Noting / Drafting / Note Sheet in Government office

[@habiburrehmanluni2054]

Official Noting 1. Introduction 2. Definition of a note 3. When the note is required 4. When the note is not required 5. Requirement of a note 6. Objective of a note 7. Advantages of noting 8. Structure of note a. First part b. Second part c. Third part 9. Good noting 10. Bad noting 11. Checks and counter checks Introduction Note is the minutes recorded on the note portion of the file to settle a matter while remaining in the framework of Rules and Regulation. A note is initiated usually by a grade 17 Officer in the Federal secretariat on file describing the case which is under consideration. Two or three alternatives can be proposed to settle the issue. In other words, a note is a statement of facts describing the issue under consideration, suggesting course of action to reach a decision. Definition A note means an officer`s views in writing on a file within a prescribed procedural framework to facilitate the high ups to decide the case under consideration. When noting is required Whenever a condition arises that a matter is to be decided by Senior Officer, a note is recorded in file. It is always prepared within certain procedural framework such as: i. It should clearly state the point under consideration. ii. Brief background of the case may also be given in order to highlight the facts of the case. iii. Mis-statement of facts, if any should be pointed out while writing a note. iv. After a brief description of the facts of the case, the Rules/ Regulation that are applicable in the case under consideration are mentioned. A copy of the relevant Rules is often placed in the correspondence portion. v. Relevant precedents may also be quoted, if available vi. In the final portion of a note, the points for decisions are highlighted again and course of action is suggested. In this regard you may propose a few alternates and suggest the best course of action. When noting is not required No noting is required when the officer himself is competent to dispose of a matter under certain clear cut instructions, orders or delegated powers. Similarly, when a case is already decided by a senior officer and he has asked for a draft reply, the noting is not required unless there is any point which has been escaped from the notice of the senior officer. Requirement of a note 1. All notes are written on the note sheet and on note should be recorded on the receipt itself. 2. If a higher officer has given some minutes on the receipt, these should be copied out on the note sheet before subsequent notes are recorded. 3. The officer recording the note should affix his signature on the right side of the note sheet where the note ends. His / her name, designation and date should also be typed or rubber stamped below his / her signature. Objective of a note A note is written to assist the competent authority to decide a matter easily. It helps the seniors to study the whole pictures of a case as portrayed by the junior officers. The decision of the matter is the end point of a note. A well written note leads to correct decision and a badly composed note may lead to confusion, wastage of time and ultimately to a bed or wrong decision. Advantages of noting a. It presents the various aspects of a matter in a clear perspective and brings out the pros and cons of the point under consideration b. It put down the views of the writer in black and white and records the precise reason for adopting a particular course of action considered to be the best out of all possible courses. c. A note is a record of discussion leading to a particular decision. It can be used as a precedent for future references. d. Recorded notes help in understanding reasons for a particular decision, and in finding out, at what level the decision was taken. e. Responsibility for a particular decision can be fixed on the bases of recorded notes. f. Note enables people who come afterward to pick up the tasks where others left. g. A note is a historical record and source of information for the coming officials. h. Structure of a note A note has three main parts: I. First Part: it gives a brief introduction of the case under consideration. II. Second Part: Main points. Misstatement of facts if any. Relevant rules, and policies of the government. Precedents if any. III. Third Part: Third part is the conclusion. It may be in the form of a proposal or recommendation or suggestion. Qualities of good noting a. Paragraphs of a note should be numbered continuously from the beginning onwards. b. It should be temperate, objective, and free from personal remarks. c. It should embody all the relevant material about a case concisely, but should not repeat facts, arguments, words, and phrases. d. There should be a sequenced narration. The points which should be stated in the beginning must be so stated and those which should appear in the end must come at the end. A disjoined statement of facts will confuse the reader. e. The expression should be clear, precise, and simple. f. It should be properly documented and referenced. g. All previous papers, precedents, rules and regulations orders, etc. which are relied upon in a note, should, as far as possible, be put up with it, and referenced. Bad Noting a. Reproduction of PUC or FR should be avoided. The case under consideration should be explained briefly in your own words. b. Unnecessary details and information contribute to bed noting. c. Incorrect statement and unauthenticated facts lead to wrong decision and therefore adds to bad noting. d. Personal biases and prejudices make a note bad. e. Use of flowery language, long sentences, and foreign words are considered bed noting. Checks and counter checks 1. Read the P.U.C. carefully. It will help you to understand the procedure to be adopted for settling a matter. 2. Know the facts of the case. Your personal interest in the case will help you to find out any misstatement of facts or data. 3. Review the pertinent files, relevant to the case and search out the Rules/ Regulations that are applicable in the case. 4. The Policy of the Government should also be kept in mind while writing a note. 5. Do not forget to mention the misstatement of facts or data if any in you note. 6. Review the grammar, spelling, and punctuation marks of your note before signing it. 7. Make sure that the file is properly referenced and flagged before its submission to the higher officers. Habib Ur Rehman Luni Computer Operator Commissioner Office Loralai Division at Balochistan, Pakistan

