1

SECRETARIATINSTRUCTIONS

I.
1.

SHORTTITLE,COMMENCEMENTANDDEFINITIONS

Shorttitleandcommencement.
(a)

These instructions are issued in accordance with the provision of rule 5

(12)oftheGovernmentofNorthWestFrontierProvinceRulesofBusiness
1985andshallbecalledtheN.W.F.PManualofSecretariatInstructions,
1989.

(b)

They shall come into force at once and shall supersede all previous
instructioninthisbehalf;

(c)

Iftherebeanyinconsistencybetweentheseinstructions,ontheonehand,
andtheRulesofBusinessorotherstatutoryprovisions,ontheother,the
lattershallprevail.

2.

Definitions.
Intheseinstructions,unlessthecontextotherwiserequires:

(a) AdditionalSecretarymeansanofficerinchargeofaWingorWingsina
Department;

(b)

AppendixmeanstheAppendicesappendedtotheseinstructions;

(c)

AssemblymeanstheProvincialAssemblyoftheN.W.F.P.;

(d)

Attached Department means a Department mentioned in column 3 of

schedule1ofGovernmentofN.W.F.PRulesofBusiness;

(e)

Branch means a primary unit of a Department headed by

superintendent;

BusinessmeansallworkdonebyGovernment:

(f)

(g)

CabinetmeanstheCabinetofMinistersappointedunderArticle132of
the Constitution and includes the Chief Minister appointed under article
130oftheconstitution;

(h)

Case means a particular matter under consideration and includes all

papersrelatingto itandrequiredtoenablethemattertobedisposedof,
viz. Correspondence and notes and also any previous papers on the
subjectorsubjectscoveredbyitorconnectedwithit;

(j)

ChiefMinistermeanstheChiefMinisterofGovernmentofNWFP;

(k)

Chief Secretary means the officer notified as such in the gazette, who
shallinadditiontootherDepartmentsandfunctionsthatmaybeallotted
to him from time to time, be incharge of the Establishment &
AdministrationDepartmentandshallalsobetheSecretarytotheCabinet;

(I)

ConstitutionmeanstheConstitutionoftheIslamicRepublicofPakistan;

(m) Department means a selfcontained administrative Unit in the

Secretariat responsible for the conduct of business of Government in a
distinctandspecifiedsphere,anddeclaredassuchbytheGovernment;

(n)

DeputySecretarymeansanofficerinchargeofaWinginaDepartment;

(o)

Dairy means the register in which all papers received in a branch or

sectionareentered;

(p)

Docket Sheet means documents placed immediately below the upper

coverofthefile,containingparticularstoindicatetheprogressofthecase
during its currency, and its classification and period of retention after it
hasbeenfinallydisposedof;

(q)

Federal Government means the Executive Government of the Islamic

RepublicofPakistan;

(r)

File Register means a register in which are entered all files opened in
one calendar year. The subject heading and dates of opening, recording
anddestructionofthefileareshowninthisregister;

(s)

GazettemeansanofficialGazetteoftheN.W.F.P.;

(t)

GovernmentmeanstheExecutiveGovernmentoftheN.W.F.P.;

(u)

GovernormeanstheGovernoroftheN.W.F.P.

(v)

HeadofAttachedDepartmentmeanstheofficershownincolumn4of
ScheduleIofGovernmentofN.W.F.P.RulesofBusiness;

(w)

IndexCardmeansadocumentshowingthesubjectandnumberoffile
usedforthepurposeoftracingandlinkingreferencesonthesubjects;

(x)

MembermeansaMemberoftheAssembly;

(y)

Minister means the MinisterinCharge of the Department to which a

particularcasepertains;

(z)

Public Service Commission or Commission means the N.W.F.P

PublicServiceCommissionconstitutedunderanylawforthetimebeing
inforce;

(aa)

SecretariatmeanstheDepartmentoftheGovernmentwhenreferredto
collectively;

(bb) Secretary means the secretary to Government and includes the Chief
SecretaryandtheAdditionalChiefSecretary;

(cc)

SectionmeansabasicworkingunitinaDepartmentasdeterminedby
theGovernment;

(dd) SectionOfficermeansaSectionOfficeroranyotherofficerwhoisina
directchargeofasection;

(ee)

(ff)

SpeakermeanstheSpeakeroftheAssembly;
SuperintendentmeansaSuperintendentinchargeofaBranchorSection
andincludesanAssistantincharge;and

(gg) WingmeansaWorkingUnitofaDepartmentconsistingofanumberof
Sections/Brancheswhenreferredtocollectively.

II.ORGANIZATIONANDINTERNALADMINISTRATION

3.

OrganizationalsetupoftheSecretariat.
(a)

(b)

(c)

(d)

The Secretariat shall consist of the Department specified in ScheduleI

appended to the Government of North West Frontier Province Rules of
BusinessandthedistributionofbusinessamongsttheDepartmentsshall
beasspecifiedinScheduleIIofthesaidRules;and
The AppendixI contains the list of Autonomous/SemiAutonomous
bodiesofN.W.F.P.
Each Department shall consist of a Secretary to Government and such
otherofficerssubordinatetohimastheGovernmentmaydeterminefrom
time to time; provided that the same person may be Secretary to
GovernmentinchargeofmorethanoneDepartment.
MembersofBoardofRevenueandinchargeofthefollowingDepartment
shallalsobeSecretariestoGovernmentinrespectiveDepartments:

(i)
(ii)
(iii)
(iv)
(v)
(vi)
(vii)
(viii)
(ix)

(e)

(f)

(g)

Auqaf
ConsolidationofHoldings
ExciseandTaxation
LandUtilization
Revenue
ZakatandUsher
ReligiousAffairs&MinoritiesAffairs
LandReform
SettlementandRehabilitation

AchartshowingtheorganizationalsetupoftheSecretariatasonthedate
ofenforcementoftheseinstructionsisAppendixII;
The working units in a Department shall be determined by Government
fromtimetotime;and
Branches/Sections in each department shall be serially numbered,
followed; where necessary, by an indication of the work done by each
Branch/Section,intheformofoneormoreletters(withinbrackets)

III.

4.

WORKDISTRIBUTIONANDJOBDESCRIPTION

Secretary
(a)

TheSecretaryistheofficialHeadoftheDepartmentandisresponsiblefor
its efficient administration and discipline. He is also responsible for the
properconductofBusinessallocatedtotheDepartmentundertheNorth
West Frontier Province Rules of Business and for careful observance of
theseinstructionsinhisDepartment;

(b)

The Secretary shall, by means of Standing Order, distribute the work of

the Department amongst the officers, Branches and/or Sections and also
specifythechannelofcommunication;

(c)

TheSecretaryshallreviewThedelegationofpowerstovariousofficersin
theDepartment,periodicallytoensuremaximumdelegationofauthority
for disposal of cases at the initial and middle stages with a reporting
systemtokeephimfullyinformed;

ProvidedthattheSecretaryshallhavethepower,however,tocallforany
case for his own consideration and to direct that he be consulted in a
particularcasebeforeitsfinaldisposal.

