Office Procedure & Communicatin Skills. - GGM.pptx

1
Office Procedures
&
Communication Skills
(Noting & Drafting)
Haryana Institute of Public Administration

Office Procedures
OFFICE:
Place where clerical work is done
[Essential for any organization]
I. Basic Activity – Information (Functions)
II. Administrative Functions
 Administrative
 Public Relations
 Framing of Office Systems & Routines
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Procedures:
Series of CLERICAL Acts
Usually performed by more than one
person organized under supervision
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Purpose of Office Procedure
• Good flow of work
• Avoid duplication (uniformity)
• Eliminate waste & delays
• Fixing of responsibility
• Preventions of frauds
• Easy training
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Why Procedures are violated?
i. Outlived their utility
ii. Violation of established
conventions
iii. Negative attitude of employees
iv. Laxity at the part of supervisors in
enforcing the conventions / rules
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Broad Categorization of Office
Procedures
Routine Office Procedures;
Instructional procedures based on Government
instructions issued from time to time e.g. writing
of ACRs, delay checking etc. Directional or
obligatory procedures based on rules e.g.
procedures for imposing penalty under
Punishment & Appeal Rules;
Departmental Office Procedures based on
requirements of concerned department like
P.W.D. Manual, Police Department Manual etc.
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OFFICE
ROLE:
[A] Contributory Role:
Nerve Centre
Store House of Information
Assist HOO/HOD in taking decision
Provide Professional Services
Adhere to Time-Schedule
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OFFICE
ROLE:
[B] Vigilance Role(Watch Dog):
Assist in maintaining discipline
Members adhere to Rules & Regulations

OFFICE
ROLE:
[C] Responsibilities:
To compile information
To prepare comparative statement
To keep records
To design flow of Information
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BROAD CATEGORIES OF PROCEDURES
1. Routine - File making & presentation.
2. Instructional - based on instructions e.g.
writing of ACRs, delay checking etc.
3. Directional or Obligatory - based on rules
e.g. procedures for imposing penalty under
Discipline & Appeal Rules;
4. Departmental Office Procedures - manuals
based on requirements of concerned
department.
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Nine Steps/Stages of Office Procedures
1. Receipt of letter/dak in Central Receipt; Section or by
receipt clerk so designated;
2. Submission of fresh receipts to Superintendent/ Branch in-
charge;
3. Marking of fresh receipts by Superintendent/ Branch in-
charge to Assistants/dealing hands, with or without any
remarks;
4. Diarising;
5. Opening and indexing of files;
6. Submission and processing of cases involving filing,
referencing, noting and drafting;
7. Typing and dispatch of letters;
8. Record keeping;
9. Recording and preservation in Central Record or Record
Room. 13

