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OFFICIAL OFFICIAL DRAFTING DRAFTING

Drafting official

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Page 1: Drafting official

OFFICIAL OFFICIAL DRAFTINGDRAFTING

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1.1. Definition of draftDefinition of draft2.2. Introduction.Introduction.3.3. Principles of Drafting.Principles of Drafting.4.4. Main Points of Drafting.Main Points of Drafting.5.5. Three Fundamentals of Three Fundamentals of Drafting.Drafting.6.6. Ensuring Correctness.Ensuring Correctness.7.7. Conclusion.Conclusion.

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1.1.DEFINITION OF DRAFTDEFINITION OF DRAFT A draft has variously been defined

but the following are the two important definitions from every point of view as a whole:

A draft is an outline in the form of rough notes of something to be done or made e.g. a letter, speech plan, design drawing and so on.

A draft is a rough copy of a document to be perfected later on by means of certain modification.

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2.2.INTRODUCTIONINTRODUCTIONAs per conventional or official As per conventional or official

practice in vogue, we can say that on practice in vogue, we can say that on cases where communications are to be cases where communications are to be issued, the officer concerned should issued, the officer concerned should submit, together with his note, draft for submit, together with his note, draft for the approval to the higher officer who the approval to the higher officer who has to settle the matter finally. A higher has to settle the matter finally. A higher officer, if he so wishes, may prepare a officer, if he so wishes, may prepare a draft himself and authorize its issue or draft himself and authorize its issue or put it up to the next higher officer for put it up to the next higher officer for approval, as the case may be. approval, as the case may be.

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There are five stages of drafting There are five stages of drafting process. At each stage of the process, the process. At each stage of the process, the concept is developed and refined:concept is developed and refined:  

i.i. UnderstandingUnderstandingii.ii. AnalysisAnalysisiii.iii. DesignDesigniv.iv. CompositionCompositionv.v. ScrutinyScrutiny

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i.i. UNDERSTNDINGUNDERSTNDING  

The first task for the officer is to The first task for the officer is to understand what is the draft aboutunderstand what is the draft about..  

ii.ii. ANALYSISANALYSIS  

The analysis in relation to:The analysis in relation to:  

a.a. existing policies, rules and existing policies, rules and regulations.regulations.

b.b. potential danger areaspotential danger areas c.c. practicability practicability

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iiiiii.. DESIGN DESIGN (PLANNING)(PLANNING)   After gaining an understanding of After gaining an understanding of the the proposals and assessing their proposals and assessing their implications implications in relation to existing in relation to existing policies etc., the policies etc., the officer reaches officer reaches the design or planning the design or planning stage of stage of drafting.drafting.

iv.iv. COMPOSITIONCOMPOSITION   The composition is usually The composition is usually described as described as polishing the draft. polishing the draft. (Process of (Process of Development).Development).

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v.v. SCRUTINY (FINALIZATION)SCRUTINY (FINALIZATION)

  The stage of scrutiny includes The stage of scrutiny includes

much much revisionary work, carried revisionary work, carried out both by out both by the officer himself the officer himself and and those who those who instruct him. At instruct him. At this this stage the officer stage the officer must must discipline to discipline to take a critical gaze take a critical gaze at his finished at his finished draft.draft.

FirstFirst, , he should see its he should see its logical logical sequence,sequence,  

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SecondlySecondly, he must , he must get down to tedious matters get down to tedious matters of detail and check cross of detail and check cross references, the use of references, the use of definitions, consistency of definitions, consistency of language spelling and language spelling and punctuation marks.punctuation marks.

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3.3.PRINCIPLES OF DRAFTINGPRINCIPLES OF DRAFTING

Before going to start drafting, the Before going to start drafting, the following principles should be strictly following principles should be strictly observed by an officer who is drafting:-observed by an officer who is drafting:-

a)  a)   That he should move in logical That he should move in logical progression progression and order from and order from Understanding to Analysis to Understanding to Analysis to Design to Design to Composition and to Composition and to Scrutiny or Finalization.Scrutiny or Finalization.

  

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  bb)    He should revise his draft )    He should revise his draft

till till maximum perfection of maximum perfection of the the draft and to his draft and to his satisfaction.satisfaction.  

cc)    He should also explain )    He should also explain about about drafting drafting instructions to his instructions to his officer, officer, if so desired by him.if so desired by him.  

dd)    He should state clearly and )    He should state clearly and fully the principle fully the principle

objects of objects of the draft.the draft.  

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  ee)) His draft should refer to all known His draft should refer to all known

implications and difficulties implications and difficulties whether legal, social or whether legal, social or

administrative.administrative.  

ff)    )    He should also study all relevant He should also study all relevant rules and regulations etc.rules and regulations etc.

  

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g) A draft should be couched in such a language and style that the exact intention of the order which has been passed, is completely and clearly conveyed.

h) The language should be lucid, precise, courteous, dignified and decent. There should be no scope whatsoever for misunderstanding. Words conveying the right meaning should be used.

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i) The draft should be worded in an effective, impressive and un-ambiguous language so that nothing can be twisted out of content. The sentences should be grammatically correct.

j)The draft should be exactly to the point and as far as possible brief. All the relevant points are to be stated on the draft.

