🗂️ What is a Note?

A Note 📝 is a written remark on a file that helps in making a decision. It typically includes:

• 📄 A summary of previous papers
  
  

• 🔍 Analysis of issues involved
  
  

• ⚖️ Financial, legal, or other implications
  
  

• 💡 Suggestions with justifications
  
  

• ✅ Final decision or recommendation for the competent authority
  
  

🪢 What is Noting?

Noting ✍️ is the process of recording such notes on the Notes Portion of a file by:

• The Dealing Officer 👨‍💼
  
  

• Senior Officers in the hierarchy (e.g., Section Officer, Under Secretary)
  
  

• All leading up to the Competent Authority 👩‍⚖️ for final decision
  
  

📌 Example:

Imagine a proposal to open a new Kendriya Vidyalaya.

1. The Dealing Officer prepares a note:
   
   
   "There is demand from residents of XYZ town. Land is available. Financial implication is ₹10 Cr."
   
   
   

2. The Section Officer adds:
   
   
   "Meets guidelines. May be processed under scheme norms."
   
   
   

3. The Deputy Secretary writes:
   
   
   "Recommended for approval."
   
   
   

4. The Joint Secretary (Competent Authority) decides:
   
   
   "Approved. Proceed accordingly."
   
   
   

🧾 This is Noting in action—a step-by-step movement of the file with recorded reasoning and decisions.

🗂️ Government Noting System – Complete Guide

🔰 1. Functional Approach to Noting

📌 Definition

A purpose-based, efficient style of recording notes that varies in detail based on the type of case. It emphasizes clarity, brevity, and decision-orientation.

✅ Why It's Important

• Speeds up file movement
  
  

• Ensures relevant information is recorded
  
  

• Avoids unnecessary repetition
  
  

• Helps senior officers take quick, informed decisions
  
  

📊 2. Types of Cases & Appropriate Noting

2.1 🧭 Policy & Planning Cases

• Detailed notes with structured analysis:
  
  

  • 🔍 Problem definition
    
    

  • 📚 Rules, policies, precedents
    
    

  • 💡 Critical analysis with alternatives
    
    

  • ✅ Recommendations with justification
    
    

  • 👤 Competent authority identified
    
    

📌 Example: New subsidy scheme for startups – comprehensive note covering rules, impact, financials, and decision points.

2.2 🔁 Routine/Repetitive Cases

• Use Standard Process Sheets (SPS) instead of lengthy notes.
  
  

• SPS contains:
  
  

  • ✅ Checklist of parameters
    
    

  • 📄 Variables filled in per case
    
    

  • 📬 Draft reply attached
    
    

📌 Examples: Leave sanction, pension approval, car loan, GIA release.

2.3 🗑️ Ephemeral Cases (“No-Noting” Cases)

• Minor cases needing no action.
  
  

• Brief reason noted by Section Officer.
  
  

• Stored in File "O" and destroyed on 31st Dec every year.
  
  

📌 Example: Duplicate letters or irrelevant circulars.

👥 3. Stakeholder – Explained

📌 Definition

Any person, group, or entity affected by or interested in a government decision.

🔍 Examples

• 🏫 In education: Teachers, students, parents
  
  

• 🏥 In health: Doctors, patients, state health departments
  
  

• 🏗️ In infrastructure: Local residents, municipal bodies, contractors
  
  

💬 Stakeholder consultations ensure decisions are inclusive, practical, and legally sound.

🗃️ 4. Roles in File Examination

4.1 🧾 Dealing Officer (DO)

• Verify facts 🔍
  
  

• Gather missing data 📞
  
  

• Refer rules & precedents 📜
  
  

• Suggest actions with justification ✅
  
  

• Use standard process sheets if applicable 📄
  
  

• Follow formatting rules (margins, signatures, typed notes) 🖨️
  
  

4.2 🧑‍💼 Section Officer (SO)

• Check if functional noting is used
  
  

• Evaluate SPS usage or suggest creation
  
  

• Sign on the right if in agreement ✅
  
  

• Otherwise, record own views ✍️
  
  

4.3 🏢 Branch Officer & Above

• Discuss complex matters within team 🧠
  
  

• Use Discussed Notes: Drafted post-discussion, finalised by DO
  
  

• Comprehensive and self-contained 📚
  
  

  • Includes background, precedents, legal reference, alternatives
    
    

📝 5. Noting Guidelines (General)

✅ Do's

• Record on green note sheet 📗
  
  

• Be concise and clear ✂️
  
  

• Use functional approach 🧠
  
  

• Refer to rules & facts instead of reproducing them 🔗
  
  

• Use serially numbered paragraphs 🔢
  
  

• Leave 1/4 page blank when submitting to Secretary/Minister 📄
  
  

• Prepare self-contained note for high-level or inter-departmental files
  
  

❌ Don’ts

• Avoid paraphrasing or copy-pasting PUC 📤
  
  

• Avoid handwritten notes if > half page ✋
  
  

• Don’t modify or remove earlier notes 🚫
  
  

• Avoid harsh language when disagreeing with earlier notes 🤝
  
  

📞 6. Oral Discussions & Instructions

🗣️ Discussions (7.9)

• Record all telephonic/meeting discussions on file
  
  

• Get important points confirmed in writing
  
  

👨‍💼 Oral Instructions (7.10–7.12)

• Preferably given in writing
  
  

• If verbal → must be confirmed in writing ASAP
  
  

• If given by Minister/personal staff:
  
  

  • Must be immediately documented 🧾
    
    

  • If not in line with rules → report to Secretary
    
    

📌 Example: If a Minister approves a proposal via phone during travel, the Private Secretary must document and later confirm in writing.

🛠️ 7. Level of Disposal & Submission

• Each case must follow a defined approval path
  
  

• Limit channels to 4 levels max 🔁
  
  

• Publish submission levels and contact details online 🌐
  
  

• Secretary may form interdisciplinary teams for complex issues
  
  

• If levels are skipped, file must go back through them on return 🔄
  
  

📌 Example: A startup funding case initiated by a Director may go directly to Secretary but must return through Joint Secretary for record.

