NOTING & DRAFTING

A. Noting
B. Drafting ( Letters)

NOTING
(i) Admin remarks (Nemi Noting)
(ii) Noting on incoming letters
(iii) Self originated Noting
LETTERS

1. Formal Letters (Business Letters)

(b) Letters of Application

(c) Letters to News Paper
(d) Official Letters
1. Letter
2. Demi-Official Letter
3. Office Memorandum
4. Telegram/Fax
5. Office Order
6. Order
7. Inter – departmental Note
8. Notification
9. Resolution
10. Press Communiqué/Note
11. Endorsement
12 Circular
13. Advertisement
2. Informal Letters (Social Letters)

(a) Friendly Letters ( to relatives & friends )

(b) Notes of Invitation ( RSVP & Dress Code )

Heading
(a) Writers’ Address
(b) Date
Courteous Greetings or Salutations
( Sir/Madam, Dear Sir )
Communication or Message ( Contents/Body of Letter )
(Divide in paragraphs, simple or short sentences )
Subscription Or Courteous Leave Taking
( With kind regards, Yours sincerely )

Signature
 Letter

22, Kidwai Nagar,

st
1 Part – Address KANPUR
25th Aug 2008

2nd Part - Dear Mukesh,

Thank you very much for your letter which came this morning. am
glad to hear that you are better and are getting about again. What a time
you must have had ! Two months in bed ! I wonder how you could
stand it. But, thank God, it is all over and you are nearly will
rather weak at first, but I am sure you will soon pick-up strength.
3rd Part
I cannot write more just now, but I will send you a longer letter in
a few days. I hope we shall be able to meet soon.

4th Part - With best wishes,

Leave taking Your loving brother

Words & name
( Mahesh )
NOTING :

1. Definition

2. Guidelines

3. Functional Approach to the Noting

4. Modification of the Note

5. Urgency Grading

6. Classification of the document

FUNCTIONAL APPROACH TO NOTINGS

Most of the cases dealt with in Government of India can be divided into the
following five categories:

1. Planning and Policy (Strategic or Operational) cases

2. Problem solving cases (i.e. those that require examination of issues)
3. Correspondence handling (matters relating to simple situation)
4. Routine/Respective
5. Unnecessary

The following guidelines are given for dealing with noting on the above five
categories of cases:

A. Planning and Policy cases

These would form a very small number in a Section and require a

thorough examination. The questions that may have to be asked will be as
follows:

Purpose:

i. What is the problem?

ii. Who is the originator? Is it worth a detailed examination? Are you the
authority who can solve it? If it is another, you should give helpful and
positive guidance.
iii. Can it be broken up into parts? Which are the major ones and which are
only subsidiary? Identify critical factors.
Sequence:

iv. What are the priorities for solution and which should you choose first?
v. What is the origin of the problem - political, psychological, human,
sociological or administrative?
vi. What is the background or cause of the problem? How has it arisen?
vii. Is it ripe enough for a solution? Can it be modified?

Data:

viii. If more information is essential for a solution, you can prepare a pro forma
for all required data.
- Don’t ask for information piecemeal. Ask for all details which are both
necessary and sufficient.
ix. If the problem is to be solved, what is the “Rule” position?

Solution:

x. Are there any precedents to ensure even-handed treatment or to avoid

repetition of past mistakes.
- Find out whether the proposal had earlier been considered and rejected.
If so, find out whether any new grounds have been advanced for
reconsideration.
xi. What are the possible alternative solutions?
xii. Which is the best solution? Why?
xiii. What will be the consequences on the totality of the situation?

In preparing a detailed note for consideration at the top management level follow
the hints given preparing summary or statement of case for Minister given in
Para 7.

B. Problem solving cases:

In these cases, a short para in respect of each of the following questions would
suffice:

i. What is the problem?

ii. How has it arisen?
iii. What is the ‘Rule’, ‘Policy’ or ‘Precedent’ position?
iv. What are the possible solutions?
v. Which is the best solution? Why?
vi. What will be the consequences of the proposed solution?
 C. Correspondence handling cases:

These do not require any detailed noting, It would suffice if a brief note,
as indicated below, is recorded

“This is in reply tour letter at S. No…………………………….In brief the

point is…………………….A reply as in the DFA is put up.”

D. Routine/Repetitive cases:

In respect of these cases, “ A standard Process Sheet” which means a

standard skeleton note developed for a repetitive item of work indicating
pre-determined points of check or aspects to be noted upon should be
used. In non-repetitive cases, a fair draft should be put up without any
noting.

