1.

Constitution of Pakistan (Article 99) Rules of Business, 1973 Rule 5(15) of the
Rules of Business, 1973) Secretariat Instructions Office Procedure and Practices
2. DETAILED OFFICE PROCEDURE Receipt and Distribution of papers Use of labels
Diarizing and disposal of papers Opening of new files Referencing / docketing Movement of
files Forms of official communication 3
3. RECEIPT & DISTRIBUTION OF PAPERS IN THE DIVISIONAll communications shall be
received in aseparate section known as the Central Registryor R & I (Receipt and Issue), which
shall beresponsible for: -i.Receipt and distribution of fresh receiptsii.Dispatch of outward mail
4. PROCEDURE1) Receipts addressed to an officer by name shall be sent to him unopened by
the Central Registry.2) If the officer is absent, on tour or on leave, such receipts should be sent
to the officer who is looking after his work.3) Receipts addressed to an officer by name should
be received by the officer himself or by his Private Secretary, Personal Assistant,
Stenographer/Stenotypist or Assistant. 5
5. 4)Receipts addressed to a Minister should bereceived, on his behalf, by a member of
hispersonal staff.5)Receipts marked Secret or Confidentialshall be handled in accordance
with theinstructions contained in the booklet Security ofClassified Matters in
GovernmentDepartments. 6
6. 6. Receipts marked Secret or Confidential shall be handled in accordance with the
instructions contained in the booklet Security of Classified Matters in Government
Departments.7. The following routine shall be observed by all concerned for receipt and
transmission of classified matter:- 7
7. GENERALThe recipient should check the accuracy ofthe contents, before signing the receipt
andthe sender should do the same on return ofthe classified/accountable material.The classified
matter which is allowed to besent by post should have a receipt in theinner cover to be singed
and returned by therecipient. 8
8. The classified matter which is allowed to be sent by post should have a receipt in the inner
cover to be singed and returned by the recipient. RECEIPT AND DIARISATIONWhen any
classified matter (i.e. Top Secret, Secret and confidential ) is received in an office it should be
immediately diarised in a separate register as provided in below: 9
9. Subsequent Movement / Transfer Or Custody1.Subsequent movement of classified matterat
all stages should be properly recorded inthe diary register so that its exact location istraceable
at any time.2.The movement/transfer or custody ofclassified matter particularly of Top
Secret,Secret and Accountable Matter, even with aDepartment, an Organization etc. should
alsobe covered by a receipt. 10
10. 3. The Dak book or a receipt slip accompanying such matter should indicate the office of
origin, date and time of despatch, full signatures and the name and designation of the recipient
indicating the date and time of receipt. A rubber stamp about the name and designation of the
recipient should be affixed. 11
11. 4. Same principle should be followed about the movement of classified matter even from a
sub-ordinate to his senior and vice- versa.5. All other covers (letters, files etc.) received in R&I
and sorted out Section-wise by the staff of R&I.6. To facilitate allocation of receipts, the Central
Registry should always be kept supplied with an up-to-date statement showing the subjects
dealt with in each Section. 12
12. 7. Reminders should be separated and submitted to the Deputy Secretary concerned in a
pad marked Reminders. The Section to which the reminders relate should be indicated on the
receipt by the Central Registry.8. All receipts should be stamped in the Central Registry with a
rubber stamp showing the name of the Division and the date of receipt. 13
13. 9. The Section Diary number for which provision should be made in the Central Registry
stamp, should be filled in by the Section Assistant subsequently when the receipt is diarised by
him. No receipt shall be diarised in the Central Registry.10. All receipts shall be passed on by
the Central Registry to officers concerned at regular intervals twice or thrice during the day.
