OTS Guideline

Office Procedures of Federal and Provincial Governments

OFFICE PROCEDURE

Forms of Communications

Written communications shall be in one or the other of the following forms:–

  1. Letter;
  2. Memorandum;
  3. Office Memorandum;
  4. Demi-official letter;
  5. Un-official Note;
  6. Endorsement;
  7. Notification;
  8. Office Order;
  9. Resolution;
  10. Press communique/Note;
  11. Telegrams, Teleprinter, Fax and Email messages;
  12. Message through Mobile Phone.

1. Letter:

An official letter purporting to convey the views or orders of the Government of
Pakistan must specifically be expressed to have been written under the direction of the
Government. It shall be used for all formal sanctions and communications to Provincial
Governments, public bodies and individuals. This form may also be used for
communicating formal sanctions of Government to Attached Departments and
subordinate offices, but shall not be used for correspondence between different
Divisions of the Government of Pakistan.
A letter should be composed of the following:–

  1. Letter head bearing the words Government of Pakistan and the name of the
    Division;
  2. Number and date;
  3. Name (with titles if any) and designation of the sender;
  4. Designation and address of the addressee;
  5. Subject;
  6. Salutation;
  7. Main text of the letter;
  8. Subscription; and
  9. Signature and designation of the sender with his telephone number.

Letters addressed to official authorities should begin with the salutation “
Dear Sir” and
end with “Yours faithfully”. Letters addressed to non-officials or groups of individuals
should begin with “Dear Sir/Sirs” and should end with the subscription ‘Yours truly’
followed by the signature and designation of the person signing the letter.
Amended vide PPARC, M.S. Wing, Establishment Division letter No.2(1)/2001-Manuals,
dated 18.3.2002.Official letters not purporting to issue under directions from
Government should begin with the words “I have the honour to” and not “I am directed
to”.

2. Memorandum:

This form should be used:-
(a) for correspondence between the Divisions and Attached Departments and their
subordinate offices;
(b) in replying to petitions, applications for appointments etc.
It should be written in the third person and should bear no salutations or
subscriptions except the signature and designation of the officer signing it. The name of
the addressee should appear on the left hand corner of the page. The Memorandum
should begin with the words “Reference application/petition/letter No.
.……………………………… dated……………………….…, from……………………..”.

3. Office Memorandum:

This form should be used:
(a) for correspondence between various Divisions;
(b) for conveying information not amounting to an order of Government to Attached
Departments and subordinate authorities.
It should be written in the third person and should bear no salutations except the
signature and designation of the officer signing it. The name of the Division or Attached
Department (including, if necessary, the name of the officer) should appear at the
bottom on the left hand corner of the page. The Office Memorandum purporting to
issue under directions from Government should begin with the words “The undersigned
is directed to……”.

4. Demi-official Letter:

This form should be used in correspondence between Government officers when it is
desired that a matter should receive the personal attention of the individual addressed.
A demi-official communication should be addressed to an officer by name. It should be
written in the first person singular with the salutation “My dear——————————
-” or “Dear Mr.—————————” and end with “Yours sincerely”. The expression
‘My dear’ should normally be used for an officer of the same status or an officer one
step
Please see also clarification issued vide O&M Division’s O.M.No.1/2/79-Manuals, dated
21st April, 1979 regarding reply to d.o. letters addressed by one Secretary to
another.88 higher in status and “Dear Mr.” if the officer to be addressed is two or more
steps higher in status. The name and designation of the sender with titles, if any,
should also be typed under the crest on the first page. The telephone number of the
officer sending the communication shall invariably be indicated.

5. Un-official note:

An un-official (u.o.) note should be made by sending a note on the file itself. This
method of consultation should be generally employed between Divisions and a Division
and Attached Department where so authorised.

6. Endorsement:

This form should be used when a copy of a communication is to be forwarded to others
in addition to the original addressee. The endorsement may take one of the following forms:–

“A copy (with a copy of the letter replied to) is forwarded to …………………for
information/for information and guidance/ for necessary action/for compliance”.

7. Notification:

This form should be used for notifying in the Gazette of Pakistan regarding Ordinances,
rules and orders, appointments, leave and transfer of gazetted officers and other
matters which are required to be published in the Gazette of Pakistan.

