4.4 Some Points Regarding Styles In Drafting The Style in drafts is as important as their contents. You should follow the instruction given below in drafting of communication and also for notes : a) Government will be treated as a plural noun b) Information is singular c) Work must not be confused with works . There are construction works and you work when you are on duty d) The words Proximo , Idem and Ultimo should be avoided as they lead to confusion. Instead you can choose the names of the months e) Avoid using the word the same . Instead use the word it or some other simple word f) Such needlessly formal words as therein and thereon should not be used. Instead you can see the words in it or on it g) Instead of passive verbs, you should use active verbs while drafting, in order to avoid vagueness in style. For example do not write as It is not understood for I do not understand / h) You must avoid using foreign or classical words and expressions i) Short sentences should be preferred to long for e.g. He is requested __________is better than the Deputy Commissioner attention is invited to Office Memorandum ___________ j) The phrase do the needful should never be used. Either state definitely what is to be done or say do what is necessary . Such words as avoid and not readily available should be avoided k) Split infinitives should not be used. For example you have to write kindly to state and not as to kindly state . Another example is The Deputy Commissioner will in the circumstances now stated, be requested is not good English. It may be written as In the circumstances now stated, the Deputy Commissioner will be requested to ____________ . l) Avoid using words like former and latter as it creates confusion m) You should desist from using only one phrase for beginning each correspondence. Some people begin every letter with the phrase with reference to . It is better to vary the phrase so as to make it more definite. You could start off your letter by writing In reply to your letter no. __________ , as directed and so on; or begin in narrative form, in their order _________ Government directed ________ . n) Do not use the term as well as when you could use the word and . Similarly, desist from using in case when the word if is sufficient. Other examples are I am unable to instead of I cannot and hand over for give . Again instead of using the word by the time you should use the word then . o) While drafting you should be careful not to misuse tenses and moods. The misuse of the word had is one of the commonest errors. The word had is rightly used to emphasise the priority of one event in the past to another. It is correct to say I had gone to bed when the house caught fire but senseless to say I had gone to bed at 10 O Clock last night . The correct form is I went to bed at 10 O Clock last night . The examples given about styles of drafting has given you some idea about the styles to be used in drafting of communication. Check your progress - 2 Please tick the correct answer : True False a) The word Government will be treated as a singular noun b) While drafting you should use the word it in place of the same c) Words such as therein and thereon can be used while drafting d) You should use active verbs while drafting e) Foreign and classical words and phrases are to be used while drafting f) Short sentences should be preferred to long one g) Such words as do the needful , avail and not readily available should be used while drafting h) Split infinitives should not be used while drafting i) Words like former and latter should be avoided as it creates confusion j) Tenses and moods should not be misused while drafting 4.5 Pattern and Organization of Material When you are drafting any form of communication it is essential that the body of the letter be written in the most effective manner. If you follow the pattern suggested below then it will increase the effectiveness of your draft a) Give a brief account of the basic situation which lead to the drafting of this communication b) Then give further details depending on the situation c) Lastly give a statement of the action required The advantage of using a pattern while drafting leads the writer to consider the basic communication necessities, and it also economises on time as the writer does not have to spend time wondering how to arrange the information. 4.6 Editing of Drafts After drafting any form of communication, you will have to edit it. Editing is the activity of looking over a piece of written material and adjusting it to make it more effective. While editing you will have to read through the draft, correcting errors and deleting portions of the draft that you think are unsuitable or badly written. When preparing drafts for different form of communication, you will have to check your own work to make sure that it makes sense. Besides you will also have to ensure that it is grammatically correct and that it suits the purpose for which it is intended. You will have to ask the question, Does it make sense? However it may so happen that it may make sense to you but what about the receiver of the communication? Will it make sense to the receiver of the message for whom it is intended. These are a few points amongst others that you have to keep in mind while editing your drafts. 