drafting official to /for letter formal ppt

letter

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

2. Basic Drafting
Drafting an Official letter
Note
Noting
Draft
Drafting
Importance of Noting and Drafting

3. 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.

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

5. 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?

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

7. 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

8. 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.

9. 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.

10. Contd….
Urgent/Immediate slips ,if necessary.
Enclosures reference, if any.
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..

11. 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.

12. 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.
.

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

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

15. 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,

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

17. 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.

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