Para 44 — CSMOP
Original Rule Text
44. Addressing communications to officers by name - Normally no communication, other than that of a classified nature or a demi-official letter, shall be addressed or marked to an officer by name, unless it is intended that the matter raised therein shall receive his personal attention either because of its special nature, urgency or importance, or because some ground has already been covered by personal discussions with him and he would be in a better position to deal with it.
- CHAPTER VIII
# FILE NUMBERING SYSTEM
What This Means
Para 44 governs a common practice that needs to be carefully controlled: addressing official communications directly to a named officer rather than to their post or office. The default rule is that official communications should not be addressed to a specific person by name. The letter goes to the post — 'The Under Secretary (Admn.), Ministry of Finance' — not to 'Shri X, Under Secretary'.
Exceptions are permitted in three situations: (1) the communication is classified (confidential, secret, or top secret) and must reach a specific person; (2) it is a demi-official (DO) letter, which by its nature is personal in tone and addressed to the individual; or (3) the matter needs the personal attention of that officer because it is specially important, urgent, or because prior personal discussions have already taken place and continuing with the same officer is more efficient.
This rule prevents confusion when officers transfer, retire, or go on leave. A communication addressed to a post remains actionable regardless of who occupies it. One addressed to an individual by name may get delayed if that person is no longer in office.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1Official communications should normally not be addressed or marked to an officer by name.
- 2Exceptions: classified communications, demi-official (DO) letters, or cases requiring personal attention due to urgency, special nature, or prior personal discussions.
- 3Addressing to a post (designation) rather than a name ensures continuity when officers transfer or retire.
- 4This rule also prevents the perception of favouritism — communications to a named officer may imply a personal relationship.
- 5Section Officers must ensure draft communications default to designations unless there is a specific reason to name an individual.
- 6Even when personal attention is needed, state the reason on the file before addressing by name.
Practical Example
The Department of Expenditure is sending a reply to a query from the Ministry of Railways about a budget reappropriation. The normal practice is to address it 'To the Under Secretary (Budget), Ministry of Railways.' However, the Joint Secretary handling the matter has had several detailed discussions with a specific Director in Railways who is leading the reappropriation proposal. Given the history of personal discussions and the importance of continuity, the Section Officer records a brief note — 'Addressed by name as prior personal discussions have taken place with the Director concerned' — before the letter is despatched addressed to that Director by name.
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.