Para 35 — CSMOP
Original Rule Text
# 35. Correspondence with State Governments -
(i) Communications on the subjects which clearly relate to the business of a particular Department shall normally be addressed to the Secretary of that Department. Other communications including those of special nature or importance warranting attention at higher levels may be addressed to the Chief Secretary. Demi-official letters may also be sent to officers of State Governments. In case of demi-official communication is to the Chief Secretary of a State, this level shall not be below the level of Joint Secretary.
(ii) Communications other than those of a purely routine nature e.g., acknowledgements shall not ordinarily be addressed to State Governments except with the prior approval and under the signature of the branch officer. Purely routine communications may, however, be signed by a Section Officer.
- Correspondence with the Lok Sabha and the Rajya Sabha Secretariats -
Communications meant for the Lok Sabha Secretariat or the Rajya Sabha Secretariat and requiring urgent or high level attention shall be addressed to the Secretaries concerned and not to the Speaker or the Chairman directly.
What This Means
Para 35 governs communications between the Central Government and State Governments — an extremely common and consequential type of correspondence given India's federal structure. The rule establishes who should receive Central Government communications based on both the nature of the matter and the seniority of the state government official being addressed.
For communications on subjects clearly within a state department's business, they are addressed to the Secretary of that department. For special or important matters that warrant higher attention, they are addressed to the Chief Secretary. Demi-official letters may also be sent to state government officers. However, when a D.O. letter is addressed to a Chief Secretary, the Central Government officer sending it must be at least at the Joint Secretary level — it would not be appropriate for a Section Officer or Under Secretary to write a D.O. letter to a Chief Secretary.
A critical rule at sub-clause (ii): communications other than purely routine ones (like acknowledgements) must not be sent to state governments without the prior approval and signature of the Branch Officer (typically an Under Secretary). This means an ASO or Section Officer cannot independently send substantive communications to states — it must go through at least the Under Secretary. Purely routine communications (like acknowledgements of receipt) may be signed by a Section Officer directly.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1Routine matters clearly within a state department's business are addressed to the Secretary of that department.
- 2Special or important matters are addressed to the Chief Secretary.
- 3D.O. letters to a Chief Secretary must be sent by an officer not below the rank of Joint Secretary.
- 4Non-routine communications to state governments require prior approval and signature of the Branch Officer (Under Secretary or above).
- 5Purely routine communications (e.g., acknowledgements) may be signed by a Section Officer.
- 6D.O. letters may also be addressed to individual state government officers where personal attention is needed.
Practical Example
The Ministry of Education receives a letter from Rajasthan's Education Department about implementation of a Central scheme. The SO wants to send back a comprehensive reply clarifying the ministry's position. This is not a routine acknowledgement — it is a substantive policy clarification. The SO drafts the reply but it must go out under the Under Secretary's signature, with the Under Secretary's prior approval. If the Ministry wanted to write to the Rajasthan Chief Secretary about a new major policy initiative, the communication would be signed by a Joint Secretary or above. A simple acknowledgement saying 'your letter dated X is received and is under consideration' can be signed by the SO.
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.