Para 28 — CSMOP
Original Rule Text
# 28. Forms of communication -
The different forms of communication, its content and format generally used by a Department are reproduced below:-
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(i) Letter -_
<table><tr><td>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</td></tr></table>
(ii) Demi-official letter -
<table><tr><td>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...........</td></tr></table>
(iii) Office Memorandum -
<table><tr><td>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.</td></tr></table>
What This Means
Para 28 is the most comprehensive single rule in the CSMOP — it catalogues all the forms of official communication used in government and specifies when each form should be used. Different types of government communications have different formats, salutations, audiences, and levels of formality. Using the wrong form for a communication creates procedural errors and can lead to the communication not being properly received or acted upon.
The forms covered include: Letter (for State Governments, constitutional bodies, subordinate offices, public enterprises, and members of public), Demi-Official Letter (personal communication between officers, first person, for inviting personal attention), Office Memorandum (OM — third person, no salutation, for inter-departmental and internal communication), Inter-departmental Note (for seeking advice/concurrence from other departments), Office Order (for internal administration — leave sanctions, transfers), Order (for financial sanctions and disciplinary cases), Notification (for official announcements in the Official Gazette), Resolution (for announcing policy decisions), Endorsement (for forwarding papers with no new draft needed), and Press Note (for communications to the media).
For Section Officers and ASOs, knowing which form to use is a core competency. A grievance from a member of the public should get a Letter back. An internal HR matter gets an Office Order. A request for inter-departmental concurrence uses an Inter-departmental Note. Using an OM to write to the public, for example, would be procedurally incorrect.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1Government uses distinct communication forms: Letter, D.O. Letter, Office Memorandum, Inter-departmental Note, Office Order, Order, Notification, Resolution, Endorsement, Press Note.
- 2Letters are for external parties — State Governments, constitutional bodies, public, and subordinate offices.
- 3Demi-official letters are personal in tone, first-person, between officers who are not too far apart in seniority.
- 4Office Memorandums are third-person, no salutation, for inter-departmental and internal communications.
- 5Inter-departmental Notes are used to seek advice/concurrence from other departments (previously called U.O. Notes up to the 7th edition).
- 6Office Orders handle internal administration; Orders handle financial sanctions and disciplinary matters.
- 7Each form has a prescribed format — officials must use the correct template.
Practical Example
An ASO in the Ministry of Culture handles three outgoing communications in one day. First, she drafts a reply to a citizen's query — this must be a Letter with 'Sir/Madam' salutation, signed by the Under Secretary. Second, she prepares a communication to the Ministry of Finance seeking their concurrence on a budget proposal — this must be an Inter-departmental Note addressed to the relevant section of DoE. Third, she processes a leave sanction for a Section Officer in the ministry — this must be an Office Order in the prescribed format. Using a Letter format for the Finance Department, or an Office Order format for the citizen's reply, would be procedurally incorrect.
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.