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1. Definition of a note1. Definition of a note
A note means an officers views in writing
on a file within a prescribed procedural
framework to facilitate the settlement of amatter. A note is designed to help senior
officers in taking a decision. In other words
a note is a statement or description of a
case along with the views of an officersuggesting a decision.
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Object of a noteObject of a note
The object of a note is to assist the senior
officers to take a final decision in the light
of the facts brought out in the note. Thefinal settlement of or decision on a matter
is the end-product of a note.
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When a note is requiredWhen a note is required
A note shall be recorded on a file only in a
case which is to be put up to higher
officers for orders. In such a case theofficer concerned should present the case
in the following systematic form:-
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Constituents / Contents of a noteConstituents / Contents of a note
I. It should bring out the question for consideration and the facts of the case (theofficer may point out any mistake or error ormis-statement of facts in the paper under
consideration or in the notes of otherMinistries and Divisions):
II. Indicate the statutory or customary procedureto be adopted in dealing with the case; i.e.
consultation with other Ministries/Divisionsunder the Rules of Business/ SecretariatInstructions and other GovernmentRules/Orders.
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III. Discuss any reference to rules andregulations having a direct bearing onthe case;
IV. Quote any relevant precedents whichshould be put up, if possible;
V. Point out any other relevant facts andfigures;
VI. Mention the points for decisions; and
VII. Suggest course of action.
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Requirements of a note:Requirements of a note:
I. All notes should be written on the note-sheet. Nonote should be recorded on the receipt itself.
II. If a higher officer has already given any remarks on a
receipt, these should be copied out on the note sheetbefore subsequent notes are recorded.
III. The officer recoding the note should affix hissignature on the right side of the note sheet at end of
the note. His/her name, designation and telephonenumber should be typed or rubber stamped belowhis/her signature.
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When a note is not required to beWhen a note is not required to be
recordedrecorded No elaborate note shall, however, be recorded by the
officer concerned:-
I. On a receipt which he is competent to dispose ofhimself in the light of clear precedent or under thestanding orders delegating specific powers to him todispose of such cases:
II. In case where a line of action has been indicated bya senior officer and he is required to put up a draft.However, if some important point has escaped thenotice of the senior officer, it should be brought to hisnotice for consideration before final decision ororders are conveyed to the concerned quarters.
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2. Objectives of noting2. Objectives of noting
I. It enables the officer to understand andassimilate a specific issue, proposal, problem orquestion, which requires decision;
II. It examines and states relevant facts clearly and
concisely and draws attention to previousdecisions, precedents, communications, rulesand regulations;
III. It specifies the points on which a decision is tobe taken; and
IV. Finally it suggests a positive line of action.
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3. Advantages of noting3. Advantages of noting
A note has the following advantages:
I. It presents various aspects of a matter in a
clear perspective and brings out pros and
cons of the point under consideration.
II. It puts down the views of the writer in black
and white and records the precise reasons for
adopting a particular course of actionconsidered to be the best of all possible
courses.
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III. A note is a record of discussions
leading to a particular decision. It canbe used as precedent for futurereferences.
IV. Recorded notes help in understandingreasons for a particular decision, and infinding out at what level the decisionwas taken.
V. Responsibility for a particular decisioncan be fixed on the basis of recordednote.
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VI. Notes indicate what steps were taken
and what authorities were consulted forfinal decision/settlement of a particularcase.
VII. Notes enable people who comeafterwards to pick up tasks whereothers left.
VIII. A note is a historical record and sourceof information for the cominggenerations.
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General remarksGeneral remarks
If we take policy decision which affect a
particular sector of economy or overall
national interest and reasons and
justification for taking those policy
decisions are recorded in the notes these
are useful for having a better appreciation
of these decisions.
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4. Aspects of noting4. Aspects of noting
Noting has two main aspects viz;
Technical and Linguistic. The first aspect
viz: Technical aspect may also be called
the Technique of note writing.
The second aspect i.e. Linguistic aspect
relates to the correct use of language,proper choice of phrases and words and
covers style, idioms and grammar etc.
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5. Technique of note5. Technique of note--writingwriting
Structure of a note
A note has three main parts:
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1. First part or opening sentence or1. First part or opening sentence or
paragraphparagraph
It brings out the subject matter of the case
or question under consideration:
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2. Second part2. Second part
It contains discussion or examination of
main points;
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3. Third Part3. Third Part
It is the conclusion it may be in the form
of a decision or recommendation orsuggestion.
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First part of the opening sentenceFirst part of the opening sentence
or paragraph of a noteor paragraph of a note
It should straightaway state the matter to
be considered. If a paper under
consideration or a fresh receipt contains alengthy, and complex matter, the opening
paragraph should summaries it, but should
not, in any case, reproduce it. The points
at issue should be clearly stated in achronological manner.
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The second part of the noteThe second part of the note
It is very important. The case is examined in the
light etc., therefore, it may consist of more than
one paragraph, and embodies the main
discussion or examination of the matter and
states all relevant facts, precedents, arguments
or reasons for and against a particular
conclusion or line of action. Great care should
be exercised to ensure that statements made inthe note are correct and properly documented
and referenced.
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Last and third partLast and third part--conclusionconclusion--
decision or Recommendationdecision or Recommendation
It sums up the whole case and contains
the conclusion in the form of a decision or
a recommendation or a suggestion. Itshould, in all cases, be positive, definite
and unambiguous. If more than one
course of action is suggested, each should
be stated precisely with its advantagesand disadvantages.
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6. Bad Note6. Bad Note
It is a common mistake to begin a note by
setting out at length what the writer of the letter
has said in more or less the same words.
