Drafting official


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Drafting official

  2. 2. 1. Definition of draft2. Introduction.3. Principles of Drafting.4. Main Points of Drafting.5. Three Fundamentals ofDrafting.6. Ensuring Correctness.7. Conclusion.
  3. 3. 1.DEFINITION OF DRAFT A draft has variously been defined but the following are the two important definitions from every point of view as a whole: A draft is an outline in the form of rough notes of something to be done or made e.g. a letter, speech plan, design drawing and so on. A draft is a rough copy of a document to be perfected later on by means of certain
  4. 4. 2.INTRODUCTION As per conventional or officialpractice in vogue, we can say that oncases where communications are to beissued, the officer concerned shouldsubmit, together with his note, draft forthe approval to the higher officer whohas to settle the matter finally. A higherofficer, if he so wishes, may prepare adraft himself and authorize its issue orput it up to the next higher officer forapproval, as the case may be.
  5. 5. There are five stages of draftingprocess. At each stage of the process, theconcept is developed and refined:  i. Understanding ii. Analysis iii. Design iv. Composition v. Scrutiny
  6. 6. i. UNDERSTNDING The first task for the officer is tounderstand what is the draft about.ii. ANALYSIS The analysis in relation to: a. existing policies, rules andregulations. b. potential danger areas c. practicability
  7. 7. iii. DESIGN (PLANNING) After gaining an understanding ofthe proposals and assessing theirimplications in relation to existingpolicies etc., the officer reachesthe design or planning stage ofdrafting.iv. COMPOSITION The composition is usuallydescribed as polishing the draft.(Process of Development).
  8. 8. v. SCRUTINY (FINALIZATION)  The stage of scrutiny includesmuch revisionary work, carriedout both by the officer himself andthose who instruct him. At this stagethe officer must discipline to takea critical gaze at his finished draft. First, he should see its logical sequence,
  9. 9. Secondly, he must getdown to tedious matters ofdetail and check crossreferences, the use ofdefinitions, consistency oflanguage spelling andpunctuation marks.
  10. 10. 3.PRINCIPLES OF DRAFTING Before going to start drafting, thefollowing principles should be strictlyobserved by an officer who is drafting:- a)   That he should move in logical progression and order from Understanding to Analysis to Design to Composition and to Scrutiny or Finalization.  
  11. 11.   b)    He should revise his draft till maximum perfection of the draft and to his satisfaction.  c)    He should also explain about drafting instructions to his officer, if so desired by him.  d)    He should state clearly and fully the principle objects of the draft. 
  12. 12.   e) His draft should refer to all known implications and difficulties whether legal, social or administrative.  f) He should also study all relevant rules and regulations etc.
  13. 13. g) A draft should be couched in such a language and style that the exact intention of the order which has been passed, is completely and clearly conveyed.h) The language should be lucid, precise, courteous, dignified and decent. There should be no scope whatsoever for misunderstanding. Words conveying the right meaning should be used.
  14. 14. i) The draft should be worded in an effective, impressive and un- ambiguous language so that nothing can be twisted out of content. The sentences should be grammatically correct.j)The draft should be exactly to the point and as far as possible brief. All the relevant points are to be stated on the draft.
  15. 15. k) Long sentences, abruptness, ambiguous expressions, circumlocution, redundant superlatives, bombastic words and irrelevant material should totally be discarded.l) There are circumstances in which a request or recommendation has to be rejected in such an event while preparing a draft for such a case, great care is required to be exercised to see that the language used must not at all, appear to be offensive to the addressee. In a word the draft should be couched in a polite un- offensive, decent and balanced language.
  16. 16. 4.MAIN POINTS OF DRAFTING While preparing a draft, the following pointsshould be kept in view:- (1) 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 andadditions. (2) All drafts should bear the relevant file number and the subject. Thereference number of the addressee’sletter, if available.
  17. 17. (3) When two or more letters, notifications etc., are to issue under the same filenumber, on the same date, to the sameaddressee, a serial number should alwaysbe given in addition to the file numberto avoid confusion. (4) A draft should show clearlythe enclosures which are to accompanythe fair copy. (5) The number of enclosures should alsobe indicated at the end of the draft on theleft hand corner or the page.
  18. 18. (6) 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.   (7) 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. 8. Endorsement as and when necessary.
  19. 19. 5.THREE FUNDAMENTALS OFDRAFTING A. Writing of a communication means talking across distance by means of written words. First the writer should realize that there is some one at the other end, who will receive thecommunication, read it, and be pleased,interested, bored, disgusted, worried orannoyed by its contents.
  20. 20. B. One should write after carefulthinking over the subject matters.Otherwise, a rambling and muddledcommunication will be the result. Clearthought is therefore essential for clear expression. C. Long and complex communication not only waste the time of the reader but also annoy him. A straight - forward letter written in simplelanguage has the best chance of securingfull attention and action.
  21. 21. 6.ENSURING CORRECTNESS 1)    Read the matter carefully.2)    Know and collect the facts.3)    Review the relevant files/ documents etc.4)    Under-line important facts.5)    Check every statement.
  22. 22. 6)    No possible question shouldremain un-answered.7)    Ensure that the language iscorrect.8)    It should properly be referencedand flagged.9)    The file should be in goodcondition.10)  Read before signing.
  23. 23. To cut the long story short, drafting is apractical art. Its practice needs long apprenticeship. Drafting of communication has to be donewithin certain limitations and restrictions, imposedby the requirements of the case and legal nature ofthe document. Every comma, semicolon and fullstop in a document is significant and important,therefore, a communication has to be phrased anddrawn up in positive, definite, clear and elaboratelanguage to lessen the possibility and chance ofmisconstruction.