(d)

Each Department shall maintain a list showing the distribution of work

amongstitsBranchesandSections;

(e)

Whenanofficerisabsentonleaveorisotherwiseawayandnosubstitute
isappointed,theSecretaryshallhavetoissueinstructionforthedisposal
oftheworkofsuchofficerduringhisabsence;and

(f)

5.

It is the duty of the Secretary to ensure that cases submitted to the

Minister and where the Rules of Business so provide to the Governor,
ChiefMinisterortheCabinetarecompleteinallrespects.

Additional/DeputySecretary

(a) ThedutiesandfunctionsofAdditional/DeputySecretariesshallbesuchas
maybeassignedtothembytheSecretary;and

6.

(b)

AnAdditionalSecretaryshallbeinchargeofaWingorWingstheworkof
which is assigned to him. He shall have normally one or more Deputy
Secretaries under him. He can, however, be assigned to control directly
the business of a number of Sections/Section Officers. The Additional
Secretarywillmakenopolicydecision.

(a)

ADeputySecretarymayhavenormallythreetosixSectionsunderhim;

(b)

HeshalldisposeofallcasesofSections/Branchesinhischargeinwhichno
major question of policy is involved, or which, under the Rules or
StandingOrder,heiscompetenttodealwithathislevel;

(c)

(d)

(e)

HeshallinspecttheworkingoftheSection/Branchesunderhischargeat
least once every six months and also pay surprise visits at reasonable
intervals.Heshallpayspecialattentionto:
(i)
CompliancewiththeRulesofBusiness,theSecretariatInstructions,
StandingOrdersandofficedirectives;
(ii) Generalofficemanagement;
(iii) ProperuseandcareofGovernmentpropertyandequipments;and
(iv) Arrangementsforthe disposalofworkbytheSection/Branchesin
thetemporaryabsenceofitsSectionOfficer/Superintendents.
ADeputySecretary(Administration)shallhaveunderhimSectionOfficer
(General/Administration) who shall be incharge of Establishment,
Accounts, Record, Receipt and Issue Branches. He shall also be
responsible for maintenance of coordination work of Department and
SupervisetheAssemblybusinesspertainingtohisDepartment.
TheDeputySecretaryorwherethereisnoDeputySecretary(Admin.),the
Section Officer (General/Administration) of each Department shall be
responsiblefor:

(f)

(i)
Securityarrangementofthedepartment;
(ii)
Arrangementofmeetings;
(iii) Keepingcleanlinessofthedepartment;
(iv) Maintenanceofgeneraldisciplineinthedepartment.

The Deputy Secretary (Cabinet), E&AD will, besides his other duties,
ensurethat:

(i)

(ii)

(iii)

(iv)

(v)

The notices/agenda of the cabinet meeting is distributed/delivered

intimeandinproperformtoalltheconcerned;
thetourprogramsofMinister/Advisorsarekept,inuptodateform
with a note of Private Secretary (if he accompanied the
Minister/Advisor)indicatingthemovementandpointofcontactof
Minster/Advisor,intheCabinetSection;
Nounconcernedperson,unlesshehasageneralpermission,enters
the premises of the Cabinet meeting except the Bearers and Naib
Qasidservingrefreshments;
The Administrative Secretary or the representative of the
Department (where the Administrative Secretary is not available
and the representative has been so permitted) will attend the
CabinetMeetingfortheitemwithwhichheisconcerned.Heshall
leave meeting room after his item has been discussed unless he is
specificallyrequiredtostayduringdiscussionofotheritems;and
Anofficialnotinvitedasparticipant,ifisrequiredorsummonedin
the meeting for any advice/direction, will soon leave the premises
aftergiving/notingtheadvice/directions.

(g)

7.

The Deputy Secretary (Administration), E&AD shall in addition to his

otherduties,bespecificallyresponsiblefor:
(i)
Checking the security measures of the Secretariat and bring the
lapses,ifany,tothenoticeofSecretary,E&AD/ChiefSecretary;and
(ii)
Screening/security of the premises of the Cabinet Meetings in the
Secretariatbytheconcernedagency.

SectionOfficer

(a)
A Section Officer shall be incharge of a Section. He shall be assisted by
nucleusstaffconsistingofanAssistant,aClerk(ifprovidedtotheSection)
and a Stenographer. He shall be responsible for the efficient
administration and discipline of his section or a Branch(es), as the case
maybe,andfortheproperconductofbusinessassignedtohim.

(b)

A Section Officer shall dispose of all cases, which under the Rule or
Standing Orders, he is competent to dispose of. In such cases, it should

not be necessary forhim to record an elaborate note on the files. Where,

however, a matter has to be brought to the notice of higher authority he
shallrecordanoteonthefile,prepareadraftreplyandpassonthecaseto
theDeputySecretary/AdditionalSecretaryasthecasemaybe;

(c)

Subjecttotimelimitsfixedforthedisposalofvariouscategoriesofcases
(AppendixIII), a Section Officer shall deal with the most of the
communications received in his section within a week of their receipt.
Immediateandurgentcasesaretobedisposedofwithin24and48hours,
respectivelyoftheirreceipt:

(d)

If the officeisunable,either for wantofrelevantfileorprecedentetc:to

submitapaperwithinonedayofitsreceiptinthesection,itwillbringthis
facttothenoticeoftheSectionOfficerimmediately,whoshall:

(i)

attempttodisposeofthecaseintheabsenceofpreviouspapers;or

(ii)

giveinstructionsastosuchalternativeactionasappearstohimto
bepossibleinthemeantime,or;and

(iii)

if the matter is of urgency and importance, and he feels

incompetenttodealwithithimself,submitthecasetotheDeputy
Secretary/AdditionalSecretaryfororders.

(e)

ASectionOfficershallalsoberesponsibleto:

(i)
(ii)
(iii)

supervisetheworkofministerialestablishment;
train, help and advise them in the performance of their functions
andduties;and
seethattidinessismaintained.

(f)

EverySectionOfficershallprimarilyberesponsibleto:

(i)
(ii)

(iii)

deal with and finalize cases pertaining to Assembly Business

withinstipulatedperiodrelatingtohisSection;
keep uptodate record of Assembly Question, Resolutions, cut
motions etc; and dates on which they are to be discussed and
answered:
keep a watch on the movement of files dealing with Assembly
Business;

(iv)
(v)

(g)

(h)

preparefairrepliesfortheMinisters;
handoverthefairreplies,aftersecuringapprovalofthecompetent
authority, to the Coordination Section/Branch for transmission to
theAssemblySecretariatwellintime.