This is quite wrong , as it must be presumed that
the officer will read the fresh receipt. But if the
letter is long or confused, it may well be
desirable to analyse it and to bring out clearlywhat are exact point for order, for example it
may be summarised as:
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In a long report on the difficultiesexperienced in setting up the new Mission
at Buenos Aires the Ambassador to
Argentina has made the following five
proposals for strengthening hisorganization and asked for early orders of
them. However some of the factors which
spoil the note are:
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I. Excessive noting is an evil:
Reproduction of PUC, which
unnecessarily adds to a note, should beavoided. It is a sheer waste of time and
energy. It should be assumed that the
paper under consideration or the fresh
receipt will be read by the officer.
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II. Un-necessary detail and unwanted
information in a note make it a badnote. Similarly, digressions from the
main point of issue should be avoided in
a note.III. Sandwiching of routine matter in a note
being recorded in proper sequence also
makes a note defective. This detractsfrom the main issue and disturbs the
thought process.
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IV. In case it is absolutely unavoidable to
include an important piece of
information/statistical data in a note it is
advisable that a separate statement or
appendix embodying the information orthe statistics should be placed on the
file below the note and it should be
properly flagged.
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V. If an incorrect statement is made or an
unauthenticated fact or superficial
argument is given in a note there is a
possibility of a wrong decision being
taken on the basis of this incorrectstatement. Thus, the decision-making
authority may be placed in an awkward
situation.
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7. Tenor of Note7. Tenor of Note
All notes should be temperate, objective
and free from personal remarks. If an
argument pointed has to be criticised or
the inaccuracy of the statement pointedout, great care should be exercised to
choose proper words and phrases for
expressions so that criticism does not
amount to an arrogant and impolite
outburst.
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8. Qualities of a Good Note8. Qualities of a Good Note
Broadly speaking, a good note has thefollowing qualities;-
I. It should be temperate, objective and
free from personal remarks.
II. It should embody all the relevant
material about a case concisely, but
should not repeat facts, arguments,
words and phrases.
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III. It would indicate the statutory or customaryprocedure to be adopted in dealing with the
case.
IV. It should be properly documented andreferenced.
V. All previous papers, precedents, rules andregulations far as possible, be put up with itand referenced clearly indicated in themargin.
VI. The facts narrated in the note should berelevant to the points at issue. No statementshould be made without verification.
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VII. There should be sequence in narration.
The points which should appear in theend, must come at the end. A disjointedstatement of facts will confuse thereader and tax his mind. A logical
arrangement of ideas is the product ofcoherent thinking a habit that can beacquired through constant andconscious effort. An incorrect thought
process may produce bad and confusedwriting
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VIII. The expressions should be clear,
precise and simple. The temptation touse long-winded and bombastic
phrases and words should be avoided.
Similarly, phrases or idioms foreign to
English language should be avoided, asfar as possible.
IX. Paragraphs of notes should be
numbered continuously from the
beginning onwards.
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9. The Conclusion of a Note9. The Conclusion of a Note
The conclusion of a note is very important
as it sums up the whole case. It should be
free from confusion and vagueness and
should clearly bring out the point for
decision. The recommendation or the
decision or the suggested course of action
should be stated precisely and accurately.
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10. Hints to ensure that the note is10. Hints to ensure that the note is
correctcorrect
I. Read the incoming letter/note carefully.
II. Know the facts of the case before you
are going to write a note.
III. Review any pertinent file relevant to the
case under consideration.
IV. Note what policies should underline
your note
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V. Check every statement in your note.
VI. Review grammar, spelling mistakes,
and punctuation for correctness.
VII. Never sign a note without first reading it
carefully.
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11. Instructions contained in the11. Instructions contained in the
Secretariat Instructions regardingSecretariat Instructions regarding
recording of notes on files.recording of notes on files.
I. As a rule, not more than two officers
(excluding the Secretary) shall note
upon a case before its final disposal,
except where more than one Sections
may have to be consulted.
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II. When the higher officer agrees with the
note or the recommendation, he maymerely append his signature.
III. In cases which can be disposed of
directly by an officer, no elaborate noteneed to be recorded.
IV. Where only a perusal of PUC is
sufficient to enable a higher officer totake a decision, there shall be no notingbeyond a brief suggestion for action.
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No.2030/DS(IA-III)/2010
Prime Ministers Secretariat (Public)
October , 2011
Additional Secretary
Phone 92000000. Subject: -------------------------------------------
Dear
--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
2. -----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
---------------------------------------------------------------------------------------------
With warm regards,
Yours sincerely,
---------------------,
Principal Secretary to the Chief Minister Sindh, Government of Sindh,
Karachi.
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PRIME MINISTERS SECRETARIAT (PUBLIC)
ISLAMABAD
Subject: ------------------------------------
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
(--------------------)
Joint Secretary
Capital Administration and Development Division
(Mr. Junaid Iqbal Chaudhry, Secretary), Islamabad. PMs Sectt. u.o. Note No. 1(1)Estab/2012, dated 16-10-12.
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SENTENCES FOR SUBMISSIONSENTENCES FOR SUBMISSION
OF FILESOF FILES
Submitted for consideration/ perusal/
order/ signature/ concurrence please
Submitted for advice/ instructions/modification please
Submitted as desired please
The file is submitted as verbally directed
by the principle
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Draft for approval please
Retyped draft
Draft tender is submitted please
Draft showcause notice is submitted
please
Ordered or solicited
Brief reasons for delay are submitted
please
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First sentence of official letterFirst sentence of official letter
I am directed to say/ state/ forward/
request/ refer/ enclose/ inform/ submit
I have the honour to say/ submit/ in form/enclose/ request/ forward
I have the honour to acknowledge receipt
of your letter
I have the honour to invite your attention
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BEST OF LUCKWASIF HUSSAIN
0300 [email protected]@hotmail.com 4545