4.7 General Instructions for Drafting You will prepare a draft in Assam Schedule - V form No. 66 or 67 and draft continuation sheet where necessary. You can write or type the draft in double space in half margin and on both sides of the paper. Obsolete forms, or papers retraced from old records, blank on one side may also be used for drafts and rough calculations. After having drafted the letter, then you will have to attach a slip bearing the word Draft for approval or DFA to the draft. If you have to put up two or more drafts on a file, then you will have to number the drafts as DFA-I, DFA-II, DFA-III and so on and so forth. All the references mentioned in the draft will be pointed out in pencil in the margin with reference to their page number in the file. The number and date of the communication to which you are going to make a reply to or of the last communication in the series of correspondence on the same subject will have to be referred to. In case you have to refer to more than one communication or a series of communication, then you will have to do this on the margin of the draft. The subject will have to be mentioned in all the communication including reminders. In a draft you will also have to show clearly the enclosures that you are going to send with the fair copy. To draw the attention of the typist, the comparers and the despatcher, a disposal stroke will be made in the margin. The number of enclosures that you are going to send will have to be indicated on the draft on the left side bottom of the page as Enclos. Nos. _______ . If copies of an enclosures referred to in a draft are available and are therefore, not to be typed, the fact will be stated in the margin of the draft for the guidance of the typist. All drafts that you put up in a file will bear the number of the file and the page number of the correspondence portion. In addition you will also have to indicate on the draft the name, designation, telephone number, fax number and E-mail number of the officer, over whose signature the communication will be issued. When other State Government, or Departments etc. are consulted on any matter, time limit for replies will ordinarily be specified. The officer concerned will initial on the draft in token of his approval. An intermediary officer approving the draft will also initial it before sending it to a higher officer. 4.8 Addressing Communication to Officers by Name Generally while drafting correspondence you will not address the communication to an officer by name. But occasions may arise when a communication may be addressed to an officer by name, so as to draw his personal attention, because of its secret nature, special urgency or importance. At other times it may so happen that some ground has already been covered by personal discussion and the officer to whom you are marking the paper would be in a position to record his views or give his decisions straight away. Whenever you mark a paper to an officer by name, reminders regarding that paper may also be sent to the same officer (or if he has been transferred, to his successor) or a higher officer by name. A demi-official letter will, however, always be addressed to an officer by name. The drafts of all communication with priority and security markings will be marked on the top right hand corner under the orders of Superintendents or higher officers. Check your progress - 3 Fill in the blanks : a. A draft will be prepared in Assam Schedule ___________________ . b. If two or more drafts are put up on a file, the drafts will be numbered ____________ . c. The number of enclosures will be indicate at ______________ of the draft on ________ side bottom of the page as _________________ . 4.9 SUMMARY After having read through unit - 4 you can perceive that drafting of communication is an important task in your office work. By now you have learned about the procedure of drafting, styles of drafting, pattern and organization of material, editing of drafts and some general instructions for drafting. The language used while drafting different forms of written communication should be simple, clear and to the point. In addition you must also keep in mind the general instructions for drafting so as to make your communication effective. 4.10 CHECK YOUR PROGRESS - MODEL ANSWERS 4.9 Summary Having read this unit on drafting of communication you must have increased your knowledge about the procedure to be adopted for drafting of various forms of communication. Besides you were also given some information regarding styles of drafting, pattern and organization of materials and editing of drafts. The points discussed in this unit should be kept in mind and applied while you are drafting in your office. Unit 5 : Issue of Drafts Unit Structure 5.0. Introduction 5.1. Objectives. 5.2. Issue 5.2.1. Definition of issue. 5.2.2. Marking of drafts for issue. 5.3. General Instructions regarding typing. 5.4. Comparison and signing of fair copies. 5.5. General Instructions regarding despatch. 5.6. Despatch of postal communication. 5.7. Despatch of non postal communication. 5.8. Stamp Account Register. 5.9. Action after issue. 5.10. Reference lists. 5.11. Summary. 5.12. Check your progress- model answers 5.0. Introduction In unit 4 you must have gained knowledge about the procedure for drafting of communication, styles of drafting, editing of drafts etc. After having drafted any form of written communication, the next step is about the procedures to be followed for issue of drafts. In this unit you will learn about the definition of issue, general instruction regarding typing and despatch, the procedure to be followed for despatch of postal and non-postal communication etc. Some exercises have also been included so that you will be able to check your progress as you read this unit. But avoid the tendency to look at the answers before you answer the questions in the exercise yourself. 5.1. Objectives At the end of this unit you will be able to – (a) define the term issue. (b) list the general instructions regarding despatch. (c ) Recall the steps for despatch of postal communication and non postal communication. (d) Describe the procedure for return of paper after issue. (e) Explain the action to be taken after issue. (f) Recall the reference lists to be maintained. 5.2. Issue After having drafted any communication, the next step is to issue the draft. But before the draft can be issued it has to be typed, compared and other steps taken so that it can be sent to its final destination. A number of steps have to be followed before a written communication can be finally issued for despatch. But before we proceed further regarding the procedure for issue of drafts, let us begin by having a look at the definition of issue. 