✍️ 8. Examples of Good Notes

🧾 Routine (Leave Sanction)

“Ms. Priya Sharma, ASO, applied for 15 days Earned Leave from 01.07.2025. Sufficient leave balance. No disruption expected. May kindly approve.”
— DO signs left, SO signs right.

📚 Policy (Startup Scheme)

Note includes:

• Background, problem
  
  

• Stakeholder views
  
  

• Legal provisions
  
  

• Alternatives & recommendations
  
  

• Point-wise decision sought
  
  

📌 Policy/Planning Cases

These require a detailed note based on an analytical approach. The note should include the background, applicable rules or policies, stakeholder input, legal/financial implications, and well-reasoned recommendations.
🔍 Examples: Launch of a startup subsidy scheme, drafting new legislation, or revising national policies.

🔁 Routine Cases

Handled using a Standard Process Sheet (SPS) with a template-based approach. The SPS includes a checklist of parameters, filled out for each case without lengthy drafting.
📄 Examples: Sanction of leave, pension approval, release of grants-in-aid, issuance of vigilance clearance.

🗑️ Ephemeral Cases

Also called "No-Noting" cases, these require no detailed note, just a brief reason for non-action, recorded at the dak stage. They're stored in File “O” and destroyed annually.
🗂️ Examples: Duplicate communications, irrelevant circulars, or documents with no actionable content.

🤝 Inter-Departmental Cases

Require a self-contained note using a contextual approach. These notes must clearly explain the background, relevant facts, rules, and the specific input or concurrence sought.
📬 Examples: Referring a matter to Ministry of Finance for financial concurrence, or seeking legal advice from the Ministry of Law.

🧠 Complex Cases

Involve multi-dimensional or cross-cutting issues and are best handled through a discussed note using a collaborative approach. After internal team discussions, the DO prepares a note reflecting collective input and recommendations.
🧩 Examples: Inter-ministerial policy proposals, formation of special task forces, or strategic-level project approvals.

🗃️ 7.3: Examination by Dealing Officer (DO)

📌 When a Draft Is Enough

• If action is clear (based on precedent, practice, or superior’s direction), no elaborate note is needed — just a draft communication.
  
  

🧠 In Other Cases, DO Must:

1. ✅ Verify facts and point out any errors or gaps.
   
   

2. 📞📧 Collect missing data (phone/email as per functional noting).
   
   

3. 📂 Use available department data effectively.
   
   

4. 🧾 Apply functional approach (📌 see Para 7.14).
   
   

   • Example: Use a Standard Process Sheet for pension approval.
     
     

5. 📌 Highlight issues needing decision.
   
   

6. 📜 Refer to statutory provisions, rules, or procedures as needed.
   
   

7. 📁 Mention relevant precedents, if any.
   
   

8. 🚦 Suggest possible actions with justification & alternatives.
   
   

9. 🧑‍⚖️ Name the decision-making authority + attach delegation proof.
   
   

10. ✍️ Sign on left bottom with full name & date (dd/mm/yyyy).
    
    

11. 📏 Leave 1/4 page space if submitting to Secretary or Minister.
    
    

12. 💻 In eFile, signature must include name, designation, date, time.
    
    

🧑‍💼 7.4: Examination by Section Officer (SO)

🔍 SO Must:

1. 📋 Check if functional noting was followed (Para 7.14).
   
   

2. 📄 Evaluate use of Standard Process Sheet (reuse or develop new).
   
   

3. 📊 Assess adequacy & relevance of data in the DO’s note.
   
   

4. ✍️ If in agreement, sign on right side below the note with rubber-stamped signature + date.
   
   

   • ❌ If not in agreement → add their own brief note.
     
     

🏢 7.5: Examination by Branch Officer & Above

🧭 For New or Complex Matters:

1. 🤝 Discuss within team to decide direction.
   
   

2. 📝 Use Discussed Note method:
   
   

   • Draft prepared after internal discussion
     
     

   • Cleared by seniors
     
     

   • Final note by DO, marked as "Discussed Note"
     
     

📌 A Discussed Note Should Include:

• 🧩 Background of the issue
  
  

• 🔍 Relevant facts & analysis
  
  

• 📜 Reference to Acts, rules, guidelines
  
  

• ⚖️ Precedents, if any
  
  

• 🎯 Recommended action for competent authority
  
  

🔍 Example:
For a new startup funding policy, the note should include startup definitions, previous schemes, stakeholder views (e.g., DPIIT, incubators), legal provisions (e.g., Startup India Guidelines), and clear action points.

✅ Summary

👤 Officer

🔍 Key Role

Dealing Officer

Prepares detailed, functional note with facts, suggestions & rules 📄

Section Officer

Verifies accuracy & use of standard process ✅

Branch Officer+

For complex cases, uses team discussions to guide strategic noting 🧠

🛠️ Level of Disposal & Channel of Submission (with Stakeholder Context)

🎯 Purpose:

To make decision-making faster and clearer by assigning the right authority levels and ensuring that those affected by or involved in a decision (stakeholders) are properly consulted.

1️⃣ 📂 File Handling by Dealing Officer

• Dealing Officers handle cases as per pre-set channels, defined by Departmental Instructions.
  
  

• 📢 Departments must:
  
  

  • Display these channels publicly (excluding classified matters)
    
    

  • List officer contact details online (📞 phone, 📧 email) to allow access for stakeholders or citizens
    
    

2️⃣ 🔁 Periodic Review & Delegation

• 🗓️ Instructions must be reviewed at least every 3 years
  
  

• 🎯 Goal: Keep the number of levels in file submission to 4 or fewer
  
  

• 📤 Powers should be delegated to junior officers where appropriate
  
  

🔍 Example:
If a recurring grant to NGOs (key stakeholders in social development) can be approved by a Director, there's no need to involve the Joint Secretary every time.

