1. OFFICIAL
DRAFTING

2. 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.

3. 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

4. 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.

5. 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

6. 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

7. 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).

8. 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,

9. 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.

10. 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.

11.
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.

12.
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.

13. 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.

14. 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.

15. 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.

16. 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 addressee’s
letter, if available.

17. (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.

18. (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 of guidance the
dispatcher.
8. Endorsement as and when necessary.

19. 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.

20. 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.

21. 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.

22. 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.

23. 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.