(a) Notes and orders should normally be recorded on note –sheets.

(b) Notes should not be recorded on the receipt itself except in very routine matters.

(c) ‘Docketing’ means making of entries in the notes portion of a file about the serial
number assigned to each item of correspondence( whether recei9pt or issue) for its
identification. After Docketing, if the branch officer or any higher officer has made
any remark on the receipt, it should be reproduced in the manner indicated below
and then the note should follow.

p.70/Corr
S.NO.23(Receipt)
“ We need to keep Cabsec informed .PI put up today.

Sd/-XXX
JS(Policy)
23/10” /
DS(/Proj) Sd/-

(d) A simple and direct style of writing should always be adopted use of complicated and
ambiguous language should be avoided.

(e) Verbatim reproduction of extracts from, or paraphrasing of the P.U.C or of notes of

other Ministries recorded on the same file should be avoided.

(f) Even it apparent errors or misstatements have to be pointed out or to an opinion

expressed therein has to be criticized, care should be taken to couch observation in
courteous and temperate language free from personal remarks.

(g) A note will be divided into paragraphs of a convenient size paragraphs should be
serially and may also have brief titles, if necessary.

(h) The dealing hand will append his or her full signature with date on the below the note
. an officer will append full signature on the right hand side of the note with name ,
designation and the date.

(i) When passing orders or making suggestion, an officer should continue the note to
the actual points rather than repeating of reiterating the ground already covered in
the previous notes. If the line of action suggested in the preceding note is corrects,
the officer should merely append signature

(j) Modification of notes:- There should be on occasion to record a note in the first
instance and then pasting it over. Such pasting is tantamount to multination of the
record. It also gives an inelegant look to the files. Even where a note recorded in the
first instance need to the files, Even where a note recorded in the first instance
needs any modification of account of additional facts/ errors having come to notice ,
a subsequent note may be recorded indicating the circumstances leading to
recording of the fresh note , keeping the earlier note intact recorded in the first
instance. It is also undesirable for an officer to make his subordinate change his
note(Detailed instruction on modification of notes are available in Para 33 of the
central Secretariat Manual of Office Procedure.)

(k) When a paper under consideration raises several major points which require
examination and respective order on each point (or group of related points) it will be
noted upon separately in “ Sectional” notes. Such sectional notes will each begin
with a list of the major points(s) dealt with therein.
(l) Routine note means a note of a temporary value or ephemeral importance recorded
outside the files ,e.g, a record of casual discussion or a note on a point of secondary
importance intended to facilitate consideration of the case higher officers.

(m) Running summary of facts in relation to a case means a summary of the facts of the
case updated from time to time to incorporate significant development as and when
they take place. It is prepared to avoid repeated re-capitulation of the case through
self-contained notes. Wherever a running summary of facts is available on the file, it
should be referred to without repeating any part of the facts in the note.

Types of Cases, Quantum of /noting and Functional Approach

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

 Ephemeral cases
 Routine Repetitive cases
 Action in Correspondence cases
 Problem Solving cases
 Planning and Policy cases

The following approach could be adopted for noting on various categories of cases:-

1. Ephemeral Cases-

These cases are also known as “ no-Noting” cases. The Section Officer or desk
functionary should record the reason, in brief , why no action is necessary and file
such cases at the dak stage itself . such cases should be kept in the file “O” bundle
and destroyed on 32st December of every year. These may also be returned in
original to the sender recording requisite factual information.

2. Routine or Repetitive Cases-

In cases of repetitive nature ,’a standard prices sheet ‘ which means a standard
skeleton note should be developed indicating pre- determined points of check. In
respect of other routine cases, a fair should be put up without any noting.

3. Action – in - Correspondence Cases-

These cases also do not require detailed noting . It would be sufficient if a brief note
(a paragraph or so) were recorded indicating the issue under consideration and the
suggested action.

4. Problem Solving Cases-

In these cases a detailed note providing maximum information on each aspect will
be necessary , even then , the note should be concise and to the point ,covering the
following aspects:-

i. What is the problem?

ii. How has it arisen?
iii. What is the Rule , ‘policy’ or ‘precedent’?
iv. What are the possible solution?
v. Which is the best solution? Why?
vi. What will be the consequences of the proposed solution?
5. Policy and Planning Cases-
These types of cases would not be large in number in any organization.
They would, however, require a thorough examination, particularly
because important decisions are to be taken at top management level. A
note in such cases should be structured in the following manner:-

(i) Problem:- State the problem. How it has arisen? What are the critical
factors?

