11 FORMS AND RULES OF CORRESPONDENCE

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Para.104 Forms of correspondence: Correspondence shall be in one or the other of the following forms:

(1) LETTER FORM-

 When it is proposed to address the following persons or institutions, the letter from should invariably be used:-

(a) The Government

(b) An equal or higher authority in the same or another Department.

(c) The Public Service Commission

(d) The Board of Revenue

(e) An officer not in the administrative control o f the Government of Kerala

(f) The Vice-Chancellor or the Register of University.

(g) A Member of a Legislative Assembly of the State or of the Parliament

(h) The President or Chairman of any local self governing institution or Co-operative soceity

(i) A non-official or a non official association or

(j) a non-official or a non-official association or society of distinction.

(1A) When an officer of one Department, wants any information from an officer of another Department the letter form should generally be used.

(1B) All correspondences whether it be to non-officials or subordinates shall be in the form of letters. When any information or opinion has to be obtained from a subordinate officer b an official reference letter form  shall be used.

(2) PROCEEDINGS FORM

This form will be used where the head of the office records his decision in exercise of a statutory power, or where he records important executive decisions.

(3) MEMORANDUM FORM

Memorandum form will be restricted only to internal use, viz. To communicate and call for information between the sections of the same office. Charge memos and show cause notices will also be in the Memorandum form.

(4) COMMUNICATION TO NON OFFICIALS

Copies of the official communications addressed to the Government Officers should not be set to non officials. They should be addressed by letter.

(4A)Every Government Servant shall, in performance of his duties in good faith, communication to a member of public or any organization full and accurate information, which can be disclosed under the Right to information Act,2005.

(5) ENDORSEMENT FORM

When the copy of a paper is sent to a subordinate officer for remarks or is communicated to him in original for information or disposal the disposal takes the form of an endorsement. If the original paper itself is sent for remarks, it is called an N.reference and when it is sent for information or disposal, it is called an N.disposal.

(6) DEMI-OFFICIAL FORM

In cases where an officer or a member of the public has to be addressed without the formality of official procedure and with a view to the inter change or communication of opinions or information which it is undesirable to place on official record or when it is desired that a matter should receive the personal attention of the individual addressed, the communication takes the form of a demi-official.

Communication from non-officials should never be referred to as “demi-official”

104A. Only Head of Departments should address the Government direct. Regional Officers and District Officers should address Government only through the Head of Department concerned.

• Note: The above paragraph will not be applicable in the case of the Commissioner for Workmen’s Compensation and he will continue to correspond with the Government direct.

105. SIGNING OF LETTERS AND MEMORANDA

For copies of letters addressed to higher authorities should be signed by the head of the office, and in other cases by the officer to whom this function has been delegated by appropriate orders.

Memoranda may be signed by the Superintendent of section. All communications will be issued only in the name of the head of the office. When the head of the office does not sign a letter the world ‘for’ the space intended for the signature thus:- For Director of Agriculture’.

All proceedings containing orders passed in exercise of a statutory power must be signed by the head of the office himself.

106. CONTENTS OF COMMUNICATIONS

Letters, proceedings and memoranda shall, as a rule, be complete in themselves and as far as possible, independent of enclosures. Correspondence shall be condensed as much as possible and repetition and unnecessary details avoided.

As far as possible, only one topic shall be dealt with in one communication. Demi-official correspondence shall not be quoted in official communications.

108. Communications to the High Court, Public Service Commission and the Board of Revenue.

Official communications intended for the Public Service Commission should be addressed to the Secretary to the Public Service Commission. Similarly, the official communications intended for the Board and those addressed to the High Court should be addressed to the Register.

109. Form of Address:

The prefix”Shri”, “Smt.”, “Kumari” shall be used as the form of address in all official correspondence.

110. Subscription of letters: 

The form of salutation of letters should be “Sir” or “Madam” and the subscriptions to all letters should be “Yours faithfully”.