Ordinary receipts received after office hours may be held over for distribution on the next
working day. 14
14. USE OF LABELSThere shall be three priority labels namely:-a)Residence,b)Immediate
andc)PriorityThe labels shall be used according to thefollowing instructions:- 15
15. RESIDENCE labels will be used for files or papers which it is necessary to send to an
officers residence after office hours. No file or papers should however be sent to Ministers or
Officers at their residences between 11 p.m. and 7 a.m. except in an emergency. This will,
however not apply to Cypher Telegrams which may be sent to the residences of the Ministers
and the officers concerned by the Duty Cypher Officer, Crypto Centre, Ministry of Foreign Affairs
if the emergency of the matter demands it. Before doing so, the Duty Cypher Officer will contact
the addressee on telephone to confirm that they are available at the residences to receive such
Cypher Telegrams. 16
16. Immediate labels will be attached to the cases requiring instant attention and in any event
final disposal within 24 hours. Priority labels will be used for cases, which should be disposed
of within 3 days. 17
17. The use of Residence and Immediate labels should be made most sparingly. Receipts
wrongly marked to a Section should be transferred promptly to the Section concerned or
returned to the Central Registry. Such receipts should not be diarised in the Section to which
they do not relate. 18
18. Procedure for diarising & disposal of papersOn receiving fresh receipt, the SectionOfficer
shall:-1. go through them carefully and dispose ofall cases which are not required to
besubmitted by him under the rules or ordersto higher officers and where reference toprevious
papers is not necessary; 19
19. 2. record specific instructions on receipts requiring previous references or consultation with
other Sections concerned; and3. submit to the Deputy Secretary or higher officers receipts,
which in his opinion, are important enough to be seen by them before action is initiated. 20
20. However:1. The Deputy Secretary may, in his discretion, submit to his superior officer any
receipts which he thinks should be brought to the latters notice or on which he desires
instructions at that stage.2. The Deputy Secretary or any other officer to whom receipts are
submitted should give instructions, wherever necessary, as to the action which should be taken.
If he proposes to deal with a receipt himself, he should ask for the file to be put up to him with
the relevant papers.3. Fresh receipts should be seen and returned to the Section concerned
promptly. 21
21. DIARISING OF RECEIPTSAfter fresh receipts have been seen by theSection Officer, and
other officers wherenecessary, the Assistant shall diaries i.e.enter in the Section Diary
RegisterParticulars of all receipts except those givenbelow. He should, at this stage, complete
onlycolumns 1-5 of the Register andsimultaneously enter the diary number onthe receipt. 22
22. The following types of receipts shall not bediarised:-copies of tour
programmesmiscellaneous routine circulars e.g. thoserelating to office hours, telephone
lists,changes in addresses of officers, noticeson holidays etc. except in the Section inwhich they
are originally received.post copies of telegrams and routineacknowledgements. 23
23. press cuttings which are for information only unsigned or anonymous communications
or advance copies of representations on which no instructions have been recorded by officers
and on which no action is therefore to be taken. identical representations from individuals or
groups of individuals except one copy that received first; 24
24. applications for casual leave requisitions for stationery and other miscellaneous
articles publications on which no specific action is to be taken 25
25. Section Diary RegisterS. Number & From Brief Record of Date ofNo. date of whom Subject
File movement disposal document received No. No. Date 1 2 3 4 5 6 7 8 26
26. o A file referred to or received back from another office un-officially (u/o) should be diarised
each time it is received back.o After receipts have been diarised by the Assistant, he should
classify them into the following four categories:-a) Files received from other offices;b) Receipts
relating to files already existing 27
27. c) Papers of ephemeral or routine nature for which no file has to be opened; andd) Receipts
for which new files are to be opened, and deal 28
28. i. Receipts in category (a) should be dealt with according to the instructions given by the
Section Officer.ii. Receipts in category (b) should be placed on the appropriate file and
submitted to the Section Officer alongwith any other connected papers, previous decisions,
documents e.g., copies of relevant Acts, rules, regulations, etc. 29
29. iii. Receipts in category (c) should be placed on appropriate files, if any, and should be
submitted to the Section Officer, if he has so directed, or otherwise disposed of according to his
instructions.iv. For receipts in category (d) fresh files should be opened which should be put up
with other relevant references and precedents, if any. 30
30. If an Assistant is unable to put up a receipt at least by the next working day, due to the
non-availability of previous files or references, he should bring the fact to the notice of the
Section Officer who will then, if the matter is urgent and important, either:- dispose of the case
in the absence of previous papers, OR submit the case to his senior officer for orders, if he
feels that it is beyond his competence to deal with it. 31
31. If a Section Officer is unable for any reasons to dispose of a receipt within three working
days, he shall take it personally to his superior officer and obtain instructions. If a Deputy
Secretary is unable for any reasons to dispose of a receipt within three working days, he shall
take it personally to his superior officer and obtain instructions. Every letter received from a
member of the public should be immediately acknowledged and a final reply invariably sent after
consideration of the case is completed. 32
32. REFERENCING No fresh receipt or case shall be submitted to an officer without previous
papers to which references are made in fresh receipts or in the notes. 33
33. All previous papers, rules and regulations etc., to which reference is made in fresh
receipts or in notes should be indicated by giving the number of the page in the margin in pencil
and, where necessary by flagging with alphabetical slips. The slip should be pinned neatly
under the pages. When a large number of references are to be flagged, the slips should be so
spaced as to be easily visible. 34
34. If references are flagged with alphabetical slips the pages of the relevant document
should also be indicated in the margin, so that if the slips are lost or removed at later stage, the
references can still be traced. If the document put up for is a report, periodical or other
publication, its full title etc., should also be given in the margin in ink unless it is clearly
mentioned in the note by name. In case of a file, its number must be given in ink.
