OFFICIAL OFFICIAL NOTINGNOTING

1.1. Introduction.Introduction.2.2. Definition of a note.Definition of a note.3.3. When note is required.When note is required.4.4. When note is not required.When note is not required.5.5. Requirement of a note.Requirement of a note.6.6. Objective of a note.Objective of a note.7.7. Advantages of noting.Advantages of noting.

8.8. Structure of a note:Structure of a note:a)a) First PartFirst Partb)b) Second PartSecond Partc)c) Third PartThird Part

9.9. Good noting.Good noting.10.10. Bad noting.Bad noting.11.11. Checks and counter checks.Checks and counter checks.

INTRODUCTIONINTRODUCTION

NoteNote is the minutes recorded on the is the minutes recorded on the note portion of the file to settle a matter while note portion of the file to settle a matter while remaining in the framework of Rules and remaining in the framework of Rules and Regulations. A note is initiated usually by a Regulations. A note is initiated usually by a grade 17 Officer in the Federal secretariat on grade 17 Officer in the Federal secretariat on file describing the case which is under file describing the case which is under consideration. Two or three alternatives can consideration. Two or three alternatives can be proposed to settle the issue. In other be proposed to settle the issue. In other words, a note is a statement of facts words, a note is a statement of facts describing the issue under consideration, describing the issue under consideration, suggesting course of action to reach a suggesting course of action to reach a decision.decision.

DEFINITIONDEFINITION

A note means an officer's views in A note means an officer's views in writing on a file within a prescribed writing on a file within a prescribed procedural framework to facilitate the procedural framework to facilitate the high ups to decide the case under high ups to decide the case under consideration.consideration.

WHEN NOTING IS REQUIREDWHEN NOTING IS REQUIRED

Whenever a condition arises that a matter Whenever a condition arises that a matter is to be decided by Senior Officer, a note is is to be decided by Senior Officer, a note is recorded in file. It is always prepared within certain recorded in file. It is always prepared within certain procedural framework such as: procedural framework such as:  

i)i) It should clearly state the point It should clearly state the point under consideration.under consideration.  

ii)ii) Brief background of the case may Brief background of the case may also be given in order to highlight also be given in order to highlight the facts of the facts of the case.the case.

  

iii)iii) Mis-statement of facts, if any, Mis-statement of facts, if any, should also be pointed out should also be pointed out while writing a note. while writing a note.

  

iv)iv) After a brief description of the After a brief description of the facts of the case, the Rules / facts of the case, the Rules /

Regulations that are Regulations that are applicable in applicable in the the case under case under consideration consideration are are mentioned. mentioned. A A copy of the copy of the relevant relevant Rules is often placed in Rules is often placed in the the correspondence correspondence portion.portion.

v) v)  Relevant precedents may also Relevant precedents may also be quoted, if available.be quoted, if available.

vi) vi)  In the final portion of a note, In the final portion of a note, the points for decisions are the points for decisions are highlighted again and course highlighted again and course of action is suggested. In this of action is suggested. In this

regard you may propose a few regard you may propose a few alternates and suggest the alternates and suggest the best best course of action.course of action.

WHEN NOTING IS NOT REQUIREDWHEN NOTING IS NOT REQUIRED

No noting is required when the officer No noting is required when the officer himself is competent to dispose of a matter himself is competent to dispose of a matter under certain clear cut instructions, orders under certain clear cut instructions, orders or delegated powers.or delegated powers.  

Similarly when a case is already decided Similarly when a case is already decided by a senior officer and he has asked for a by a senior officer and he has asked for a draft reply, the noting is not required unless draft reply, the noting is not required unless there is any point which has been escaped there is any point which has been escaped from the notice of the senior officer.from the notice of the senior officer.

REQUIREMENT OF A REQUIREMENT OF A NOTENOTE  

1.1. All notes are written on All notes are written on the the note sheet and no note note sheet and no note should be should be recorded on the recorded on the receipt itself.receipt itself.

2.2. If a higher officer has given If a higher officer has given some some minutes on the receipt, minutes on the receipt, these should be copied out on the these should be copied out on the note sheet before subsequent notes note sheet before subsequent notes are recorded.are recorded.

3.3. The officer recording the The officer recording the note should affix his signature note should affix his signature on the right side of the note sheet on the right side of the note sheet where the note ends. His / her where the note ends. His / her name,designation and date name,designation and date

should also be typed or should also be typed or rubber rubber stamped below his stamped below his / / her her signature.signature.

