Para 41 — CSMOP
Original Rule Text
41. Procedure for drafting -
- CHAPTER VII
# DRAFTING OF COMMUNICATION
Draft is not required to be prepared in straight-forward cases or those for which standard forms of communication exist.
What This Means
Para 41 introduces Chapter VII on drafting communications. It establishes the first important drafting principle: not every piece of correspondence needs a full draft to be prepared. If a case is straightforward — where the decision is obvious and the communication is routine — or if a standard form already exists for that type of communication, then preparing a separate draft is unnecessary and wastes time.
This saves Section Officers and dealing hands from the overhead of drafting when it adds no value. Standard forms exist for many recurring types of communication: acknowledgements, reminders, routine transfers of papers, etc. In these cases, the dealing hand simply fills in the variable details on the pre-existing form.
For ASOs and dealing hands, the practical lesson is: before starting to draft a communication, first check whether a standard form exists for the purpose. If none exists and the case is straightforward, a brief and direct draft is all that is needed — not a lengthy formal letter.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1A draft is not required for straightforward cases or those with existing standard forms.
- 2Standard forms of communication should be used wherever available.
- 3This principle promotes efficiency and avoids unnecessary paperwork.
- 4Dealing hands should check for standard forms before drafting.
- 5Para 41 opens Chapter VII, which covers the entire drafting process for official communications.
- 6The rule applies in both paper-based and electronic (e-office) environments.
Practical Example
An ASO in the Ministry of Finance receives a routine dak acknowledging receipt of an annual return from a Public Sector Undertaking. There is a standard acknowledgement form prescribed by the Department. The ASO fills in the PSU name, the document reference, and the date, and puts it up for the Section Officer's signature. No separate draft letter is needed. In contrast, if the same PSU has raised a novel query about a financial rule not covered by any existing circular, a full draft communication must be prepared on the file before it can be despatched.
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.