Every Section officer shall ensure that the record of his Section is
maintainedinproperorder;and
The Section Officer (General/Administration) or Coordination Section /
Branchshallspecificallyberesponsible:

(i)

tokeepanuptodaterecordofallAssemblyquestion,Resolutions,
Cut Motions, etc; and dates on which they are to be answered/
discussedrelatingtotheDepartmentasawhole;
(ii)
to collect complete papers relating to Assembly Business from all
theSectionsofhisDepartmentandensurethatthesearesenttothe
Assemblywellintimeandinproperform;
(iii) to look afterconvenience andrelieftothestaff ofthedepartment,
asadmissible,soastoensureefficiency;
(iv) to check that accessories and equipment like typewriters /photo
state/duplicating machine/motor cycles and scooters (if provided
for delivery of Dak) vehicles/other machines and equipments
provided to the department are properly and carefully used and
arealwaysingoodandworkingconditionsothattheworkisnot
hampered. He shall periodically check to ensure their proper and
continuousworking;
(v)
to ensure that relief providing amenities/equipments like electric
fans,watercoolers,airconditioners,electricheatersandgasheaters
etc; are ready and in working condition a fortnight before the
commencementoftheiruseandtofurtherensurethattheseremain
inworkingorderduringtheprescribedperiodorrespectiveseason;
(vi) to check that instruction enjoining economy measures are strictly
followed;
(vii) to ensure speedy disposal of Audit Note/Draft Paras relating to
PublicAccountsCommittee;
(viii) toensureimplementation/disposalofinternalinspectionreportsas
mentionedinPara237;and
(ix)
to ensure internal check system in the department as required in
Para13oftheGeneralFinancialRulesVolumeI.

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(x)

oiling and cleaning of fans and allied equipments through C&W

Department.

IV.
8.

MINISTERIALSTAFF

PrivateSecretaries

(a)
ThePrivateSecretariestotheChiefMinister,Ministers,Special

AssistantsandAdvisorsshallperformthefollowingduties:
(i)

to prepare drafts of personal letters except those required to be

preparedbytherespectiveDepartment;
(ii)
toattendvisitorsandtoarrangeinterviews;
(iii) topreparetourprogramme(s)ofChiefMinister,Ministers,Special
AssistantsandAdvisorsandcirculatetoallconcernedaswillasto
correspond with the agencies concerned and individuals in this
connection;
(iv) to go through petitions and complaints received from the public /
aggrieved person(s), addressed to the Chief Minister,
Ministers/Special Assistants or Advisors and after obtaining the
ordersthereon,passthemontotheofficer/departmentconcerned;
(v)
to dealwithcasesrelatingto telephonebillsinrespectofthe calls
made from telephones of Chief Minister/Ministers/Special
Assistants/Advisorsandcasesrelatingtocarriageoftheirpersonal
effectsontour;
(vi) toarrangeengagementsandmaintainanengagementdairy;
(vii) to obtain papers for meetings, functions and interviews etc; from
Administrative Department and to put up the same to the Chief
Ministers,Ministers,SpecialAssistantsandAdvisors;
(viii) tobringtothenoticeofChiefMinister,Minister,SpecialAssistant
andAdvisor(ifthelatterisrequiredtoattend)thenotice/agendaof
theCabinetmeetingatonce.IftheChiefMinister,Minster,Special
Assistantor Advisor isontour,thePrivate Secretaryshallcontact
him and convey information. In case the Private Secretary
accompanies the Chief Minister, Minister, Special Assistant or
Advisor,theP.A.willdotheneedful;
(ix) tobringtothenoticeofChiefMinister/Ministers/SpecialAssistants
orAdvisorspapers/filesbearingpriority/securitylabels;

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(x)

to keep a record of all office furniture, equipment and books

provided to the Chief Minister, Ministers, Special Assistants or
Advisors.He(thePrivateSecretary)shallberesponsibleforproper
useofthosearticlesadensuringthattheseareingoodcondition.
(xi) To see that the furniture and other articles of the office of Chief
Minister, Minister, Special Assistant or Advisor are in good
conditionandproperlymaintained;and
(xii) to keep up todate copies of all books relating to privileges and
conductofMinisters/Advisors.

9.
The Private Secretaries to the Chief Secretary, Additional Chief Secretary, and
Secretariesshallperformthefollowingduties:

(i)
toattendtelephonesandkeeprecordoftrunkcalls;
(ii)
toscreencallersandtelephonecalls;
(iii) toarrangeengagementandmaintainengagementdairy;
(iv) tocollectpapersformeetingsandinterviews;
(v)
toseethatmattersrequiringSecretarysattentionarebroughttohisnotice
willintimecompleteandinproperform;
(vi) to receive and arrange and, where necessary, register the Secretarys
papersandcorrespondenceincludingsecretandtopsecretpapers;
(vii) tokeeprecordofsuspensecasesandtoseethatsuchcasesareputupto
Secretaryonduedates;
(viii) tokeepreferencebooksuptodate;
(ix) toattendtoworkconnectedwithSecretarystouretc;
(x)
toassisttheSecretaryinsuchmattersashemaydirect;
(xi) tokeeprecordofmovementoffilesandotherclassifieddocument;
(xii) toreceivevisitorsandarrangeinterviewsetc;and
(xiii) to take dictation and make fair copies of draft and other papers of
secret/confidentialnatureandalsoothercommunicationswithenclosures.

10.
Superintendent

(a)
A Superintendent who normally holds charge of a Branch under the
controlofaSectionOfficershallberesponsibleforensuringthatthework
is conducted properly and that there is tidiness and discipline in his
Branch;
(b)
The Superintendent of the Receipt and Issue Branch shall be personally
responsiblefortheaccuratesortingofDakSectionwise,andshallfurther
ensurethat:

12

(i)
(ii)
(iii)

the Receipt Clerk submits the receipts at least twice daily to the
appropriateSection/Officealongwithdairy;
letters are dispatched on the date of receipt and office copies
returnedpromptlytotheSection/Officeconcerned;and
that confidential/secret communications are treated in the manner
prescribedinparagraph6776.

(c)

The Superintendent Receipt and Issue Branch or any other official

assigned the job, should open all covers other than those sealed and
addressedbynametoanyparticularoffice/officerintheDepartmentand
to:

(i)
(ii)
(iii)
(iv)

11.

makesurethateachenvelopeiscompletelyemptied;
checkenclosureandmakenoteofomissions,ifany,inthemargin
ofthecommunication;
separate receipts sectionwise and place them in the labelled
compartments;and
obtain, in case of disputed receipts, orders of the Administrative
Secretaryorofanofficerauthorizedforthepurpose.