5.2.1. Definition of Issue Now what do you understand by the word issue of drafts. The term issue is used to signify the different stages of action after approval of a draft, namely typing of the fair copy, examination of the typed materials, retyping or correcting the fair copy again if there are any errors, submission of the copy for signature and finally despatch of the communication to the addressee. 5.2.2. Marking of Drafts for Issue After a draft has been approved, then you will carry out the steps listed below : (a) Examine the draft to see that it is ready for issue and any instructions issued by the higher officer for completing or modifying the draft have been carried out. You will also ensure that there are no accidental errors. (b) If there are too many corrections in the draft and it is unclear then you must keep a typed copy as an office copy. If you need more spare copies then you will have to indicate that fact to the typist. © You must also ensure that copies of enclosures are attached to the draft if these are available in the section. (d) If any abbreviation has been used in the draft, then you must ensure that at the time of typing the fair copy the full form is given e.g. G.O.I may stand for Government of India, D.S. may stand for Deputy Secretary. (e) Indicate whether fair copies are to be signed by the officer approving the draft or by the branch officer concerned. (f) Ensure that all fair copies of drafts are received within a day. (g) Give a clear indication on the draft whether a communication is to be despatched by special messenger, speed post, fax, Registered post etc. depending on the situation. (h) Mark the draft for issue. (i) Pass on the file to the dealing assistant, who will pass on the matter to be typed, to the typist. 5.3. Instructions Regarding Typing After a draft has been checked and finally approved by the appropriate officer, then it must be sent to the typist. Each typist will maintain a daily log book in the form given in Annexure -–I and will enter the details of the work allotted to him and completed by him. The following instruction will have to be followed by the typist : a) He will note the priority grading in a draft and type out those drafts that are marked as immediate or urgent. b) Fair copies of all communication will be typed on paper of suitable size, printed forms being used as far as possible and suitable. c) If plain paper is used for typing out the fair copies of drafts the name of the issuing office will be typed at the appropriate place at the top of the fair copy. d) Fair copies will be typed with single spacing. e) The number of enclosures indicated in the drafts, will be typed at the appropriate places on the bottom of the page on the left hand side. Check your progress – 1 Please tick the correct answer. True False a) Communications can be issued at draft stage b) If a draft becomes unclear due to too many corrections then a typed copy has to be kept as an office copy. c) Fair copies of drafts are to be received within two days from the typist. d) Copies of enclosures need not be attached with the draft. e) Communication that has to be despatched by speed post need not be indicated in the draft. f) No stencil will ordinarily be cut unless more than 16 copies of a paper are required. g) The typist will type his initial with date in the left hand bottom corner of the fair copy e.g. ANS/10th Jan, 2002. 5.4. Comparison and Signing of Fair Copies After the typists have typed the fair copies keeping in mind the instructions given in the earlier section, then he will pass on the typed matter along with the drafts and relevant files, if any, to the dealing assistant concerned. The dealing assistant will then a) compare the fair copies with the draft; b) initial (with date) on the draft indicating that the drafts have been compared; c) attach enclosures if any; d) send the fair copies along with the enclosures and duplicate office copy, if any, together with the approved drafts, in a signature pad to the officer concerned for signature. e) Signing of pair communication and movement of signature pads should receive prompt attention. f) On return of the signature pads, the assistant concerned will see that the fair copies have been duly signed by the officer and that corrections, if any, made by the officer while signing are carried out in all the copies. The signed fair copies, together with office copies will then be passed on to the despatcher. 5.5. General Instructions Regarding Despatch After the fair copy has been signed by the officer concerned and sent to the despatch section, the despatch assistant will have to make arrangement to send the communication to the addressee. But before despatching the communication, the instruction mentioned below will have to be followed by the despatch assistant: a) At the outset, the despatcher will have to date the fair copy, office copy and spare copies, if any, b) Thereafter he will have to affix the stamp ”issued” on the office copy along with his initial and date. This will enable the dealing assistant to keep track whether the communication has been issued or not. c) It may so happen that sometimes an enclosure to any written communication has to be sent separately. Then a note to that fact must be kept in the fair copy as well as office copy. A slip must also be attached to the enclosure which are to be sent separately, indicating the number and date of communication to which they relate. d) All the communication that are meant for despatch will be separated into two lots by the despatcher i.e, one lot will consist of communication that are to be sent by post while the other lot will consist of correspondence that are to be delivered by hand. The details regarding the despatch of postal and non postal communication are described in Section 5.6 and 5.7. i) As far as possible the despatcher will issue the letters, memorandum etc. on the same day. In no case will he detain any outgoing communication for more than a day without the prior permission of the supervisor in charge of