E. Unnecessary cases:

These should be filed at the dak stage itself by the Section officer or desk
functionary recording in brief the reasons why no action is necessary.
They should be kept in File “O” bundle, i.e. cases to be kept wit the
Daftary and destroyed on 31st December of every year.

DRAFTING

 Definition

 Instances where Draft is not necessary

 Drafting - Searching Questions

 Is a draft necessary?
 Who should be addressed and who will sign?
 What is the relationship between the sender and receiver?
 What should be the form?
 Is something to be conveyed or to be called for?
 Are all details available?
 What is the intention of the decision?
 What should be the recipient response?
 Does the language convey?
 Has the referencing been done?
 Is it logically sequenced?
  Does it have proper urgency, security grading?

 Important points for drafting:

A draft should

 carry the exact message sought to be conveyed.

 be clear, concise and Incapable of misconstruction
 be lucid, brief and complete
 result in the desired response from the recipient
 be divided into paragraphs, according to the logical sequence of ideas expressed.
 contain reference to previous correspondence, if any.

 Commands

Identify - SENDER
Adopt - RIGHT FORM
Visualize - RESPONSE
Express - CLARITY, CONSISTENCY
UNIFORMITY
Avoid - REDUNDANCY, VERBOSITY
CIRCUMLOCUTION, REPETITION
Summaries - COMPLEX & LENGTHY

 Addressing communications to officers by name :

 Drafting of Demi Official letters :

 FORMS OF COMMUNICATION

The specimens of different forms of communication generally used by various

functionaries of the Government of India, are given here-in-below. A particular form of
communication is adopted for a specific purpose with a specific target group to be
addressed. Each form has a use and, in some cases, phraseology of its own. Only black
or blue ink will be used in communications. A small margin of about one inch will be
left on all sides (left, right, top and bottom) of each page of communications to ensure
better preservations of records as at times the paper gets tom from the edges, making
reading of the documents difficult.

1. LETTER
2. DEMI-OFFICIAL LETTER
3. OFFICE MEMORANDUM
4. TELEGRAM
5. OFFICE ORDER
6. ORDER
7. CIRCULAR
8. INTER-DEPARTMENTAL NOTE
9. NOTIFICATION
10. RESOLUTION
11. PRESS COMMUNIQUE I NOTE
12. ENDORSEMENT
13. ADVERTISEMENT

METHOD OF DELIVERY

14. FAX facility

15. REGISTERED POST/REGISTERED AD
16. SPEED POST
17. E-MAIL
SPECIMEN FORMS OF COMMUNICATON

(1) Letter: This form is used for corresponding with Foreign Governments, State
Governments, the Union Public Service Commission and other constitutional bodies.
A letter begins with the salutations Sir/Madam as may be appropriate.

Government of India
Ministry of Defence
Ordnance Factory Board,
Ordnance Factory Kanpur

No. ………………… Dated:………………..

To
The Director General,
Central PWO, Nirman bhavan,
New Delhi

Sub:
Ref:

Sir,

With reference to your letter No ................ dated....... on the subject cited

above.........., I am to inform you that........................

Yours faithfully,

Sd/-
(A.B.C.)
For General Manager

Copy forwarded for information /action to:

(1)
(2)
Sd/-
(A.B.C.)
(2) DEMI-OFFICIAL LETTER : (a) This form is generally used in
correspondence between Government officers for an inter-change or communication of
opinion or information without the formality of the prescribed procedures. It may also
be used when it is desired that the matter should receive personal attention of the
individual addressed. Since demi-official letter is written in the first person in a
personal and friendly tone.

(b) Communication to non-officials can also take the form of a demi-official letter.

X Y Z Government of India
……………………. Ministry of Defence
Ordnance Factory Board,
Ordnance Factory
Kanpur-208009

No. ………………… Dated:………………..

My dear/Dear Shri.........

We propose to draw up a model scheme for.................. A copy of the outline

prepared in this connection is enclosed.

I should be grateful if you would let me have your comments as soon as

possible. I may add that we intend circulating the draft scheme formally to all
departments in due course for their comments.

With regards,
Yours sincerely,

(X, Y, Z)

Shri …………………
………………………
………………………
(3) Official Memorandum: This form is generally used for corresponding with
other departments. It may also be used in corresponding with attached and
subordinate offices. It is written in the third person and bears no salutation or
supersession except the name and designation of the officer signing it.