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k) Long sentences, abruptness, ambiguous expressions, circumlocution, redundant superlatives, bombastic words and irrelevant material should totally be discarded.

l) There are circumstances in which a request or recommendation has to be rejected in such an event while preparing a draft for such a case, great care is required to be exercised to see that the language used must not at all, appear to be offensive to the addressee. In a word the draft should be couched in a polite un-offensive, decent and balanced language.

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4.4.MAIN POINTS OF MAIN POINTS OF DRAFTINGDRAFTING  While preparing a draft, the following While preparing a draft, the following points should be kept in view:-points should be kept in view:-  (1)(1) A draft should be written, A draft should be written, preferably preferably typed in double space on typed in double space on both sides of both sides of the paper. A the paper. A sufficiently sufficiently wide margin wide margin should be left for should be left for corrections and corrections and additions.additions.  (2)(2) All drafts should bear the relevant All drafts should bear the relevant file file number and the subject. The number and the subject. The reference number reference number of the of the addressee’s addressee’s letter, if available. letter, if available.

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(3)(3) When two or more letters, When two or more letters, notifications notifications etc., are to issue under the etc., are to issue under the same file same file number, number, on the same date, on the same date, to the to the same addressee, a serial same addressee, a serial number number should always be given in should always be given in addition addition to the file number to avoid to the file number to avoid confusion.confusion.  (4)(4) A draft should show clearly A draft should show clearly

the enclosures which are to the enclosures which are to accompany the fair copy.accompany the fair copy.  (5)(5) The number of enclosures should The number of enclosures should also also be indicated at the end of the be indicated at the end of the draft on draft on the left hand corner or the the left hand corner or the page.page.

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(6)(6) The officer over whose signature the The officer over whose signature the communication is, to be issued should communication is, to be issued should initial initial and and date the draft in token of date the draft in token of his his approval. approval. His designation His designation should should invariably be invariably be indicated indicated on on the draft.the draft.  (7)(7) The appropriate priority marking i.e. The appropriate priority marking i.e.

“Residence” “Residence” “Immediate” or “Immediate” or “Priority” “Priority” should be indicated on the draft. should be indicated on the draft. If any papers If any papers are to be dispatched by are to be dispatched by special messenger special messenger or issued under or issued under registered post or under postal registered post or under postal certificate, as Express delivery or by Air certificate, as Express delivery or by Air Mail, necessary instructions should be Mail, necessary instructions should be given given on the draft for the of guidance on the draft for the of guidance the the dispatcher.dispatcher.

8. Endorsement as and when necessary. 8. Endorsement as and when necessary.

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5.5.THREETHREE FUNDAMENTALSFUNDAMENTALS OF OF DRAFTINGDRAFTING  A.A. Writing of a communication means Writing of a communication means

talking across distance by means talking across distance by means of of written words. First the writer written words. First the writer should should realize that there is some one realize that there is some one at the at the other end, who will receive other end, who will receive the the communication, read it, and be communication, read it, and be pleased, interested, bored, disgusted, pleased, interested, bored, disgusted,

worried or annoyed by its worried or annoyed by its contents.contents.

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B.B. One should write after careful One should write after careful thinking over the subject matters. thinking over the subject matters. Otherwise, a rambling and muddled Otherwise, a rambling and muddled

communication will be the result. communication will be the result. Clear thought is therefore Clear thought is therefore

essential essential for for clear expression.clear expression.  C.C. Long and complex communication Long and complex communication

not only waste the time of the not only waste the time of the reader reader but also annoy but also annoy him. A him. A straight - straight - forward letter written in forward letter written in simple simple language has the best chance language has the best chance of of securing full attention and action. securing full attention and action.

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6.6.ENSURING ENSURING CORRECTNESSCORRECTNESS  1)    Read the matter carefully.1)    Read the matter carefully.

2)    Know and collect the facts.2)    Know and collect the facts.

3)    Review the relevant files/ 3)    Review the relevant files/ documents etc.documents etc.

4)    Under-line important facts.4)    Under-line important facts.

5)    Check every statement.5)    Check every statement.

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6)    No possible question should 6)    No possible question should remain un-answered.remain un-answered.

7)    Ensure that the language is7)    Ensure that the language iscorrect.correct.

8)    It should properly be8)    It should properly bereferenced referenced and flagged.and flagged.

9)    The file should be in good 9)    The file should be in good condition.condition.

10)  Read before signing.10)  Read before signing.

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To cut the long story short, drafting is a To cut the long story short, drafting is a practical art. Its practice needs long practical art. Its practice needs long apprenticeship.apprenticeship.

Drafting of communication has to be done Drafting of communication has to be done within certain limitations and restrictions, within certain limitations and restrictions, imposed by the requirements of the case and imposed by the requirements of the case and legal nature of the document. Every comma, legal nature of the document. Every comma, semicolon and full stop in a document is semicolon and full stop in a document is significant and important, therefore, a significant and important, therefore, a communication has to be phrased and drawn up communication has to be phrased and drawn up in positive, definite, clear and elaborate in positive, definite, clear and elaborate language to lessen the possibility and chance of language to lessen the possibility and chance of misconstruction.misconstruction.