Administration Manual - B.E.S.T. Undertaking.

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to dispose of the case. Only the note should be submitted on each case requiring decision or
orders. Repetition of facts and arguments should be avoided. Only short comments by the
Officers should be made in the margin of the Office Notes; longer notes should invariably be
written in continuation of Office Notes. Enquiries and instructions between the Heads of
Departments and his Clerks should be made and issued on separate slip of papers. These
papers may not form part of the papers and should be detached before the latter are submitted
for orders. If by any chance, an important enquiry is started on such a slip it should be posted
on to a note sheet ands all further noting be carried on the proper form.
d. All notes should be broken up into numbered paragraphs (under appropriate headings if
possible). It may be presumed that the paper under consideration will be read by the Officer to
whom it is submitted and that no para-phrase or reproduction of verbatim extracts of it are
necessary in the notes. A precise of its contents need be made, only when the paper is of great
length ands complexity.
In some cases perusal of the paper under consideration will be sufficient ands nothing is
required beyond suggestion for action.
To facilitate the rapid disposal of cases and specially urgent cases, personal discussion
between the Officers and Clerks should be freely resorted to. A draft letter or (telegram as the
case may be) should be prepared at any stage of a case, if it appears that the consideration and
disposal of the case would be facilitated by submitting it in the form of a draft. It is not
essential that notes be written in all cases, as there may be a case that by its intrinsic nature or
by the habit of the Officer can only be dealt with adequately by the Officer. In such cases
papers should be submitted immediately for orders. The Department dealing with an office
note should see that there is at least one blank page attached on which Officer can record his
remarks.
Remarks on letters prohibited. Remarks should not, as a rule, be written on inward letters
except such as are required for permanent record thereon and such paper must not be defaced
by notes or enquiries from clerks or heads of Departments. The order to 'put up papers' 'to
file', 'make up case' or any other short direction, may, however, be entered in them under
initials of the head of the Department, but other directions to clerks should not be written on
the original document. A separate slip should be attached with the needed directions or other
remarks.
Queries by the General Manager or other Officers on any inward letter, etc. must be ensured
by the Head of the Department concerned within three days of the receipt of the letter in his
Department. If a complete reply cannot be given within that time, the letter must nevertheless
be put up to the Officer who asked the question with an explanation of the cause of delay.
e. Drafts and outward letters :
The Head of Departments is not required himself to draft every case but should satisfy himself
that the drafting of his subordinates is accurate and complete. All letters, cases, etc. must pass
through the Heads of Department who will initial all the notes and drafts written by Staff /
Officers.
Method of drafting :