NO.....................
Government of India
(Bharat Sakar)
Department of.............
(............. Vibhag)

New Delhi, the _____________________

OFFICE MEMORANDUM

Subject: ________________________________________

The undersigned is directed to refer to the Ministry of Agriculture's (Office

Memorandum No dated on the subject mentioned above and to send the requisite
information as in the enclosures.

2. Information regarding____________________________will be sent on

receipt from the field offices.

Enc.: 3 statements

(A.B.C.)
Under Secretary to the Govt.of India
Tele.No.........

To
The Department of..........
(................ Vibhag)
(Shri /Smt............ ..)
Yojana Bhavan,
Parliament Street,
New Delhi
Telegram : This form is used for communicating with out-station parties in matters
demanding prompt attention. The text of the telegram should be as brief as
possible.

(a) Kind : Enclair telegrams and Cipher Code telegrams.

(b) Grading : (i) SVH (ii) Most Immediate (iii) Operation

Immediate (iv) Immediate

TELEGRAM

STATE
MILITARY
DCOMAH
BOMBAY
……………………………………………………………………………………………

No................ REOLETIRYLET JULY TENTH STOP EXPEDITE BUDGET

PROPOSAL STOP FINANCE PRESSING HARD STOP

HOMEX
……………………………………………………………………………………………
NOT TO BE TELEGRAPHED

(A, B, C)
Under Secretary to the Govt. of India

Copy by post in confirmation

To
The Director of Census Operation,
Maharashtra Sachivalaya,
Bombay

(A, B, C)
Under Secretary to the Govt.of India
(5) OFFICE ORDER: This form is normally used for issuing instructions meant for
internal administrations, e.g. grant of regular leave, distribution of work among
officers and sections, appointments and transfers, etc.

NO………………
GOVERNMENT OF INDIA
(BHARAT SARKAR)
DEPARTMENT OF.........
(............... VIBHAG)

New Delhi, the

OFFICE ORDER

Shri XYZ, a permanent Lower Division Clerk in this Department is granted

earned leave for ....... days from ....... to........ with permission to prefix ... ..... a public
holiday, to the` leave.

It is certified that but for his proceeding on leave, Shri XYZ would have
continued in the same post.

(A, B, C)
Under Secretary To the Govt. of India

Copy to:

1. Office Order File

2. Cashier
3. Section concerned
4. Shri X,Y,Z, LDC
(6) ORDER : This is used for issuing certain types of financial sanctions and
for communicating Government orders in disciplinary cases, etc. to the
officials concerned.

NO………………
Government of India
(Bharat Sarkar)
Department of......
(........Vibhag)

New Delhi, the

ORDER

Sanction of the President is accorded under rule 10 of the Delegation of

Financial Powers Rules, to the write off irrecoverable loss of Rs.5000/-(Rupees Five
Thousands only) being the value of the following articles belonging to this department.

(1) XXXX

(2) XXXX

(A,B,C)
Under Secretary to the Govt.of India
Tele. No.......

Copy forwarded to:

1. The A.G. C.., New Delhi

2. Internal Finance Section
3. Cash Section
(7) INTER-DEPARTMENTAL NOTE : This form is generally employed for
obtaining the advice, views, concurrence or comments of other departments
on a proposal or in seeking clarification of the existing rules, instructions, etc.

The inter-departmental note may either be recorded on a file referred to

aother department or may take the form of an independent self-contained
note. The subject need not be mentioned when recorded on the file.

Government of India
(Bharat Sarkar)
Department of..........
(............. Vibhag)

Subject: ___________________________________

The present rules regulating the issue of identity cards provide interalia that
-----------------------------------------------------
2. A question has now arisen whether....................
3.
4.
5. This department will be grateful for the advice of the Department of Legal
Affairs on the issue raised in pares 4 above.

(X.Y.Z)
Deputy Secretary
Tele. No.

Department of Legal Affairs (Vidhi Karya Vibhag) (Shri...............)

Shastri Bhavan, New Delhi
---------------------------------------------------------------------------------------------------
Department of........ (Vidhi Karya Vibhag) I. D. No........ Dated......
 (8) NOTIFICATION: This form is mostly used in notifying the promulgation of
statutory rules and orders, appointments and promotions of Gazetted officers, etc.
through publications in the Gazette of India. The composition of the Gazette, the
types of matters to be published in each part and section thereof.

[To be published in the Gazettee of India, Part 1, Section 2]*

Government of India
(Bharat Sarkar)
Department of......
(... ... .Vibhag)

New Delhi, the

NOTIFICATION

No....... Shri X, Y, Z, Under Secretary in the Department of ................ is appointed

to officiate as Deputy Secretary in that Department vice Shri........ transferred to the
Department of...........