[@afshanbhatti8930]

Jazakallah

[@aqibiqbal-kd2yv]

appricated

[@philosophicalscience]

one of the best explanation, this is what I am looking for..Thank you sir

[@CETC]

Thanks for compliments. Stay connected and share with your colleagues. More videos on this topic will be uploaded in near future.

[@thekitchenpassion4662]

May Allah bless you. you always upload very beneficil ,productive,helping and informative videos especially for pensioners and govt employees ZHeer Iqbal.

[@CETC]

Thanks sir, it's my pleasure.

[@MAZACookingPlusCraft]

Bohat achy tariqy s samjaya h shukria

[@MrWajahatbhat]

Thanks sir for this valuable information from whole heartily 😇

[@CETC]

Welcome. Stay connected and more lectures are coming on this topic

[@shahfaisal7083]

Great efforts sir. Please upload more videos about office

[@hamidullah5716]

Very informative

[@CETC]

Glad you think so!

[@afshanbhatti8930]

Jazakallah

[@CETC]

Welcome and thanks. There is second part also. Watch and share with your colleagues

[@CETC]

kzbin.info/www/bejne/bXvFkmqofat9bdk

[@afshanbhatti8930]

Plz tell if unsatisfactory reply of explanation was received, then what to do?

[@Admin64255]

thanks.. kindly give the link to next video or make a playlist related to it

[@saraikidhanakrang9410]

Nice

[@MuhammadUmer-oc8hj]

Thank You Sir......

[@wafiyasaeed832]

🤞👍👍👍💜

[@CETC]

Second Lecture on this topic kzbin.info/www/bejne/bXvFkmqofat9bdk

[@Unknown-fy5yn]

Thanks sir

[@Altafhussain-ix8gb]

sir I have performing my duties as technical draftsman / in charge technical drawing branch in govt office under executive engineer. can I draft office note regarding some problems and further put up to my officer

[@CETC]

Of course you may write.

[@muhammadkazim2422]

نوٹ شیٹ ایک ہرے رنگ کی ہوتی ہے اور دوسری سفید رنگ کی ہوتی ہے۔ ان دونوں میں کیا فرق ہوتا ہے؟ کیا مختلف معاملات میں مختلف نوٹ شیٹ استعمال کی جاتی ہے؟

[@CETC]

میرے علم کے مطابق تمام معاملات میں سبز رنگ والی ہی استعمال ہوتی ہے اگر نہ ملے تو لیگل سائز پیپر استعمال کر لیتے ہیں اگر آپکے علم میں ایسی ایسی کوئی بات ہو تو ضرور میرے علم میں اضافہ کریں ہم وہی بات لوگوں کو بھی پہنچا دیں گے انشاءاللہ

[@habiburrehmanluni2054]

نوٹ شیٹ صرف ہرے رنگ کی ہی ہوتی ہیں۔ پہلے ٹائم میں سفید رنگ کی یوز ہوتی تھی لیکن ابھی officially ہرے رنگ کا ہی استعمال ہوتا ہے

[@habiburrehmanluni2054]

اور جسے بھائی نے کہا کہ emergency کے ٹائم آپ سفید رنگ کا بھی استعمال کرسکتے ہو لیکن اگر uper authorities اجازت دے یہ پھر آپ verbally بھی case discuss کر سکتے ہیں ۔

[@jansher1991]

PUC Paper under consideration

[@CETC]

Thanks