R T I,Jaipur Welcome all participants Language Skills Drafting

R T I,Jaipur Welcome all participants Language Skills Drafting and Writing Abilities Basics Drafting of an official letter ,giving the facts ,as directed

Basic Drafting Drafting an Official letter Note Noting Draft Drafting Importance of Noting and Drafting

Draft Draft is a rough sketch of a communication to be issued after approval of the officer concerned. Drafting is the process of preparing this rough sketch.

Is draft necessary? Who will be addressed? Who will sign? Relationship between sender and receiver

Contd . What should be the form? Is something to be conveyed or called for? Are all details are available? What is the intention of the decision? What should be the recipient’s response?

Has the referencing been done? Is it logically sequenced? Contd . Does it have proper urgency/ security grading? Is it logically sequenced?

Contents of a Draft Identifying the sender Adopting the right form Visualizing the response Clarity, consistency and uniformity Redundancy, verbosity and repetition Providing a summary for lengthy draft

General Instructions Language should be simple and clear. Lengthy sentences, idioms and phrases should be avoided. Views of Govt./office should be specifically expressed. Lengthy communication should be concluded with a summary.

Contd . Subject matter should be mentioned. File number of draft should be given. Specify the enclosers, if any. Name ,designation and phone number of sender. Sufficient margin for correction. Slip bearing D F A Should be attached.

Urgent/Immediate slips ,if necessary. Enclosures reference, if any. Contd . Endorsement, if required. Addressing by name, if necessary. Read again to ascertain facts. Proof reading and specify mode of post i.e. speed post/Regd.post/ Insured parcel etc.

Demi official Letter D.O. if personal attention is required. Style should be direct, personal and friendly. Preferably short limited in one page only. Between officers of equivalent officers or one rank above the sender. D O to non-officials and public representatives.

Style of drafting a letter Heading(Printed letter head). Number and date. Address of recipient. Subject. Salutation. Main body (i)Reason for writing (ii)Letter contents (iii)Concluding para (iv)Summary for lengthy draft. Sender’s’ name, designation etc. Enclosure ,if any. Endorsement if required. .

Forms of written communication Letter D O letter Office Memorandum U O note Order Office order Notification Circulars

Contd Resolution Press release E. O .I . N. I. T. M.O.U. Advertisement

Specimen of a letter No. MOF/DOE/ pe/2021-22/ Dated . Government of India Department of Expenditure North Wing, Central Secretariat New Delhi 110001. To, . . Subject: . Sir/Madam,

With reference to your letter No dt . on the above subject, I am directed to . Yours faithfully, ABC Under Secretary Phone Number:

Exercise Write a D O letter from Accountant General (G S SA)Karnataka to the Principal Secretary (Finance),Govt. of Karnataka asking him to provide necessary accommodation and supply proper records in time to Audit parties.

Any Questions please Thanks Prabhakar Joshi, Retd.Sr.A.O./IAAD