35. Reference books, normally available with the officers, should not be put up with a file; but
relevant pages to which attention is to be drawn should be indicated in the margin. Linking of
files on which action is in progress should, as far as possible, be avoided. As a general rule this
practice should be resorted to only when the files are inter-connected and orders have to be
passed on them simultaneously. If a reference has to be made to papers in another current file,
relevant extracts should be taken if the matter involved is not too lengthy
36. MOVEMENT OF FILES The movement of files should be noted by the Assistant under the
direction and supervision of the Section Officer in the File Register. These entries should be
crossed out in pencil on return of the file. The movement of file which has not been allotted a
file number should be shown in the Section Diary. 37
37. TYPING AND DESPATCHWhen the issue of a draft has been authorized, thetyping of the
fair copy shall be done by the PrivateSecretary, Personal Assistant, Stenographer orStenotypist
attached to the Officer over whosesignature the letter is to issue.When more than 12 copies
are required, a stencilshould be cut and copies produced on a duplicatingmachine.The fair
copy with enclosures, and the typed officecopy together with approved draft, should be put upin
a signature pad to the officer concerned for hissignature. 38
38. DESPATCH All papers and files to be dispatched to other offices shall be sent to the
Central Registry which shall follow the despatch procedure outline. All communications should
bear the date on which they are actually issued. They should not be double-dated. 39
39. DESPATCH REGISTERS.No. Number Number of Addressees By Despatch Stamp and
date enclosures particulars Rider or by value of issue Ordinary used mail or Registered mail 1 2
3 4 5 6 40
40. Documents to be sent out should be placed in covers. Name and address of the
addressees should be neatly and correctly written or typed on an economy slip which should be
used for all covers containing ordinary (i.e. unclassified) communications except when the
contents are bulky or proposed to send the cover by insured post. Economy slips should not be
used for covers addressed to foreign countries. The covers or envelops of the communication
should bear complete postal or residential address. The envelope or cover should carry the
stamp and signature of the sender. 41
41. After a communication has been dispatched, the office copy should be rubber-stamped
as Issued and same be returned to the Section concerned. 42
42. ACTION AFTER DESPATCH The Assistant should place the office copy on the file in
chronological order and give it a page number. If a reply to the communication is awaited or
further action is to be resumed at a later date, the Assistant should mark the file reminder or
suspense, as the case may be, and note the date on which the file is to be resubmitted. 43
43. If the communication issued constitutes final disposal and no other action has to be taken
on the file, it should be marked record. The Assistant should maintain a record of suspense
cases on an ordinary calendar diary. He should enter date- wisea. Cases placed in suspense
with instructions for resubmission on a particular date; 44
44. b) Cases on which reminders are to beissued on specified dates, andc) Cases which have
been referred un-officially to other Ministries and thereturn of which is awaited.The Assistant
should consult this diary everymorning and should submit to the SectionOfficer for disposal all
files required to be putup to him on that date, The Section Officershould check the diary
periodically to ensurethat the procedure outlined above is beingobserved by the Assistant. 45
45. OPENING THE FILECase Case means a particular matter under consideration and includes
all papers relating to it and required to enable the matter to be disposed of, viz., correspondence
and notes, and also any previous paper on the subject or subjects covered by it or connected
with it. 46
46. FILEFile means a collection of officialpapers or documents arranged inchronological order,
relating to oneparticular subject or one particularaspect of the subject 47
47. PARTS OF A FILEA file consists of the following portions:a. Note portionb. Correspondence
portionc. Routine portiond. Summary (Only in complicated and protracted cases) 48
48. NOTES PORTIONNote portion of a file contains all notes in respect ofeach receipt or a
particular matter underconsideration whether in the Branch, Section, byhigher officer (s),
administrative Division, otherDivisions of Government, Departments, offices towhom file may
have been referred under a u.o.note.Each paragraph of the note portion should be
givencontinuous number.All communications placed in the correspondenceportion of the file
should be docketed in the Notesportion at appropriate places. 49
49. CORRESPONDENCE PORTIONThe correspondence portion contains allthe
communications received or issued on aparticular subject of a file.Communications are serially
arranged inchronological order, the earliest being onthe top. 50
50. ROUTINE PORTIONIt contains papers of ordinary orephemeral nature such as
duplicate,spare copies of rules, regulations,reminders, drafts etc. approved by thehigher
authority. 51
51. SUMMARY (In complicated and protracted cases)In lengthy and protracted cases, the
officerconcerned prepares a summary of the casefor the convenience of senior officer(s) orother
Ministries or Divisions etc. Thissummary is placed in the summary folderand spare copies are
placed in the folderwhich may be taken by other Divisions,Departments to whom case is
referred.