the issue section. e) The despatcher will then enclose communication meant for despatch by post, or those addressed to officers by name, in covers of appropriate size. However he will have to ensure that all communications intended for the same addressee are placed in a single cover. f) Economy slips will have to be used for all covers except : (i) those with bulky contents. (ii) those addressed to private bodies and members of the public; and (iii) those intended for despatch under registered or insured covers. g) If window envelopes are used, then the fair communications have to be folded in such a way that the address typed on the correspondance is visible through the window. h) When covers other than window envelopes are used, then the address and the number of the communication will have to be written on the economy slip on the cover, as the case may be. Check your progress – 2 Answer the following question (a) Why do typists have to maintain daily log book? ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ (b) Why are drafts written or typed in double spacing? ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ (c ) What is the utility of using printed forms in communications? ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ (d) Who do typists send the fair copy of communication to the dealing assistant and not to the officers directly? ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ (e) Why are stensils used in communication? ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ (f) What is the procedure to be adopted if an enclosure have to be sent separately to any written communication? ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ (g) What is the purpose of sending communication intended for the same addressee in a single cover ? ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ 5.6. Despatch of Postal Communication In the previous section you have read that communication can be despatched by post or by other means. In this section you will learn about the procedure to be adopted for despatch of postal communication. When we say postal communication, the image that comes to your mind may be that of letters etc. that are to be sent by post. Whenever any written communication is to be transmitted through the channel of post then it is called postal communication. Whenever any communication has to be sent by post, the despatcher will hand over the communications to the duftry who will : (i) paste the telegrams if typed on plain paper, over the printed form of telegram supplied by the Post and Telegraph Department and then affix service postage stamps of the appropriate value thereon; (ii) if a credit deposit account is maintained for issuing telegrams, affix rubber stamps indicating the credit deposit account number assigned to the office in the space provided for affixing postage stamp. (h) List the instances where economy slips may not be used. ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ (i) What is an window envelope and how does it differ from other covers or envelopes? ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ (iii) affix postage stamps of the appropriate value on covers, packets etc. where necessary after weighing them, using service postage stamps. (iv) stamp the postal covers with a rubber stamp bearing the name of the office concerned; (v) return the communication to the despatcher. After receiving back the covers, telegrams etc. from the duftry, the despatcher will then enter the particulars of the communication and the value of the stamp affixed in the despatch register. A format of the despatch register is shown below In the case of telegrams the serial number assigned to them in the despatch register will be noted on the top receipt portion of the telegram. This will help in linking of the telegram receipts to the relevant entries in the despatch register. Despatch Register Date…………………….. Seria l No. To whom addressed Communication No. and date Whether by Registered Insured or Speed Post Value of Postage stamps affixed. 1 2 3 4 5 Instructions 1. The date of despatch will be entered at the beginning of the entries of the diary. 2. Entries in Column 5 will be totalled up at the end of the day and the total indicated in red ink. Whenever a communication is sent by registered post with acknowledgement due, then the communication number/correspondance number should be written on the acknowledgement card. When the acknowledgement card is received back then it can be sent to the section concerned without any difficulty. Telegrams, letters by speed posts and other urgent communications should be despatched promptly. Registered and insured articles should be sent to the post office well before the closing hour prescribed for the receipt of such communications. Other communications should be posted at regular intervals. Receipts for telegrams, registered, and insured post etc. should be checked carefully by the despatch assistant. These should be filed properly for reference in the event of need. 5.7. Despatch of Non Postal Communication Generally local dak is despatched by means of non postal communication, i.e,it is sent by messenger to be delivered by hand. These local dak are to be sorted according to the location of the addresses. After sorting they should be entered in the messenger book and handed over to the Check your progress - 3 Please tick the correct answer True False a) Written communication transmitted through the channel of post is called postal communication. b) The Duftry does not affix postage stamps to covers etc. c) The despatch register is maintained by the duftry. d) The value of postage stamps affixed in a day should be totalled at the end of the day. e) When an acknowledgement card is received back then it must be kept in the issue section. messengers for delivery to the addresses. A format of the messenger book is reproduced below for your guidance. Messenger Book Serial No. To whom addressed Communication No. & Date Signature of the Addressees. 