IN THE NAME OF

ALLAH
THE MOST GRACIOUS
AND
THE MOST MERCIFUL
OFFICIAL
COMMUNICATION/SECRETERIATE
INSTRUCTIONS

BY
MUHAMMAD SHEHZAD JAMAL
Administrator C-3

Contact# 0333-554-3458 office 0459-924379

Email- shahzadjamal@paec.gov.pk

3
 BACKGROUND - OFFICE AND OFFICIAL

 The word Office stems from the Latin officium.

 In classical antiquity, offices were often part of a palace complex usually

with a room for keeping scrolls and working by scribes.

 The High Middle Ages (1000–1300) saw the rise of the medieval
chancery, usually the place where most government letters were written
and where laws were copied in the administration of a kingdom.

 During the 13th century the English form of the word (office) first
appeared when referring to a position involving duties.
 (Wikipedia, the free encyclopedia)

 Official (a person holding public office or having official duties,

especially as a representative of an organization or government
department.)
4
FORMS OF COMMUNICATION
• General

• As per Secretariat Instructions

5
 I. General

What is communication
The sharing of information , idea ,thought,
feelings through speech, signal, writing or
behavior between two or more individuals or
groups to reach a common understanding.

6
Communication Process
 Interpersonal
communication
 Communication related with people
 Types of communication:
 Non Verbal Communication
Nonverbal communication is the sending or receiving of wordless messages.
It has three elements
Appearance
Body Language (facial expressions, gestures, postures)
Sounds (Voice Tone, Volume, Speech rate)
 Verbal Communication is further divided into:
 Oral Communication
Consists of all forms of spoken information
Most preferred type of communication used in organization.
Most official persons prefer face-to-face & telephone communication to
written communication because it permits immediate feedback.
 Written Communication
letters, memos, policy manuals, reports, forms, & other documents used to
share info in org.
Level of communication based on the purpose and style are:

 Informal Communication
 It’s just a casual talk
 It is established for societal affiliations of members in an organization and face-
to-face discussions. It happens among friends and family.
 It doesn’t follow authority lines.
 In an organization, it helps in finding out staff grievances as people express
more when talking informally.
 Informal communication helps in building relationships.
 Formal Communication
 In formal communication, certain rules, convention and principles
are followed while communicating message
 Formal communication occurs in formal and official style.
Usually
professional settings, corporate meetings, conferences undergoes in
formal pattern.
 In formal communication, use of slang and foul language is
avoided and correct pronunciation is required
 Authority lines are needed to be followed in formal communication.
 Flow of communication in organization
* Upward From subordinates to superior
positive
Timely
Support current policy
* Downward From superiors to the subordinates
Job instruction
Ideology
Information
Feedback
* Lateral From one employee to another
Task Coordination
Information Sharing
Problem Solving
Conflict resolution
Peer Support
CHANNELS OF COMMUNICATION AT WORKPLACE

Face to Face
Telephone
E-mail
Personal written correspondence
Formal written message
Public speaking
Data Reports
secretariat Instructions
 Introduction
 In exercise of the powers conferred by Articles 90 and 99 of
the Constitution of the Islamic Republic of Pakistan, the
Federal Government is pleased to make Rules of Business.
Article 99(3) of Constitution of the Islamic Republic of Pakistan
Government shall also make rules for the allocation and
transaction of its business.]]
 In pursuance of Rule 5(15) of the Rules of Business, 1973
Secretariat Instructions were issued
Rule 5(15) of the Rules of Business, 1973
5(15) Detailed instructions for the manner of disposal of
business in the Federal Secretariat shall be issued by the
Establishment Division in the form of Secretariat
Instructions.
II. As per secretariat Instructions (forms of Communication)

Form Means: “Type, Out-line, style manner, mode

etc.”
Communication Means: a process of transmitting and
receiving a verbal and non-verbal message.
 (Transfer of information from one person to another
with the information being understood by the
receiver)
 For Example some forms are “Letter, Message,
Memorandum, Contact, Phone Calls & Correspondence
etc.

