DRAFTING OFFICIAL CORRESPONDENCE

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Presentation transcript:

DRAFTING OFFICIAL CORRESPONDENCE U F 57 FILE NO. ___________ VOLUME ___________ PAKISTAN WATER AND POWER DEVELOPMENT AUTHORITY MAIN HEAD ______________________________ SUB HEAD _______________________________ OPENED ON ________ CLOSED ON _________ BY TUFAIL JARRAL DIRECTOR (A&F) O&M

DRAFTING OFFICIAL CORRESPONDENCE Flow of info from down to upwards that helps in effective decision making by the executive

MAJOR FORMS OF WRITTEN STAFF WORK WORKING PAPER PRECIS BRIEF DO/UO LETTERS MINUTES OF MEETING REPORTS AND RETURNS ITEM NOTE SOURCE: WAPDA COMPENDIUM

CHARACTERISTICS OF GOOD WRITTEN WORK UNITY ACCURACY CLARITY COHERENCE BREVITY COMPLETENESS

WRITING OF GOOD ENGLISH TOPIC SPECIFIC PARAGRAPHING SENTENCES OF APPROPRIATE LENGTH PROPER CHOICE OF WORDS CORRECT PUNCTUATION AVOID CLICHES AND PLATITUDES

LAYOUT OF WRITTEN STAFF WORK Page Number Security Classification Disposal Instructions Originator Addressees Attachments Headings Main Heading Group Headings Paragraph Headings Sub-Paragraph Headings Numbering of Paragraph Contd….

NUMBERING OF PARAGRAPHS 1………………………………......................………………… a……………………………………………………………. (1) ……………………………………….……….. (a) ………………………………….………. i……………………….……………

SECURITY CLASSIFICATION Categories Abbreviation Unclassified Unclas Restricted Restd Confidential Confd Secret Secret Top Secret Topsec

LAYOUT OF A WORKING PAPER SECURITY CLASSIFICATION TITLE 1. INTRODUCTION …………………………………………………………………………. …..……………………..………………………………………………. 2. AIM ………………....……………………………………………………… ………………………………………………………………………… 3. SEQUENCE OF PAPER 4. FACTS 5. ANALYSIS 6. RECOMMENDATION/CONCLUSION ANNEXURES

TRAINING PROGRAM FOR ADMN OFFICERS Annex-A TRAINING PROGRAM FOR ADMN OFFICERS

LAYOUT OF ROUTINE LETTER Originator’s address Telephone No. Number Date To. Subject: TRAINING OF SDOs Ref: Your Letter No.21/4/G, dated 27-02-2005 1. ………………………………….………………………………......................… …………………………………………………………………………………… ……………………………………….…………………………......................… ………………………………………………………….. a. ……………………………………………………………………….……. ……………………………………………………………………….…… Signed (Name) cc. Designation

LAYOUT OF D.O. LETTER ………………………………………………………………………………………………… Mr. Ibrahim Khan Wapda House, Lahore Telephone 9202211 August , 2005 B.A. Gillani, Secretary to the Government of Pakistan, Ministry of Water & Power, Islamabad My dear…………………. ………………………………………………………………………………………………… ……………………………………………………………………………………………………… ………………………………………………………………………………………………… ……………………………………………………………….. Yours Sincerely (Signed)

ITEM NOTE Contd… 1 Subject : STAFF REQUIREMENT FOR THE OFFICE OF ……….. 2 Name of Sponsoring Officer : with Designation 2(a) Member Incharge : 3 Whether the Item Note has been : rejected by the Authority 3(a) A case will not be put up to the Authority, if it has been rejected twice unless the Chairman or the Member feels strongly for placing the Item Note/case for 3rd time; have orders of Chairman or Member for placing it 3rd time obtained : Contd…

3(b) Previous reference of : Authority’s order if any 4 Brief Description of case : 5 Does proposal involve : financial implication? 5(a) If so, has the concurrence : of Finance Division obtained 6 Does the case involve any legal : implication, if so, what is the legal opinion of Legal Adviser WAPDA. Contd….

7 Has the case been discussed : by the Standing Committee, if so, what was the decision of the Committee 8 Has the Member Incharge : seen the case 9 Points for decision : Signature Name & Designation

MINUTES OF MEETING Sr. No. Point Decision Action By 1. ………… ………………. ………….. …………. ………………. ………….. …………. ………………. ………………. 2. ………….. ………………. …………... ………….. ………………. …………… ………………..

FOR A GOOD DRAFT BE CONCISE, CLEAR, CORRECT, COMPLETE & COHERENT IN COMMUNICATION USE STANDARDIZED FORMAT HAVE A LOOK ON DOCUMENT BEFORE YOU SIGN TRAIN/RETRAIN SUBORDINATES UTILIZE I.T.