8. Office Order:

This form should be used for conveying instructions to be followed in office and
notifying appointment, promotion, leave, etc., of the non-gazetted staff.
Subs & added vide Ministry of Foreign Affairs letter No.CSS-2(3)/2002, dated 6.3.2004.

9. Resolution:

This form should be used for making public announcements in the Gazette of decisions
of Government on important matters of policy, appointments of committees or
commissions of enquiry and of the results of the review of important reports of such
bodies.

10. Press Communique or Press Note:

A press communique or press note should be issued when it is sought to give publicity
to a decision of Government. It should ordinarily be prepared in consultation with and
issued through the Press Information Department.

11. Telegrams and Teleprinter Messages:

A telegram should be issued only on occasions of urgency. As fast airmail services exist,
no telegram should be sent if a letter with an appropriate priority marking can serve the
purpose. Where teleprinter service exists, the greatest possible use should be made of
it in preference to telegrams and telephones.
The text of a telegram or teleprinter message should be brief and clear but clarity
should not be sacrified for brevity. Where groups of figures are necessary in a message,
these should be typed in words in the copy to be issued e.g., 19365 should be typed
“Nineteen thousand three hundred and sixty five”. If further precaution is necessary,
the words “the 89 double of which is thirty-eight thousand seven hundred and thirty”
may be added.
The priority of the messages is as follows:– ‘Ordinary’, ‘Express’, ‘Important’,
‘Immediate’, or ‘Most Immediate’,. It should be clearly indicated on the typed copy.
Immediate and Most Immediate, telegrams should be sent only on the authority of a
Secretary/Additional Secretary/Joint Secretary.
In all cases (except cypher telegrams) post copies of telegram should be sent to
addressees.
1
[When a telegram is to be sent in cypher, the message should be drafted in normal
and not in telegraphic English; needless verbiage should, however, be avoided. Cypher
messages should be transmitted through the Pakistan Crypto Centre, Ministry of Foreign
Affairs, Islamabad. The prepared message required to be issued in Cypher should be in
a sealed cover addressed to Cypher Officer on Duty, Crypto Centre, Ministry of Foreign
Affairs, Islamabad. Cypher, being the classified channel, may be used if the contents
really merit their issuance in this system.

12. Copies of Cypher Telegrams:

(i) It is strictly prohibited to make the copies of Cypher Telegrams (photo copies or
typed). In case a copy is required then the Cypher Officer (on duty), Ministry of
Foreign Affairs may be requested in writing for the same.

(ii) Making an unauthorized copy of a Cypher telegram is a serious breach of Cypher
Security which endangers the communication Security.
(iii) Giving reference number and date of a Cypher Telegram, both at the same time,
in an enclair Communication compromises its Security, which should be
avoided.
(iv) A Cypher Telegram once issued should not be passed enclair on fax or by any
other electronic means, as it requires Security protection.
Email and Fax Messages:
For quick disposal of official business urgent messages may be transmitted
through Email or Fax.
Message through Mobile Phone:
As per Practice, mobile phone message serive is also used to convey
instructions & information of urgent nature.

Office procedures of federal & provincial governments


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COMMON OFFICE ABBREVIATIONS

1 A Absent
2 P Present
3 N Noting
4 CL Casual Leave
5 EL Earned Leave
6 ML Maternity Leave
7 SCL Special Casual Leave
8 HPL Half Pay Leave
9 EOL Extra Ordinary Leave
10 SL Study Leave
11 LND Leave Not Due
12 PUC Paper Under Consideration
13 FR Fresh Receipt
14 PP Previous Papers
15 OO Office Order
16 DFA Draft For Approval
17 O/C Office Copy
18 OM Office Memorandum
19 CR Character Roll
20 DO Demi Official
21 UO Un Official
22 SN Serial Number
23 LF Linked File
24 Corr. Correspondence
25 Memo. Memorandum
26 Endt. Endorsement
27 vs Versus
28 Sr. Senior
29 AS Additional Secretary
30 DS Deputy Secretary
31 SO Section Officer
32 B&A Budget& Accounts
33 CFO Chief Financial Officer
34 AO Accounts Officer
35 AAO Assistant Accounts Officer
36 DG Director General
37 DDG Deputy director General
38 DD Deputy Director
39 AD Assistant Director

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