OBJECTIVE OF A NOTEOBJECTIVE OF A NOTE

A note is written to assist the A note is written to assist the competent authority to decide a matter competent authority to decide a matter easily. It helps the seniors to study the easily. It helps the seniors to study the whole picture of a case as portrayed by whole picture of a case as portrayed by the junior officers. The decision of the the junior officers. The decision of the matter is the end point of a note. A well matter is the end point of a note. A well written note leads to correct decision written note leads to correct decision and a badly composed note may lead and a badly composed note may lead to confusion, wastage of time and to confusion, wastage of time and ultimately to a bad or wrong decision.ultimately to a bad or wrong decision.  

ADVANTAGES OF NOTINGADVANTAGES OF NOTING  

a.a.         It presents the various aspects of a It presents the various aspects of a matter in a clear perspective and matter in a clear perspective and

bring out pros and cons of the bring out pros and cons of the point point under consideration.under consideration.  

b.b.     It put down the views of the writer It put down the views of the writer in black and white and records the in black and white and records the

precise reason for adopting a precise reason for adopting a particular course of action particular course of action considered to be the best out of all considered to be the best out of all possible courses.possible courses.

  c.   c.    A note is a record of discussion A note is a record of discussion

leading to a particular decision. It leading to a particular decision. It can be used as precedent for can be used as precedent for

future future references.references.  

d.  d.   Recorded notes help in understanding Recorded notes help in understanding reasons for a particular decision, and reasons for a particular decision, and in finding out, at what level the in finding out, at what level the

decision was taken. decision was taken.  

e. e.  Responsibility for a particular Responsibility for a particular decision can be fixed on the bases of decision can be fixed on the bases of recorded note.recorded note.

  

  f.f. Note enables people who come Note enables people who come

afterwards to pick up the tasks afterwards to pick up the tasks where others left.where others left.

  g.g. A note is a historical record and A note is a historical record and

source of information for the source of information for the coming officials.coming officials.

  

STRUCTURE OF A NOTESTRUCTURE OF A NOTE

A note has three main partsA note has three main parts::  

1.1. First PartFirst Part: It gives the brief introduction : It gives the brief introduction of the case under consideration. of the case under consideration.   

2.2.   Second PartSecond Part: Main points. Mis-statement : Main points. Mis-statement of facts if any. Relevant rules, policy of govt. of facts if any. Relevant rules, policy of govt. precedents if any.precedents if any.  

3.3.   Third PartThird Part: Third part is the conclusion. : Third part is the conclusion. It may be in the form of a proposal or It may be in the form of a proposal or recommendation or suggestion.recommendation or suggestion.

QUALITIES OF GOOD NOTINGQUALITIES OF GOOD NOTING  a.a. Paragraphs of a note should be Paragraphs of a note should be numbered continuously from the numbered continuously from the beginning onwards.beginning onwards.

b.b. It should be temperate, objective It should be temperate, objective and free from personal remarks.and free from personal remarks.

c.c. It should embody all the relevant It should embody all the relevant material about a case concisely, material about a case concisely, but but should not repeat facts, should not repeat facts, arguments, words and phrases.arguments, words and phrases.

                                      

d. d.  There should be sequence in There should be sequence in narration. The points which narration. The points which should should be stated in the be stated in the beginning must be beginning must be so stated and so stated and those which should those which should appear in appear in the end, must come at the end, must come at the end. the end. A A disjoined disjoined statement statement of of facts facts will confuse the reader.will confuse the reader. e.e. The expression should be clear, The expression should be clear,

precise and precise and simple.simple.

f.f. It should be properly documented It should be properly documented and referenced.and referenced.

g.g. All previous papers, precedents, All previous papers, precedents, rules and regulations orders, etc. which rules and regulations orders, etc. which are relied upon in a note, should, as far are relied upon in a note, should, as far as possible, be put up with it, and as possible, be put up with it, and referenced.referenced.

BAD NOTINGBAD NOTING  1.1. Reproduction of PUC or FR Reproduction of PUC or FR should be avoided. The case should be avoided. The case under under consideration should be consideration should be explained explained briefly in your own briefly in your own words.words.

2.2. Un-necessary details and Un-necessary details and information contribute to bad information contribute to bad noting.noting.

                                  3.3. Incorrect statement and Incorrect statement and unauthenticated facts lead to unauthenticated facts lead to wrong wrong decision and therefore decision and therefore adds to bad adds to bad noting.noting.

