Punjab Police Rules Volume 1 - Sangrur Police

322 Punjab Police Rules, 1934 Volume 1, CHAPTER 11
departments of equal or inferior status to that of the police officers addressing them. In
important references requiring a lengthy letter, or which are likely to be forwarded in
original or by copy to the Secretariat, and in letters to high officials of other departments,
the form of address and subscription of an official letter shall be used.
(3) Every official communication shall be headed with its number, the name and also
the office of the writer and of the addressee, the place from, and the date on which it is
written, followed by an abstract subject heading and shall, at its commencement, quote
the number, date and purport of any previous communication written from the same office
to the addressee, or received from the office addressed on the same or a relevant
subject. If any communication or order is referred to which is not enclosed, the number,
date, paragraph and purport of such communication or order shall be quoted.
(4) Colloquial phrases, vernacular, or provincial expressions shall not be used unless
their equivalents are given in the text or in notes.
(5) More than one subject shall not ordinarily be discussed in the same communications.
(6) All communications, which will require to be filed with a case, shall ordinarily be
written on paper of foolscap folio or quarto size.
Rule 11.3
11.3. Enclosures. - Original documents shall not be forwarded as enclosures unless
such a course is necessary. Vernacular enclosures shall ordinarily be accompanied by
English translations. The transmitting communication shall contain a list of all enclosures.
Rule 11.4
11.4. Disposal of unimportant communications. - In all unimportant cases, when a
copy of the receipt or despatch communication is not considered necessary, the reply may
be written at the foot or on the reverse of the receipt communication, which after being
numbered and entered in the correspondence register, shall be returned in original to the
office of issue.
Rule 11.4-A
11.4-A. - To lighten the burden placed upon district officers Government have issued
instructions reproduced in Appendix No. 11.4-A prohibiting the issue from the Government
Secretariat of unnecessary reference calling for information from district officers.
These instructions apply mutatis mutandis to administrative police offices.
Rule 11.5
11.5. Method of despatch and posting. - (1) Communications and articles of considerable
weight which are not of an urgent nature shall be sent by parcel or packet post;
provided that communications and articles of value shall not be sent as packets. A parcel
may contain one but not more than one written communication of the nature of a letter,
which shall be addressed only to the addressee of the parcel itself. The inclusion of more
than one letter in the same envelop or cover is contrary to Rule 31 of the Indian Posts and
Telegraphs Rules, 1933. Office files, however, are not letters within the meaning of sections
4 and 5 of the Indian Post Office Act and may be transmitted in a single parcel or
by private agency instead of by post.
The despatch number of all letters etc., enclosed in a registered cover shall be noted on
the cover. The officer opening the covers shall satisfy himself that the contents received
are correct.
(2) For important communications, where only a proof of posting is required, the system
of acknowledgment of posting afforded by the Post Office, at the rate fixed by the
Postal Department, shall ordinarily be resorted to. Where, however, a proof of delivery
is required the cover shall be sent "Registered and acknowledgment due".