Office Procedure

& DraftingEr.Santhosh.R.M

Office

• It is a place where the Business process and Administrative functions are

being carried out.

• There are different kinds of Offices for Ex: Government Offices, Private

Offices.

• We are working in Government Offices, like, KPTCL, ESCOMS Offices.

Procedure• The methods adopted in the department to carry on the administrative functions in the offices is called procedure.

• There are different kinds of Procedures. They are,

1) Administrative Procedure

2) Accounting Procedure

3) Establishment Procedure

4) Execution of work Procedure

5) correspondence Procedure etc.,

Correspondence Procedure

The incoming letters and out going letters from one Office

to another Office is called correspondence.

Correspondence is made through Letters.

The writing of a letter is an art.

Classification of Letters

� Social Letters

� Business Letters

Classification of Business Letters

1. Official letter 2. Demi-Official letter(D.O. letter)

3. Reminders 4. Circulars

5. Notifications 6. Orders

7. Submit Notes 8. Notices/Memos

9. Reports/ Statements & Etc

Official letter

This letter may be addressed to the Higher authorities or to the Subordinates or to the customer or vice- versa.

It may involve to seek clarifications or to give directions to follow or to give reply on any particular issue.

Ex: A letter from E.E to the S.E

Demi-Official Letter:- (D.O.letter)

It is a letter written by an officer to other officer to

draw his personal attention on any particular Issue

to find immediate solution or reply.

Reminder Letter

Such Letters are written to address to the correspondent to draw his

the attention to refer to the previous correspondence to obtain reply

or solution on any particular issue.

Circulars

The circular letter involves Instructions, procedures to be followed.

This will be issued from the Higher authority to the subordinates or

Head office to the lower officers.

Notifications

when it is required to give wide publicity to make awareness of

the public in a respective matter, the department will issue

notification in the news papers.

Orders

Orders will be issued by the Head of the department for passing

directions.

Submit Note

Submit notes are normally prepared by the subordinate staff & will

be put up to the Head of the office on any particular subject whether

it is to be finalized or not be finalized.

In addition to that during the course of audit the Internal Auditors/

A.G.Auditors also send the audit notes to the concerned office Heads

in connection with the observations pointed out by them.

Notices and Memos

The Notices and Memos will be issued by the Head of the Offices to

the subordinates staff in connection with for their misbehaviour,

misconduct, un-authorised absence , and indiscipline, etc.,

Reports & Statements

These are to be normally prepared and submitted by the lower officer to

the Higher officers in connection with monthly progress and also on any

desired subject.

Example:

1) The Field report will be prepared by the O&M Unit AE/JE and will be

submitted to the sub division office.

2) The DCB Statements and Monthly returns will be prepared by the

division office and forwarded to the circle office.

Letter Writing

To write any letter we have to select a cleaned white or

colored paper and pen or pencil. We have to leave a margin on

left side of the paper and also to leave little space on top and

bottom of the paper and then to complete the drafting.

Parts of a Letter

There are Six Parts in the letter they are:

1. Heading 2. Salutation

3. The Body of letter 4. The subscription

5. Signature of the Authority 6. Address of the letter.

RECORD KEEPING

• Record keeping is a very important task to keep the old records and registers and correspondences safely in a methodical manner for future references. The record will be kept year wise/ subject wise/ Geographical wise/ in order to find the old records easily for ready references.

• Normally old records will be kept in a fixed place at the office. They will be arranged in Racks and also on self ’s of the wall etc.

• The records are to be preserved as per the prescribed life span of the documents. The dust, insects, white ants, rats & mice are to be keep away from the records in order to safe guarding of the valuable records.

Thank You