(A,B,C)
Joint Secretary to the Govt. of India

To
The Manager
Government of India Press
(Bharat Sarkar press)
Faridabad

No .................... New Delhi, the

# Copy forwarded for information to:

(1)
(2)
(3)
(D.E.F)
Under Secretary to the Government of India
(9) RESOLUTION : This form of communication is used for making public
announcement of decisions of Government in important matters of policy.

[To be published in the Gazette of India, Part 1, Section I]*

NO………………
Government of India
(Bharat Sarkar)
Department of.......
(........ Vibhag)

New Delhi, the

RESOLUTION

The Government of India has had under consideration the question of further
improving efficiency bf the departments and services concerned with the collection of
revenue. As a first step in that direction the President has been pleased, under the
powers vested in him by provisio to Article 309 of the Constitution of India, to decide
that a Class I Central Service to be known as 'India Revenue Service' should be
constituted with effect from..................

(A,B,C)
Secretary to the Government of India

ORDER

ORDERED that a copy of the resolution be communicated to.............. .

ORDERED also that the resolution be published in the Gazette of India for
general information.

(A, B,C,)
Secretary to the Government of India

To
The Manager,
Government of India Press,
(Bharat Sarkar)
Faridabad
(10) PRESS COMMUNIQUE/NOTE : This form is used when it is proposed to
give wide publicity to a decision of Government.

PRESS COMMUNIQUE/NOTE

In response to public demand, the Government of India has appointed a

Commissionto go into the problem of ......................... and make suitable
recommendations to the Government.

2. The Commission will consist of Shri............ ... ....... as Chairman and the
following as members:

1.
2.
3.

3. In making its recommendations, the Commission is expected to give

consideration to the following matters:
(a)
(b)
(c)

4. The Commission is expected to submit its report to the Government by...

Department of......
(....... Vibhag)

New Delhi, the

No......................
Forwarded to the Principal Information Officer, Press Information Bureau,
Government of India, New Delhi for issuing the communique and giving it wide
publicity

(ABC)
Joint Secretary to the Govt. of India
 (11) ENDORSEMENT : This form is used when a paper has to be returned in
original to the sender, or the paper in original or its copy is sent to another
department or office, for information or action. It is also used when a copy of a
communication is proposed to be forwarded to parties other than the one to which
is addressed. The appropriate form for such communications should be a letter.

NO………………
Government of India
(Bharat Sarkar)
Department of.......
(........ Vibhag)

New Delhi, the

A copy each of the undermentioned papers is forwarded to ..................... for

information and necessary action.

(A,B,C)
Under Secretary to the Government of India
Tele. No... ...

List of papers forwarded:

(1)
(2)
(3)

12. Circular: This form is used when important and urgent external
communications received or important and urgent decisions taken
internally have to be circulated within a department for information and
compliance by a large number of employees.

13. E-mail: This is a paperless form of communication to be used by

department having computer facilities supported by internet or intranet
connectivity and can be widely used for subjects where legal or financial
implications are not involved.
 NOTING NO. 1

No. 1034/Estt /08

Estt. Section

Dated: 10th August’2008

Sub: Issue of NOC to Visit USA

Shri ……………………….. CM-I has submitted an application for ex-

India Leave for 60 days from 01-09-2008 to 30-10-2008 to visit USA to meet
his brother with his wife and son. He has also submitted Part-I, II, III &
Proforma duly filled and requested to issue NOC to visit USA.

2. It has been verified from Vigilance Section that no disciplinary/vigilance

case is pending or contemplated against him.

03.. As per rule the Head of the Department i.e. General Manager is the cadre
controlling authority of CM-I and is empowered to sanction leave and issue
NOC.

Submitted for kind perusal & orders please.

I/C Estt.

WM/A

AGM/A

GM
No. 1034/Estt /08 Dated: 20th August’08

TO WHO IT MAY CONCERN

This is to certify that Shri………………………………. is a permanent

employee of Ordnance Factories Organization and at present holding the post of

Ch’man-I at Ordnance Factories Institute of Learning, Kanpur.

This Organization have no objection to his acquiring of an India Passport & visit

USA. The undersigned is duly authorized to sign “No Objection Certificate”

( )
For General Manager
 NOTING - 3

Sub: Posting of JWM/Asstt Foreman

OFIL KN is catering the training needs of all Group ‘B’ and ‘C’ employees of
North Zone Ordnance Factories besides other Factories & Allied Establishments. At
present this Institute is facing lot of inconveniences due to deficient strength of Faculty
Members.