52. PART FILEThe opening of a part file should be avoidedas far as possible. A part file may,
howeverbe opened when the main file is not likely tobe available for some time and action
cannotbe held up in the meanwhile. When morethan one part file is opened each of themshould
be given a distinct number, e.g., F.1-2/60 (Part File-I)-Admn F.1-2/60(Part File-II)- Admn.
etc. F 1 (2) / 2012 Pt File Indicates section File number Year of opening Part
53. The part file or files should be amalgamatedwith the main file as soon as the latterbecomes
available. When a part file isamalgamated with the main file, thechronological order of notes
andcorrespondence should be preserved as faras possible. 54
54. VOLUME OF A FILEOne file cover or folder should containmaximum 100 pages of
Correspondence orNotes. A new volume of a file should beopened after every 100-pages
ofCorrespondence or Notes. The pagenumbering should be continuous both inNotes as well
as Correspondence. 55
55. LINKED FILEIt is to put up a current file with anothercurrent file. Linking of files as far
aspossible should be avoided regarding files inprogress. As a general rule this practiceshould
be resorted to only when the files areinter-connected and orders have to be passedon them
simultaneously. If a reference hasto be made to papers in another current file,relevant extracts
should be taken if thematter involved is not too lengthy.
56. ROUTINE FILEWhen it is desired to examine the proposalof another office without showing
that officesuch examination, a routine file may beopened. This procedure should be
adoptedespecially if the proposal is likely to becriticized severely. The routine file shall notbe
sent out to another office without specialorders of the competent authority fortreating it as a part
of the regular file.
57. ROUTINE PAPERSPapers of ephemeral nature which are not toform either of Notes or
Correspondence DOCKETINGDocketing is the process of indicating in theNotes portion of a
file the page number ofeach Receipt or Issue OR Pp.4-6/C-receipt orIssues, as the case may
58. FILE REGISTERFile register means the register which contains aclassified list of subject
headings dealt within aBranch/Section according to which files are numbered.Each
Branch/Section shall maintain a File Register. AList of file headings should be pasted on the
openingpages of the file register, which shall have thefollowing columns:-
Year Number of Main Head Number of Sub-
Head.. Section. 59
59. NUMBER OFMAIN HEADING____________________FILE REGISTER
YEAR____________MAIN HEADING_______________________Serial
No.-------------------------- MOVEMENTFile No.-----------------------------Subject-----------------------------
Date of Recording--------------Category -------------------------Classification--------------------Serial
No.------------------------- MOVEMENTFile No.---------------------------Subject---------------------------
Date of Recording--------------Category -------------------------Classification------------------- 60
60. NUMBER AND SUBJECT OF A FILEAll new files should be given a file number bythe
Assistant in consultation with the OfficerIncharge. The file number shall be allotted toeach file
according to the file headingsmaintained by the section for the subjects dealtin it. For example,
if an Administration Sectionin a Ministry / Department/Organization has:- Leave and transfer
Recruitment of Staff Purchase of furniture and stationery 61
61. The serial number of files should run from1st January to 31st December each year. Anew
series should be started each year butthe main file heading allotted to particularsubjects should
as far as possible beretained.The file number allotted to a receipt of fileshould be noted in
column 6 of the DiaryRegister Both the Assistant and Stenotypistattached to an Officer shall be
jointlyresponsible for the custody of the files of theSection. 62
62. No file should be opened unnecessarily. Theopening of a part file should also be avoidedas
far as possible.The part file or files should be amalgamatedwith the main file as soon as the
latterbecomes available. When a part file isamalgamated with the main file, thechronological
order of notes andcorrespondence should be preserved as faras possible. 63
63. RECORD OF RECEIPTS AND SUBSEQUENT MOVEMENTReceipt and DiarisationWhen
any official matter is received in anoffice it should be immediately diarised in aregister.Separate
registers should be maintained fordiarizing Top Secret, Secret and AccountableMatter. 64