Central Receipts
• Dak received in a Central Receipt Section or by a
specially designated official and is distributed to
concerned branches/sections.
• This fresh receipt received in the branches/
sections, will first be gone through by the
Superintendent/ Section in-charge and thereafter
marked to the dealing assistants concerned,
indicating urgency grading and giving directions
regarding line of action, wherever necessary.
• The Superintendent/ Section In-charge will keep a
note of important communications requiring
prompt action in his diary of important fresh
receipts.
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Diarising of Receipts
Diarising of fresh receipts is an important and
essential procedure.
Each section/ branch will maintain a section diary.
The diarist shall diarise all fresh receipts received
in the Section/ Branch on the day of its receipt.
The communication received from Government of
India or State Government are required to be
entered in red ink and also entered in a separate
register maintained for the purpose to keep a
watch on their disposal.
The diary number of the receipt will be indicated
on the top of the margin in each communication.
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Movement of Fresh Receipts
The fresh receipts are submitted to the
Branch Officer in a PAD labeled as `Dak Pad’
so that these receive prompt action/ attention
by the concerned officer.
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Diary Marking
It is also an important duty of a diarist to
mark in the diary register the person to
whom and the date on which the fresh
receipt or case is sent on each occasion
when the cases pass through him.
Immediate and urgent cases are sent
direct to the officers concerned without
delay
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Opening and Indexing
Under this system each section/
branch will maintain list of:
i. Standard heads i.e. main
subject headings.
ii. Titles concerning it e.g. Budget;
Establishment, Accounts,
Training, Works etc.
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The standard heads/ subjects will bear
consecutive serial number i.e. one, two,
three….. and so on.
While opening a new file, dealing Assistant will
indicate the standard head also suggest the
suitable title for the file.
The title of file should be as brief as possible.
A separate file should be opened for each
distinct aspect of the subject.
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Every file will be assigned a file number which
will consist of:-
a) The serial number of standard head (say 5).
b) The serial number of the file opened under that
standard head (say 1).
c) The year of opening of the file i.e. the last two
digits only (say 07), and
d) An abbreviated symbol identifying the
section/branch (say 1-Admn.)
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• The file will be numbered as 5/1/07/1-Admn.,
5/2/07/3-Admn… The head 5 represents
subjects like promotion, recruitment,
retirement etc., the figure 2 represents serial
number of file, 07 represents year of opening
and 1-Admn. & 3-Admn. represent numbers
assigned to the Assistants in the
Administration Branch.
• For facilities of reference, each branch will
prominently display the lists of subjects
allotted to it and its distribution amongst the
dealing Assistants.
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Each file will have two portions:
1. Correspondence Portion
2. Noting Portion

Submission and Processing of
Files/Cases
(a) Filing of papers:-
 The noting and correspondence should be
kept in order.
 Whenever the noting and the correspondence
portion(s) become bulky, these should be got
stitched and marked Volume I.
 The subsequent papers on that subject will be
added to the new volume of the file marked
Volume-II.
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Files/Cases
(b) Reference:-
 Every page of the noting and
correspondence portion of the file is
consecutively numbered in pencil.
 The paper under consideration will be
flagged PUC on the right corner of the
paper. Draft reply will be flagged DFA on
the left corner of the paper.
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Files/Cases
(b) Reference:-
 In referring the papers, the relevant page
number of the noting / correspondence
portion will be quoted invariably in the
margin of PUC/ DFA.
 All other papers which are put up with the
current file will be flagged with alphabetical
slips for quick identification.
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Submission and Processing of Files/Cases
(c) Use of Urgency Gradings:-
 In the Govt. offices, normally, four urgency gradings are
used for the disposal of the cases viz. ‘Most Immediate’,
‘Immediate’, ‘Urgent’ and ‘Priority’.
 The label ‘Immediate’ should be used only in cases
requiring attention during day and night and label
‘Immediate’ be used in cases requiring prompt attention.
The label ‘Urgent’ will be used for cases which require
urgent attention and the label ‘Priority’ shall be used for
cases which merit disposal in precedence to other cases of
ordinary nature.
 When label `Parliament’ and ‘Vidhan Sabha Business’ or
‘Budget’ are used there will be no need to use any label of
urgency grading.
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Communication Skills
(Noting & Drafting)

Areas of Discussion
 Presentation of Data
 Some suggestions which one must ask one self while
dealing a case
 7 C’s for best communication skills
 Drafting
 Points to be taken care
 Check list
 Different forms of Drafts
 Terminology (commonly used in office work)
 Drafting of Reply to Assembly Questions
 Handling of Secret and Confidential documents.
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Essentials of Noting
What is Note?
NOTE:
“Note” could be defined as “the remarks
recorded on a case to facilitate its disposal
and includes a precise of previous papers, a
statement or an analysis of the questions
requiring decision, suggestions regarding the
course of action, and final orders passed
thereon.

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Essentials of Noting
NOTE:
 A “Note” should contain facts and figures, rules,
law, procedure precedents, views of FD/CS/LR
(in case of State PSUs, Boards etc. decision of EC
and State Government/ concerned Department)
 A “Note” helps the decision making authority in
taking a decision. It should normally comprise of
a brief resume of the case, the analysis/
statement of the point(s) at issue, suggestion
regarding the course of action of the orders, if
any, passed thereon.

