowledge of the referring
Division, it should also invariably be quoted in the referring note indicating
the number and date of that previous opinion.
32. Unnecessary references on which the Ministries/Divisions should

themselves be able to formulate opinion should not be referred to the Law,
Justice and Human Rights Division. With particular reference to drafting
of pleadings and affidavits it should be noted that while an officer signing
any pleading or affidavit on behalf of the Government has every right to be
satisfied that there is no mis-statement of facts, actual drafting of pleadings
and affidavits and the choice of wording have always been the privilege
and the responsibility of the counsel conducting a case on behalf of the
Government. Therefore, so long as facts are correctly set out in the
pleadings or affidavit there should hardly be any occasion for objection as
to the contents, arrangement or wording used by counsel in such pleadings
or affidavit and should not normally be referred to the Law, Justice and
Human Rights Division for vetting.
For list of officers authorised to sign and verify plaints/written

statements Law and Justice Division's Notification No. SRO, 1013/(K)/71
dated 28.08.1971 may be consulted.
33. (i) Under paragraph 44 of the Secretariat Instructions, the Attached

Departments of the Government of Pakistan are authorised to make un-
official references to the Law, Justice and Human Rights Division under
intimation to the parent Ministry/Division. Such references should clearly
show that the reference is being made under intimation to the parent
Ministry/Division.
(ii) Subordinate Offices and the Statutory and autonomous bodies

which are not authorised to make direct references to the Justice Division
should, route their references only through the Ministries/Divisions
concerned.
126128
34. In case of Departments authorised to correspond directly

with the Law, Justice and Human Rights Division, the references should
come under the signature of a fairly senior officer. In case of Attached
Departments the officers sending the reference should indicate their ex-
officio Secretariat status.
35. The cases touching upon service matters and interpretation

of financial rules and regulations should be referred to the Establishment
Division or, as the case may be, to the Ministry of Finance in the First
instance and the assistance of Law, Justice and Human Rights Division
should be sought only if a question of law is involved.
36. Where a Division obtains an opinion from the Law, Justice and
Human Rights Division, the referring Division should not in announcing
Government's decision (i.e. that Division's own decision) disclose that the
Law, Justice and Human Rights Division was consulted. Care should be
taken that endorsement in such cases meant for the Law, Justice and
Human Rights Division are not carried out in the copies meant for other
Divisions and Departments.
37. While the Law, Justice and Human Rights Division would
welcome, where considered expedient, back references from the
administrative Divisions for reconsideration of its opinions, but such
references should be at least from the same level at which legal opinion
was tendered in the Law, Justice and Human Rights Division.
38. Where in any case there is a difference of opinion between the

Law, Justice and Human Rights Division and the Division concerned and
the latter desires to consult the Attorney-General, it should send to the
former all relevant papers together with a self-contained summary of the
case precisely indicating the points on which the advice of the Attorney-
General is sought. Under no circumstances a case is to be referred to the
Attorney-General by the administrative Divisions directly.
39. The Secretary in each Division will be personally responsible for

the observance of these instructions by his subordinates including the
officers in the attached and subordinate offices. He should ensure that his
subordinates do not disregard these instructions. When a case is finally
disposed of and decided against the Government he should have an inquiry
instituted in the matter and take appropriate action against the concerned
officials where the judgment has gone against the Government because of
the non-observance of the rules of procedure on the part of the dealing
officials. Where any lacuna in law or procedure is revealed steps should be
taken to amend the law or the rules, as the case may be, if considered
necessary and expedient.
127129
Implementation of Judgements/Orders passed by the

Federal Services Tribunal.
1
40. On acceptance of an appeal by the Federal Services Tribunal, a
written order is communicated to the concerned parties and respondent
Ministries/Divisions/Departments. On receipt, the judgement is to be
examined on top priority basis with a view to filing a Civil Petition for
Special Leave to appeal (CPSLA) before the Supreme Court of Pakistan
for which 60 days time is available to the aggrieved parties. In case, it is
decided in consultation with the Law, Justice and Human Rights Division
that an order passed by the Tribunal does not involve any substantial
question of law of public importance for moving a CPSLA before the
Supreme Court of Pakistan, the order should be implemented forthwith
under intimation to the Registrar, Federal Services Tribunal, Islamabad.
1
Inserted vide Establishment Division's O. M. No. F. 10/14/92-Lit-I dated 4.5.1993.

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SECRETARIAT INSTRUCTIONS

Being instructions issued in pursuance of Rule 5(15) of the Rules

(i) “Attached Department” means a Department which has direct

(ii) “Business” means all work done by the Federal Government.

(iii) “Head of Department” means the officer who has been

(iv) “President” means the President of Pakistan.

(v) “Section” means a basic working unit of a Division.

(vi) “Section Officer” means an officer who is in direct charge of a

(vii) “Subordinate Office” means a Federal Government office

3. The Secretary shall be the official head of the Ministry/Division

4. It shall be the duty of the Secretary in the Ministry/Division to

5. (i) The Secretary shall determine the maximum extent of

(a) the distribution of work is equitable;

(b) the channel of submission of cases is vertical and not horizontal;

(ii) The Secretary shall review the delegation of powers to various

6. An Additional Secretary or a Joint Secretary, unless he is incharge

7. A Deputy Secretary shall dispose of all cases in which no major

9. The Section Officer will ordinarily be assisted by an Assistant and

(a) putting up previous papers and other references relating to

(b) opening of files and keeping a record of movement of files;

(c) keeping a note of all important orders and decisions;

(d) recording, indexing and weeding of files;

(e) watching the necessity of keeping priority or security labels

(f) other clerical duties assigned to him, including casual typing,

(a) Taking dictation, rendering transcripts and doing general

(b) Attending to receipt and issue work during the absence of

(b) General arrangement and tidiness of the office, furniture

(c) Conducting visitors to the officers.

(d) Providing drinking water to the officers and staff.

(e) Carriage of steel boxes containing secret/confidential files

(f) Shifting of articles of light furniture e.g. chairs, side racks,

11. The Private Secretaries to the Secretaries/Additional Secretaries

12. To keep proper record of movement of files and other

15. The following cases shall be submitted to the Secretary of a

(a) All cases, summaries and reports requiring submission to the

(b) All cases involving major policy and important administrative

(c) All cases of appointments or promotions that have to be referred

(d) All cases involving foreign delegations and deputations abroad.

(e) All important cases relating to development plans, annual

(f) All cases of transfers of Heads of Departments and their

(g) Proposals received from Provincial Governments which it is

16. All other cases shall be disposed of by officers in accordance

Recording of notes and

20. In cases which can be disposed of directly by a Section Officer,

21. In case where only a perusal of the paper under consideration is

22. In cases where a formal note is required, it shall be in the form of

23. The reproduction in a note of verbatim extracts from the paper

24. In complicated or protracted cases, particularly those involving

26. When it is desired to examine the proposal of another office

34. In cases where a reference in the form of a self-contained office

35. If a case is received from a Division in an incomplete form the

36. Any case referred to a Division shall either be returned to the

37. If a case has to be referred a second time to a Division on the

38. When a file has been referred to or returned from another

(2) A d.o. letter addressed by one Secretary to another should be

References to and from

42. Subject to the conditions laid down in Instruction 41, each

43. Subject to the control of the Ministry/Division to which he is

(i) Director, Intelligence Bureau.

44. 2[No Subordinate Office of the Government of Pakistan shall