SectionAssistant
TheSectionAssistantshall:

(a)

(b)

(c)

add to the case any precedent, rules, regulations and policy decision
relating to it, flag them properly and make reference(s) in the margin
beforesubmissionofthecasetoSectionOfficer;
undertakereferenceandresearchworki.e.acquainthimselfwiththe
rulesandregulationspertainingtothe subjects dealtwith inthe Section,
maintain such statistics as are required by the Section Officer (e.g. in a
ServiceBranch,listsofofficersbelongingtoaspecificcadre,showingtheir
latest postings, etc.) and, while examining old records, take extracts of
importantpolicydecisionsetc;
record advice tendered by the Services, Law, Finance and Planning and
Development Departments in a note book, and also maintain a separate
referencecollectionofimportantdecision;

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(d)

(e)

(f)

(g)

(h)

submitandpersonallyexplainurgentcasestotheAdditionalSecretary/
Deputy Secretary concerned in the temporary absence of the Section
Officer;
undertake periodically the proper classification, recording, indexing and
weeding of files in accordance with the instructions contained in this
manual and submit a halfyearly certificate of compliance to the
Additional Secretary /Deputy Secretary concerned through the Section
OfficerbytheendofJuneandDecembereachyear;
compare typing work with the Section Stenographer/Clerk when
necessary;
generallyinstructandguidetheSectionClerk(ifprovidedintheSection)
andsupervisehiswork;
look after the work and duties of the Section Clerk (if provided in the
Section)andhistemporaryabsence;

(j)

dosuchotherworkasmaybeprescribedforhimbytheEstablishment&
Administration Department or assigned to him by the Department
concerned;

(k)

maintain reference books and keep them uptodate by getting correction

slipspasted;

(I)

maintainchartsofalloutstandingreportsandreturnstobereceivedina
Section and to be issued from the Section. May also maintain record of
timelimitcases;

(m)

keepanoteofallpendingcasesandputupremindersforsignatureofthe
concernedSectionOfficeronduedates;

(n)

prepare notes of all pending cases to be disposed of at the level of the

SectionOfficer;

(o)

dosuchotherofficeworkasmaybeentrustedtohimbySectionOfficer;

(p)

openfilesandkeeparecordofmovementoffiles;

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(q)

watch the necessity of keeping priority and security labels on files and
bringtothenoticeoftheSectionOfficeronthefirstavailableopportunity,
theneedforremoving/retaininglabels;and

(r)

in Establishment, Accounts and Specialized Section/Branches like

Budget/Statistics etc, Assistants shall continue doing noting and drafting
oncasesasusual

12.

StenographersandPersonalAssistants
StenographersattachedtotheSecretaries/Additional/DeputySecretariesshall:
(a)

takedownnotesanddraftsfromtheirofficersandtypethemneatlyand
accurately;

(b)

note down urgent matters and routine appointments of their officers in

the desk diaries and also put up notes about telephonic/other messages
receivedbythemintheabsenceofofficers;

(c)

submittotheirofficersanagendaforthedaycoveringurgentmattersand
routineappointmentsonthebasisoftheengagementsdiary;

(d)

handle and maintain classified documents/files in accordance with the

instructions;

(e)

attendcallsandtomaintaintrunk/privatecallsTelephoneRegister;

(f)

maintain reference books and keep them uptodate by getting correction

slipspastedbyOfficeDaftari;

(g)

receive and conduct visitors, arrange interviews as permitted by their

officers;

(h)

supervise the upkeep of the officers and visitors rooms wherever

provided;

(j)

maketourarrangementsincludingtheissueoftourprogrammes;

(k)

assisttheofficerinsuchmattersashemaydirects;

15

(l)

keepproperrecordandmovementoffilesandotherpapers;

(m)

keep record of suspense cases, where ordered, and their submission on

duedates;

(n)

attendanyotherroutineofficialdutythatmaybeassignedbytheofficer
e.g. reproduction of documents, arranging petty amenities, recording of
entriesintheStaffCarMovementRegister,receivingfromanddelivering
important Dak at PIA. The receiving and delivering Dak will be done
throughtheSectionOfficer(General/Administration)oftheDepartment.

Note:
WhereaPersonalAssistant/Stenographerisattachedwithanofficerwho
has a Private Secretary, the former will work under the supervision of the latter and
distributionofworkwillbemadeastheymutuallyagreeand,incasesofdisagreement,
thematterwillbedecidedbytheofficerconcerned.

13.
SectionStenographers

Thesectionstenographersshall:

(a)
take down notes and drafts from their Section Officers and type them
neatlyandaccurately;

(b)
dothetypingworkoftheirSectionsandanyotherworkassignedtothem;

(c)
attend to the telephone and receive/record messages in the absence of
theirofficersandmaintaintheSectionTelephoneTrunkCallRegister;

(d) attendtoreceiptandissueworkintheabsenceofSectionAssistantifno
JuniorClerkhasbeenprovidedtotheSection;

(e)
do any other ancillary function and work that may be assigned by the
officere.g.reproductionofdocuments,arrangingofficeamenitiesetc;

(f)
do most of the routine typing within their Section including typing of
enclosurestothecommunications;and

(g)
note down scheduled meetings and time limit of important cases in the
SectionOfficerstabledairy.

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14.
Private Secretaries, Personal Assistants and Stenographers shall be responsible
fortheproperhanding,careandlookingafterofthetypewriters.

15.
Clerk

ClerksintheSecretariatshallperformthefollowingduties:

(a)
receiptanddispatched;

(b)
diarising(includingentrywithredinkonnotesfiles)andmaintenanceof
prescribedregister;

(c)
sorting,distributionandfilingofpapers;

(d) maintenance of registers relating to office files, recorded files, files

destroyed and movement register showing the whereabouts of the files
received in or sent out of the Section. He should also keep a register
showing the files required to be submitted for issuance of reminders or
otherwiseonduedatesandaregisterofreferencebooksavailableinthe
Section;

(e)
recordkeeping;

(f)
establishment and Accounts matters (preparation of pay bills, T.A. bills
etc.);

(g)
handlingofcash,ifpostedascashier;

(h)
todotypingworkasandwhenrequired;and

(j)
stationeryindenting,storinganddistribution.

Note:ThedutiesofClerkwillautomaticallydevolveupontheAssistantintheSection
wherenoClerkhasbeenprovided.

16.
Daftari

ADaftarishall:

17

(a)

see that the officers tables are fully furnished with the requisite
stationery;

(b)

helptheStationeryAssistantinthemaintenanceofregisterofformsand
inthedistributionofstationeryandforms;

(c)

help the Section Assistant/Section Clerk in repairing all damaged file

coversandpagesofcurrentandrecordedfiles;

(d)

maintain the closed diaries, dispatch registers and volumes of bound

proceedingsingoodconditionandrepairthemwhenevertheyarefound
intornordamagedstate,andseethattheseareproperlydusteddaily;

(e)

take out diaries, dispatch registers and columns of bound proceedings

fromtheirrackswheneverrequiredtodosobytheRecordKeeper;

(f)

pulloutandrestorefilesunderthedirectionofSectionAssistant/Clerk;

(g)

help the RecordKeeper in the stitching of recorded files and restoring

themtotheirproperplaceintherecordshelves;

(h)

sealsecretandconfidentialletters;

(i)

prepareandseeparcelsofheavyarticlestobesentoutbypost;

(j)

affix service postage stamps on covers under the direction of the

Dispatcher;and

(k)

helptheDispatcherinthecirculationofallprintedmaterial.