02. OFIL KN has the sanctioned strength of 9 JWMs & 7 Asstt Foremen. At present
against the above sanctioned strength, only 8 JWMs and 1 Asstt Foreman is posted to
this Unit. Further, one JWM namely Shri ……………….. is going be retire in this
month which will further reduce the strength of JWMs.

03. Keeping in view the depleting strength of JWM/AF, it is submitted that we may
approach OFB through a DO letter from PD/OFIL KN to Member/Per, OFB for
posting of 2 JWMs and atleast 4 Asstt Foremen who are having teaching interest and
good academic back-ground.

04. A draft DO letter from PD/OFIL KN to Member/Per is also placed opposite for
approval.

Submitted please.

FM/Estt

PD
 DFA PL.

DO No. 02/PD/OFIL KN/08 Dated:

My dear

I am writing this D.O. to seek your kind help in meeting deficient strength of
JWM and AF(T) posts of this unit. The sanctioned strength vis-à-vis existing strength
of these two categories are given here under:-

Sl. No. Name of the Sanctioned Existing Deficienc Remarks

post Strength Strength y
1. JWM/T 09 *06 *03 *One JWM is
retiring in
February’11
2. Asstt. 07 02 05
Foreman/T

As seen from the above, the total deficiency will be 9 in near future. Thus,
besides Five AFs, the replacement of these JWMs are to be posted early so that they
can pick up the faculty work and other miscellaneous work being looked after by them.

I would therefore like to request you to kindly look into the matter and favour
this OFIL by posting JWMs and AFs preferably having teaching interest with good
academic background at the earliest so that the activities of this unit are taken care of in
an effective manner and depleted manpower may not be a hurdle in smooth functioning
of this unit.

With kind regards,

Yours

( )
Shri , IOFS
Member/Per,
Ordnance Factory Board,
10-A, S. K. Bose Road,
KOLKATA – 700 001
NO. 01/PD/OFIL KN/08 DATED:

To
The PC of A (Fys)
Office of Principal Controller of Accounts (Fys)
10-A, S.K. Bose Road,
KOLKATA-700 001

Sub: TA Final Bill No.15080003/TA/G dated 22-05-2008:

Re-submission of.
Ref: PC of A (Fys) letter No. T/IV/322 dated 25-06-2008

As per the existing practice in vogue, the bill was preferred along-with the
self attested air tickets. However, as asked for vide above referred letter, the 5
Nos of boarding passes in original are enclosed herewith. As the boarding
passes for two sectors Delhi-Pune and Delhi-Lucknow have been misplaced, a
certificate issued by M/s Balmer Lawrie & Co. Ltd., Travel & Tour Division,
Lucknow in respect of the journey performed to above sectors, is enclosed
herewith.

Accordingly, the bill is re-submitted for necessary audit and early

clearance as the officer has already retired from service on 30-06-2010

Encl: As above

( )
General Manager
 FAX MESSAGE

FROM: OFIL KANPUR REPEATED: RCS

(CR)
TO : AMBORD NAGPUR
AMBAJHARI, NAGPUR
……………………………………………………………………………………………
…………………
NO. 01/PD/OFIL KN/08 DATED 08-07-2008 (.) KIND ATTENTION : SHRI
SUSHIL THAKUR, GM (.) SHRI RAJNISH KUMAR, SR PD/OFIL KN HAS
SUPERANNUATED FROM SERVICE WITH EFFECT FROM 30-06-2008
(A/N) (.) WHILE ISSUING NO DEMAND CERTIFICATE IN RESPECT OF
SHRI RAJNISH KUMAR, PC OF A(FYS) KOLKATA HAS MADE
OBSERVATIONS VIDE HIS LETTER NO. T/IV/322 DATED 30-06-2008
(COPY ENCLOSED) THAT TOTAL 18 NO OF CLAIMS ARE OUTSTANDING
SINCE 1999 AND IN THE ABSENCE OF CONFIRMATION REGARDING
THE PRESENT POSITION OF THE ABOVE CLAIMS, IT IS NOT POSSIBLE
TO ISSUE NO DEMAND CERTIFICATE (.)