3️⃣ 📜 Submitting Files to Minister

• Files going to the Minister-in-Charge should begin from Deputy Secretary or Director level.
  
  

• 🧑‍💼 Section Officers & Branch Officers assist in preparing:
  
  

  • Draft notes
    
    

  • Data collection
    
    

  • Inputs from stakeholders
    🔍 Example: For a policy on digital education, inputs may be taken from EdTech companies, teachers, and academic boards — these are the stakeholders.
    
    

🧾 Typical File Movement:

1. 🔍 Internal examination
   
   

2. 🤝 Consultation with stakeholders or other Ministries if required
   
   

   • Stakeholders here might be:
     
     

     • 🏥 Hospitals and NGOs in a health scheme
       
       

     • 🏘️ Local bodies in housing schemes
       
       

3. 📤 Submission to competent authority
   
   

4. ✅ Approval
   
   

5. 📬 Communication of decision
   
   

4️⃣ 🧠 Interdisciplinary Teams for Complex Cases

• For cross-cutting issues, the Secretary can set up teams with members from different fields (inter-disciplinary), including stakeholder representatives if relevant.
  
  

🔍 Example: For a climate policy, stakeholders from the Ministry of Environment, industrial representatives, scientists, and state governments may be part of the team.

5️⃣ 📉 Level Jumping Protocol

• If a file skips any level, it must go back through those levels when returning.
  
  

• 📝 Officers at skipped levels can resubmit for reconsideration if needed.
  
  

🔍 Example: If a road project file bypasses the Joint Secretary but is later returned, the JS can review it again, especially if there are concerns raised by affected stakeholders like local communities.

✅ Conclusion:

This structured process:

• 🚀 Speeds up decision-making
  
  

• 🧾 Ensures correct authority handles each case
  
  

• 🔁 Involves and respects the role of stakeholders
  
  

• 🔍 Builds transparency and accountability

🗣️ Oral Discussions & Instructions – Guidelines

1️⃣ Oral Discussions (Sec 7.9)

• 📝 Key points & conclusions from internal or inter-departmental discussions (incl. phone calls) must be recorded on the file by the officer submitting the note.
  
  

• ✅ Important points should be confirmed in writing by all participants, especially:
  
  

  • If policy is unclear
    
    

  • If deviation from rules is involved
    
    

  • If inter-level disagreement exists
    
    

  • If the decision is of high importance
    
    

2️⃣ Oral Instructions by Senior Officers (Sec 7.10)

• 🖊️ Directions from senior officers (via call, SMS, or social media) should ideally be given in writing.
  
  

• ⚠️ If oral due to urgency, it must be confirmed in writing at the earliest.
  
  

• 👤 If a junior officer receives oral instructions:
  
  

  • Should act in good judgment
    
    

  • If instructions are from a higher officer (not immediate superior), inform your immediate superior ASAP.
    
    

🔍 Example: If a Director gives you instructions bypassing your Deputy Secretary, notify the Deputy Secretary right away.

3️⃣ Oral Instructions from Ministers (Sec 7.11)

• 🧾 If a Minister’s personal staff conveys oral orders, they must confirm in writing immediately.
  
  

• ✅ If instructions follow rules: Inform the Secretary or HoD.
  
  

• ❌ If not in line with rules: Seek written clarification from Secretary/HoD.
  
  

• 📞 In urgent cases (e.g., Minister on tour), approval can be taken via phone and must be written down by the Private Secretary, with later confirmation when Minister returns.
  
  

4️⃣ Confirmation Protocol (Sec 7.12)

• 🔄 If an officer seeks confirmation of oral orders, the superior must provide it in writing.
  
  

• 📩 Ministers' or senior officers’ staff should acknowledge such requests from junior officers.
  
  

5️⃣ Modification of Notes or Orders (Sec 7.13)

• ✏️ Senior officers should add new notes expressing their views or corrections — not alter previous notes.
  
  

• ❌ Under no circumstances should a note be:
  
  

  • Pasted over
    
    

  • Removed
    
    

  • Replaced after others have noted on it
    
    

• ⚖️ If a decision based on a mistake (wrong facts, misinterpretation) needs changing:
  
  

  • Must be reviewed by a higher authority
    
    

  • Consult Ministry of Law if needed
    
    

  • Record reasons for reversal on file
    
    

🔍 Example: If a pension approval was issued based on incorrect service years, a new note should explain the error and propose revised action, not erase the earlier note.

✅ Summary

These rules ensure:

• 🧾 Transparency in communication
  
  

• ✍️ Written accountability
  
  

• 🧠 Informed decision-making
  
  

• 📚 Legal defensibility

🧠 What is the Functional Approach to Noting?

The Functional Approach to Noting is a streamlined, purpose-driven method of recording notes on official files. Instead of lengthy or repetitive drafting, this approach emphasizes:

🎯 Key Principles:

1. 🛠️ Function-Oriented
   
   

   • Notes are written to serve a specific function (e.g., seeking approval, informing decision-making, recording facts), not just to narrate or repeat file history.
     
     

2. 📌 Focused Content
   
   

   • Notes are concise, clear, and relevant — no unnecessary background if it's already on file.
     
     

3. 🚀 Efficiency-Driven
   
   

   • Reduces file movement time by avoiding verbose, ritualistic drafting.
     
     

   • Helps speed up decision-making.
     
     

4. 🔁 Builds on Existing Record
   
   

   • Refers to earlier notes/documents without restating them, unless necessary for clarity.
     
     

5. 💡 Result-Oriented Thinking
   
   

   • Encourages officers to think in terms of solutions, implications, and outcomes, not just process steps.
     
     

🧾 Example: Traditional vs Functional Approach

📝 Traditional Note:
"With reference to the letter dated 14.04.2025 from XYZ Department, it is submitted that the matter has been examined in detail and it is proposed that the file may be referred to the Finance Division..."

✅ Functional Note:
"Refer XYZ Dept. letter dated 14.04.2025. Proposal is in order. May be referred to Finance Division for concurrence."