(ii) Additional Information:- Give additional information to size up the

problem. The information would be available on the files and other paper
in the Section. If sufficient information is not available to enable thorough
examination, it should be collected before attempting a note.

(iii) Rule, policy etc:- Precedent cues having a bearing on the issue under
consideration should be put up. If there are varying precedents or any
precedent differs in certain respects from the case under examination,
the difference should be brought out so as to arrive at a correct decision.

(iv) Precedents;- Precedent cases having a bearing on the issue under

consideration should be put up. If there are varying precedents or any
precedent differs in certain respects from the case under examination,
the difference should be brought out so as to arrive at a correct decision.

(v) Critical analysis:- the case should then be examined on merits answering
questions like ‘what are the possible alternative solutions/ which is the
best solution? It should be ensured that views of other
Divisions/Ministries etc. have been obtained where necessary. Attention
should also be paid to other aspects like the financial and other
implications, repercussions, and the modality of implementing the
decision and the authority competent to take a decision.

(vi) Concluding para:- the concluding para should suggest a course of action
for consideration. In cases where a decision is to be taken by a higher
authority like committee, Board etc. the point or points on which the
decision of such higher authority is sought should be specifically
mentioned.
 Relevant extracts from the Central Secretariat Manual of Office
Procedure- 13th Edition, September, 2010

Guidelines for noting:—

(1) All notes will be concise and to the point. Lengthy notes are to be avoided, by shifting
bulk of material to statements placed below.

(2) The verbatim reproduction of extracts from or paraphrasing of the paper under
consideration, fresh receipt, or any other part of correspondence or notes on the same
file, should not be attempted.

(3) When passing orders or making suggestions, an officer will confine his note to the actual
points he proposes to make without reiterating the ground already covered in the
previous notes. If he agrees to the line of action suggested in the preceding note, he will
merely append his signature.

(4) Any officer, who has to note upon a file on which a running summary of facts is available
will, in drawing attention to the facts of the case, refer to the appropriate part of the
summary without repeating it in his own note.

(5) Relevant extracts of a rule or instruction will be placed on the file and attention to it will
be drawn in the note with proper referencing, rather than reproducing the relevant
provisions in the note.

(6) Unless a running summary of facts is already available on the file or the last note on the
file itself serves that purpose, a self-contained note will be put up with every case
submitted to the Minister. Such a note will bring out briefly but clearly relevant facts,
including the views expressed on the subject by other departments, if any, consulted in
the matter and the point or points on which the orders of the Minister are sought.

(7) If apparent errors or incorrect statements in a case have to be pointed out or if an

opinion expressed therein has to be criticized, care should be taken to couch the
observations objectively, in courteous and temperate language free from personal
remarks.

(8) When a paper under consideration raises several major points which require detailed
examination and respective orders, each point (or group of related points) will be noted
upon separately in sectional notes; such notes will each begin with a list of the major
point(s) dealt with therein and placed below the main note in a separate folder.

(9) Notes and orders will normally be recorded on note sheets in the notes portion of the file
and will be serially numbered. Black or Blue ink will be used by all category of staff and
officers. Only an officer of the level of Joint Secretary to Government of India and above
may use green or red ink in rare cases.

(10) The dealing hand will append his full signature with date on the left below his
note. An officer will append his full signature on the right hand side of the note with
name, designation and date.
(11) A note will be divided into serially numbered paragraphs of easy size, say ten
lines each. Paragraphs may preferably have brief titles. The first few paragraphs will give
the profile of the problem, position of rules, precedents and the position of resources
with proper analysis and sequence and an indication of the evidence and the
conclusions reached. The final paragraph should weigh the arguments and recommend
the best course of action, with a supporting draft communication, if necessary.

(12) In writing notes, the observations made in Appendix 7- ‘Style in notes and drafts’
will be kept in view.25

(13) A small margin of about one inch will be left on all sides (left, right, top and
bottom) of each page of the note sheet to ensure better preservation of notes recorded
on the files as at times the paper gets torn from the edges making reading of the
document difficult. However, notes should be typed/written on both sides of the note
sheet as per instructions of Department of Expenditure.

(14) While preparing/submitting Notes for the Cabinet/Cabinet Committees/Groups of

Ministers, the required procedure as detailed in Appendix-7.1 will be kept in view.

(15) While preparing/submitting of papers for consideration of the Committee of

Secretaries, the required procedure as detailed in Appendix-7.2 will be kept in view.