Transcript 1. Review of Performance/Progress
U F 57 FILE NO. ___________ VOLUME ___________ PAKISTAN WATER AND POWER DEVELOPMENT AUTHORITY MAIN HEAD ______________________________ SUB HEAD _______________________________ OPENED ON ________ CLOSED ON _________ DRAFTING OFFICIAL CORRESPONDENCE
BY TUFAIL JARRAL DIRECTOR (A&F) O&M
DRAFTING OFFICIAL CORRESPONDENCE
Flow of info from down to upwards that helps in effective decision making by the executive
MAJOR FORMS OF WRITTEN STAFF WORK
WORKING PAPER PRECIS BRIEF DO/UO LETTERS MINUTES OF MEETING REPORTS AND RETURNS
ITEM NOTE SOURCE: WAPDA COMPENDIUM
CHARACTERISTICS OF GOOD WRITTEN WORK
UNITY ACCURACY CLARITY COHERENCE BREVITY COMPLETENESS
WRITING OF GOOD ENGLISH
TOPIC SPECIFIC PARAGRAPHING
SENTENCES OF APPROPRIATE LENGTH PROPER CHOICE OF WORDS
CORRECT PUNCTUATION AVOID CLICHES AND PLATITUDES
LAYOUT OF WRITTEN STAFF WORK
Page Number Security Classification Disposal Instructions Originator Addressees Attachments Headings
Main Heading
Group Headings
Paragraph Headings
Sub-Paragraph Headings
Numbering of Paragraph Contd….
NUMBERING OF PARAGRAPHS Paragraphs
1………………………………......................………………… a…………………………………………………………….
(1) ……………………………………….………..
(a) ………………………………….……….
i……………………….……………
SECURITY CLASSIFICATION Categories Unclassified Restricted Confidential Secret Top Secret Abbreviation Unclas Restd Confd Secret Topsec
LAYOUT OF A WORKING PAPER SECURITY CLASSIFICATION TITLE 1. INTRODUCTION ………………………………………………………………………….
…..……………………..……………………………………………….
2. AIM ………………....……………………………………………………… ………………………………………………………………………… 3. SEQUENCE OF PAPER 4.
FACTS 5.
ANALYSIS 6. RECOMMENDATION/CONCLUSION ANNEXURES
Annex-A
TRAINING PROGRAM FOR ADMN OFFICERS Sr. No. Date Time Topic Speaker
1 2 3 4 5
a
08.8.2005 15.8.2005 22.8.2005 29.8.2005 07.9.2005
b
0930 to 1030 1030 to 1100 (Q&A) 0930 to 1030 1030 to 1100 (Q&A) 0930 to 1030 1030 to 1100 (Q&A)
c
Removal from Service (Special Powers) Ordinance 2000 Writing of Minutes
d
Mr. Muhammad Akhtar Choudhry, DG(S&GA) Mr. Pervaiz Ahmad, Director(Estab.) S&GA Debriefing Session Trg. Coordinator 0930 to 1030 1030 to 1100 (Q&A) 0930 to 1030 1030 to 1100 (Q&A) Drafting Presentation Skills Mr. Tufail Jarral Dir (A&F) O&M Mr. Salman Mirza, Director(MIS), WAPDA Hospital Lahore
LAYOUT OF ROUTINE LETTER Originator’s address Telephone No.
Number Date To.
Subject: TRAINING OF SDOs Ref: Your Letter No.21/4/G, dated 27-02-2005 1.
………………………………….………………………………......................… …………………………………………………………………………………… 2.
……………………………………….…………………………......................… …………………………………………………………..
a.
……………………………………………………………………….……. ……………………………………………………………………….…… cc.
Signed (Name) Designation
LAYOUT OF D.O. LETTER Mr. Ibrahim Khan Wapda House, Lahore Telephone 9202211 August , 2005 B.A. Gillani, Secretary to the Government of Pakistan, Ministry of Water & Power, Islamabad My dear………………….
………………………………………………………………………………………………… ……………………………………………………………………………………………………… ………………………………………………………………………………………………… ………………………………………………………………..
Yours Sincerely (Signed)
1 Subject ITEM NOTE : STAFF REQUIREMENT FOR THE OFFICE OF ………..
2 Name of Sponsoring Officer with Designation 2(a) Member Incharge : : 3 Whether the Item Note has been rejected by the Authority : 3(a) A case will not be put up to the Authority, if it has been rejected twice unless the Chairman or the Member feels strongly for placing the Item Note/case for 3 rd time; have orders of Chairman or Member for placing it 3 rd time obtained : Contd…
3(b) Previous reference of Authority’s order if any 4 Brief Description of case 5 Does proposal involve financial implication?
5(a) If so, has the concurrence of Finance Division obtained 6 Does the case involve any legal implication, if so, what is the legal opinion of Legal Adviser WAPDA.
: : : : : Contd….
7
Has the case been discussed by the Standing Committee, if so, what was the decision of the Committee 8 Has the Member Incharge seen the case 9 Points for decision : : : Signature Name & Designation
Sr. No.
MINUTES OF MEETING
Point Decision Action By 1.
2. ………… ………….
………….
…………..
…………..
……………….
……………….
……………….
……………….
…………..
…………..
……………….
……………….
……………….
………………..
…………...
……………
FOR A GOOD DRAFT
BE CONCISE, CLEAR, CORRECT, COMPLETE & COHERENT IN COMMUNICATION
USE STANDARDIZED FORMAT
HAVE A LOOK ON DOCUMENT BEFORE YOU SIGN
TRAIN/RETRAIN SUBORDINATES
UTILIZE I.T.