✅ Benefits of Functional Approach:

• 🕒 Saves time
  
  

• 📉 Reduces bulk in files
  
  

• 🎯 Keeps focus on the decision/action
  
  

• 📚 Makes record-keeping more meaningful and readable
  
  

🗂️ Ephemeral Cases (🛑 “No-Noting” Cases)

These are minor or inconsequential cases that do not require any formal action or processing.

📌 Key Features:

1. 🚫 No Detailed Note Needed
   
   

   • Only a brief reason is recorded by the Section Officer stating why no action is required.
     
     

2. 📥 Disposed at Dak Stage
   
   

   • Such cases are closed right at the receipt stage without opening a formal file.
     
     

3. 📦 File “O” Bundle
   
   

   • Stored temporarily in a special File “O” bundle.
     
     

4. 🗓️ Annual Destruction
   
   

   • All such cases are to be destroyed on 31st December every year.
     
     

5. 🔁 Return If Needed
   
   

   • In some cases, the original communication may be returned to sender with relevant factual reply.
     
     

✅ Purpose:

To avoid clutter and save time on trivial matters while ensuring minimal documentation is maintained.

🔄 Routine or Repetitive Cases – Use of Standard Process Sheets

These are frequently occurring, low-complexity cases that follow a predictable workflow. Instead of full notes, they use standard process sheets (pre-designed templates/checklists) for faster, uniform disposal.

🧾 Key Points:

1. 📋 What Is a Standard Process Sheet?
   
   

   • A skeleton note/template with pre-set checkpoints for verification.
     
     

   • Replaces traditional note-making for routine cases.
     
     

   • Helps ensure consistency and compliance.
     
     

2. 🔍 When to Use?
   For cases like:
   
   

   • 🏖️ Sanctioning leave
     
     

   • 🚗 Motor car advance
     
     

   • 🧓 Pension approvals
     
     

   • 💰 Grant-in-aid release
     
     

   • 📢 Permission to use logos/emblems
     
     

   • ✅ Vigilance clearance
     
     

3. ⚙️ How It Works:
   
   

   • Checklist is filled in with case-specific variables.
     
     

   • Final approval is obtained based on completed template.
     
     

   • No separate detailed note required.
     
     

4. 🛠️ Who Prepares It?
   
   

   • Developed by Section Officer with Dealing Officer input.
     
     

   • Prescribed via Departmental Instructions if needed.
     
     

5. 📥 Communication Formats:
   
   

   • Departments should create standard drafts/replies for such cases.
     
     

   • Saves time and avoids drafting errors.
     
     

6. 🎓 Training Tool:
   
   

   • Acts as a guide for new officers, helping them learn case parameters efficiently.
     
     

📌 Example:

For granting permission to use the Ministry's logo:

• ✅ Checklist might include:
  
  

  • Organization credentials
    
    

  • Purpose of usage
    
    

  • Time period
    
    

  • Terms of use accepted
    
    

• Filled-in sheet is reviewed and approved by competent authority.
  
  

✅ Conclusion:
Standard process sheets streamline routine decisions, ensure consistency, reduce workload, and serve as effective training tools. Departments should institutionalize them for operational efficiency.

Let me know if you'd like a sample process sheet template or convert this into a one-pager for internal circulation!

Problem Solving Cases:

In these cases, a detailed note providing all information on each aspect will be necessary. Even then, the note should be concise and to the point, covering the following aspects:- 

(1) What is the problem? 

(2) How has it arisen? 

(3) What are the provisions of Act, Rule, Policy or Precedent? 

(4) What are the possible solutions? 

(5) Which is the best solution proposed and Why? 

(6) What will be the consequences (implications) of the proposed solution? 

(7) Is any inter-departmental consultations needed? If so, with whom and how? 

(8) Who is the competent authority? 

🧭 Policy & Planning Cases – Structured Note Format

These high-level, low-frequency cases demand thorough and systematic analysis. The note should follow this structure:

1. 🧩 Problem Statement
   
   

   • Clearly define how the issue has arisen.
     
     

   • Identify critical factors involved.
     
     

2. 📚 Additional Information
   
   

   • Gather all relevant data from files, records, and sources.
     
     

   • If information is lacking, collect it before drafting the note.
     
     

3. 📜 Rules & Policies
   
   

   • Refer to applicable rules, regulations, standing orders, and policies.
     
     

   • Analyze their relevance and interpret their implications.
     
     

4. 📁 Precedents
   
   

   • Present past cases with bearing on the current issue.
     
     

   • Highlight any differences or inconsistencies.
     
     

5. 🔍 Critical Analysis
   
   

   • Evaluate the case on merit.
     
     

   • Identify and compare alternative solutions.
     
     

   • Consider:
     
     

     • ⚖️ Legal/regulatory implications
       
       

     • 💰 Financial impact
       
       

     • 🧠 Inter-departmental views
       
       

     • 📊 Implementation modalities
       
       

     • 👤 Competent decision-making authority
       
       

6. 📝 Conclusion & Recommendation
   
   

   • Suggest the most viable course of action.
     
     

   • Clearly state the decision points for higher authorities (e.g., Cabinet/Board/Committee), if involved

File No.________________
Govt of India
Ministry of Education
Department of School Education & Literacy
****

Subject: Analysis of UDISE+ Data (2021–22) – Trends in School Infrastructure and Enrollments; Proposal for Targeted Interventions

1. The Unified District Information System for Education Plus (UDISE+) 2021–22 data, published by the Ministry of Education, presents key figures on the status of schools and enrollments from primary to higher secondary levels across India.
   
   

2. As per the data, there has been a marginal decrease in the total number of schools, from 15,09,136 in 2020–21 to 14,89,115 in 2021–22. Government schools have also declined slightly from 10,32,286 to 10,22,386 in the same period.
   
   

3. Enrollment in primary classes reduced from 12,20,2250 to 12,05,2190, possibly indicating the impact of the COVID-19 pandemic on foundational education. However, enrollment in secondary and higher secondary levels has shown modest increases, suggesting improved retention in higher classes.
   
