Para 15 — CSMOP
Original Rule Text
15. Guidelines for noting -
(i) All notes shall be concise and to the point. Additional material, if any, may be placed in the appendix. Black or Blue ink shall be used by all categories of staff and officers. In case of hand written noting, only black or blue ink shall be used.
(ii) The dealing hand shall append full signature, name and date on the left below the note. An officer shall append full signature on the right hand side of the note with name, designation and date. In an electronic environment digital signature will be appended at each level.
(iii) While preparing/submitting Notes for the Cabinet/Cabinet Committees/Groups of Ministers & Committee of Secretaries, constitution/reconstitution of High-level Commissions/Committees, the format prescribed in Cabinet Secretariat website (www.cabsec.nic.in) (as amended from time to time) may be followed.
What This Means
Para 15 sets out the guidelines for how notes should be written on a government file — the noting process being central to all government decision-making. The most important principle is that notes must be concise and to the point. Unnecessary length is not a virtue; if additional material is required, it should be placed in an appendix rather than padded into the note itself.
For physical notes, only black or blue ink must be used by all categories of staff. The dealing hand (typically the ASO) appends their full signature with their name and date on the left-hand side below the note. An officer (Section Officer and above) signs on the right-hand side with their name, designation, and date. This physical placement convention allows any reader to instantly see who wrote what and in what capacity. In the e-Office environment, a digital signature is appended at each level — the same accountability, different medium.
For high-stakes files going up to the Cabinet or Cabinet Committees, Groups of Ministers, or the Committee of Secretaries, there is a specific format prescribed by the Cabinet Secretariat (available at cabsec.nic.in). Section Officers preparing such notes must use that format without deviation.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1Notes must be concise and to the point — additional material goes in an appendix.
- 2Only black or blue ink is permitted for handwritten notes.
- 3The dealing hand (ASO) signs on the left below the note with full name and date.
- 4Officers (SO and above) sign on the right with full name, designation, and date.
- 5Digital signatures are used in e-Office, serving the same function as ink signatures.
- 6Cabinet/Cabinet Committee notes must follow the format prescribed on cabsec.nic.in.
Practical Example
An ASO in the Department of Science and Technology prepares a note on a grant application. She writes a 10-line concise note covering the facts, applicable rules, and recommended action. She places supplementary documents (financial statements, previous approvals) as an appendix. She signs at the lower left — 'Sd/- Priya Sharma, ASO, dated 26.03.2026'. The Section Officer reviews, adds two lines of his own views, and signs at the lower right — 'Sd/- Rajesh Kumar, Section Officer, dated 26.03.2026'. The file then moves to the Under Secretary. In the e-Office version, both append their digital signatures at their respective levels.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Frequently Asked Questions
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This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.