S.
# Abbreviations Explanation
1. P.U.C. Paper Under Consideration: It is a receipt on a case the consideration of which is the subject mater of the case.
2. F.R. Fresh Receipt: It refers to any subsequent for the dispose of the paper under consideration
3. Corr. Correspondence
4. U.O. Un-official: Used for obtaining advice / consult on proposal.
Demi-official: usually used in correspondence between govt. offices for an interchange of opinion without the formality of
5. D.O.
official procedure.
6. K.W. Keep with (file) for amended or rough drafts for references.
7. L.F. Linked file, is usually use on the place of main file.
8. D.F.A Draft For Approval, This from used for approval with note portion.
9. Memo. Memorandum: Used for replying to petition, appointments etc.
10. O.M. Office Memorandum, used foDr calling or conveying to its employees.
11. P.P. Previous papers, starting paper of note portion.
12. O.O. Office Order, used for issuing instructions for internal administration.
13. C.R. Character Roll, used for knowing the conduct and character of the employee.
14. Endt. Endorsement, used when a paper has to be returned in original.
15. O/c Office copy, when we issue, we always keep for records.
16. DDWP Departmental Development Working Party
17. CDWP Central Development Working Party
18. ECNEC Executive Committee of the National Economic Council
Project Cycle. Sketch of any plan to implement. Shows introduction of the project, life, number of employees, pay of
19. PC-I
employees
20. PC-II Progress of the Project (Initial Stage)
21. PC-III After half time passed.
22. PC-IV Completion report of the project, or output of the project.
This form shall be used for making Gazetted appointments, postings, transfers, etc. and also for publishing rules, orders,
23. Notification
bills etc. in the official Gazette.
It may be used where a reference can conveniently be made in a brief form without observing the formalities pertaining to
24. Memorandum an official letter. The memorandum is normally employed for correspondence with subordinate offices or offices of equal
status within the set up.
25. DPC Departmental Promotion Committee
26. LFP Leave with Full Pay.
27. LHP Leave with Half Pay.
28. C/L Casual leave
29. S/L Sick Leave
30. C.C Carbon Copy
31. B.C.C Blind Carbon Copy
32. Hard copy Printed material, or in form of paper.
33. Soft Copy Saved in computers, emails etc.
34. Stock Register It use to made entries of new non-consumable items are entered.
35. Dead Stock Register Old items entries are being made on the place of new one.
36. Recurring Expenditure It means regular maintenance for salaries, & procurements. Etc.
Development
37. It use for construction of civil work etc.
Expenditure
38. Lien Right to work after 11-month service in another organization.
39. E & D Rules Efficiency & Disciplinary Rules.
This form of letter is used for conveying instructions to be followed by all concerned regarding appointments, promotions,
leave and other related matters of non-gazetted staff.
Body of the letter/order, desired to be issued on a case under action is prepared by a Junior Officer/Official e.g. SO or a
Superintendent and submitted to the higher officer. The higher officer who may bring changes or prepare at his own to be
issued may approve the anticipatory draft.
The following instructions should be observed when preparing a draft ;
A draft should be written or typed in double space on both sides of the paper. A sufficiently wide margin should be left for
40. Office Order correction and additions.
When many corrections and alterations have been made in a draft, which has to be submitted to the Minister or the Chief
Secretary, a clean copy of the amended draft should be prepared and put up with the case.
If any of the copies of enclosures referred to in the draft are available and are not to be typed, the fact should be clearly
indicated on the margin of the letter for the information of the typist. It will save the typist from unnecessary labour.
The officer, under whose signature the letter is to be issued, should initial the draft in token of his approval. His designation
should also be indicated on the draft.
If the papers are to be sent by Registered Post, Express delivery or by Air Mail, instructions for the guidance of the
dispatcher be given on the draft.
The number of enclosures should be indicated at the end of the draft at the left-hand margin of the page.
1.1 Official letter form is normally used for correspondence with the Central Government, other Provincial
Governments, and Foreign Missions, Public Service Commission, the High Court, Public Bodies and individuals. They may
also be used for the communication of formal sanctions of Government to Attached Departments and subordinate offices
but not for correspondence between different departments of the Secretariat.
41. Letters
An official letter purporting to convey the views or orders of Government, as opposed to departmental or personal views or
instructions on individual affairs, must specifically be expressed to have been written under the direction of Government.
An official letter should be composed of the letter head bearing “Government of NWFP”, name of the Department, File
Number, Place of issue, date, detail of addressee and the sender.
Endorsement should normally be addressed by designation. It should be written in the third person and should not bear any
salutation or subscription except the signature and designation of the officer signing it.
42. Endorsement
When endorses are more than one in number, the signature and designation of the officer signing the endorsement should
appear at the end of the last line.
This form of correspondence should be used between Government officers when it is desired that a matter should receive
the personal attention of the individual addressed. The first and commonest use of demi-official correspondence is to
supplement or explain any matter which has already been referred officially, or which is proposed to be so referred
subsequently.
Demi-official correspondence may appropriately be used in cases of extreme secrecy where it is necessary to run no risks.
A demi-official communication should be addressed to an officer by name, in first person singular with salutation of “My
dear or Dear Muhammad Akram”. My dear is normally used for an officer of equal status and “Dear” for the officer who is a
step higher in status.
43. Demi Official letter
In case of demi-official letter the following particulars should invariably be confirmed ;
Name, designation and phone number of the sender should be typed under the crest on the Ist page.
The Name, Title and Address of the person addressed should be written at the bottom of the letter beginning from the left
margin, a space or two below the writer’s signature.
The covers of Demi-official correspondence should be addressed by name.
Subordinate officers usually are not required to write to the Government demi-official letters on ordinary matters of public
importance.
44. Minutes Decision and discussion of meeting
45. w.r.t With reference to
46. Un Official Note
47. Press Note
48. Selection Board
49. Scrutiny Committee
50. Ex-post facto
51. Inter alia
