2. Tools for Drafting.
3. Principles of Drafting.
4. The Six Interrogatives relating
5. Main Points of Drafting.
6. Three Fundamentals of Drafting.
7. Requirement of D.F.A.
8. Ensuring Correctness.
As per conventional or official practice in vogue, we can say that on cases where communications are to be issued, the officer concerned should submit, together with his note, draft for the approval to the higher officer who has to settle the matter finally. A higher officer, if he so wishes, may prepare a draft himself and authorize its issue or put it up to the next higher officer for approval, as the case may be.
The first task for the officer is to understand what is the draft about.
The analysis in relation to:
a. existing policies, rules and regulations.
b. potential danger areas (in respect of which the officer has a special responsibility).
c. practicability (Practical aspects of the draft communication).
After gaining an understanding of the proposals and assessing their implications in relation to existing policies etc., the officer reaches the design or planning stage of drafting.
5. SCRUTINY (FINALIZATION)
First, he should see its logical sequence,
b. All relevant laws.
c. The Rules of Business, 1973.
f. A book relating to Interpretation of Statutes.
g. Knowledge of Case Law on the relevant topic.
h. A good Urdu to English Dictionary.
J. A Dictionary relating to Latin Terms or about foreign words.
k. A Dictionary of Legal Terms and Phrases.
l. A good Book on English Grammar.
m. A good Book on use of English Prepositions and Phrases.
PRINCIPLES OF DRAFTING
THE SIX INTEROGATIVE
b) Where has it come from?
c) When it was written?
d) Who has sent it?
e) Why it has been sent?
f) How should it be dealt with?
- These questions enable the officer to determine:-
- A draft should be written, preferably typed in double space on both sides of the paper. A sufficiently wide margin should be left for corrections and additions.
- All drafts should bear the relevant file number and the subject. The reference number of the addressee’s letter, if available.
- 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 always be given in addition to the file number to avoid confusion.
- A draft should show clearly the enclosures which are to accompany the fair copy.
- The number of enclosures should also be indicated at the end of the draft on the left hand corner or the page.
- The officer over whose signature the communication is, to be issued should initial and date the draft in token of his approval. His designation should invariably be indicated on the draft.
- The appropriate priority marking i.e. “Residence” “Immediate” or “Priority” should be indicated on the draft. If any papers are to be dispatched by special messenger or issued under registered post or under postal certificate, as Express delivery or by Air Mail, necessary instructions should be given on the draft for the of guidance the dispatcher.
REQUIREMENT OF D.F.A.
Tags: Noting & Drafting, Noting Secretariat, Drafting Secretariat, Official Language uses in government offices, Noting and Drafting proceedur, Functional English, Forms of Communication, Noting, Drafting, Official letters