Para 42 — CSMOP
Original Rule Text
42. General instructions for drafting –
(i) A draft shall be clear and concise.
(ii) The number and date of the last communication in the series, and if this is not from the addressee, his last communication on the subject, shall always be referred to. Where it is necessary to refer to more than one communication or a series of communications, this shall be done on the margin of the draft. When two or more communications are to issue from the same file on the same date, a separate serial number may be inserted before the numeral identifying the year to avoid confusion in reference, e.g., A-.11011/5(I)/2001-Est., A-11011/5(II)/2001-Est.
(iii) The name, designation, telephone number, fax number and e-mail (wherever applicable) of the officer signing the communication shall be indicated in the communication.
What This Means
Para 42 gives three foundational rules that every drafter — dealing hand, ASO, or Section Officer — must follow for every official communication. First, the draft must be clear and concise. Flowery language, excessive legalese, and padding are not acceptable. Say what you mean in as few words as possible.
Second, the communication must refer to the number and date of the last communication in the series. If the last communication in that thread was not from the addressee, you must also refer to the addressee's last communication on the subject. Where multiple earlier communications need to be cited, list them in the margin of the draft rather than cluttering the body. When two or more communications are going out from the same file on the same date, assign serial identifiers (e.g., A-11011/5(I)/2001-Est and A-11011/5(II)/2001-Est) to distinguish them.
Third, the communication must include the full name, designation, telephone number, fax number, and email address of the signing officer. Partial contact information is not sufficient. This ensures that the recipient can directly reach the concerned officer without having to trace them through the Central Registry.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1Every draft must be clear and concise — no padding or vague language.
- 2Always refer to the number and date of the last communication in the series.
- 3If the last communication was not from the addressee, also reference the addressee's last communication on the subject.
- 4Multiple references should be listed in the margin, not in the body of the letter.
- 5When two communications issue from the same file on the same date, use serial suffixes (I), (II) etc. in the file number.
- 6The signing officer's full name, designation, telephone, fax, and email must appear in every communication.
Practical Example
A Section Officer in the Ministry of Housing is replying to a letter from the Housing Board of a State. The last correspondence in this chain was the SO's own reminder dated 15 January 2026 (file no. H-11033/2/2025-HB). The State Housing Board had last written on 5 November 2025. The draft must cite the file number and date of the SO's reminder as the 'last communication in the series' and separately note the State Board's letter of 5 November 2025. Two separate replies are going out on the same date from this file — they are numbered H-11033/2(I)/2025-HB and H-11033/2(II)/2025-HB. At the bottom of both letters, the SO's full name, designation, direct telephone number, and official email are printed.
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.