64. SUBSEQUENT MOVEMENT TRANSFER AND CUSTODYSubsequent movement of such
matter at allstages should be properly recorded in thediary register so that its exact location
istraceable at any time. 65
65. Movement, transfer and custody of classifiedmatter, particularly of Top Secret Secret
andAccountable Matter, even within a departmentshould further be covered by a receipt. Dak-
bookor a receipt slip accompanying such matter shouldindicate the office of origin, date and
time ofdispatch, full signature, name and designation ofthe recipient alongwith date and time of
receipt.A rubber stamp indicating name and designationof the recipient should be issued.Same
principle should be followed about themovement of classified matter even from asubordinate to
his senior and vice versa. 66
66. MiscellaneousThe recipient should check accuracy of thecontents, before signing the receipt
and thesender should do the same on return of theclassified / accountable materials.The
classified matter which is allowed tobe sent by post should have a receipt in theinner cover to
be signed and returned bythe recipient. 67
67. TRANSMISSION OF CLASSIFIED MATTERGeneralTop Secret, Secret and Accountable
Matter shallbe enclosed in two opaque envelopes as follows:Inner EnvelopeThe inner envelope
should give name, addressand the designation of the addressee. At the leftbottom corner it will
give the name anddesignation of the sender. It should also give thereference number of the
documents enclosedtherein and its classification on the top right andleft corners, respectively.
68
68. Gum and Thread etc.Such inner covers should be gummed, stitchedwith thread and a wax
seal put on the knot inorder to prevent and to reveal any tempering whichcould be noticed by
the addressee.NoteInstead of using a wax seal the envelope can bemade by using sticking
paper and putting a stampon it in a manner that seal is on the sticking paperand the other half
on the envelope. The seal shouldhave intricate grooves and design. 69
69. Signature and SealThe inner envelope should be signed and sealed bythe concerned officer
or the Incharge of SecretSection where exists, and it should be prepared in hispresence. It
should be accompanied with anacknowledgement receipt. 70
70. CYPHER SECURITY Inner envelope containing cipher material /information will be
conspicuously marked willCrypto Se curity in addition to the normalclassification marking. Such
envelopes will bepassed unopened by the dealing officer to theofficer authorized to handle
Cypher documents.Same principle will apply to Top Secret matter andother matter marked as
To be opened only by theaddressee . 71
71. Special SealsThe inner envelope containing, TopSecret and Accountable papers mustbe
sealed with a special seal issuedto the officers concerned (or to theSecret Section) and must at
all timesremain in the personal custody ofthe person who use it. 72
72. All such seals must be numbered and madeacco untableA list of all seals and stamps used
in adepartment must be available with the juniorSecurity Officer or such department toenable
surprise checks. 73
73. Outer Envelope The outer envelope giving officialdesignation of the addressee must
notshow any security classifications and itshould be thick to conceal gum, wax,seal and
threading of the inner envelope.The address of the sender should also beshown on the outer
envelope. 74
74. CONFIDENTIAL AND LOWER CLASSIFICATION Matter may be enclosed in single
cover.Such envelopes should be addressed to officers byname. There should be no security
marking onthe cover. 75
75. SECURITY DON T 1. Dont talk about your work either at home or in office, except when
you have to avoid thetemptation to talk about the secrets with whichyou deal. 2. Dont leave
your room with secret papers on your desk. Lock them up before leaving. 3. Dont sign receipts
for secret papers without a thorough check. Look through the files andcount the papers. 76
76. 4. Dont keep drafts, rough notes,spare copies and other odd paperswhich are no longer
needed in fileshaving security classification. 5. Dont forget to see that secret paperis diarised
immediately on receipt andbefore dispatch. 77
77. 6. Dont talk of secret matters on the telephone. Telephones are not safe.7. Dont send
secret papers loose by hand. 78
78. 8. Dont clog the machine by over grading. It reduces the importance of classified matter
encourages neglect of security rules and thus endangers the whole system of a security.9.