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Why record a note?
The working of the Government/
Organization is a continuous affair and
the policy of the Government has to
remain uniform in a given set of
circumstances. A written record of the
reasons for adopting a particular course
of action in a case, will ensure identical
treatment to a similar case coming up
in future.

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Guidelines for Good Noting
a) All notes should be concise and to the point.
b) A simple and direct style of writing should
always be adopted.
c) Notes and orders should normally be
recorded on the note-sheets.
d) Notes should not be recorded on the receipt
itself except in very routine matters.
e) Reproduction of extracts from the PUC should
be avoided.

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f) Wherever a running summary of the facts is
available on the file, it should be referred to without
repeating any part of the facts in the note.
g) Notes should always be worded in a courteous and
temperate language, free from any personal
remarks.
h) Any remarks recorded by senior officers on the
receipt should first be reproduced before the note is
recorded.

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i) The dealing hand will append his full
signatures with date on the left below his note.
An officer will append his full signatures on the
right hand side of the note. Preferably, the
stamp of name and designation be used.
j) A note will be divided into paragraphs of a
convenient size. Paragraphs should be serially
numbered and may also have brief titles, if
necessary.

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Functional Approach to Noting
a) Routine or Repetitive Cases:
In such cases, ‘standard process sheet’
which means a standard skeleton note
should be developed indicating pre-
determined points of check. In respect
of other routine case, a fair draft should
be put up with standard noting.

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c) Problem Solving Cases:
A detailed note will be necessary, covering
the following aspects:-
i. What is the problem?
ii. How has it arisen?
iii. What is the ‘Rule’, ‘Policy’ or ‘Precedent’?
iv. What are the possible solutions?
v. Which is the best solution? Why?
vi. What will be the consequences of the
proposed solution? Financial requirement?
Provision for the same? Yes / No.

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(d) Policy and Planning Cases:
Such cases would require a thorough
examination, particularly because important
decisions are to be taken at top management
level. A note in such cases should be
structured in the following manner:-
I. Problem: State the problem. How it has
arisen? What are the critical factors?

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(d) Policy Cases:
II. Rule, Policy etc. on the subject be quoted.
III. Precedents: Precedents cases having a
bearing on the issue under consideration
should be put-up.
IV. Critical Analysis: The case should then be
examined on merits answering questions like
what are the possible alternative solutions?
Which is the best solution?
V. Concluding para: The concluding para should
suggest a course of action for consideration
and level of authority competent to take
decision.

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Modification of Notes:
Notes recorded on a file should, in no
circumstances, be pasted over or
mutilated.

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Oral Discussions:
All points emerging from
discussions between two or more
officers of the same department and
the conclusions reached will be
recorded on the relevant file by the
officer authorizing sanction.

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Oral Instructions by Higher Officers:
i. Directions should normally be in
writing.
ii. In emergent situations, the oral
directions should be confirmed at the
earliest.
iii. After compliance, directions/orders
may be got confirmed.

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Noting on
‘Fresh Receipt’
be avoided

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Language of notes
Should be free from personal remarks. If
apparent errors in the note of
Superior/Minister have to be pointed out,
or if the opinions which he/she has
expressed have to be commented upon,
special care must be taken to ensure that
observations are pointed out in respectful
language

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Numbering of Paragraphs
A note is most conveniently written in
paragraphs, which must invariably be
numbered. Each paragraph containing
suggestions should deal with a definite
point so that orders can be passed. It is
often useful to summarize the suggestions
in final paragraph, and which could be
transformed into a draft.

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Referencing of notes
Every statement in a note
should be supported by a
reference.

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Submission of revised rules
When rules etc. which have
undergone revision and are
re-submitted, the case should always
show the difference between the old
and new rules.

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Presentation of Facts/Data
Besides recording of the Note, facts, data
and informations can be arranged or presented
in following formats:
a) Statement/ Tabular form
b) Linear & Graphics forms where
presentation of comparative study is to be
made of facts for more than one year.
c) Circular PIE diagramme showing sector
representing quantities.

