Para 28 — CSMOP

Content Format Used for corresponding with State Governments, various constitutional bodies, heads of attached and subordinate offices, public enterprises, statutory authorities, public bodies and members of the public generally. A letter begins with the salutation “Sir/Madam” as may be appropriate.

Note: In case of correspondence with Foreign Government, instructions issued by the Ministry of External Affairs from time to time are to be followed. No…. Government of India (Bharat Sarkar) Department of……… (……………..Vibhag) New Delhi, the……..(Date) To Subject: Sir/Madam, With reference to your letter No………..dated……... on the subject cited above, I am directed……… Yours faithfully, @Sd/ (A.B.C.) Under Secretary to the Govt. of India Tele.No……… Telefax.No/e-mail (Endorsement) No………………… Copy forwarded for information/necessary action to: (1) (2) (A.B.C.) Under Secretary to the Govt. of India

28. Forms of communication - The different forms of communication, its content and format generally used by a Department are reproduced below:-

Content Format Generally used in correspondence between Government officers for inviting their personal attention on the issue. Since demi-official letter is written in the first person in a personal and friendly tone, it should be addressed by an officer in a Ministry/ Department who is ordinarily not more than one or two levels below the officer to whom such communication is addressed. Communications to non-officials can also take the form of a demi-official letter. The colour code and use of National Emblem on D.O. letter will be as per the instructions issued by the Ministry of Home Affairs from time to time XYZ Deputy Secretary Tele.No. D.O.No……. GOERNMENT OF INDIA (Bharat Sarkar) Department of……………. (…………….Vibhag) New Delhi, the ………20.. My dear/Dear Shri……………. We propose to draw up a model scheme for................ A copy of the outline prepared in this connection is enclosed. I shall be grateful if you would let me have your comments as soon as possible. I may add that we intend circulating the draft scheme formally to all departments in the due course for their comments. With regards Yours sincerely, (XYZ) A.B.C. Deputy Secretary Ministry of .................. Department of ........... New Delhi...........

Content Format Generally used for corresponding with other Departments or in calling for information from or conveying information to its employees. It may also be used in corresponding with attached and subordinate offices. It is written in the third person and bears no salutation or supersession except the name and designation of the officer signing it No…. Government of India (Bharat Sarkar) Department of……… (……………..Vibhag) New Delhi, the……..(Date) OFFICE MEMORANDUM Subject: The undersigned is directed to refer to this/their Department O.M. No………..dated……... 2. Doubts have been expressed whether the provisions of …………..also apply to…………. It is hereby clarified that … ………………. (A.B.C.) Under Secretary to the Govt. of India Tele.No/e-mail To The Department of ………. (……….Vibhag) (Shri/Smt……………..) Sardar Patel Bhavan Parliament Street New Delhii-110001.

(iv) Inter-departmental note (earlier referred to as U.O.

Note i.e. before 7th edition of CSMOP) -

Content Format (a)Generally employed for obtaining the advice, views, concurrence or comments of other Departments on a proposal or in seeking clarification of the existing rules, instructions etc. It may also be used by a Department when consulting it‟s attached and subordinate offices and vice versa.

(b) The inter-Departmental note may either be recorded on a file or e-file (where two departments have connectivity) referred to another Department or may take the form of an independent self-contained note. Government of India (Bharat Sarkar) Department of……… (……………..Vibhag) Subject: 1. The present rules regulating the issue of identity cards provide inter alia that…………… 2. A question has now arisen whether………….. 3. 4. 5. This department will be grateful for the advice of the Department of Legal affairs on the issue raised in para 4 above. (X.Y.Z.) Deputy Secretary Tele.No/e-mail Department of Legal Affairs (Vidhi Karya ibhag), Shri…..) Shastri Bhavan, New Delhi Department of ………I-D No………….Dated……………..

Content Format Normally used for issuing instructions meant for internal administration, e.g., grant of regular leave, distribution of work among officers and sections, appointments and transfers etc. No…. Government of India (Bharat Sarkar) Department of……… (……………..Vibhag) New Delhi, the……..20.. OFFICE ORDER(No. /2014) Shri X.Y.Z., a permanent Section officer in this department, is granted earned leave for ……..days from……to …………..with permission to prefix….. and suffix………. both public holidays, to the leave. 2. It is certified that Shri XYZ is likely, on the expiry of this leave, to return to duty at the station from which proceeded on leave. (A.B.C.) Under Secretary to the Govt. of India Tele.No/e-mail Copy to: 1. Office order file 2. Cashier 3. Section concerned 4. Shri XYZ Section Officer.