Remember that SECURITY IS YOUR RESPONSIBILITY. 79
79. RECEIPT FOR CLASSIFIED ANDACCOUNTABLE MATTERDESP ATCH RECEIVEDFile
No.___________________ File No._____________________Document _______Date______
Document ________Date_______Pages_____________________
Pages________________________* Notes____________________ *
Notes_______________________* Correspondence____________ *
Correspondence______________at_________hours___________
at_________hours_____________on________________________
on__________________________ToName_____________________
Name_______________________Designation________________
Designation__________________Address___________________
Address_____________________Senders Name_____________
(Min./Div/Deptt.______________Designation________________ of receiving officerand full
address 80
80. FORMS OF OFFICIAL COMMUNICATION1 Letter 6 Endorsement2 Memorandum 7
Notification3 Office Memorandum 8 Resolution4 Demi-official Letter 9 Press communiqu or
note5 Un-official Note 10 Office Order 81
81. LETTEROfficial letter to convey the views or orders ofthe government of Pakistan. Must
be written under the direction ofGovernment. It is used for formal sanctions
andcommunication to (a) provincial governments,(b) public bodies and (c) individuals. It is
also used to convey sanctions ofGovernment to attached departments and sub-ordinate offices
but not between Divisions ofGovernment. 82
82. LETTER SHOULD BE COMPOSED OFletter head bearing words Government ofPakistan
and name of the Division Number and date Name with title and designation of the sender
Designation and address of the addresseeSubjectSalutationMain text of the
letterSubscription andSignature and designation of the sender withtelephone number 83
83. Letter addressed to official authorities should begin with Dear Sir, and end with Yours
faithfully Letter to non-officials or groups of individuals should begin with Dear Sir / Sirs and
end with Yours Truly followed by signature and designation of the person signing the letter.
Official letter not purporting to issue under direction from Government should begin with the
words, I have the honour to not I am directed to 84
84. OFFICE MEMORANDUMShould be used for correspondence betweenvarious
DivisionsFor conveying information not amounting toan order Government to Attached
Departmentand sub-ordinate authoritiesIt should be written in third person and bearno
salutation except signature and designationof the officer signing it. 85
85. Name of the Division, Attached Department or Office should appear at bottom on the left
hand corner of the page. The OM purporting to be written under government directions should
begin with the words, The undersigned is directed to.. 86
86. MEMORANDUMShould be used for correspondence between theDivisions and Attached
Departments andsubordinate officesIn reply to petitions, applications for appointmentShould
be written in third person; begin with nosalutation and subscription except signature
anddesignation of the officer signing it.The name of the addressee should appear on theleft
hand corner of the page. The Memo shouldbegin with the words, Reference application
/petition / letter Nodated..from. 87
87. DEMI-OFFICIAL LETTERShould be used in correspondence betweenGovernment officers
when it is desired that amatter should receive personal attention of theaddressee.Demi-official
communication should beaddressed to an officer by name. It shouldwritten in first person
singular with salutation,My dear.. or Dear Mr andend with Yours
sincerely. The expression Mydear should be normally used for an officer ofthe same status or
one step above. Dear Mr..when address is two or more steps higher. 88
88. The name and designation with titleif any of the sender be typed under thecrest on the first
page alongwith telephonenumber. 89
89. Unofficial note (UO note) should bemade by sending a note on the file itself.This method of
consultation should begenerally employed between Divisions andDivision and attached
departments where soauthorized. 90
90. ENDORSEMENTIs used when a copy of communication is to beforwarded to others in
addition to the originaladdressee. It may take the following forms. A copy (with the copy of the
letter replied to) isforwarded to. forinformationinformation and
guidancenecessary actioncompliance 91
91. NOTIFICATION is used for notifying in the Gazette ofPakistan (a) ordinances, (b) rules and
(c)orders, appointments, leave and transfer ofGazetted officers and matters of which
arerequired to be published in the Gazette ofPakistan 92
92. RESOLUTIONIs used for making public announcement inthe Gazette of decisions of
Government onimportant matter of policy, appointment ofcommittees or commissions of enquiry
andthe results of the review of importantreposts of such bodies 93
93. PRESS COMMUNIQU OR PRESS NOTEIt is issued when it is sought to give publicityto a
decision of Government. It shouldordinarily be prepared in consultation withand issued though