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Some suggestions which one must ask one
self while dealing a case
1. Whether I have read the PUC carefully and apprised myself
with the full facts of the case?
2. What are the rules/regulations/ procedures/precedents on
the subject and knowing the facts of the case whether I
have examined my case accordingly, referencing everything
properly?
3. Is it necessary to connect the allied matters/cases with the
case for a proper perspective? Should not I link those cases
also?
4. Is not the back referencing I am contemplating avoidable?
Is not the requisite information available in our office? If a
back reference is a must, have I asked for all the
information that is necessary in the first instance?

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5. Have I dealt with the case fully and exhaustively, clearly
spelling out the points at issue which are required to be
decided leading to expeditious, early and proper disposal of
the case, clearly indicating the competent authority
empowered to take the final decision?
6. Have I dealt the case effectively by giving it the right
direction, from administrative, financial, legal and
humanitarian angles?
7. Is the advice of Chief Secretary/Legal Remembrancer/Finance
Department/Health Department/Any Advisory Agency really
necessary or can we finally decide it ourselves under the
rules/regulations/instructions on the point?
8. Have I been successful in being to the point and have I been
able to exclude all the irrelevant things, papers etc.?
9. Have I put up the case the way in which I would have liked it
to be put up to me? Have I been able to put in my best in my
work?

7C's for the best Communication Skills
1. Clear
2. Complete
3. Concise
4. Concrete (Meaningful)
5. Correct
6. Candid (Pure and Strong)
7. Courteous
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Proceedings of Meeting
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 Where and when the meeting was held
 Who chaired the meeting
 Who were present
 Who sent their apologies, if absent
 A statement that the agenda was adhered to – e.g.
that the minutes of the previous meeting were
agreed and signed.
 All motions and amendments in the exact form they
were put by the chairperson.
 The names of the persons who proposed and
seconded each motion and amendment.
Continued…

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 A summary of the main points of the discussion.
 The number of those voting
 The decision taken on each proposal
 Who is taking what action and when
 The date of the next meeting
A copy of the minutes should be sent to everybody
who has a right or need to know as soon as possible. If
writing the minutes is likely to be delayed, then some sort
of interim action sheet should be sent.
The chairperson normally should have the
opportunity to check the minutes before they are sent
out.

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Development of Communication Skills
through Noting & Drafting
Check List
1. Whether letter is properly flagged `PUC'.
2. Whether PUC is properly referenced.
3. Whether all relevant papers, previous references have
been added/marked.
4. Whether you have CAREFULLY read the PUC and
apprised yourself with full facts of the case.
5. What are the rules/regulations/ instructions/
precedents concerning the case?
Continued…

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6. Have you examined the case with reference to these
Rules/ Instructions?
7. Have you examined financial implication?
8. Is not the back referencing you are contemplating
avoidable. If a back reference is a must, have you
asked for all the information required for dealing the
case?
9. Is advice of CS/ FD/ LR/ Any other authority necessary
on any point/ Issue?
10.Is your note concise and to the point?
Continued…
(ii)

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11.Has repeated reproduction of PUC been avoided?
12.Have you read your note before sending the case to
officers? Is your note worded in a courteous language
and free from personal remarks?
13. In complicated case, have you prepared a running
summary of the facts.
Continued…
(iii)

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14.Have you prepared self —contained summary/ note if
the case is required to be submitted to Minister/ CM
covering the following aspects: —
i. What is the problem or Issue?
ii. How has it arisen?
iii. What is the "Rule, Policy or Precedent“?
iv. What are the possible solutions?
v. Which is the best solution?
Continued…
(iv)

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15.Have you appended your FULL signatures with DATE,
Month & Year" on the left below your note?
16.Have properly paragraphed your note duly numbered?
17.Have you concluded your note summing the issue and
course of action?
18.Have you properly tagged and numbered your
notepapers?
19.Have you added spare note sheets?
20.Have you added reference in the beginning of Noting
of the file?
21.Have you removed un-necessary pages from file;
replaced the flap and file cover, if torn?
Continued…
(v)