16
 Letter
Letter

Aide
AideMemoire
Memoire Memorandum
Memorandum

Office
Office
Note Memorandum
Memorandum
NoteVerbal
Verbal
Official
Forms of Demi-Official
Demi-Official
Teleprinter
Teleprinter Communication Letter
Letter
/Email/
/Email/Fax
Fax
Message
Message Un-Official
Un-Official
Note
Note
Press
Press
Communiqué/
Communiqué/
Note/
Note/Release
Release Endorsement
Endorsement

Office
Office Notification
Notification
Order
Order
17
 Four Considerations of Letter Writing
 The four areas you must take into consideration for each
type of letter-writing are listed below.
1. Subject (content)
2. Audience (direction)
3. Purpose (emphasis)
4. Style/Organization (logical flow)
 LETTER

 In terms of Para 54 of Appendix E of Secretariat Instructions an Official

Letter:
- is written under direction of the Government of Pakistan to convey the
views or orders of the Government.
- Shall be used for all formal sanctions and communications from GOP
to Provincial Governments, public bodies, attached departments and
subordinate offices.
-Shall not be used between different Divisions of the Government of
Pakistan.

In our organization it is written outside the organization e.g while

communicating to PTCL, OGDCL, SNGPL etc.

19
COMPOSITION OF THE LETTER
 Letter head bearing (name of organization) e.g
“Pakistan Atomic Energy Commission” and P.O.
BOX.(name & address of organization)
 No. and date of letter
 Name (with title, if any and designation of the
sender)
 Designation & address of the addressee
 Priority marking (immediate, priority, etc)
 Subject;
 Salutation;
 Main text of the letter
 Subscription 20
COMPOSITION OF THE LETTER
It bears salutation, “Dear Sir” and end with “Yours
faithfully” or “Yours truly”
It begins with I am directed to……...(under direction)
I have the honor to……………..(not under direction)
when letter is addressed to non official or group of
individuals and it ends with “Yours truly”. If addressed to
officials it ends with “Yours truly”.
Paragraph No. should be given & enclosures to be sent
with .
The communication shall be checked, counted & ensured
before dispatch.

21
 Government of Pakistan
SECREARIAT TRAINING INSTITUTE
(Establishment Division)
********

No. F.8-15/2006-OMG. Islamabad, the 1st January, 2006

From Badr-ul-Arifeen,
Assistant Director.

To: Director General,

National Institute of Public Administration,
Karachi.

Subject: ATP OF SECRETARIAT TRAINING INSITUTE FOR THE YEAR 2014

Dear Sir,

I have the honour to refer to your letter No.3-53/2004-NIPA, dated the 8th
December, 2005 and to forward a copy of Annual Training Programme of STI for the
year 2006 for information and necessary action.

Yours Truly,
Sd/-
Assistant Director

22
 MEMORANDUM

This form should be used for correspondence:

i) Between the Divisions and Attached
Departments and their Subordinate Offices.
ii) For replying to petitions, applications etc.
iii) For Appointment etc.

23
 MEMORANDUM
 It should be written in third person.
 It bears, No. date & subject.
 It neither bears salutation nor subscription
except designation and signature of the
officer signing it.
 It begins with the words: Reference
application /petition/letter No. …….dated
…..from……
 The name of the addressee should appear on the
left hand corner of the page.


24
 Memorandum

Number Date

No Salutation
Subject
Starts with
Reference …

No
Subscription
Name of
Addressee
 OFFICE MEMORANDUM
(i) This form should be used for correspondence between
various Divisions.
(ii) For conveying information not amounting to an
order of Govt. to Attached Deptt./Subordinate Office.
It should be written in third person.
It bears No. date, subject.
It neither bears salutation nor subscription, except for
signature and designation of the officer signing it.
The O.M. to be issued under direction form Govt.
begins with the words:
The undersigned is directed to…………
The name of the Division or Attached Department
(including, if necessary, the name of the officer) should
appear at the bottom on the left hand corner of the page.
26
 Office Memorandum

Date
Number

No Salutation
Subject

The u/s is
directed …

No
Subscription
Name of
Addressee
Office Memorandum
Memorandum vs. Office Memorandum

MEMORANDUM OFFICE
MEMORANDUM
No salutation and No No salutation and No
subscription subscription
Third person form Third person form

Reference your application … The undersigned is directed …

Use between Divisions and its Normally use between

Attached Departments/ different Divisions of the
Subordinate Offices Federal Government
 Note:
 Manual of Secretariat Instructions of Punjab 2016(MOSI)
Memorandum & Office Memorandum has been merged
 Demi Official Letter (D.O.)

