Basic Points to be followed while noting and drafting :
(a) All notes should be concise and to the point. Excessive noting should be avoided.
(b) A simple and direct style of writing should always be adopted. Use of complicated and ambiguous language should be avoided.
(c) Notes and orders should normally be recorded on note-sheets.
(d) Notes should not be recorded on the receipt itself except in very routine matters.
(e) Verbatim reproduction of extracts from, or paraphrasing of the P.U.C or of notes of other Ministries recorded on the same file, should be avoided.
(f) Wherever a running summary of facts is available on the file, it should be referred to without repeating any part of the facts in the note.
(g) A note should always be written in a businesslike language. Even if apparent errors or misstatements have to be pointed out or if an opinion expressed therein has to be criticised, care should be taken to couch the observations in courteous and temperate language free from personal remarks.
(h) Any remarks recorded by the Branch officer, or other senior officers, on the receipt should first be reproduced while docketing the receipt.
(i) When passing orders or making suggestions, an officer should confine his note to the actual points he proposes to make. He should not repeat or reiterate the ground already covered in the previous notes. If he agrees to the line of action suggested in the preceding note, he should merely append his signatures.
(j) A self-contained summary of the case should always be put up with every file submitted to a Minister. Such a summary should bring out briefly, but clearly, all the relevant facts, including the views expressed on the subject by other Departments, if any, consulted in the matter, and the point(s) on which the orders of the Minister are sought.
(k) When a paper under consideration raises several major points which require detailed examination and respective orders on each point (or group of related points) it will be, noted upon separately in “Sectional” notes. Such sectional notes will each begin with a list of the major point(s) dealt with therein.
(l) The dealing hand will append his full signature with date on the left below his note. An officer will append his full signature on the right hand side of the note with his name, designation and the date.
(m) A note will be divided into paragraphs of a convenient size. Paragraphs should be serially numbered and may also have brief titles, if necessary.