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22.Are you satisfied with your handwriting? [Spend 5-10
minutes for practice for improving your handwriting]
23.Have you added ‘URGENCY Slip' if required? (urgent,
Immediate, Assembly Business, Budget Confidential
etc.)
24.Have you properly referenced your note; flagged the
Rules, Instructions, Precedents etc.
25.Have you made entry in your `Movement Register'?
26.Have you started preparing notes on computer?
27.Have you made use of four files marked 'CS’, 'FD',
'Others' and 'Precedents' maintained, by you to keep
copies of circulars from respective departments and
specimen to guide you?
(vi)

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Terminology
Some Latin words commonly used in office-work
Legal Term Meaning
ab initio from the beginning
ad interim in the meantime
ad veloram according to the value
alibi
a plea by a person accused of
an offence that he was
‘elsewhere’
bona fides good faiths
cause causes the immediate cause

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Terminology
Legal Term Meaning
contra against
custodia legis custody of the law
data what is given
de facto in fact
de jure in law
de novo a new

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Terminology
Legal Term Meaning
ex-officio by the virtue of an office
modus operandi mode of operating
motatis mutandis
with the necessary changes in
the points of details
nexus bond, link or connection
prima facie on the face of it
sine quo non an indispensable requisite

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Terminology
Legal Term Meaning
status quo existing condition
sub judice in course of trial
suo moto of his own
ex post facto by subsequent act
ex parte
expression used to signify
something done or said by one
person not in the presence of
his opponent

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Terminology
Legal Term Meaning
execution Performing a duty
without prejudice
Without affecting any other
legal matter
wilfully Intestinally
wakalat – nama authorization

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Terminology
Legal Term Meaning
vis – à –vis In comparison with
vague Not clear
unlawful illegal
ultra vires
Beyond your legal power or
authority
time-barred expired

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Terminology
Legal Term Meaning
ipso facto
Because of the fact the fact that
has been mentioned
irrevocable That cannot be changed
caveat
Any discussion of legal action
must be preceded by a caveat o

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DRAFTING
 Draft to follow orders.
 To expedite disposal of a case, draft may be
put up along with note (in other than policy
cases).
 Ordinarily, not more than two days are
allowed, after passing of orders, for the
submission of draft (in urgent cases only one
day is allowed).
 “DFA” slip on draft to be fixed on left hand
side and placed beneath the notes.
 Number of drafts to be issued be indicated as
DFA-1, DFA-2 etc.

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DRAFTING
 Avoid use of abbreviations in the drafts.
 A brief subject should be inserted as heading
in a draft.
 Quoting of sums of money (both in figures and
words).
 Fixing of time limit for reply (while addressing
sub-ordinate offices).

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DRAFTING
Points to be noted:
A draft-
Should carry the exact message sought to be
conveyed;
Should be clear, concise and incapable of
misconstruction;
Should result in the desired response from the
received;
Should be divided into proper paragraphs, according
to the logical sequence or order of ideas expressed
in the draft.
Should contain references to previous
correspondence, if any.

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DRAFTING
Avoid:
 Lengthy sentences, abruptness,
 Repetition of words, observations or ideas
 Offending, discourteous language

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DRAFTING
Check List:
A draft should indicate the following:
 File No.
 The name and complete postal address of the sender
organization.
 The name/designation of the addressee with complete
postal address.
 Salutation (i.e. Sir, Dear, etc.)
 Subject of the Communication.
 Number and Date of the last communication in the series
(from the Addressee or from the Sender)

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DRAFTING
Check List:
 The enclosures, which are to accompany the fair
copy (A short oblique line in the margin will
indicate that enclosures are to be sent along with
the fair copy).
 Subscription (i.e. Yours faithfully, Yours sincerely,
etc.)
 Urgency grading be indicated.
 Endorsement, wherever necessary.
 Name, Designation and Signature of the sender

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Different forms of Drafts
1. Letter
2. Demi Official Letter
3. Office Memorandum
4. Office Order
5. Order
6. Notification
7. Endorsement

77
Forms of Govt. Communication
Form Purpose To whom General
LETTER To seek/ convey/
information/
views/ decisions/
directions
a. Statutory
authorities like
Union Public
Service
Commission
b. Public
Enterprises
c. Public Bodies
d. Members of
Public
a. Begin with
salutation
`Sir’ or `Dear
Sir’ as may
be
appropriate
and ends
with
subscription
“Yours
faithfully”
b. Tele. No.
invariably
below
signatures.