4.4. Personal biases and prejudices Personal biases and prejudices makes a note bad.makes a note bad.

5. 5.  Use of flowery language, long Use of flowery language, long sentence and foreign words are sentence and foreign words are considered bad noting.considered bad noting.

CHECKS AND COUNTER CHECKSCHECKS AND COUNTER CHECKS  

1. 1.  Read the P.U.C. carefully. It will Read the P.U.C. carefully. It will help you to understand the help you to understand the procedure to be adopted for procedure to be adopted for settling a matter.settling a matter.

  2.2. Know the facts of the case. Know the facts of the case.

Your personal Your personal interest in interest in the case will help you to find the case will help you to find out out any misstatement of any misstatement of facts or data.facts or data.

  

3. 3.  Review the pertinent files, Review the pertinent files, relevant to the case and search relevant to the case and search out out the Rules / Regulations the Rules / Regulations that are that are applicable in the case.applicable in the case.

4.4. The policy of the Government The policy of the Government should also should also be kept in mind be kept in mind while writing a note.while writing a note.

  

5. 5.  Do not forget to mention the Do not forget to mention the misstatement of facts or data if misstatement of facts or data if any any

in you note.in you note.  6. 6.  Review grammar, spelling and Review grammar, spelling and punctuation marks of your punctuation marks of your note note before signing it.before signing it.  7. 7.  Make sure that the file is Make sure that the file is properly referenced and flagged properly referenced and flagged before its submission to the before its submission to the higher officer.higher officer.  

SPECIMEN OF NOTESPECIMEN OF NOTE 56.56. Ministry of Law, Justice & Human Ministry of Law, Justice & Human

Rights vide FR have requested for posting of Rights vide FR have requested for posting of Mr. Muhammad Naeem, Section Officer, Mr. Muhammad Naeem, Section Officer, Establishment Division for posting in Provincial Establishment Division for posting in Provincial Program Management Unit’s (PPMU) of Program Management Unit’s (PPMU) of Punjab on deputation basis for a period of Punjab on deputation basis for a period of three years.three years.

57.57. It is pointed here that Ministry of It is pointed here that Ministry of Law, Justice & Human Rights have earlier Law, Justice & Human Rights have earlier requested for nomination of OMG officers for requested for nomination of OMG officers for posting in PPMUs of Punjab, NWFP and posting in PPMUs of Punjab, NWFP and Balochistan under Access to Justice Program Balochistan under Access to Justice Program on deputation basis.on deputation basis.

58.58. The nomination of Mr. The nomination of Mr. Muhammad Naeem, Section Officer, Muhammad Naeem, Section Officer, Establishment Division was forwarded to Establishment Division was forwarded to Ministry of Law, Justice & Human Rights for Ministry of Law, Justice & Human Rights for posting in PPMU, Punjab on deputation basis.posting in PPMU, Punjab on deputation basis.

59.59. It is submitted here that Mr. It is submitted here that Mr. Muhammad Naeem was appointed as Muhammad Naeem was appointed as Section Officer in 1999. The officer remained Section Officer in 1999. The officer remained posted in the Cabinet Division, Finance posted in the Cabinet Division, Finance Division and Establishment Division. He has Division and Establishment Division. He has not availed any posting/appointment on not availed any posting/appointment on deputation during his entire service. He is deputation during his entire service. He is also desirous for posting in Lahore due to also desirous for posting in Lahore due to some domestic problems.some domestic problems.

60.60. It is stated here that the officer can be It is stated here that the officer can be posted on deputation basis on standard terms and posted on deputation basis on standard terms and conditions of deputation contained in Establishment conditions of deputation contained in Establishment Division’s OM No. 1/13/87-R-I, dated 3-12-1990.Division’s OM No. 1/13/87-R-I, dated 3-12-1990.

61.61. It is, proposed that as desired by It is, proposed that as desired by Ministry of Law, Justice & Human Rights we may Ministry of Law, Justice & Human Rights we may place the services of Mr. Muhammad Naeem, place the services of Mr. Muhammad Naeem, Section Officer, Establishment Division at their Section Officer, Establishment Division at their disposal for further posting in PPMU Punjab on disposal for further posting in PPMU Punjab on deputation basis.deputation basis.

62.62. Submitted for approval of JS (Admn).Submitted for approval of JS (Admn).

(Muhammad Ijaz Ghani)(Muhammad Ijaz Ghani) Section Officer (OMG-II)Section Officer (OMG-II)DS (OMG)DS (OMG)