Administration Manual - B.E.S.T. Undertaking.

1037
i) Draft should be divided into paragraphs which should be numbered, a fresh paragraph being
begun for every new statement or fresh argument. The tendency to use unduly long sentences
should be resisted. A draft should be complete, clear and brief.
ii) A draft should be written in temperate language and courteously worded. The use of all
colloquialisms and abbreviations should be avoided.
iii) Indiscriminate scribbling on the margins of drafts should be avoided. If it be necessary to
revise a draft to any extent, it is better to rewrite the paragraph on the new blank page than to
write between the lines.
iv) When a letter is a reply or bears direct reference to a letter received the draft reply should
commence with the expression 'with reference to your letter' or 'in reply to your letter'.
v) When a letter is in continuation series of correspondence, the last of which was received
from the persons to be addressed the phrase 'with reference to the correspondence ending with
letter' should as a rule, be employed. On the other hand, if the last letter was once issued by
this office, the phrase 'in continuation of this office (or my) letter' is proper and should be
used.
vi) Figures and references should, as far as possible, be embodied in the text and not relegated
to appendices or to the margins.
f. Dating initials :
Officers and Staff should invariably date their initials on all that they initial.
g. Correspondence - Procedure :
To facilitate easy reference and quick disposal of papers Officers and Heads of Departments
should state their designations below their initials or signatures in all routine correspondence.
All Officers initialing or signing papers should indicate dates of doing so, inclusive of the
year. (G.M.'s Circular No.GM/29581/67-68 dated 19.07.68).
h. Signing of papers :
i) No fair copy should be put up to G.M. for sigfnature unless the draft for the same has
previously been approved by him.
ii) Fair copies of drafts that are approved by the G.M. should not be put up for his signature,
unless.
i. it is statutorily or by rule required to be signed by him;
j. it is a matter of great importance. In all other cases, the
fair copy (of a draft approved by GM) should have typed below