1. 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

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

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

4. CHARACTERISTICS OF GOOD WRITTEN WORK
UNITY
ACCURACY
CLARITY
COHERENCE
BREVITY
COMPLETENESS

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

6. 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….

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

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

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

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

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

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

13. ITEM NOTE Contd… 1 Subject : STAFF REQUIREMENT FOR THE OFFICE OF ………..
Name of Sponsoring Officer :
with Designation
2(a) Member Incharge :
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…

14. 3(b) Previous reference of : Authority’s order if any
Brief Description of case :
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….

15. 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

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

17. 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.