17.
Qasid/NaibQasid

The Qasids and Naib Qasids are forbidden to receive or extort tips. Any
Qasid/NaibQasidfoundmakingsuchdemandsshallbeseverelypunished.Theofficer
incharge of administration should ensure that Naib Qasid/Qasids and other such
governmentservantsareacquaintedwiththisruleperiodically.

18.
The overall purpose of a Qasid/Naib Qaid is to be of assistance to officers and
staff in a Section/Branch/Office in the efficient performance of their duties. He shall
performthefollowingduties:

18

(a)

carryingfromoneplacetoanotherwithinandoutsidetheofficepremises
theofficialfiles/papers/Dak;

(b)

tocleanofficefurnitureandrecordbeforeofficehours;

(c)

generalarrangementandtidinessoftheoffice,furnitureincludingdusting
ofofficefurniture,recordetc;

(d)

providingdrinkingwaterandbringingteatotheofficersandstaff;

(e)

conductingofvisitorstotheofficers;

(f)

carriage of steel boxes containing secret/confidential files from one office

toanother;

(g)

shiftingofarticlesoffurniturefromoneplacetoanother;

(h)

anyotherdutythatmaybeassignedtohimbyhisofficeincharge;and

(j)

he shall not leave the office without the permission of his immediate
superior,ifonanyparticulardayheisrequiredtositafterofficehours.

19.

Driver
Thedriversshallperformthefollowingduties:
(i)

(ii)

(iii)

Toentertheofficialtours/mileagecoveredinthelogbookofthevehicles;
should check up the Fuel, M/Oil and Radiator Water and Battery before
startingthevehicle;
ToacquainthimselfwithTrafficRulesandroadsenses;

(iv)

(v)

shouldlookafterthegeneralupkeepofvehicles;
should drive the vehicle with utmost care and keeping in view all the
trafficrulesetc.

19

20.

Farash
TheFarashwillperformthefollowingduties:
(a)

Cleaningofwindows;

(b)

CleaningofGates;

(c)

CleaningofAlmirahsandcupboards;

(d)

Tohelpinshiftingofofficeequipmentsfromoneplacetoanother;and

(e)

Toperformanyotherdutyentrustedtohimbyhissuperiors.

V.

TRANSFERS,POSTINGS,APPOINTMENTBYPROMOTIONOR
TRANSFERANDDISCIPLINARYACTION.

21.
Transfer and postings of officers and staff in the Secretariat are made by the
authoritiesspecifiedinRule17oftheN.W.F.P.GovernmentRulesofBusiness,1985.

22.
AllcasesofpromotionorappointmentabovetherankofNaibQasidorDaftari
intheSecretariatincludingthosewhich:

(a)
relatetotemporaryappointmentinleaveorothervacancies;or
(b)
requireanofficertoholdchargeofmorethanonepostshallbereferredto
theEstablishment&AdministrationDepartment.

23.
The Officers specified in Column3 and 4 of the table given in the S&GAD
Notification No. SOSIII (S&GAD) 180/73, dated 28.1.1975 shall respectively be the
AuthorizedOfficerandAuthorityforthepurposesoftheNWFPGovernmentServant
(Efficiency and Discipline) Rules, 1973 in respect of Government Servants working in
theSecretariatDepartmentsasspecifiedbelow:

20

S.No.
1.

2.

BasicPayScaleofGovernment Authority
Authorized
Servant.
Officer
SecretariatOfficersinBasicPay ChiefMinister. ChiefSecretary.
Scale18andabove(otherthan
MembersofallPakistanUnified
Grades).
SecretariatOfficersinBasicPay ChiefMinister. Administrative
Scale17(otherthanMembersof
Secretary.
AllPakistanUnifiedGrades).

3.

SecretariatOfficersinBasicPay
Scale16.

Chief
Secretary.

Administrative
Secretary.

4.

5.

GovernmentServantsinBasic
PayScale5to15servinginthe
Secretariat.
GovernmentServantsinBasic
PayScale1to4servinginthe
Secretariat.

Administrative DeputySecretary
inchargeof
Secretary.
Administration.
Deputy
Sectionofficer
Secretary
Inchargeof
Administration.
inchargeof
Administration
intheDeptt:

24.
Registrations submitted by the ministerial staff shall be forwarded to the
Secretary,E&ADforfinalorderswiththeremarksoftheSecretaryconcerned.

VI. PUNCTUALITYINATTENDANCE

25.
The Establishment & Administration Department shall, from time to time,
prescribegeneralofficehourandbreakforprayersorforanyotherpurpose.

26.
The following procedure shall be adopted by all Departments for enforcing
punctualityinattendance:

(a)
All Administrative Secretaries shall take full responsibility for enforcing
punctualattendanceofofficersandstaffintheirDepartments andinthe
AttachedDepartmentsundertheiradministrativecontrol;

(b)
All members of staff shall observe office hours prescribed by the
Governmentformtimetotime.NaibQasid/Qasidswill,however,attend
officeatleast15minutesbeforetimetoputthingsinorder;

21

(c)

A separate attendance register shall be maintained for each

Section/Branch. It shall include the name of all members of the staff
(belowtherankofB16).Allmembersofstaff,whosenamesareenteredin
the Attendance Register, of the Section/Branch except Qasids and Naib
Qasids should initial the register. Attendance of Naib Qasid and Qasids
shallbemarkedinthefollowingmanners:

(i)
(ii)
(iii)
(iv)

PforpunctualattendanceinthecaseofNaibQasidsandQasids
andinitialinthecaseofothers;
Dforawayonduty;
Lforleave;and
Aforabsencewithoutpermission.

(d)

The register shall be initialled by the Branch Superintendent/Section

OfficerandplacedbeforetheDeputySecretaryconcerned10minutesafter
the commencement of the office hours on each working day. This,
however,shouldnotbetakentomeanthatofficialsareatlibertytocome
10minuteslate.Theymustbeintheirseatsbythetimefixedforarrival.

(e)

The Section/Branch Officer shall be held responsible for any delay in the
submissionoftheregister;

(f)

OfficialswhocomelateshallimmediatelyonarrivalreporttotheDeputy
SecretaryconcernedandofficerinchargeoftheSectionwhoshallascertain
thereasonsforlatearrivalsandtakeappropriateactionineachcase;

(g)

Cases of habitual late comers shall be brought to the notice of the

Secretary for disciplinary action. In this connection, a monthly statement
of defaulters should be submitted on the 1st of every month to the
Secretary/DeputySecretary(Administration)whowilltakesuitableaction
against the officials concerned. Such action should demonstrate that
habitualdefaultershavebeenadequatelypunished;

(h)

A roster of attendance for duty after office hours on gazetted holidays

shallbemaintainedbyeachdepartmentsubjecttotheinstructionsissued
bytheGovernmentfromtimetotime;

(j)

Occasional late attendance may be condoned after obtaining an oral

explanation of the official concerned but one days casual leave shall be

22

debited to the casual leave account of the official for every three late
arrivalsinamonth.Hemayalsobeissuedawrittenwarning;

(k)