 This form should be used for correspondence between Govt.

officers when it is desired that a matter should receive
personal attention of the addressee.
 A demi official communication should be addressed to an
officer by name.
 Demi Official Letter (D.O.)
 It should be written in the first person singular form.
 It bears No. Date, Subject, Salutation and Subscription.
 The salutation “My dear …” is used for an officer of same status or an
officer one step higher in status.
 The expression “Dear Mr. …” is used if the officer to be addressed is
two or more steps higher in status.
 Subscription ends with “Yours sincerely”
 The Name and Designation of sender with titles, if any, should
be typed under the crest on the first page. The telephone number
of the sender should invariably shall be indicated.
 Note: The followings are added by hand:
 Bismillah/Name of the Addressee/Assalamu Alaikum/With regards
 Demi Official Letter (D.O.)

Date
D.O. No.

Subject
Salutatio
n

first form
singular Subscriptio
n

Name of
Addressee
Bismillah
 Comparison of Letter and D.O Letter
LETTER D.O. LETTER
Salutation Dear sir My Dear…….
Dear Mr……..
Complementary Yours faithfully Yours sincerely
close Yours truly,
Forms First person form First person
singular form
Start I am directed to… Starting on the
I have the honour basis of
to…. relationship
Addressing Marking

35
 ENDORSEMENT
This form should be used when a copy of a
communication is to be forwarded to others in addition to
the original addressee. The endorsement may take one of
the following forms:
* ‘A copy (with a copy of the letter replied
to) is forwarded to for information and
guidance / for necessary action / for
compliance’.

* ‘Endorsement if made on communication

it should be under original.

2. This form is also used when the instructions/orders

from other Establishments / Divisions are required to be
passed on further.
36
 Endorsement

instructions
passed on
further
Endorsement
 Notification

 This form should be used for notifying in the Gazette of

Pakistan (a) ordinances, (b) rules and (c) orders,
appointments, promotions, leave and transfer of Gazetted
officers and matters of which are required to be published in
the Gazette of Pakistan
Notification
Notification
 Office Order

 This form is used for conveying instructions to be followed in

an office and for notifying (not in the gazette) appointment,
promotions, leave, decisions, etc.

42
 Specimen of Office Order
Government of Pakistan
Cabinet Secretariat
(Establishment Division)
SECRETARIAT TRAINING INSTITUTE

No.8-15/81-Admn. Rawalpindi, the 14th January,1981

OFFICE ORDER NO.5/82.

In partial modification of the Secretariat Training Institute Office Order

No.140/81, dated the 24th December, 1981, the following office hours/weekly holidays will be
observed in this Institute with immediate effect:

DAYS WORKING HOURS

i) Monday to Thursday and Saturday 8.00 A.M. to 3.00 P.M. with 30 minutes
break for Zahar prayers/Lunch
ii) Friday 8.00 A.M. to 12,00 Noon.
iii) Sunday Closed.

Sd/-
( M. NASEERUDDIN )
Assistant Director

DISTRIBUTION:
1. All Officers/Staff members of the STI, Rawalpindi.
2. Office Order File
3. Office Order Register.
4. Notice Board.
Office Order
 Unofficial Note (U.O.)
 This form should be used for consultation between Divisions
and Division and attached departments where so authorized.
It is also used for submission of summaries to the prime
Minister/president etc.
 The method of consultation consists of sending the file itself
or sending a self U.O. note.
 In case of sending a self contained note, name of the
Division and subject will be mentioned otherwise not.
 No salutation is required. Signature and marking to the
divisions concerned is enough.
 The No. & Date is written under the marking to the Division
concerned.

45
 Unofficial Note (U.O.)

Subject

No
Subscription
No. & date is written
under the marking to the
Division concerned.
 Diplomatic Note/Note Verbale

 It contains a request from Ministry of Foreign Affairs for

issuance of appropriate visa to the officials of Govt. of
Pakistan visiting any foreign country.