   

4. Notably, the number of girl students increased to 12.09 crore in 2021–22, and overall enrollment in government schools stood at 14.04 crore.
   
   

5. Based on the above trends, the following points are submitted for consideration:
   
   

   • A focused re-enrollment drive may be launched in areas with significant decline in primary-level enrollment.
     
     

   • Additional support through the Samagra Shiksha scheme may be provided to states where school closures are observed.
     
     

   • Monitoring mechanisms may be strengthened to track dropout rates post-pandemic.
     
     

   • Measures to enhance digital infrastructure in government schools may be prioritised to address equity in access.
     
     

6. It is proposed that a comprehensive policy note may be initiated to review the effects of the pandemic on school education and design suitable interventions aligned with the objectives of NEP 2020.
   
   

Submitted for consideration and appropriate orders.

(Section Officer)
Department of School Education & Literacy
Date: //2025

Under Secretary

Deputy Secretary

Joint Secretary

🟢 What is a Note in Government of India?

In Government of India, a note (often referred to as the green sheet in traditional file formats) is an (a) internal record of opinion, (b) recommendation, (c) analysis, or (d) decision written by a government officer on a file. It helps the file move forward—upward or sideways—for decision-making.

This system forms part of the "file noting" process—essential to the functioning of the government bureaucracy.

📁 Structure of a File in Government Offices

A typical file contains two main parts:

1. Note Portion (Green Sheet): Contains all observations, analysis, recommendations, and decisions.
   
   

2. Correspondence Portion (White Sheet): Contains official communications, letters, replies, reports, etc.
   
   

📘 Types of Notes

Here are the key types of notes that are commonly used:

📋 Types of Notings in Government Offices 🌟

(As per CSMOP – Simplified & Stylized)

🌼 1. Routine Noting 📝

🔹Purpose: For standard, repetitive tasks with no need for deep analysis.
📌Example:

“Shri A.K. Sharma, UDC, has applied for Earned Leave from 5th to 10th June 2025. Leave balance is sufficient ✅. No urgent work pending ⏳. Recommended for approval 👍.”
📁Used for: Leave requests, forwarding letters, simple acknowledgments.
🌟 Quick & Clear — Nothing Complex!

🌺 2. Detailed Noting 📚

🔹Purpose: For issues involving policy, law, or major decisions — includes full facts, analysis & proposals.
📌Example:

“The scheme for Digital Literacy in rural areas needs revision ✍️ in view of new NITI Aayog guidelines (10.04.2025). Prior budget ₹200 Cr; 85% used. Key challenges: 🧑‍🏫 trainer shortage, 🌐 poor connectivity. Suggest integration with PM-WANI & increased allocation.”
📁Used for: Policy changes, new projects, complex files.
🌟 Facts ➕ Analysis ➕ Recommendation = Decision Ready!

🌸 3. Inter-Departmental Noting 🔄

🔹Purpose: For communication between Ministries or Departments 🏢🤝🏢
📌Example:

“A reference may be made to MeitY for their views on integrating CSCs with the rural broadband initiative 🌐📡.”
📁Used for: Seeking inputs, joint approvals, collaboration.
🌟 Teamwork Makes the Scheme Work!

🌷 4. Draft Noting 🖋️

🔹Purpose: Initial draft by a junior for review/edit by seniors.
📌Example:

“A draft note is placed below for consideration 🙏 regarding extension of contractual staff till 30th June 2025. File history on p.1/N to 4/N 📂.”
📁Used for: Inputs, proposals, background material.
🌟 First Cut ➡️ To Be Refined!

🌻 5. Self-Contained Noting 📦

🔹Purpose: All info in one place — no need to flip back!
📌Example:

“Subject: Procurement of electric vehicles 🚗⚡ under Green Initiative. Dept. runs 20 petrol cars 🚘💸. Approval exists for 10 EVs. Unit cost ~₹12 lakh. Funds under Head 4055. Kindly approve procurement process ✅.”
📁Used for: Summaries, big decisions, file to Secretary/Minister.
🌟 One Note. All Answers. Full Picture!

🌹 6. Demi-Official (DO) Note 📨

🔹Purpose: Friendly yet official note between equals or seniors — personal tone for faster action.
📌Example:

“Dear Shri Verma,
As discussed on 15th May 🗓️, please find enclosed the draft Cabinet Note on Smart Grid Policy ⚡. Kindly expedite your comments for finalization by month-end.
Warm regards,
R.K. Mehta”
📁Used for: Director/JS/Secretary-level coordination.
🌟 Official + Personal = DO Magic!

Type of Note - Description - Example

Routine Note - Simple instructions for repetitive or procedural matters. - “Issue reminder to the department.”

Speaking Note - A detailed and well-reasoned note that supports a decision, policy or recommendation. - Justifying purchase above ₹25 lakhs with rule references.

Drafting Note - Suggests the draft of a reply/communication. - “Draft a letter to Ministry of Finance regarding fund allocation.”

Explanatory Note - Provides background, facts, chronology, etc., for understanding an issue. - “Background on Delhi Metro Phase-IV project delays.”

Self-Contained Note - A comprehensive note that includes all aspects so the approving authority does not need to look at previous notes. - Common in submitting proposals to top-level officers.

⚠️ Precautions While Preparing a Note

Writing a good note is a blend of accuracy, clarity, and balance. Here are the golden rules:

✅ Do's:

• Be brief, but complete.
  
  

• Use numbered paragraphs.
  
  

• Use official language—polite and precise.
  
  

• Quote relevant rules/circulars/orders when needed.
  
  

• Present facts first, then analysis, then recommendation.
  
  

• Ensure chronology and facts are accurate.
  
  

• Use self-contained notes for higher-level officers.
  
  

❌ Don’ts:

• Avoid personal opinions/emotions.
  
  

• Don’t repeat previous notes unnecessarily.
  
  

• Don’t use slang, sarcasm, or casual tone.
  
  

• Never skip essential data for decision-making.
  