the Press InformationDepartment. 94
94. TELEGRAMS AND TELE-PRINTERS MESSAGEIt is used only on occasion of urgency.
Themessage should be brief but clear. Clarity shouldnot be sacrificed for brevity. The priority
ofmessage is as under: Ordinary, Express,Important, Immediate or Most Immediate.Immediate
and Most Immediate telegrams aresent only on authority of Secretary or AdditionalSecretary or
Joint Secretary. 95
95. Cypher telegram is drafted innormal rather than telegraphic language.Cypher message is
forwarded throughPakistan Crypto Centre, Ministry ofForeign Affairs, Islamabad. 96
96. COPIES OF CYPHER TELEGRAMSCopies of cypher telegrams are strictlyprohibited
except with the request to Ministryof Foreign Affrays.Making unauthorized copies is breach
ofCypher Security Reference giving should be avoidedCypher telegram should be passed
thoughother means 97
97. EMAIL AND FAX MESSAGE For quick disposal of official business urgentmessage may be
transmitted through e-mail orfax. OFFICE ORDERIs used for conveying instructions to the
followedin office and notifying appointment, promotion,leave etc. of the non-gazetted staff.
ORDERIs issued to convey decision of the Governmentin disciplinary cases 98
98. FORMS OF COMMUNICATION 99
99. Letter GOVERNMENT OF PAKISTAN ESTABLISHMENT DIVISIONNo. .
dated, Islamabad the.To.Subject:
Sir, Body of the letter Yours faithfully Name Designation
Telephone 100
100. GOVERNMENT OF PAKISTAN ESTABLISHMENT DIVISIONNo. dated,
Islamabad the.To .Subject:
Sir, Body of the letter Yours faithfully Name Designation TelephoneCopy forwarded
to.for information Designation 101
101. Government of Pakistan Ministry of . ****Subject:
.. With reference to the .. MAIN BODY (Name
of the Officer) Designation Telephone .Encl:.Ministary of .. (Name &
Designation), Address, City.U.O. No.F dated.. 102
102. Government of Pakistan Ministry of . ****No.F Islamabad, the
MEMORANDUMSubject: .. Attention is
invited to the Ministry of MAIN BODY (Name of the Officer) Designation
Telephone To . 103
103. Government of Pakistan Ministry of . ****No.F Islamabad, the
OFFICE MEMORANDUMSubject: The undersigned is
directed MAIN BODY (Name of the Officer) Designation Telephone .To
104
104. R T TE Government of Pakistan L E Ministry of . . .O ****DFrom:
.DesignationTele: ..D.O. No. Islamabad, the
Subject:-..My dear. Apropos to my
talk MAIN BODY With regards. (Name of the Officer)To 105
105. RESPONSIBILITIES OF OFFICIALSSecretaryThe Secretary shall be the official head of
theMinistry/Division and shall be responsible forits efficient administration and discipline.
Heshall also be responsible for the properconduct of business allocated to the Divisionunder
Rule 3 of the Rules of Business and forthe careful observance of these Instructions inhis
Division.
106. It shall be the duty of the Secretary in theMinistry /Division to which the subjectbelongs to
ensure that cases submitted tothe Minister-in-charge and, where theRules of Business so
provide, to thePresident, the Prime Minister or theCabinet are submitted in a complete form. 107
107. The Secretary shall determine themaximum extent of delegation of powers toofficers
serving under him and issue clearstanding order laying down these powersand also the manner
of disposal of cases inthe Division and shall ensure that 108
108. 1. The distribution of work is equitable;2. The channel of submission of cases is vertical
and not horizontal; and3. The tiers through which a case has to pass are ordinarily not more
than two excluding the Secretary. 109
109. The Secretary shall review the delegationof powers to various officers periodicallyto ensure
maximum delegation ofauthority for disposal of cases at theinitial and middle levels, with
anappropriate reporting system to keep himfull informed. 110
110. An additional Secretary or a Joint Secretary,unless he is incharge of a Ministry/Division,
shallbe entrusted with a well-defined sphere of duty.Within this sphere he shall assume
fullresponsibility and shall submit all cases direct tothe Minister for orders, such cases being
returnedto him through the Secretary. The Secretary shallhave the power, however, to call for
any case for hisown consideration and to request that he beconsulted in any particular case
before it issubmitted to the Minister. 111
111. A Deputy Secretary shall dispose of allcases in which no major question of policy isinvolved
or which under the rules or thestanding orders he is competent to disposeof. 112
112. A Section Officer shall dispose of all caseswhere there are clear precedents, and
noquestion of deviation from such precedentsis involved or which under the rules orstanding
orders he is competent to disposeof. In case of doubt he may seek verbalinstructions from his
senior officer. 113
113. The Section officer will ordinarily be assisted by an Assistant and a Stenotypist who shall
be responsible for the following:-ASSISTANT1. Putting up previous papers and other references
relating to the case under consideration;2. Opening of files and keeping a record of movement
of files;3. Keeping a note of all important orders and decisions;4. Recording, indexing and
weeding of files; 114
114. 5. Watching the necessity of keeping priority or security labels on files. He should bring to
the notice of the Section Officer the first opportunity that occurs of removing these labels; and6.