PARA (.) SINCE SHRI RAJNISH KUMAR WAS POSTED TO RCS(CR)

AMBAJHARI, NAGPUR FROM 06-12-2003 TO 29-03-2008, THE BILL
NOS./DEBIT MEMO LISTED AT SERIAL NO. 01, 03 TO 06 AND 11 TO 15
PERTAIN TO HIS TENURE AT RCS(CR), AMBAJHARI (.) PERSONAL
ATTENTION IN THE MATTER IS THEREFORE, REQUESTED TO ARRANGE
FORWARDING OF INTIMATION WHETHER THE RECOVERY HAS BEEN
MADE FROM THE REGULAR BILLS OR OTHERWISE (.) IN THAT CASE
DETAILS OF RECOVERY IN RESPECT OF ABOVE BILLS MAY KINDLY BE
COMMUNICATED TO THIS INSTITUTE AT THE EARLIEST SO THAT PC OF
A(FYS) MAY BE INTIMATED ACCORDINGLY (.) REGARDS (.)

REPEATED: RCS (CR), AMBAJHARI, NAGPUR (.) FOR

INFORMATJION & NECESSARY ACTION PL. (.)
OFIL KANPUR
……………………………………………………………………………………………
…………………
ENCL: AS ABOVE

( )
OFFICER-IN-TY-CHARGE

Friendly Letters

To receive a letter from or to write one to a friend is a matter of special pleasure.

A true friend is more than a brother. Friendly letters are also hoops. Friendship is a
peculiar gift granted only to men by God.

Dear Amit,

Yesterday, I received a letter from my uncle Bharat Bhushan, from Australia.

You know how he loves you. He has asked me so may questions about you that it
reminded me I hadn’t written you for the last fortnight or so, nor have I received any
letter from you. Have you forgotten me? If I remember correctly, you didn’t reply my
last letter. What’s wrong with you?

Uncle Bhushan has sent a very nice present for you from Australia. Can you
guess what it can be? I think I should not reveal it. I shall send it after your reply so as
to make sure that you are there at the present address. I am sending your address to
uncle, and he may write you directly.

The other day, I met Saurabh Bajaj, whose sister’s marriage has been fixed and
she would be married soon. He has asked me to say you ‘hello!’ on his behalf. She
will invite you on her marriage. He was in a hurry and with his maternal uncle.
Therefore, we could not talk much. he has promised to see me day after tomorrow.

Papa and mummy send their love and hope that you all are well. Please reply
immediately and give me all the news

Yours Sincerely,
 Alok

Family Letters

Letters to and from family are a tonic. A letter of good cheer from someone in
the family can be a great source of solace, inspiration, encouragement and freshness in
these days of dark times. Family letters should incorporate in them the qualities of
sincerity, simplicity, originality and warmth. They should not be a routine affair.
Cultivate the habit of writing lively and interestingly family letters.

10, HIG
Saket Dham,
NEW DELHI-09
15TH August’08
Dear Rahul,

Your long and ominous silence has puzzled all of us. You have never been before
so tardy in writing about yourself to us. Why so much delay? We have written you
three letters in succession during the past fortnight but without any reply.

My son, are you not well, or are you in some trouble? We hope there is nothing
to worry about. Your mother and sister are very worried to know about your well-being
and therefore, anxious to come to you. In case you don’t reply by returned post, I will
have to escort them to you.

Write immediately and let us know why this silence? What’s the matter? You
need not hide anything from us. If there is any problem we can certainly help you out.
If it is because of your sheer laziness, cast it away at once and do write promptly, or
come over here at the earliest.

My dear Rahul, you don’t know how thirsty we are to receive the good news
from your end.

Reply soon. With our blessings,

 Yours Papa

Vivek Rai

Letter to the Editor

The power of the press as a mass media in a democratic county like India is well known.
Letters to the editor is very popular means to give vent to one’s feelings on a current topic of general
interest or to draw the attention of the concerned authorities to some matter, or to make the public
opinion against or in favour of one thing or the other. In every daily newspaper and other periodical
magazines letters of the readers are published. These letters are on topical subjects in which a large
majority of the readers take interest.

Such a letter should always be brief, lively, logical, convincing, interesting and of some
literary merit. Every day hundreds of letters are received by the editors, but only those letters which
are significant, on contemporary vital issues and readable see the light of publication in the columns
meant for this purpose. It is not necessary that a letter should agree with the editor, but the
disagreement must be within the limits.