Late arrival without any genuine reason be treated as misconduct under

theN.W.F.P.(EfficiencyandDiscipline)Rules,1973;

(I)

Absence on short leave for one to three hours shall be treated half days
casualleaveanddebitedtothecasualleaveaccount.Absenceonleavefor
morethanthreehoursonadayshallbetakenasabsencefortheday;

(m)

Applicationforshortleaveforonehourormoresentfromhomeshould
betreatedashalfdayscasualanddebitedtothecasualleaveaccount.Six
or more than six such applications without just cause during a month
shouldbetreatedashabituallateattendance;

(n)

No member ofthe staff shall remainabsentwithoutprior permission. In

caseofabsenceduetounavoidablecircumstances,itshouldbebroughtto
thenoticeoftheimmediateofficeronthedayoftheabsencethroughany
possible means. Absence for more than two days on ground of sickness
mustbesupportedbyamedicalcertificate;

(o)

Every application for leave/casual leave should indicate the address at

whichtheapplicantcanbecontacted,ifnecessary;and

(p)

Occasional and surprise checks (frequency to be determined by the

Secretary keeping in view the degree of defaulters and other
circumstances)shouldbemadebytheSecretariesandDeputySecretaries
(Administration) to ensure that the system outlined above works
smoothly.

23

VII. LEAVE

27.

CasualLeave
(a)

Government servants are not entitled to casual Leave as of right. Casual

LeaveisgrantedbywayofgracetoenableGovernmentServantstoattend
totheirprivateaffairsofcasualnature.Itisentirelywithinthediscretion
ofthesanctioningauthorityeithertosanctionorrefuseleave;

(b)

Casual leave may not ordinarily exceed ten days at a time. The
sanctioning authority may, however, grant leave upto 15 days at a time
underspecialcircumstances.

(c)

Casual leave may be granted in conjunction with Fridays or public

holidaysbutnotwithanyotherkindofleaveorjoiningtime.Whenitis
combinedwithholidaysthetotalperiodshallnotexceed15daysatatime.

(d)

CasualleavemaybesanctionedundertheauthorityoftheAdministrative
SecretaryorheadofOffice/DepartmentbytheimmediateSuperiorOfficer
oftheGovernmentservantconcerned.

(e)

AllCasualleaveaccountsotherthanthatoftheAdministrativeSecretary
shall be maintained in the General Branch of the Department concerned.
The casual leave account of the Administrative Secretary shall be
maintainedintheE&AD.

(f)

No Government Servant should leave his Headquarters during casual

leave or holidays without the permission of the leave sanctioning
authority.

28.

OtherLeave
(a)

Forthepurposeoflongleave,everydepartmentshouldkeepaleavelist
foronecalendaryearinadvance.Allofficersandstaffshouldberequired
tostatebeforethebeginningoftheyear.

(i)
(ii)

theamountandkindofleavewhichtheyintendtakingduringthe
year;and
thedatefromwhichsuchleaveisrequired.

24

(b)

TheofficerinchargeoftheGeneralBranchineachDepartmentshallthen
preparealistbyarrangingtheperiodofleaveinoneormorecontinuous
chains, subject to the exigencies of public service and administrative
convenience.

(c)

This list (except in the case of Naib Qasids and Daftaries) would be
forwarded with the recommendations of the Department to E&AD for
orders.

(d)

Cases of Naib Qasids and Daftaries shall be decided by the Secretary

concerned.

(e)

TheSecretaryoftheAdministrativeDepartmentshallhavethepowersto
grant/sanctionallkindsofleaveexceptstudyleaveanddisabilityleave,to
civil servants in B17 and above other than the civil servants in All
PakistanUnifiedGrades,workinginAttachedDepartmentsoranyother
officeororganization.

(f)

Study Leave and Disability leave being subjects relating to Finance

Departmentshallbegrantedinaccordancewiththerelevantrules/policy
instructionsissuedbythatdepartmentfromtimetotime.

25

PartII
(Procedure)

26

VIII. RECEIPTANDDISTRIBUTIONOFPAPERS

29.
Receipt and Issue Branch in each Department as far as possible, be centrally
located. It should be responsible for receipt and distribution of all communications
(Letters,Telegrams,Files,Papers,etc.)meantfortheDepartment.

30.
TheReceiptClerkshallreceiveallcommunicationsintendedfortheDepartment
in the manner indicted in paragraph 29 and pass them on immediately to the
Superintendent.

31.
TheSuperintendentshallopenallcoversotherthanthosesealedoraddressedby
nametoanyparticularofficerinthedepartment.Heshall:

(a)
makesurethateachenvelopeiscompletelyemptied;
(b)
checkenclosuresandmakeanoteofomissions,ifany,inthemarginofthe
communication;and

(c)
separatereceiptssectionwiseandplacetheminlabelledcompartments.

To facilitate correct sorting and distribution of receipts sectionwise the

Receipt and Issue Branch shall equip itself with an uptodate list of
subjectsdealtwithbyeachSectionintheDepartment.

32.(a)
Allcoverswhicharesealedoraddressedtoofficersbynameshallbesend
unopened to the officers concerned. If an officer is on tour or on leave,
suchreceiptsshallbesenttotheofficerwhoislookingafterhiswork;
(b)
Such covers may be received by the officer himself or by his Private
Secretary,StenographerorAssistant.ReceiptaddressedtoaMinistershall
bereceivedonhisbehalfbyamemberofhispersonalstaff;and
(c)
Covers addressed to an officer by name shall be opened by the Officer
concerned or by a member of his personal staff authorized by him (in
writing).

33.
After sorting out the fresh receipts, the Superintendent will pass them to the
Receipt Clerk for each Section/Office separately. The Receipt Clerk will then rubber
stampt themshowing the nameofthe DepartmentandthedateofReceiptandenters
themintheregisterasindicatedinparagraph34.

34. The Receipt and Issue Branch shall maintain a separate register for each
Section/OfficeintheDepartmentcontainingthefollowingheads:

27

S.No Communication

No.

Date

From
whom
received

Subject

Acknowledgment

Time of receipt and

initials
of
Section
Officer,etc
6

35.
Afterthereceiptshavebeen enteredinthe registertheReceiptClerkshallpass
themon,alongwiththeregister,totheSectionOfficer/Officerconcernedinthemanner
hereinafterprescribed:

(a)
The communications addressed to a Section Officer will be sent to him
directly;
(b)
The communications addressed to the Deputy Secretary/Additional
Secretary/otherofficerabovetherankofSectionOfficerwillbesenttohim
throughhisPersonalAssistantorotherofficialauthorizedforthepurpose;
(c)
ThecommunicationaddressedtotheSecretaryoftheDepartmentwillbe
submitted to him through his Private Secretary or any other official
authorized for the purpose. After perusal and marking of such
communicationsbytheSecretary,thePrivateSecretaryoranyauthorized
official (as the case may be) will return the same to the Superintendent
receiptandIssueBranchtopassonthesametotheSectionOfficer/Officer
concerned, in the prescribed manner, after carrying out the correction in
the Diary Register initially made. The communication(s) of important
nature requiring instant attention, may be sent direct to the Section
Officer/Officerconcerned,iftheSecretarysodesiresaftermakingentryin
aregisterinsuchformasisconsideredfeasibleandsecure.Insuchcases
theacknowledgementwillbeobtainedinthesamemannerasprescribed
fordistribution/deliveryoffreshreceiptsbytheReceiptandIssueBranch;
(d) Ordinary receipts at least twice a day, once in the morning and again
aboutanhourbeforeclosingtime;and
(e)
Urgent and immediate receipts and covers sealed or addressed by name
asandwhenreceived.