1 2 3 4 Instructions 1. The communication number and date pertains to the letter or memorandum or any other written communication under reference. 2. The date of issue will be entered at the beginning of the entries for the day. 3. Name of the messenger may be given below the serial number where necessary. 4. Messenger books should be numbered serially and an adequate number of such books allotted to each section. Urgent communication should be despatched promptly. The exact time in which the communication is sent by the despatch assistant, should always be noted in the messenger book. The recipients should also be required to indicate the time when they receive the communication. In case of ordinary communication, it must be ensured that they are despatched at least twice a day at suitable intervals. Only urgent communications will be despatched outside office hours. No communication should be sent to an officer at his residence unless: (i) it is of such a nature that action has to be initiated immediately and the same cannot be kept pending till the next working day. (ii) it is marked immediate and addressed to the officer by name; and (iii) its delivery to the officer’s residence has been authorised by the Branch officer concerned at the despatching end. After delivering the communication, the messenger will come back and report to the despatch assistant. The despatch assistant will then examine the messenger books to see that all the communications entered in the book have been acknowledged by the recipients. The recipients acknowledge receipt by signing on column 4 of the messenger book along with the date of receipt. In case the communication have not been acknowledged due to a variety of reasons, then that fact will be brought to the notice of the branch officer or Supervisor. The branch officer or Supervisor will investigate the matter and take further suitable action to ensure that the communication is delivered. After the issue of fair copies of communications the despatcher will send the office copies, together with the drafts to the assistant in the section from where the communication was initiated. The dealing assistant will file the office copy in the relevant file serially. In order to ensure that all the procedures regarding the issue and despatch of communication have been followed, the branch officer or Supervisor will make surprise checks during the course of the day. They will check to see that any envelop ready for despatch by post has been issued promptly. Further they will also verify that the stamp affixed tallies with the entries in Despatch Register and that the minimum number of stamps have been used. They will also verify the messenger books to find out if the communication has been despatched. Check your progress - 4 Please tick the correct answer True False a) Generally local dak is despatched by means of non-postal communication. b) A messenger book has six columns. c) On certain occasion the name of the messenger may be entered in the messenger book. d) Normal communication will be despatched after office hours. e) In case of urgent communication the time of despatch will be entered in the messenger book. 5.8. Stamp Account Register For despatch of the written communication through the channel of the postal system, postage stamps are essential. The despatch assistant will keep sufficient stocks of service postage stamps of the required denomination. For smooth functioning of his work and also for the purpose of monitoring, the despatcher will maintain an account of postage stamps in the Stamp Account Register. A specimen of the stamp Account Register is shown below : Date Value In hand Of Received during the day Stamps Used during the day Balance at close of the day (Cols.2+3- 4) Signature of Despatche r Signature Of Supervi- Sory Assistant ________ _ 1 2 3 4 5 6 7 Instructions 1. Separate registers should be maintained for (a) ordinary postage stamps and (b) Service Postage stamps. 2. Column 2 will repeat the figure in Column 5 of previous day. The Supervisory Assistant/Supervisor will check the entries made in the Stamp Account Register every day. After checking he will append his signature along with the date on the page of the register pertaining to that day. He will also conduct surprise test checks of envelopes ready for despatch by post. This will enable him to make sure that : (i) the value of the stamps affixed there tallies with that shown on the Despatch Register; and (ii) that the required value has been obtained by using the minimum number of stamps of appropriate higher denominations, The branch officer will also inspect the two registers i.e, the Despatch Register & the Stamp Account Register, in a month and verify that the value of the stamps in hand tallies with that shown in the register. 5.9. Action After Issue Once the fair copies are despatched for issue and the office copies are sent back to the section, the dealing assistant will have to take any of the following line of action : a) Check that the office copies bear the stamp “issued”; b) make sure that the papers sent with the draft have been received back; c) place office copies, with drafts, if any, on the relevant files, and d) docket the communication issued; e) examine whether the communication issued can be considered as a final disposal of the paper under consideration. If it is a case of final disposal then action has to be taken to record the file. f) cases which should be seen by higher officers for information or for confirmation of the action taken will be sent to them. g) cases on which further action is necessary in continuation of the action taken (for example on a side issue etc.) will be submitted to the officer concerned. h) if after the issue of communication, further action is to be initiated at a later date, then mark the file for being put up on that date. The movement of the file will be recorded in the file movement register and a note kept in the reminder diary.
Posted on: Sun, 23 Mar 2014 18:41:49 +0000
Trending Topics
Recently Viewed Topics
© 2015