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DEMI
OFFICIAL
LETTER
Where
matter
should
receive
personal
attention
a. Another
Govt.
Officer (of
more or
less
equivalent
status)
b. Non-
official.
a. Written in the first person in a
personal and friendly tone.
b. Name, designation and
telephone number of the
sender at the top of letter
head.
c. Subject may be given in the
first sentence to avoid a
lengthy opening sentence.
d. Begins with salutation “My
dear Sh./ Ms…..” or “Dear
Sh/Ms…..” ends with phrase
“With regards and
subscription “Yours
sincerely”.

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OFFICE-
MEMO-
RANDUM
a. Inter
departmental
communication
b. To call for
information
from or to
convey
information
a. Attached
and
subordinate
offices/
b. employees
a. Written in the
third person.
b. Bears no
salutation or
subscription
except
designation and
tele. No. of
signatory.

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FAX/
e-mail
In urgent
and
important
matters
Local and
Outstation/
Offices/
Organizations
heaving FAX/
e-mail
Facilities
Document/
communication is
transmitted to the
receiving agency.
and confirmation on
telephone is must.

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Form Purpose
To whom
General
OFFICE
ORDER
To
communicate
internal
administrative
decisions like
grant of leave,
redistribution
of work etc.
Officers/
sections/
units within
the
department
Copies are
invariably
endorsed to the
administrative/
financial authorities
concerned.

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Form Purpose
To whom
General
ORDER To
communicate
Financial
Sanctions,
orders in
disciplinary
Cases,
transfers etc.
Addressed to
none
specifically.
In a
disciplinary
case,
addressed to
the official
concerned.
Copies are
invariably
endorsed to the
administrative/
financial
authorities
concerned.

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Form Purpose To
whom
General
NOTIFICATION For notifying in
gazette
1.The promulgation
of statutory rules
and orders
2.Appointments/
promotions of
gazetted officers
Controller
Printing &
Stationery
There are
different parts
and sections
of the gazette
reserved for
different
types of
notification.

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ENDORSEMENT 1. Reply on the
original letter
itself.
2. To forward copy
to another Deptt./
Office for
information/
action.
a.Sender of the
original
communication
b.Another Deptt.
Not used for
Communicating
with State
Government.

85
Seniority
Number
Name Summary of last ten
ACRs of years
Is any charge sheet pending under rules 7? If
yes, give details
From
Director,
Food & Supplies Department,
Haryana, Chandigarh.
To
All the District Food & Supplies Controllers
in Haryana State.
Memo. No. 7/97/02// E-2 Dated 15.03.2012
Subject:- Promotion to the post of Accountants
With reference to the abovementioned subject, it is intimated that nine posts of Accountants
are lying vacant in the Department which includes seven posts for general category and two for scheduled
caste candidates. As per service rules of Class- III (Accountants) employees, these posts are to be filled up
from amongst the Clerks / Store Keepers working in various districts /field offices in Haryana on seniority -
cum- fitness basis.
You are, therefore request to send the names of eligible candidate as per seniority -cum-
fifteen basis in the enclosed proforma up to the seniority list number 40 of the category of Clerks/Store-
Keepers. The required details along with original ACRs files should sent to the office within a fortnight so
that the cases for their promotion can be processed and decided accordingly.
Director,
Food & Supplies Department,
Haryana, Chandigarh.

