Drafting Official

DRAFTING
OFFICIAL
COMMUNICATION
FACULTY MEMBER
MUHAMMAD IJAZ GHANI
DEPUTY SECRETARY
1. Definition of draft
2. Introduction.
3. Principles of Drafting.
4. Main Points of Drafting.
5. Three Fundamentals of
Drafting.
6. Ensuring Correctness.
7. Conclusion.
1.DEFINITION OF DRAFT
A draft has variously been defined but
the following are the two important
definitions from every point of view as a
whole:
A draft is an outline in the form of rough
notes of something to be done or made
e.g. a letter, speech plan, design
drawing and so on.
A draft is a rough copy of a document
to be perfected later on by means of
certain modification.
2.INTRODUCTION
As per conventional or official
practice in vogue, we can say that on
cases where communications are to be
issued, the officer concerned should
submit, together with his note, draft for
the approval to the higher officer who
has to settle the matter finally. A higher
officer, if he so wishes, may prepare a
draft himself and authorize its issue or
put it up to the next higher officer for
approval, as the case may be.
There are five stages of drafting
process. At each stage of the process, the
concept is developed and refined:
i. Understanding
ii. Analysis
iii. Design
iv. Composition
v. Scrutiny
i. UNDERSTNDING
The first task for the officer is to

understand what is the draft about.
ii. ANALYSIS
The analysis in relation to:
a. existing policies, rules and

regulations.
b. potential danger areas
c. practicability
iii. DESIGN (PLANNING)
After gaining an understanding of
the proposals and assessing
their implications in relation to
existing policies etc., the officer
reaches the design or planning
stage of drafting.
iv. COMPOSITION
The composition is usually
described as polishing the
draft. (Process of Development).
v. SCRUTINY (FINALIZATION)
The stage of scrutiny includes
much revisionary work, carried
out both by the officer himself and
those who instruct him. At this
stage the officer must discipline to
take a critical gaze at his finished
draft.
First, he should see its logical

sequence,
Secondly, he must get
down to tedious matters of
detail and check cross
references, the use of
definitions, consistency of
language spelling and
punctuation marks.
3. PRINCIPLES OF DRAFTING
Before going to start drafting, the following

principles should be strictly observed by an
officer who is drafting:-
a) That he should move in logical

progression and order from
Understanding to Analysis to
Design to Composition and to
Scrutiny or Finalization.
b) He should revise his draft till
maximum perfection of the
draft and to his satisfaction.
c) He should also explain about

drafting instructions to his
officer, if so desired by him.
d) He should state clearly and

fully the principle objects of
the draft.
e) His draft should refer to all known
implications and difficulties
whether legal, social or
administrative.
f) He should also study all relevant

rules and regulations etc.
g) A draft should be couched in such a
language and style that the exact
intention of the order which has been
passed, is completely and clearly
conveyed.
h) The language should be lucid,
precise, courteous, dignified and
decent. There should be no scope
whatsoever for misunderstanding.
Words conveying the right meaning
should be used.
i) The draft should be worded in an
effective, impressive and un-
ambiguous language so that
nothing can be twisted out of
content. The sentences should be
grammatically correct.
j)The draft should be exactly to the
point and as far as possible brief.
All the relevant points are to be
stated on the draft.
k) Long sentences, abruptness, ambiguous
expressions, circumlocution, redundant
superlatives, bombastic words and
irrelevant material should totally be
discarded.
l) There are circumstances in which a
request or recommendation has to be
rejected in such an event while preparing a
draft for such a case, great care is required
to be exercised to see that the language
used must not at all, appear to be offensive
to the addressee. In a word the draft
should be couched in a polite un-offensive,
decent and balanced language.
4.MAIN POINTS OF DRAFTING
While preparing a draft, the following
points should be kept in view:-
(1) A draft should be written, preferably

typed in double space on both sides of
the paper. A sufficiently wide margin
should be left for corrections and
additions.
(2) All drafts should bear the relevant file

number and the subject. The
reference number of the addressees
letter, if available.
(3) When two or more letters, notifications
etc., are to issue under the same file
number, on the same date, to the
same addressee, a serial number
should always be given in addition
to the file number to avoid confusion.
(4) A draft should show clearly

the enclosures which are to
accompany the fair copy.
(5) The number of enclosures should also

be indicated at the end of the draft on
the left hand corner or the page.
(6) The officer over whose signature the
communication is, to be issued should initial
and date the draft in token of his
approval. His designation should
invariably be indicated on the draft.
(7) The appropriate priority marking i.e.
Residence Immediate or Priority
should be indicated on the draft. If any papers
are to be dispatched by special messenger
or issued under registered post or under
postal certificate, as Express delivery or
by Air Mail, necessary instructions
should be given on the draft for the
guidance the dispatcher.
8. Endorsement as and when necessary.

5. THREE FUNDAMENTALS OF
DRAFTING
A. Writing of a communication means

talking across distance by means of
written words. First the writer should
realize that there is some one at the
other end, who will receive the
communication, read it, and be
pleased, interested, bored, disgusted,
worried or annoyed by its
contents.
B. One should write after careful
thinking over the subject matters.
Otherwise, a rambling and muddled
communication will be the result.
Clear thought is therefore
essential for clear expression.
C. Long and complex communication

not only waste the time of the reader
but also annoy him. A straight -
forward letter written in simple
language has the best chance of
securing full attention and action.
6.ENSURING CORRECTNESS
1) Read the matter carefully.
2) Know and collect the facts.
3) Review the relevant files/

documents etc.
4) Under-line important facts.
5) Check every statement.

6) No possible question should
remain un-answered.
7) Ensure that the language is

correct.
8) It should properly be referenced

and flagged.
9) The file should be in good

condition.
10) Read before signing.

CONCLUSION
To cut the long story short, drafting is a
practical art. Its practice needs long apprenticeship.
Drafting of communication has to be done

within certain limitations and restrictions, imposed
by the requirements of the case and legal nature of
the document. Every comma, semicolon and full
stop in a document is significant and important,
therefore, a communication has to be phrased and
drawn up in positive, definite, clear and elaborate
language to lessen the possibility and chance of
misconstruction.

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DRAFTING

The first task for the officer is to

a. existing policies, rules and

First, he should see its logical

Before going to start drafting, the following

a) That he should move in logical

c) He should also explain about

d) He should state clearly and

f) He should also study all relevant

(1) A draft should be written, preferably

(2) All drafts should bear the relevant file

(4) A draft should show clearly

(5) The number of enclosures should also

8. Endorsement as and when necessary.

A. Writing of a communication means

C. Long and complex communication

2) Know and collect the facts.

3) Review the relevant files/

4) Under-line important facts.

5) Check every statement.

7) Ensure that the language is

8) It should properly be referenced

9) The file should be in good

10) Read before signing.

Drafting of communication has to be done

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