On Break down of water supply

Motilal Saxena,
15, MIG, Barra-7
KANPUR-208 011
To
The Editor,
The Times of India,
The Mall,
KANPUR-208 001

Will you very kindly give a little place to my letter in your esteemed and highly popular paper?
I write to you to put forward the difficulties which the public has to face due to frequent break
down of water supply in the locality Barra-7, Kanpur. We are in a very difficult situation. The
rainy season is already on. The Ganga is full of water. So, there is no problem of electric power.
I fail to understand the causes of the frequent break down of water supply. We have not got even
a single drop of water for the last two days. None can know the difficulties we have faced these
days. In my opinion the break down is due to the inefficient working of the water supply
department.
 Will you very kindly publish my letter in you paper so that the higher authorities may come to
know of it and warn those who are responsible for it?

Date: Yours sincerely,

(Moti Lal Saxena)

On Birth Control
Jeevan Gandhi,
24, Nai Basti, Kalyanpur
KANPUR-208 018
To,
The Editor,
The Hindustan Times
Mall Road,
KANPUR-208 001

Sir,

Over population is one of the greatest problems our country has been facing. It is
high time that we do something to curb the growth rate of our population today and
now, otherwise, tomorrow may be too late. Let us take the problem seriously to reduce
our population to the manageable proportion. Sterilization, use of contraceptives and
late marriages should be encouraged. A nationwide door to door campaign is the need
of the hour to educate the masses in this connection. The mass media should also take
up the issue on war footing.

Offering of economic and other incentives to the govt. employees and the public
in general should be a welcome step. In consideration of allotment of quarters, flats,
building loans, promotions, the size of the family may also be taken into consideration.

There are many myths regarding the large population. One of these is that a large
population is needed to fight and win a modern war. We should not overlook the hard
fact that wars are fought and won with mind, machines and not muscles. Militarily
most advanced countries like America and Russia have a controlled and thin
population. The over population creates problems regarding supplies, civil defence,
morale and discipline during the war. In the context of possible atomic war, the number
of heads becomes quite meaningless.

Moreover may other serious problems like unemployment, food, heath, housing
are the direct result of over population. We should not hesitate even if we have to take
some drastic steps in this direction. Special measures have to be devised to achieve the
desired results.

Yours Sincerrely

Dated: ( Jeevan Gandhi )

APPLICATIONS FOR APPOINTMENT TO THE POST OF JR. WORKS MANAGER

To
The Secretary,
Union Public Commission,
Dhaulpur House,
New Mehrauil Road,
NEW DELHI-110 045

Dear Sir,

In response to your advertisement in the “Times of India” dated 10 th August’

2008 for the post of Junior Works Manager(IT), I beg to offer myself as a candidate,
as I am sure I have all the necessary qualification and experience required for the job.

My present employers are entirely satisfied with my work and conduc, but the
post offered here has better prospects from salary, perks and the career point of view.

In view of the facts, given in my bio-data, enclosed on a separate sheet, you will
not deny me the chance to prove that I possess the requisite taste and spirit for the post,
I am applying for.

I shall look forward eagerly for a letter of interview at your earliest convenience.

Thanking you,
Yours faithfully
Encl: as above
Dated:
( Bhanu Pratap Singh )

Bio – Data

1 Name in full (Block Letters) : BHANU PRATAP SINGH

2 Father’s name : Shri Shiv Pratap Singh
3 Date of Birth & Age : January 15, 1974 : 27 yrs.
4 Address : a) Present : E - 170, Basant Vihar, Kanpur-208 023
b) Permanent - As above -
5 Educational Qualification : Degree in Information Technology from
IIT, Karagpur in 2006
6 Experience : At present employed as Chargeman-II in
Ordnance Factory, Kanpur in the pay scale
of Rs. 5000 – 8000/-
7 Salary Expected : As applicable for the subject post
8 Mother Tongue : Hindi
9 Languages Known : English, I can speak Punjabi
10 Whether SC / ST : Not applicable

Declaration : I certify that the above information is correct and complete to the best of
my knowledge and nothing has been concealed/distorted. If at any time, I am found to
have concealed/distorted any material information, my appointment shall be liable to
summary termination without any notice or compensation.

Dated: Signature………………………
 APPLICATION FOR LEAVE

To
The Principal Director,
Ordnance Factories Institute of Learning,
Kalpi Road,
KANPUR-208 009

Sir,

With due respect I beg to state that I have been laid down with malaria fever for
the last three days. Therefore, I have been unable to attend my duties. I was not even
in a position to write an application for sick leave. Now, the fever has subsided and the
doctor has advised me a week’s rest. Hence, I request you honour to grant me sick
leave for 10 days with effect from 16th August’08 to 25th August’08.
The medical and fitness certificate will be submitted when I join my duties.
Thanking you,

Yours sincerely,

( )
Dated: 20-08-2008 JWM/OFIIL KN
 Notes of Invitation

All formal notes of invitation are in the third person and have almost a fixed and standard
language, but many variations are possible in the choice of printing and the placing of the wordings in
specified lines.