  

🧠 Clever Phrases/Common Language Used in Notes

These are common bureaucratic phrases used in government noting. They sound formal, neutral, and are helpful when navigating tricky or sensitive matters:

Purpose

Phrase

Suggestion

"It is proposed that..."

Seeking approval

"May kindly approve."

Disagreement (soft)

"With due respect, I differ from the view expressed..."

Request for clarification

"The matter may be referred to..."

Delay explanation

"The delay is regretted due to administrative reasons."

For further action

"May be put up for orders."

For forwarding

"Submitted for favour of consideration and necessary orders."

📝 Sample Note (Example)

Subject: Approval for conducting a Cyber Security Workshop

Note:

1. It is proposed to organize a two-day training workshop on Cyber Security for Group A and B officers from 10th to 11th May 2025.
   
   

2. The training is expected to enhance officers' capacity to identify and mitigate cyber threats.
   
   

3. NIC and CERT-In have been identified as resource institutions.
   
   

4. The estimated expenditure of ₹1,75,000 may be met from the training budget head.
   
   

5. The draft invitation letter and schedule are placed in the correspondence folder.
   
   

Submitted for favour of kind approval.

🟩 Digital Context – eOffice

In eOffice, the physical green sheet has become digital noting, but the structure and expectations remain the same. Officers can refer, resubmit, return, or approve notes using the file tracking system.

📄 Forms of Government Communication – At a Glance

1. 📬 Letter
   
   

   • 📌 Purpose: Formal govt. communication to States, UPSC, statutory bodies, public.
     
     

   • ✍️ Style: Starts with Sir/Madam, ends with Yours faithfully.
     
     

   • 👤 By: Department to Head of Org. by designation.
     
     
     

2. 🤝 Demi-Official (D.O.) Letter
   
   

   • 📌 Purpose: Personal attention to an urgent official matter.
     
     

   • 🗣️ Style: First-person, friendly tone.
     
     

   • 🎯 To: Same or lower-rank officers, Ministers, MPs, or even non-officials.
     
     
     

3. 📎 Office Memorandum (O.M.)
   
   

   • 📌 Purpose: Sharing decisions/information across depts., attached offices, and employees.
     
     

   • 🗃️ Style: Third person, no salutation/subscription.
     
     

   • 📤 Use: Internal official communication.
     
     
     

4. 🗂️ Office Order
   
   

   • 📌 Purpose: Routine admin matters (leave, posting, duties).
     
     

   • 🧾 Style: Direct, no greetings.
     
     

   • 👥 Shared with: All concerned internally.
     
     
     

5. 📝 Order
   
   

   • 📌 Purpose: Issuing financial sanctions 💰 or final disciplinary decisions ⚖️.
     
     

   • 🔇 Not Addressed: Issued generally, not to a person directly.
     
     

   • 📨 Circulated to: Relevant departments/persons.
     
     
     

6. 📢 Notification
   
   

   • 📌 Purpose: Promulgation of rules, appointments, promotions.
     
     

   • 📰 Medium: Published in Gazette of India 🗞️.
     
     
     

7. 📜 Resolution
   
   

   • 📌 Purpose: Public declaration of key policy decisions or committees.
     
     

   • 📰 Medium: Also published in the Gazette of India.
     
     

   • 📣 Example: Policy changes, commissions of inquiry.
     
     
     

8. 🗞️ Press Communiqué / Press Note
   
   

   • 📌 Purpose: Media release of government decisions.
     
     

   • 📝 Communiqué: Published as-is by media.
     
     

   • 📰 Press Note: May be edited or summarized.
     
     
     

9. 🔁 Endorsement
   
   

   • 📌 Purpose: Forwarding/returning documents 📤📥.

   • 🚫 Not for: State govts or constitutional bodies — use a Letter instead.
     
     
     

10. 🕴️ Minutes
    
    

• 📌 Purpose: Record of meeting 🗓️ — date, venue, chair, attendees, conclusions.

• 🔍 If Discrepancy: Can be contested in writing immediately.

In the Central Government of India administrative setup, the movement of a file for decision-making typically follows a hierarchical process defined in the CSMOP (Central Secretariat Manual of Office Procedure). The number of levels a file moves through depends on:

1. Complexity of the subject
   
   

2. Financial/administrative authority involved
   
   

3. Importance of the decision
   
   

4. Delegation of powers within the Ministry/Department
   
   

✅ General Levels in File Movement (Standard Case)

Here’s the usual 4 to 5-tier hierarchy in file processing:

1. Dealing Assistant (DA) 👨‍💻
   – Prepares the initial note/draft and attaches relevant documents.
   
   

2. Section Officer (SO) 🧾
   – Reviews, edits, and comments. May approve routine matters or forward with recommendations.
   
   

3. Under Secretary (US) ✍️
   – Applies policy/legal mind, suggests options. May approve within delegated powers.
   
   

4. Deputy Secretary / Director 🧑‍⚖️
   – Reviews, adds observations, and may decide or escalate.
   
   

5. Joint Secretary (JS) 📌
   – Final decision-making in many cases. Sends to Secretary if beyond power.
   
   

6. (If needed) Additional Secretary / Secretary / Minister 👔
   – For policy-level or high-value decisions.
   
   

📌 CSMOP Guidance on Levels of Disposal

According to CSMOP, files should not pass through unnecessary levels, and each level should dispose of what is within their power. The aim is speed, efficiency, and accountability.

🔽 Rule of Thumb:

"As few levels as necessary, not as many as possible."

✨ Examples:

• Routine Leave: DA → SO (approved) ✅
  
  

• Policy Note: DA → SO → US → Director → JS → Secretary 🔁
  
  

• Cabinet Note: DA → SO → US → Director → JS → Secretary → Minister → Cabinet 🏛️

CSMOP, FR/SR, Swamy’s Manuals, and various DoPT/Ministry of Finance guidelines, there is a consistent underlying pattern for how a file is put up and processed. While the books approach it from different angles (administrative, financial, service-related), they all align broadly on the sequence of action and levels of examination.