36.
(a)
TheSectionOfficeronreceiptofthefreshDakshallgothroughitcarefully
and personally acknowledge the receipt pertaining to his section in the
last column of the register and return the remaining references and the
register immediately to the Receipt and Issue Branch per bearer. Such

28

(b)

references as are not accepted shall be clearly indicated on the register.

P.A/P.StoHigherOfficersshalltakesimilaraction;and
If it is discovered later that a reference has been wrongly received in a
section, it shall be returned to the Receipt and Issue Branch or to the
Sectionconcerned,immediatelyandaproperacknowledgementobtained
inthedeliverybook.

Allreceivingofficialsshall
37.
AcknowledgementofDakdeliveredbyhand:
acknowledgereceiptsofalltypesofDakdeliveredbyhandagainsttheirfullsignature.
Theywillalsogivetheirdesignationandthedateofreceipt.InBranchesandelsewhere
wherebulkofDakisreceived,acknowledgementmaybebymeansofarubberstamp
showingthenameanddesignationofthereceivingofficials.Inthatcasethereceiving
officialmayonlyinitialandnotappendhisfullsignature.Theseinstructionsapply to
alltypesofDak,whetherclassifiedornonclassified.

38.
TheSectionOfficermaysubmitanyfreshreceipttohisDeputySecretaryorother
higher officer if he thinks it is important to be seen by them before action is initiated
thereon.However,thisshallbedoneonlyaftersuchreceiptshavebeendiarized.

39.
The Deputy Secretary may, in his discretion, submit to his superior any receipt
which he thinks should be brought to his notice or on which he desires instruction at
thatstage.

40.
TheDeputySecretaryoranyotherofficertowhomreceiptsaresubmittedshall
give instructions, wherever necessary, as to the action to be taken. If he proposed to
deal with a receipt himself he may ask for the file to be put up to him with relevant
papers.

41.
Fresh receipts received by a Deputy Secretary direct or put up to him by a
SectionOfficershouldbesenttotheSectionpromptly.

42.
The Section Clerk (where provided)/Section Assistant shall affix the Section
Stamp on each receipt (whether received from the Receipt and Issue Branch or
otherwise)andenterthemintheSectionDairyonthesamedaytheyarereceivedinthe
section. He shall at the same time enter the diary number of each receipt in the space
providedforitintheSectionStamp,theformofwhichisgivenbelow:

___________Department

Section________________

Diary No______________

Date__________________

29

43.

theheadingintheSectionDiaryshallbeasfollows:

S.
No

Communication

No
Date
2

From
whom
received
4

File No Movementofcaseateach
Subject
stage it is sent out of
Section. Final Disposal be
alsoindicated
5
6

44.
The Section Clerk (where one has been provided)/Assistant should see that
column5and6oftheSectionDiaryareproperlyutilized.TheDiaryRegistershouldbe
kept neat and adequate spaceshould be left between two serial numbers for enabling
himtonotethemovement/disposalofthecaseasprovidedincolumn6.

45.
All U.O references from other department including files received back should
bediarizedeachtimethesearereceivedandmovementmaintainedwherenecessary.

46.
After diarizing, the Section Clerk (where provided)/ Section Assistant will
separatereceiptsintodistinctcategoriesanddealwiththemasfollows:

(i)
Those to be put up as fresh receipts to the Deputy Secretary or other
higherofficer:

diarizedandputthemonSectionOfficerstableforaction;

(ii)
Filesreceivedfromotherdepartment:

PlaceonSectionOfficerstable;

(iii) ReceiptrelatingtofilesalreadyexistingintheSection:
Place on the appropriate files, pagenumber, add PUC label, make cross
referenceandmakethenecessaryredinkentryinthenotesfiles;

(iv) Receiptsforwhichnewfilesaretobeopened:
Prepare new files, both for correspondence and noting give a suitable
numberandtitle,addPUClabelandmakethenecessaryopening;

(v)
Receiptsofmiscellaneousnatureforwhichnofilehastobeopened:

30

PutuptotheSectionAssistantbytheSectionClerk(whereprovided)orto
the Section Officer by the Section Assistant with previous papers, if any
forinstructionwithregardtotheirdisposal;

(vi)

Where a Section Assistant is required to initiate action, he shall do so

beforeputtingupthecasetotheSectionOfficer;

(vii) IftheSectionAssistantisunable,eitherforwantofrelevantfile,precedent
etc.orforlackofknowledgeonthesubjecttosubmitanyimmediatecase,
heshallbringthisfacttothenoticeofSectionOfficeratonce;and

(viii) TheSectionOfficerwilltheneither:

(a)

(b)

(c)

attempt to dispose of the case in the absence of previous

papers;or
give instructions as to such alternative as appears to him to be
possiblemeanwhile;or
ifthematterisofsomeurgencyorimportance,submitthecaseto
theDeputySecretary/SuperiorOfficerfororders.

47.
ASectionOfficerisexpectedtosendrepliestomostofthecommunicationonhis
own,especiallythosewhich:
(a)
arecoveredbyclearpolicydecisions;
(b)
require only issue of reminders for obtaining information previously
calledfor;
(c)
involvemerelysupplyofinformationwhichisnotordinarilywithheld;or
(d) arecoveredbythedelegationofpowersmadetohimbyAdministrative
Secretary.
In such cases, it will not be necessary for a Section Officer to record an
elaboratenoteonthefile.

48.
IfSectionOfficerisunableforanyreasontodisposeofapaperwithinaweek,he
shall take it personally to his Deputy Secretary/Superior Officer and obtain his
instruction.

49.
IftheDeputySecretary/SuperiorOfficer,referredtoinPara48,isunableforany
reasontodisposeofanyworkpendingwithhimformorethanaweek,heshallbringit
personallytothenoticeoftheSecretaryandobtainhisinstructions.

31

50.
Receipts marked Top Secret, Secret or Confidential shall be handled in
accordance with the instructions contained in the booklet entitled Security of
ClassifiedMattersinGovernmentDepartments.

51.
However, the following routine shall be observed by all concerned for receipt
andtransmissionofClassifiedmatters:

(1)
GENERAL

(a)
Therecipientshouldchecktheaccuracyofthecontents,beforesignature
the receipt and the sender should do the same on return of classified
accountablematerial;and
(b)
The classified matter which is allowed to be sent by post should have a
receiptintheinnercovertobesignedandreturnedbytherecipient.