Other clerical duties assigned to him, including casual typing, maintenance of diary register,
preparation of statements and putting up of routine reminders. 115
115. STENOTYPIST1. Taking dictation, rendering transcripts and doing general typing work;2.
Attending a receipt and issue work during the absence of the Section Assistant; and3. Any other
ancillary function and work that may be assigned by the officer, e.g. reproduction of documents,
arranging office amenities etc. 116
116. NAIB QASID attached to the Section will normally perform the following duties1. Carrying
from one place to another within and without office premises official files/papers.2. General
arrangement and tidiness of the office, furniture including re-dusting of office furniture, record
etc.3. Conducting visitors to the officers. 117
117. 4. Providing drinking water to the officers and staff.5. Carriage of steel boxes containing
sec ret/confidential files from one officer to another.6. Shifting of articles of light furniture e.g.
chairs, side racks, small side tables etc., from one place to another within office premises.7. Any
other duty that may be assigned to him by his Officer Incharge during working hours. 118
118. RESPONSIBILITIES OF1. Private Secretaries to Secretary2. Additional Secretaries3.
Personal Assistant4. Stenographers In the Federal Secretariat / Attached Department 119
119. Private Secretaries to Secretaries / Additional Secretaries1. To attend telephone and to
keep record to trunk calls.2. To screen callers and telephone calls.3. To arrange engagements
and maintain an engagement diary. 120
120. 4. To prepare papers for meetings and interviews.5. To see that matters requiring the
Secretarys/Additional Secretarys attention are brought to his notice in good time and in
complete and proper form.6. To maintain and index of NGO cases 121
121. 7. To receive and arrange and, where necessary, register the Secretarys papers and
correspondence including secret and top secret papers.8. To keep record of suspense cases
and to see that such cases are put up to Secretary on due dates.9. To keep reference books up-
to-date. 122
122. 10. To attend to work connected with Secretarys/Additional Secretarys tours etc.11. To
assist the Secretary in such matters as he may direct.12. To keep proper record of movement of
files and other classified documents.13. To receive and conduct visitors. 123
123. PERSONAL ASSISTANTS AND STENOGRAPHERS1.Taking dictation, rendering
transcripts anddoing other typing work.2.To attend telephone and to keep record oftrunk
calls.3.To keep proper record and movement of filesand other papers. 124
124. 4. To keep record of suspense cases, where ordered, and their 5 submission on due
dates.5. Handling of classified papers in accordance with general or special orders.6. To receive
and conduct visitors and to maintain officers engagement diary.7. To keep reference books upto
date. 125
125. 8. To attend to work connected with the officers tours etc.9. Any other routine official duty
that may be assigned by the officer, e.g. reproduction of documents, arranging petty office
amenities, recording of entries in the Staff Car Movement Register, receiving from or delivering
important dak at PIA, etc. 126
126. FINANCE AND ACCOUNTS OFFICERThere shall be a well trained andexperienced
Finance and AccountsOfficer in each Ministry/Division whoshall be the Deputy Secretary or
theSection Officer, as may be appropriate,for advising the Principal AccountingOfficer on all
financial, budgetary andaccounting matters. 127
127. He shall have such sub-ordinate officers andstaff as may be necessary and shall
concentrateon his work exclusively. He shall perform suchother duties and responsibilities and
may beprescribed by the Finance Division. He shallwork under the Principal Accounting
Officer;and if this is not feasible, then under the nexthigher officer. 128
128. FINANCIAL ADVISERThe aim of Financial Adviser should be tohelp the Ministry/ Division
to which he isthe Adviser to achieve its goals with dueregard to the dictates of economy.
Heshould strive to get a first hand knowledgeof the administrative Ministrys workingand
objectives. 129
129. 130