For wedding, we say, “request the pleasure of your presence” and for dinner, reception,
inauguration, we say, “request the pleasure of your company”.

To solicit a reply we use, “R.S.V.P.” It is a French term : Respondez sil vou plait and means
Reply, will you please.

1 Formal Invitation

Mr. and Mrs. S N Singh

Request the pleasure of the company
Of
Mr. and Mrs. P N Jindal
at Lunch
on Sunday, the seventh of September’2008
at 13:00 Hrs.
at their residence, 10, Mall Road Kanpur

R.S.V.P.

---------------------------------------------------------------------------------------------------------

2. Formal Invitation
S. Yamdagni, IOFS
Principal Director, OFIL Kanpur
requests the pleasure of the company
of
Shri A. K.Rai, IOFS
General Manager
Ordnance Factory, Kanpur
at Dinner
on Sunday, the fourteenth of September’ 2008
at 20:00 Hrs
 at Inspection Bungalow, Armapur Estate, Kanpur
R.S.V.P. : 2213290 Dress: Informal
Informal Invitation
“Sita Sadan”
10, The Mall
Kanpur-208 001

August :

Dear Suraj,

I feel great pleasure in informing you that my eldest son Gaurav is being married

to Garima, the daughter of Shri & Smt. Kailash Chandra Vajpayee on 4th Sept’2008 at 8

O’clock in the evening at their residence, 1/25, Hill side Road, Greater Kailash, New

Delhi.

I and my wife solicit your and your wife’s benign presence in this wedding

celebration. I hope you both will be with us well in time and grace the occasion.

Needless to tell you how Gaurav and we shall miss you in case you both don’t

turn up in time?

With best wishes.

Cordially,

Ram Naresh Joshi

 DOCUMENT

CLASSIFIED DOCUMENT

Classified documents are those documents and correspondence which requires

protection and unauthorized disclosure of such documents will be prejudicial to the
Security of the Organization/nation.

These documents are classified according to their sensitivity and importance.

The various gradings are:-

1. Top Secret
2. Secret
3. Confidential
4. Restricted

CATEGORIES OF GRADED DOCUMENTS

TOP SECRET

Certain secret documents, information and material the security aspect of which
is paramount and whose unauthorized disclosure would cause “EXCEPTIONALLY
GRAVE DAMAGE TO THE NATION” shall be classified “TOP SECRET”.

Examples of matter which will normally be graded “TOP SECRET” are:-

a. Plans or particulars of future major or special operation (s).

b. Very important political documents dealing with such matters as

negotiations for alliances and the like.

c. Information of the method used or success obtained by Intelligence

Services and counter-intelligence service or which would imperil a secret
agent.

d. Critical information of new and important munitions of war, including

approved scientific and technical developments, and

e. Important particulars or cryptography and crypto-analysis.

SECRET

Documents, information or material, the unauthorized disclosure of which would

endanger national security, cause serious injury to the interests or prestige of the nation
or any Governmental activity, or would be of great advantage to a foreign nation would
be classified as “SECRET”.

The following are some examples:

a. Instructions regarding the employment of new munitions of war.
b. Knowledge of material and/or procedure of other nations value of which
depends upon their not being aware that it is known.
c. Important improvements to existing munitions of war until accepted for
services use.
d. Photographs of vulnerable points of vital installations (this term also
includes Ordnance Factories).
e. Certain current development projects.

CONFIDENTIAL

Documents, information or material, the unauthorized disclosure of which while

not endangering the national security, would be prejudicial to the interests or prestige
of the nation, any Government activity or any individual, or would cause administrative
embarrassment or difficulty, or be of advantage to a foreign nation shall be classified
“CONFIDENTIAL”.

The following are some examples of matter which normally will be graded
“CONFIDENTIAL”.

a. Matters, investigations and documents of a personnel disciplinary nature,

the knowledge of which it is desirable to safeguard for administrative
reasons.
b. Technical documents and manuals used for training, maintenance and
inspection of important munitions of war, and
c. Questions connected with personnel which, for administrative reasons,
will not be in the interest of administration to divulge up to a certain stage.

RESTRICTED

All official documents and correspondence requiring protection other than those
covered by higher categories which should not be published or communicated to any
one except for official purpose.