Content Format Generally used for issuing certain types of financial sanctions and for communicating government orders in disciplinary cases, etc., to the officials concerned No…. Government of India (Bharat Sarkar) Department of……… (……………..Vibhag) New Delhi, the……..20.. ORDER Sanction of the President is accorded under rule 10 of the Delegation of Financial Powers Rules, to write off irrecoverable loss of Rs.5000 (Rupees Five Thousand only) being the value of the following articles belonging to this department. (1) X X X X X (2) X X X X X (A.B.C.) Under Secretary to the Govt. of India Tele.No/e-mail Copy forwarded to: 1. The A.G.C.R., New Delhi. 2. Internal Finance Section 3. Cash Section

(vii) Notification -

Content Format Mostly used in notifying promulgation of statutory rules and orders, appointments and promotions of gazetted officers etc. through publications in the Gazette of India.

Note:The classification of categories of notification/extra-ordinary notification shall be as per the instructions issued by the Ministry of Home Affairs‟ from time to time. [To be published in the Gazette of India, Part I, Section 2) Government of India (Bharat Sarkar) Department of……… (……………..Vibhag) New Delhi, the……..20.. NOTIFICATION No………… Shri XYZ., Under Secretary in the Department of ………….is appointed to officiate as Deputy Secretary in that Department vice Shri …….. transferred to the Department of ………………… (A.B.C.) Joint Secretary Tele.No/e-mail The Manager, Government of India Press, (Bharat Sarkar Press) FARIDABAD Copy forwarded for information to: (1) (2) (3)

Content Format This form of communication is used for making public announcement of decisions of government in important matters of policy in e.g. the policy of industrial licensing, appointment of committees or commissions of enquiry. Resolutions are also published in the Gazette of India. [To be published in the Gazette of India, Part I, Section 1) Government of India (Bharat Sarkar) Department of……… (……………..Vibhag) New Delhi, the……..20.. RESOLUTION The Government of India have had under consideration the question of further improving the efficiency of the departments and services concerned with the collection of revenue. As a first step in that direction the President has been pleased, under the powers vested in him under Article ……………. of the Constitution of India, to decide that a Class Central Service to be known as ‘India Revenue Service’ should be constituted with effect from ………….. (A.B.C.) Secretary to the Government of India Tele.No/e-mail ORDER ORDERED that a copy of the resolution be communicated to…………….. ORDERED that a the resolution be published in the Gazette of India for general information (A.B.C.) Secretary to the Government of India Tele.No/e-mail The Manager, Government of India Press, (Bharat Sarkar Press) FARIDABAD.

Content Format This form is used when it is proposed to give wide publicity to a decision of government. A press communiqué is more formal in character than a press note and is expected to be reproduced intact by the press. A press note, on the other hand, is intended to serve as a hand-out to the press which may edit, compress or enlarge it, as deemed fit. Not to be published or broadcast before ………….. a.m./p.m on………………day, the ……… 20.. PRESS COMMUNIQUE/NOTE In response to public demand, the Government of India have appointed a Commission to go into the problem of ………………………… and make suitable recommendations to the Government. 2. The Commission will consist of Shri …….. ..as Chairperson and the following as members;

(i)

(ii)

(iii) 3. In making its recommendations, the Commission is expected to give consideration to the following matters:

(a)

(b)

(c) 4. The Commission is expected to submit its report to the Government by ………….. Department of ……….. (………………………..Vibhag) New Delhi, the…….20… No…………… Forwarded to the Principal Information Officer, Press Information Bureau, Government of India, new Delhi, for issuing the communiqué and giving it wide publicity. (A.B.C.) Joint Secretary Tele.No/e-mail

(x) Endorsement -

Content Format This form is used when a receipt has to be returned in original to the sender, or the receipt in original or its copy is sent to another Department or office, for information or action. It is also used when a copy of a communication is proposed to be forwarded to parties other than the one to which it is addressed. Normally this form will not be used in communicating copies to state governments. The appropriate form for such communication should be a letter. No…. Government of India (Bharat Sarkar) Department of……… (……………..Vibhag) New Delhi, the……..2014 A copy each of the papers mentioned below is forwarded for information and necessary action. (A.B.C.) Under Secretary to the Govt. of India Tele.No/e-mail List of papers forwarded. 1. 2. To

(xi) Minutes - A record of discussions is prepared immediately after the meeting and circulated to the other Ministries/Departments concerned, giving date/time/venue of the meeting held, who chaired the meeting and list of participants, setting out the conclusions reached and indicating the Ministry(s)/Department

(s) responsible for taking further action on each conclusion. In case it is perceived by a participant of the meeting, that the minutes recorded are not as per the understanding/perception of the participant, the same may be immediately referred in writing to the authority which has issued the minutes.

Modes of Communications shall be decided depending on the nature and urgency of message to be conveyed.