Guidelines on drafting

1. Guidelines on drafting

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

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

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