 It is used to convey instructions/policy decisions by Ministry

of Foreign Affairs to the embassies and foreign missions in
Pakistan.
 Diplomatic Note/Note Verbale
Diplomatic Note/Note Verbale
Ministry of foreign affairs
Islamabad
No._________ Dated Jan 08, 2004
The Ministry of Foreign Affairs presents its compliments to the Embassy of the
Republic of ______________and has honour to state that it has been receiving requests
from foreign missions for granting over flight clearance and landing facilities to foreign
aircrafts at Karachi Airport at a very short notice. In this context, it may be appreciated
that it is not possible to process such case if the notice given is not in time.

2. It is therefore, requested that in future foreign missions in Islamabad desiring

over-flight clearance over Pakistan territory and landing rights for their aircrafts at
Karachi Airport should give at least 10 days notice. Otherwise, it may not be possible for
this Ministry to accede to their request.
3. The Ministry of Foreign Affairs avails itself of this opportunity to renew to the
Embassy of _________ the assurance of its highest consideration.

To All Foreign Missions in Pakistan

Islamabad
 Aide Memoire

This form of communication is adopted

for correspondence by Foreign office with
Embassies/ Missions abroad.
 Aide Memoire
EMBASSY OF PAKISTAN
Beijing China
Dated Jan 08,2014
Application are being received by the Government of
Pakistan from some Chinese Nationals for the grant of extension of
stay in Pakistan. The reasons generally advanced are that they have
either lost their passports or that the validity of their passports has
expired and that they have approached the China Embassy in this
regard. Pakistan may, therefore, be asked to issue duplicate
passports to these Chinese national or to renew their passport, as the
case may be. If this is not possible, then China Embassy may arrange
for some other procedure for the repatriation of such China
nationals to their country.
 Press Communique/Note/Release

 This form is used for giving publicity to a decision of the

Government. It is prepared in consultation with and issued
through Press Information Department (P.I.D.).
 A press communiqué usually relates to matters of
international level while press note/release relates to
internal or local announcement.
 If it is required to be announced from radio or television, a
copy is endorsed to them.
 PID- Press information Department- Federal
 PRD-Public Relation Department-Provincial
 ISPR-Inter Services Public Relations-Armed Forces
Press Communique/Note/Release
 Telegrams and Teleprinter, Email & Fax Messages
 The use of Telegram/ Teleprinter is no more in practice.
 Email & Fax Messages:
 For quick disposal of official business urgent messages may be
transmitted thorough Email or Fax.
 However, the aspect of confidentiality/security may be kept in
view while resorting to this from of communication. The priority
of messages is as follows:- Ordinary, ‘Express’, Important’, Or
Most Immediate’,. It should be clearly indicated on the typed
copy. Immediate and Most immediate.
 Fax will be handled/operated by a designated person approved by
the head of Department and record maintained.
 Telegrams and Tele printer, Email & Fax Messages

 Fax will always be kept under lock and key of the designated
operator.

 Record of all documents transmitted or received on a Fax will

be maintained on a register to be checked at suitable intervals
under arrangements of Head of Department.

 No classified documents of confidential or above security

classification will be transmitted on the Fax.
NOTE - A Common Form of Communication
PAKISTAN ATOMIC ENERGY COMMISSION
P.O.Box No. 1948
Subject:- Reimbursement of Medical Charges.
It is stated that I have spent an amount of Rs.2500/- from my
own pocket on account of Doctor’s Consultation Fee, Investigation
Charges & Purchase of Medicine during indoor medical treatment of my
son at CMH, Rawalpindi. In this connection, relevant receipts/cash
memos/bills are enclosed with the request that an amount of Rs.2500/-
may kindly be reimbursed to me.

(Name & Dated Signature of the claimant),

Designation.
Incharge/Head/Manager/Director
Administrator/Pr. Administrator/Director (Admin)

55
 EXERCISES
 1. Specify the form of communication to be used by the
Secretary to Government of Pakistan, Ministry of Interior
Islamabad forwarding a complaint of Mr. A resident of
City B to the Chairman, NADRA, Islamabad regarding
inordinate delay 9 months in issuance of CNIC. Ministry
is directing NADAR to expedite the matter expediously.

