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1. Definition of a note
A note means an officers views in writing on a file within a prescribed procedural framework to facilitate the settlement of a matter. A note is designed to help senior officers in taking a decision. In other words a note is a statement or description of a case along with the views of an officer suggesting a decision.
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Object of a note
The object of a note is to assist the senior officers to take a final decision in the light of the facts brought out in the note. The final settlement of or decision on a matter is the end-product of a note.

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When a note is required

A note shall be recorded on a file only in a case which is to be put up to higher officers for orders. In such a case the officer concerned should present the case in the following systematic form:-

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Constituents / Contents of a note

I. It should bring out the question for consideration and the facts of the case (the officer may point out any mistake or error or mis-statement of facts in the paper under consideration or in the notes of other Ministries and Divisions): Indicate the statutory or customary procedure to be adopted in dealing with the case; i.e. consultation with other Ministries/Divisions under the Rules of Business/ Secretariat Instructions and other Government Rules/Orders.
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II.

III. Discuss any reference to rules and regulations having a direct bearing on the case; IV. Quote any relevant precedents which should be put up, if possible; V. Point out any other relevant facts and figures;

VI. Mention the points for decisions; and VII. Suggest course of action.
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Requirements of a note:
I. II. All notes should be written on the note-sheet. No note should be recorded on the receipt itself. If a higher officer has already given any remarks on a receipt, these should be copied out on the note sheet before subsequent notes are recorded. The officer recoding the note should affix his signature on the right side of the note sheet at end of the note. His/her name, designation and telephone number should be typed or rubber stamped below his/her signature.

III.

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When a note is not required to be recorded

I. No elaborate note shall, however, be recorded by the officer concerned:On a receipt which he is competent to dispose of himself in the light of clear precedent or under the standing orders delegating specific powers to him to dispose of such cases: In case where a line of action has been indicated by a senior officer and he is required to put up a draft. However, if some important point has escaped the notice of the senior officer, it should be brought to his notice for consideration before final decision or orders are conveyed to the concerned quarters.

II.

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2. Objectives of noting
I. It enables the officer to understand and assimilate a specific issue, proposal, problem or question, which requires decision; It examines and states relevant facts clearly and concisely and draws attention to previous decisions, precedents, communications, rules and regulations; It specifies the points on which a decision is to be taken; and Finally it suggests a positive line of action.
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II.

III. IV.

3. Advantages of noting
I. A note has the following advantages: It presents various aspects of a matter in a clear perspective and brings out pros and cons of the point under consideration. It puts down the views of the writer in black and white and records the precise reasons for adopting a particular course of action considered to be the best of all possible courses.
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II.

III. A note is a record of discussions leading to a particular decision. It can be used as precedent for future references. IV. Recorded notes help in understanding reasons for a particular decision, and in finding out at what level the decision was taken. V. Responsibility for a particular decision can be fixed on the basis of recorded note.
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VI. Notes indicate what steps were taken and what authorities were consulted for final decision/settlement of a particular case. VII. Notes enable people who come afterwards to pick up tasks where others left. VIII. A note is a historical record and source of information for the coming generations.
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General remarks
If we take policy decision which affect a particular sector of economy or overall national interest and reasons and justification for taking those policy decisions are recorded in the notes these are useful for having a better appreciation of these decisions.

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4. Aspects of noting
Noting has two main aspects viz; Technical and Linguistic. The first aspect viz: Technical aspect may also be called the Technique of note writing. The second aspect i.e. Linguistic aspect relates to the correct use of language, proper choice of phrases and words and covers style, idioms and grammar etc.
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5. Technique of note-writing noteStructure of a note

A note has three main parts:

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1. First part or opening sentence or paragraph

It brings out the subject matter of the case or question under consideration:

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2. Second part
It contains discussion or examination of main points;

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3. Third Part
It is the conclusion it may be in the form of a decision or recommendation or suggestion.

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First part of the opening sentence or paragraph of a note

It should straightaway state the matter to be considered. If a paper under consideration or a fresh receipt contains a lengthy, and complex matter, the opening paragraph should summaries it, but should not, in any case, reproduce it. The points at issue should be clearly stated in a chronological manner.
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The second part of the note

It is very important. The case is examined in the light etc., therefore, it may consist of more than one paragraph, and embodies the main discussion or examination of the matter and states all relevant facts, precedents, arguments or reasons for and against a particular conclusion or line of action. Great care should be exercised to ensure that statements made in the note are correct and properly documented and referenced.
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Last and third part-conclusionpart-conclusiondecision or Recommendation

It sums up the whole case and contains the conclusion in the form of a decision or a recommendation or a suggestion. It should, in all cases, be positive, definite and unambiguous. If more than one course of action is suggested, each should be stated precisely with its advantages and disadvantages.
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6. Bad Note
It is a common mistake to begin a note by setting out at length what the writer of the letter has said in more or less the same words. This is quite wrong , as it must be presumed that the officer will read the fresh receipt. But if the letter is long or confused, it may well be desirable to analyse it and to bring out clearly what are exact point for order, for example it may be summarised as:
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 In a long report on the difficulties experienced in setting up the new Mission at Buenos Aires the Ambassador to Argentina has made the following five proposals for strengthening his organization and asked for early orders of them. However some of the factors which spoil the note are:

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I.