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Sr. No. Seniority List
Number
Name
1 18 A
2 35 B
3 37 C
No. 41/08/03/E-I/1567
From
District Food & Supplies Controller,
Rohtak
To
The Director,
Food & Supplies Department Haryana,
Chandigarh
Subject:- Promotion to the post of Accountant
dated 25.03.2012
Sir,
Kindly refer to your letter no. 7/97/02/E2 dated 15.03.2012 on the subject mentioned above.
It is submitted that as per seniority list of Clerks/ Store Keepers of the Department, up to the seniority list no. 40,
the following three Clerks are working under the control of this office:-
It is stated that there is nothing adverse against Sr. No. 1 and 3 above. However, a charge sheet under rule 7 of
P & A rules 1987 is pending against Mr. B (at serial no. 2 above). It is, therefore, requested that at present he cannot be
promoted to the post of accountant till the final decision of this charge sheet. Hence, one post may be kept vacant till the
decision of the charge sheet, if promotions are done up to his seniority.
There is no employee belonging to scheduled castes working as Clerk/ Store Keeper under the control of this
office who can be considered for promotion against the reserved posts for scheduled caste candidates.
The original ACR files with summary of ACRs of these three employees are enclosed.
Yours faithfully,
District Food & Supplies Controller,

87
ABC DO No. …………………………….
Dated ………………………………
District Education Officer,
Rohtak
Subject:- Filling up of the vacant posts of Mathematics Teachers.
Dear Shri/ Smt…
Kindly refer to my office memo no. …………………………………… dated ………………………….. and
subsequent reminders dated …………………… and dated ………………………….. on the subject cited above.
2. Due to shortage of Mathematics Teachers in various schools, the education of students is
suffering a lot. I would be thankful if you personally look into the matter and arrange to depute at least
………… Mathematics Teachers in the schools of this District as per list sent vide letter dated ………………. so
that the education of the student may not suffer further.
With regards,
Yours sincerely,
(ABC)
To
Sh./ Smt. ……………………….,
Director General,
Secondary Education Deptt. Haryana,
Panchkula.

88
Order
Shri ABC, working as Clerk in the office of Block Education Officer, Rohtak
is hereby transferred to Government Girls Senior Secondary School, ……….. with
immediate effect.
Rohtak.
Endst. No. …………………….. Dated…………….
A copy is forwarded to the following for information and compliance please:-
1. Block Education Officer, Rohtak.
2. Principal, Government Girls Senior Secondary School, ….……..
3. Shri ABC, Clerk office of the BEO, Rohtak
Rohtak.

89
Office Order
Shri LMN, working as Clerk in the office of Distrct Education Officer,
Rohtak is hereby is hereby given additional charge to work in Accounts Branch of the
office during the leave period of Shri XYZ during his leave period from ……. To ………
Rohtak.
Endst. No. ……………………..
Dated…………….
A copy is forwarded to the following for information and compliance please:-
1. Accounts Officer.
2. Office Superintendent.
3. Shri LMN, Clerk.
Rohtak.

Checks on Delays
(Managing Delays)
• Time Limits
• Handling of Staff/Public Grievances
• Weekly Arrear Statement
• Monthly Statement of cases pending disposal
of a month.
• Monthly progress reports of recording and
review of files.
• Watch on disposal of court cases and
implementation of court orders.
• Register of Parliament Assurances
• Use of urgency slips
91

Check list of periodical reports
Each section will maintain:-
a) Check list of incoming reports
b) Check list of outgoing reports
92

Records on Racks
 Current
 Semi Current
 Non Current
93

General Instructions
• Keep your table and surroundings clean
and tidy;
• You should not throw away papers right
and left;
• You need to look-after the office furniture
and equipment;
• It will help us if we keep files and papers
in order as it will save a lot of time and
confusion;
• Before leaving office, set your papers in
order;
94

General Instructions
• Do not leave office before time,
Emergencies can be met with any time. If
you need to go early, then to leave office
with the permission of your seniors;
• Never leak out office secrets and avoid
gossip. Always be courteous to your
colleagues, subordinates and public;
• Always avoid to create a bad impression
about you because it is difficult to erase a
bad opinion once formed.
95

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