 2. Specify the form of communication to be used by Deputy

Commissioner Islamabad requesting the Registrar,
International Islamic University, Islamabad to close down
Department A Campus for one week due to COVID-19.

56
 ELEMENTS OF A GOOD MESSAGE
A good message should answer these questions
satisfactorily, namely :-
(i) Who has sent it? (sender)
(ii) What is the type of communication? (form used)
(iii) Where has it come from? (Deptts/Minis/Divns. & Country/City)
(iv) When it is written? (date)
(v) Why it has been sent? (purpose)
(vi) How should it be dealt with? (action to be taken)

57
QUALITIES OF COMMUNICATION
A communication has the following qualities:-

a. Careful, sound judgment when choosing ideas, words

and facts while composing of a message
b. Patience and understanding,
c. Integrity to follow law and rules;
d. Expertise in language techniques i.e. grammar and
vocabulary; (use of punctuation, preposition,
adjective, verb, adverb, noun and article etc.)
e. Knowledge of the cultural conventions of the people
or addressee.

58
DISTINCTION BETWEEN OFFICIAL AND PRIVATE
COMMUNICATION

• Personal letters are written in light tone, just like

conversation. These are person’s own reflection.

 Business/Official letters should be clear, meaningful,

simple, sincere , without verbosity

 Business communication is offshoot of official

communication

59
GENERAL OBSERVATIONS ABOUT OFFICIAL COMMUNICATION

 Official jargons are used

 Normally there is verbosity

 Un-necessary words are used

 Non-committal statement made

 Repetition of words and phrases

 Idioms and phrases foreign to English are used

60
GENERAL OBSERVATIONS ABOUT OFFICIAL COMMUNICATION

 Examples

• If the supply of computers is not sufficient to meet your

requirement, please send a fresh requisition to this office for
your additional requirements.

• If you need more computers, please ask for it.

• In the majority of instances….. most cases;

• In connection with ……about

61
GENERAL OBSERVATIONS ABOUT OFFICIAL COMMUNICATION

 Examples

• After a comprehensive and thorough appraisal of all the

circumstances pertaining to your case, you are informed….

• After carefully reviewing the case, you are informed……..

(Any other example on the basis of personal experience of the

participants)

62
General Writing Instructions

 Don’t use vague, rude or ambiguous statements.

 Don’t use slang or language that may be offensive to the
reader.
 Avoid jokes, humor, sarcasm and anecdotes.
 Don’t use acronyms, technical jargon or industry buzzwords
that the reader may not know.
 Mistakes in addresses, telephone numbers, or email addresses
could mean the letter does not reach its destination, becomes
confusing to the recipient, or shows the sender to be negligent
or forgetful.
 GOLDEN PRINCIPLE

 In terms of Instruction No.17, no

officer should deal with a case relating
to his own promotion, transfer, pay or
allowances or with a case dealing with
his own official conduct.


64
 OPENING OF NEW FILES
NUMBER AND SUBJECT OF A FILE

 All new files shall be allotted the File No. according to the
Files Headings of the subjects being dealt in a
Section/Branch.
For Example file Heads
Example:CPC-Est-2(3)/2018. Means that the file is third in
opened by Establishment Section in the year 2018
under the file Heading 2 (Recruitment).
Examples.
CPC-Est-22(12)/2016
KCI-admin-10(7)/2015
Now if any O.M of these file then no. will be like that
No. KCI-admin-10(7)/2015 /13450

65
Projec Division section Head Sub head File Number
t s
CPC Establishment Promotion 1 Officer 1 CPC-Est-1(1)/2016
Staff 2 CPC-Est-1(2)/2016
Recruitment 2 Jr.ast. 1 CPC-Est-2(1)/2017
CO 2 CPC-Est-2(2)/2017
GA 3 CPC-Est-2(3)/2017
Transfer 3 Officer 1 CPC-Est-3(1)/2015
Staff 2 CPC-Est-3(1)/2015
CPC Chemical Admin 5 Promotion 1 CPC-Che-51)/2014
Medical 2 CPC-Che-5(2)/2014
Shift Allw 3 CPC-Che-5(3)/2014
Misc 10 HQ 1 CPC-Est-10(1)/2015
PRP 2 CPC-Est-10(1)/2015
Disc.Act 3 CPC-Est-10(1)/2015

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 PARTS OF A FILE
i. NOTES PORTION

ii. CORRESPONDENCE PORTION

67
iii.SUMMARY (IN COMPLICATED CASES)
In lengthy and protracted cases, the concerned officer
prepares a summary of the case for the convenience of
senior officers or other Ministries/Divisions etc.