🔁 Unified Pattern of File Movement (Across GoI Manuals)

Here’s a composite sequence that emerges when you “peep into all the books”:

📂 Step-by-Step File Movement Pattern

1. Initiation by Dealing Hand / Assistant (DA)
   
   

   • Drafts a Note or Draft (Routine or Detailed)
     
     

   • Attaches all relevant enclosures, references, rules
     
     

   • Mentions file history, previous orders if any
     
     

2. Scrutiny by Section Officer (SO)
   
   

   • Reviews noting for accuracy, completeness
     
     

   • Adds supervisory observations or agrees/disagrees
     
     

   • Suggests course of action or final draft if minor
     
     

3. Examination by Under Secretary (US)
   
   

   • Checks policy/rule position (FR/SR/DoPT orders)
     
     

   • Weighs options, may consult other Divisions
     
     

   • Recommends a decision path
     
     

   • May return for revision if noting is weak
     
     

4. Decision Suggestion by Deputy Secretary / Director
   
   

   • Adds senior-level view, checks inter-departmental impact
     
     

   • Reviews financial/service law implications
     
     

   • Proposes or concurs in final option
     
     

5. Approval / Final Order by Joint Secretary / Above
   
   

   • Takes decision if empowered, or escalates
     
     

   • May require Secretary/Minister approval for policy or high-value issues
     
     

   • Records the decision in the margin or on a formal note
     
     

6. Issue of Orders by SO/US after Approval
   
   

   • Drafts final order/letter
     
     

   • Gets it signed and issued
     
     

   • Entry made in File Register, File closed or recorded
     
     

🔐 Embedded Principles (as per all manuals):

• "Level of Disposal" rule – lower levels must dispose what they are authorized to.
  
  

• "Note vs Draft" – Notes are for seeking decision; Drafts are for issue after decision.
  
  

• "One file – one subject" – Avoid mixing subjects in a single file.
  
  

• "Self-contained Notes" preferred at higher levels.
  
  

• "Use of Standard Forms" (Swamy’s/DoPT/CSMOP-provided templates).
  
  

📘 CSMOP (Central Secretariat Manual of Office Procedure)

🔹 This is the core guide for how files move in government offices.
🔹 It explains:

• How to draft notes and put up files 📝
  
  

• Who examines the file at each level 🧑‍💼
  
  

• How to record decisions and issue orders ✅
  🔹 It sets the official procedure for all Ministries/Departments.
  
  

💰 FR/SR (Fundamental Rules / Supplementary Rules)

🔹 These are the rules for service and financial matters.
🔹 They help decide:

• Leave, pension, increment, suspension, etc. 🧾
  
  

• Financial powers, allowances, travel, etc. 💼
  🔹 They form the legal basis for many decisions on file.
  
  

📙 Swamy’s Handbook / Manuals

🔹 These are practical guides used by most government staff.
🔹 They provide:

• Ready references, forms, and examples 📑
  
  

• Simplified versions of FR/SR, GFR, CCA Rules, etc.
  🔹 Helpful for day-to-day file work and clarity.
  
  

🏛️ DoPT Orders / OM (Office Memoranda)

🔹 These are official clarifications and instructions issued by DoPT.
🔹 They include:

• Promotion rules, reservation policies, deputation norms 📤
  
  

• Disposal levels, timelines, and process reforms 🕒
  🔹 They update and fine-tune the procedures in real time.

Parichay is a Single Sign-On (SSO) platform developed by the Government of India to provide secure and seamless access to various government services for both government officials (G2G) and citizens (G2C). Its primary objective is to enable users to log in to multiple government services using a single authentication framework, eliminating the need for multiple credentials.

Key Functions of Parichay:

1. For Government Employees:

   • Provides access to NIC (National Informatics Centre) services using official government email addresses (@nic.in, @gov.in, etc.).

   • Supports authentication for platforms like e-Office, which allows government employees to work remotely and access office files securely.

2. For Citizens (Jan-Parichay):

   • Allows citizens to log in to government services using Aadhaar, PAN card, email (Gmail/Yahoo/other public emails), driving license, etc.

   • Aims to simplify access to citizen-centric government portals and services.

3. Security Features:

   • Two-Factor Authentication (2FA) for enhanced security.

   • Geo-fencing and role-based access control.

   • Real-time account auditing and alerts to prevent hacking attempts.

   • Plug-in authentication for easy integration with government applications.

4. Multilingual & User-Friendly:

   • Supports multiple Indian languages.

   • Provides a unified experience across different government services.

Purpose and Impact:

Parichay is mainly used to streamline access to e-Governance services by reducing dependency on multiple login credentials. It ensures secure, efficient, and centralized authentication, especially for platforms like e-Office, where government employees can work remotely and manage official files securely.

No. XX/XX/2025-XX
Government of India
Ministry of Home Affairs
[Department Name]
[Office Address]

New Delhi, Dated: 01 Mar 2025

OFFICE MEMORANDUM

Subject: Blacklisting/Debarring of M/s. ABC Pvt. Ltd. from Business with Ministry of Home Affairs and its Subordinate Departments.

            It has come to the notice of this Ministry that M/s. ABC Pvt. Ltd., located at XY, Sector-11, Rohini, Delhi, was awarded a contract through a tender process by a Central Armed Police Force (CAPF) for assisting in the conduct of a Recruitment Examination. The scope of work included setting and printing of question papers, as well as printing, supply, and evaluation of OMR answer sheets.

2.          During the tendering process, M/s. ABC Pvt. Ltd. submitted a certificate affirming that they had never been blacklisted by any Government organization, which was a necessary precondition for the award of work. However, it has now been established that M/s. ABC Pvt. Ltd. had been blacklisted by Bihar Police for a similar assignment, a fact that was deliberately concealed by the firm. Submission of incorrect information and a false certificate amounts to willful misrepresentation and misleading the organization.