Excessive noting is an evil: Reproduction of PUC, which unnecessarily adds to a note, should be avoided. It is a sheer waste of time and energy. It should be assumed that the paper under consideration or the fresh receipt will be read by the officer.

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II.

Un-necessary detail and unwanted information in a note make it a bad note. Similarly, digressions from the main point of issue should be avoided in a note.

III. Sandwiching of routine matter in a note being recorded in proper sequence also makes a note defective. This detracts from the main issue and disturbs the thought process.
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IV. In case it is absolutely unavoidable to include an important piece of information/statistical data in a note it is advisable that a separate statement or appendix embodying the information or the statistics should be placed on the file below the note and it should be properly flagged.

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V.

If an incorrect statement is made or an unauthenticated fact or superficial argument is given in a note there is a possibility of a wrong decision being taken on the basis of this incorrect statement. Thus, the decision-making authority may be placed in an awkward situation.

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7. Tenor of Note
All notes should be temperate, objective and free from personal remarks. If an argument pointed has to be criticised or the inaccuracy of the statement pointed out, great care should be exercised to choose proper words and phrases for expressions so that criticism does not amount to an arrogant and impolite outburst.
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8. Qualities of a Good Note

I. II. Broadly speaking, a good note has the following qualities;It should be temperate, objective and free from personal remarks. It should embody all the relevant material about a case concisely, but should not repeat facts, arguments, words and phrases.
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III.

It would indicate the statutory or customary procedure to be adopted in dealing with the case. It should be properly documented and referenced. All previous papers, precedents, rules and regulations far as possible, be put up with it and referenced clearly indicated in the margin. The facts narrated in the note should be relevant to the points at issue. No statement should be made without verification.
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IV. V.

VI.

VII. There should be sequence in narration. The points which should appear in the end, must come at the end. A disjointed statement of facts will confuse the reader and tax his mind. A logical arrangement of ideas is the product of coherent thinking a habit that can be acquired through constant and conscious effort. An incorrect thought process may produce bad and confused writing
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VIII. The expressions should be clear, precise and simple. The temptation to use long-winded and bombastic phrases and words should be avoided. Similarly, phrases or idioms foreign to English language should be avoided, as far as possible. IX. Paragraphs of notes should numbered continuously from beginning onwards.
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9. The Conclusion of a Note

The conclusion of a note is very important as it sums up the whole case. It should be free from confusion and vagueness and should clearly bring out the point for decision. The recommendation or the decision or the suggested course of action should be stated precisely and accurately.

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10. Hints to ensure that the note is correct

I. II. Read the incoming letter/note carefully. Know the facts of the case before you are going to write a note.

III. Review any pertinent file relevant to the case under consideration. IV. Note what policies should underline your note
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V.

Check every statement in your note.

VI. Review grammar, spelling mistakes, and punctuation for correctness. VII. Never sign a note without first reading it carefully.

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11. Instructions contained in the Secretariat Instructions regarding recording of notes on files.
I. As a rule, not more than two officers (excluding the Secretary) shall note upon a case before its final disposal, except where more than one Sections may have to be consulted.

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II.

When the higher officer agrees with the note or the recommendation, he may merely append his signature.

III. In cases which can be disposed of directly by an officer, no elaborate note need to be recorded. IV. Where only a perusal of PUC is sufficient to enable a higher officer to take a decision, there shall be no noting beyond a brief suggestion for action.
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No.2030/DS(IA-III)/2010 Prime Ministers Secretariat (Public) October , 2011

Additional Secretary Phone 92000000. Subject: ------------------------------------------Dear -----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------2. -----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------With warm regards, Yours sincerely,

Principal Secretary to the Chief Minister Sindh, Government of Sindh, Karachi.

---------------------,

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 PRIME MINISTERS SECRETARIAT (PUBLIC) ISLAMABAD Subject: ------------------------------------

---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- (--------------------) Joint Secretary

Capital Administration and Development Division (Mr. Junaid Iqbal Chaudhry, Secretary), Islamabad.
PMs Sectt. u.o. Note No. 1(1)Estab/2012, dated 16-10-12.
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SENTENCES FOR SUBMISSION OF FILES

Submitted for consideration/ perusal/ order/ signature/ concurrence please Submitted for advice/ instructions/ modification please Submitted as desired please The file is submitted as verbally directed by the principle

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Draft for approval please Retyped draft Draft tender is submitted please Draft showcause notice is submitted please Ordered or solicited Brief reasons for delay are submitted please

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First sentence of official letter

I am directed to say/ state/ forward/ request/ refer/ enclose/ inform/ submit I have the honour to say/ submit/ in form/ enclose/ request/ forward I have the honour to acknowledge receipt of your letter I have the honour to invite your attention

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BEST OF LUCK
WASIF HUSSAIN
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0300 9567474
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