CUSTODY OF THE FILES

 Dealing Assistant and Stenotypist / Stenographer are jointly

responsible for the custody of the files.

68
 PART FILE
• . A part file may, however be opened when the main file is
not likely to be available for some time and action
cannot be held up in the meanwhile.

• The part file or files should be amalgamated with the main

file as soon as the latter becomes available.

69
VOLUME OF A FILE
 One file cover/folder should not contain more than 200/250
pages of Correspondence / Notes. A new volume of a file
should be opened after every 200/250 pages of
Correspondence / Notes.
 The page numbering should be continuous in the ‘Notes’ as
well as in the ‘Correspondence’.
 Number and year of file will remain intact.

70
71
 PROCEDURE TO BE OBSERVED
BY THE OFFICIAL BEFORE SUBMITTING FILE TO SENIOR
OFFICERS

(a) Files to be placed in file boards or bands.

(b) The subject and number of the file to be written on the file cover or
typed on a slip and pasted on it.
(c) Page numbers entered consecutively on all pages of correspondence
in black or red ink- near corner of each page to be read quickly
(d) Paragraphs of notes shall be numbered continuously from the
beginning onwards.
(e) Two or three blank sheets shall be added to the notes for the
convenience of higher officers.
(f) All previous papers (recorded collections) put-up with a case should
be chronologically arranged, the oldest being at the bottom of the
file.
(g) Reference books, if of the same size as the file board or the file cover,
be placed at the bottom; and if of a smaller size at the top.
72
 Abbreviations Used in Offices
SR.# ABBREVIATION WORD
1 N Noting
2 CL Casual Leave
3 EL Earned Leave
4 ML Maternity Leave
5 SL Special Leave
6 LHAP Leave Half Average Pay
7 EOL Extra Ordinary Leave
8 LND Leave Not Due
9 PUC Paper Under Consideration
10 OO Office Order
11 DFA Draft For Approval
12 O/C Office Copy
13 OM Office Memorandum
14 DO Demi Official
15 UO Un Official
 Abbreviations Used in Offices
SR.N
O. ABBREVIATION WORD
16 SN Serial Number
17 Corr. Correspondence
18 Memo. Memorandum
19 Endt. Endorsement
20 vs Versus
21 LK Linked file
22 B&A Budget& Accounts
23 CFO Chief Financial Officer
24 AAO Assistant Accounts Officer
25 DG Director General
26 DDG Deputy director General
27 DD Deputy Director
28 AD Assistant Director
 COMMON WORDS
Inter alia : additionally , among other things
You use inter alia, meaning 'among other things', when you want to say that
there are other things involved apart from the one you are mentioning. ..
Examples
1.a collector who had, inter alia, 900 engraved gems and over 2,500 coins
and medals.
2.The paper discussed, inter alia, political, economic, and social issues.
3. The report is concerned, inter alia, with the reform of the tax system.

Prime facie: At first Sight, apparently

based on the first impression; accepted as correct until proved otherwise.

Examples
1. a prima facie case of professional misconduct
2. Prima facie, there is a strong case against him.
3. Prima facie he would appear to be guilty.

.
 COMMON WORDS
Ab initio: from the beginning, from the first act; from the inception

Examples
"the agreement should be declared void ab initio“
Circular no.... dated .....may be treated as cancelled ab initio

Corrigendum: correction, amendment

a thing to be corrected, typically an error in a printed book.

an error in a printed work discovered after printing and shown with its
correction on a separate sheet

.
 Corrigendum

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 COMMON WORDS
Addendum: addition, extension

An addendum is used to clarify and add things that were not initially part of
the original document
.
 Addendum

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Long Live Pakistan

THANKS
80