3.            After due consideration of the firm's explanation, the facts, and the circumstances of the case, it has been decided that M/s. ABC Pvt. Ltd. is to be blacklisted/debarred from all business dealings with the Ministry of Home Affairs and all its subordinate offices and departments for a period of three (03) years, effective from the date of issuance of this Office Memorandum.

4.              This order shall be communicated to all concerned departments and organizations under the Ministry of Home Affairs for strict compliance.

5.               The CAPF concerned is directed to take necessary action in light of this decision and ensure compliance with the blacklisting/debarment order.

(Authorized Signatory)
[Name]
Designation
Ministry of Home Affairs
Government of India

Copy to:

1. The Director General, [Concerned CAPF], for necessary action.

2. All Departments/Organizations under the Ministry of Home Affairs for compliance.

3. NIC, MHA, for uploading on the official website.

4. Office Copy.

Government of India
Ministry of Labour & Employment
[Department Name]
[Office Address]

New Delhi, Dated: 01 Mar 2025

AGENDA NOTE

Subject: Discussion on Measures to Curb Child Labour in Industrial Units – Meeting with Chief Secretaries of Concerned States

1. Background:
The issue of child labour continues to persist despite stringent legislative measures, including the Child Labour (Prohibition and Regulation) Act, 1986, which bans the employment of children in specified hazardous occupations and regulates their working conditions in others. According to the International Labour Organisation (ILO), over 152 million children globally are engaged in child labour, with India contributing nearly 10 million child workers. Recent reports highlight that several micro, tiny, and unorganized sector industrial units are illegally employing children, violating the provisions of the Act.

2. Key Concerns:

• Children are being employed under unsafe and exploitative conditions, often working as bonded labourers.

• They receive extremely low wages and are subjected to deplorable working conditions.

• There exists a well-organized network facilitating the recruitment and exploitation of children, luring them from underprivileged backgrounds with false promises of a better life.

• Existing enforcement mechanisms appear to be ineffective, allowing these violations to persist unchecked.

3. Objectives of the Meeting:
The meeting aims to deliberate upon the following key points:

1. Strengthening Enforcement Mechanisms: Enhancing surveillance and enforcement of the Child Labour (Prohibition and Regulation) Act, 1986 at the state level.

2. Inter-Agency Coordination: Establishing effective coordination between Labour Departments, Law Enforcement Agencies, and Child Welfare Committees.

3. Strict Action Against Violators: Discussing stringent penalties and legal action against industries and networks engaging in child labour.

4. Rescue and Rehabilitation: Developing a robust mechanism for identification, rescue, and rehabilitation of affected children, ensuring access to education, vocational training, and social support.

5. Public Awareness and Community Participation: Engaging NGOs, civil society, and local communities in reporting and preventing child labour.

6. Role of State Governments: Strengthening state-level efforts, including the formation of Special Task Forces (STFs) to monitor child labour activities.

7. Policy Reforms: Reviewing existing policies and suggesting new measures to eradicate child labour effectively.

4. Expected Outcomes:

• Formulation of a state-wise action plan to eliminate child labour.

• Strengthened inter-departmental collaboration for effective implementation.

• Development of preventive measures to stop child labour recruitment at the source.

• Increased awareness and sensitization programs for all stakeholders.

5. Conclusion:
The Central Government remains committed to the complete eradication of child labour. The active participation of State Governments and concerned authorities is crucial in implementing policies effectively. This meeting will serve as a platform for identifying challenges, sharing best practices, and formulating a comprehensive national strategy to eliminate child labour in India.

(Authorized Signatory)
[Name]
Section Officer
Ministry of Labour & Employment
Government of India

Government of India
Ministry of Finance
Department of Economic Affairs
North Block, New Delhi

Dated: [DD/MM/YYYY]

To,
The President,
Federation of Indian MSMEs (FIMSME),
[Address]

Subject: Response to Concerns Regarding Financial Distress Faced by MSMEs

Dear Sir/Madam,

This is in reference to your letter dated [DD/MM/YYYY], highlighting the financial distress faced by Micro, Small, and Medium Enterprises (MSMEs) due to limited access to credit, high interest rates, and delayed payments. The Ministry of Finance acknowledges the critical role played by MSMEs in India’s economic growth and remains committed to addressing the concerns of the sector.

1. Access to Credit:
The Government has been actively implementing various schemes to facilitate credit availability for MSMEs. The Credit Guarantee Fund Trust for Micro and Small Enterprises (CGTMSE) provides collateral-free loans, and the Emergency Credit Line Guarantee Scheme (ECLGS) has been extended to support businesses affected by liquidity constraints. Additionally, banks and financial institutions have been directed to ensure timely loan disbursals to eligible MSMEs.

2. Interest Rate Concerns:
While monetary policy decisions are governed by macroeconomic conditions, the Government is considering measures such as interest subvention schemes to alleviate the burden on MSMEs. The Ministry is in discussion with the Reserve Bank of India (RBI) to explore feasible mechanisms for providing relief to the sector.

3. Timely Payments:
Recognizing the challenges posed by delayed payments, the Government has mandated all Public Sector Undertakings (PSUs) and Government Departments to settle dues to MSMEs within 45 days as per the provisions of the MSME Development Act, 2006. Further, the Trade Receivables Discounting System (TReDS) has been strengthened to facilitate early realization of payments. Strict monitoring measures are being implemented to ensure compliance with these regulations.

4. Further Policy Support:
The Ministry of Finance, in collaboration with the Ministry of MSME, is actively considering additional financial support mechanisms. A high-level committee is being constituted to assess the current challenges and recommend necessary policy interventions. We encourage FIMSME to provide further inputs in this regard for consideration in future policy decisions.

We appreciate your proactive approach in bringing these issues to our attention. The Government remains dedicated to fostering a supportive financial ecosystem for MSMEs and will continue to take necessary steps to ensure their growth and sustainability.

For any further discussions, a meeting with the relevant stakeholders can be arranged at a mutually convenient date.

Yours sincerely,

[Name]
Under Secretary / Deputy Secretary
Department of Economic Affairs
Ministry of Finance
Government of India