(2)
RECEIPTANDDIARIZATION
Separate register shall be maintained for diarizing top secret, secret,
confidentialandaccountablematters.

(3)
SUBSEQUENTMOVEMENT/TRANSFEROFCUSTODY
(a)
Subsequent movement of such matter at all stages should be properly
recordedinthediaryregistersothatitsexactlocationistraceableatany
time;
(b)
Themovement/transferofcustodyofclassifiedmatterparticularlyofTop
secret,SecretorConfidentialandAccountablematters,evenwithinthe
Department or office etc., should also be covered by a receipt. The Dak
bookorareceiptslipaccompanyingsuchmattershouldindicatetheoffice
oforigin,dateandtimeofdispatch,fullsignature,nameanddesignation
of the recipient, indicating the date and time of receipt. A rubber stamp
havingthenameanddesignationoftherecipientshouldbeaffixed;and
(c) Same principle should be followed about the movement of classified
matterevenfromasubordinatetohisseniorofficerandviceversa.

IX. MAINTENANCEOFFILES

52. ThenameoftheDepartmenttowhichthefilebelongsshouldbeprintedinbold
lettersorshouldbewrittenclearlyinthespaceprovidedforitonthefilecover.

53. Every Section/Branch shall maintain an approved list of main subjectheadings,

seriallynumbered,inrespectofallmattersdealtwithbytheSection/Branch.Thislistof

32

mainsubjectsheadingsshallonlygivegeneralsubjectse.g.inaSection/Branchdealing
withestablishmentmatterssomeofthesubjectheadsmaybe:

(a)
recruitmentofstaff;
(b)
leaveandtransfer;and
(c)
pensions.

54. Thelistofmainsubjectsheadingsshouldbepastedontheopeningpagesofthe
File Register. The series of file numbers should run from 1st January to 31st December
each year, after which, it should again start from the beginning, retaining as far as
possible,thefilenumbersallottedtovarioussubjectsintheprecedingyear.

55. Assignmentofsubjecttitlesandnumbersoffiles.Everyfileshallbegiven:

(a)
asuitablesubjecttitle;and

(b)
anappropriatenumber.

56. Thesubjectandfilenumbershallappearprominently onthefrontpagesofthe

filecoversinplacesprovidedforthem.

57.
The main subject headings shall be split into appropriate subheadings and
serially numbered. For example under the main headings Recruitment of Staff the
subheadingmaybe:

(a)
stenographers;

(b)
typists;

(c)
clerks;and

(d) naibqasids,etc.

58. Thesubjecttitleofthefiledealingwiththerecruitmentofclerkswillbe:

Recruitmentofstaff
Clerks
59. Thenumberoneachfilewillindicate:

(a)
theSectionorBranchtowhichthefilepertains;

(b)
thenameofthedepartmentinanabbreviatedform;

(c)
theserialnumberofthesubheadings;
(d)
theserialnumberofthefile;and
(e)
theyearinwhichthefileisopened.

33

60.

ThenumberofthefileentitledRecruitmentofStaffwill,therefore,be:

Clerk
S.O./(Administration)/FD/13/88

61.
Newfilemaynotbeopenedunnecessarily.Theopeningofpartfileshouldalso
beavoidedasfaraspossible.Apartfilesmay,however,beopenedwhenthemainfile
is not likely to be available for some time, and action on a freshly received
communicationcannotbrookdelay.Wheremorethanonepartfileareopened,eachof
themshouldbegivenadistinctnumbertoindicateitsrelationwiththemainfilee.g.

S.O.(Administration)FD/13/88(PartFile.I)
S.O.(Administration)FD/13/88(PartFile.II)

62.
(a)
The Part file of files should be merged with the main file as soon as the
latterbecomesavailable.Inthisprocess,careshouldbetakentopreserve
thechronologicalorderofnotesandcorrespondenceasfaraspossible.For
this purpose, the Para number of the notes of part file after merger with
the main file should be renumbered and the page numbered given
thereincorrectedaccordingly;

(b)
If a file has assumed such proportion that it is difficult to handle it
convenientlyasecondvolumeshouldbestartedbearingthesamenumber
afterabout300pages;and

(c)
It is the duty of every member of the staff to protect official paper from
roughorcarelesshandlingandkeepthemingoodconditions.Crumpled,
soiledanddamagedsheetsshouldberepairedasnoticed.

X.
TREATMENTOFIMPORTANTPAPERS

63.
ReferenceRelatingtoAssemblyBusiness:

(a)
AllcommunicationsrelatingtoAssemblyBusiness(AssemblyQuestions,
Resolution, CutMotions, Adjournment Motions, and Privilege Motions)
shallbereceivedbytheReceiptandIssueBranchandtheSuperintendent
of the Branch shall ensure that they are sent to the Deputy
Secretary/Section Officer concerned immediately. A separate Diary

34

(b)

(c)

Register showing distribution of the Assembly Business should be

maintainedintheReceiptandIssueBranch.
The AssemblyQuestions,etc,which are disputedand donot seemto be
the concern of the particulars Deputy Secretary/Section Officer shall be
submitted to the Secretary personally by the Section
(General/Administration) or the Deputy Secretary responsible for
coordination of Assembly Business in the Department and his orders
obtainedregardingtheassignmentofthebusinesstoaDeputySecretary
in the Department who shall then ensure that the required material is
collectedandareplysenttothequarterconcernedintime.
If the Secretary of a Department is satisfied that a particulars reference
doesnotpertaintohisDepartment,heshallreferittotheChiefSecretary
intheEstablishment&AdministrationDepartmentgivingreasonsfornot
acceptingitandspecifyingtheDepartment,which,inhisopinion,should
deal with the reference. In all such cases the Chief Secretary will decide
finally as to which Department should deal with such reference. It will
then be the responsibility of that Department to inform the Assembly
Secretariat that the reference is being dealt with by them to collect the
required material (including information from other departments if
needed) and to ensure that a reply is sent to the Assembly Secretariat in
time.

64. TheAssemblyBusinesswillbedealtwithbytheDepartmentinaccordancewith
Rules28to33partEofNorthWestFrontierProvinceGovernmentRulesofBusiness.

65. References from the Federal and Provincial Governments: All important
referencesreceivedfromtheFederalorotherProvincialGovernmentsshallbeattended
to promptly. In order to avoid unnecessary delay, the following general instructions
shallbeobserved:

(a)
suchcasesshallbeputupimmediatelybytheofficerdealingwiththemto
thenexthigherofficer;
(b)
if a superior officer or the Secretary directs that a reply should be sent
straight away or that the case should be further examined, he should
indicate the lines on which the reply should be sent or the examination
made;
(c) if the Head of Attached Department or other subordinate office is to be
consulted,thepointsortheparagraphsoftheletteronwhichthereportis
calledfor,shouldbespecified;

35

(d)

(e)

wereitisexpectedthattheissueofafinalreplytoareferencewouldtake
some time, an interim reply should be sent indicating the approximate
timebywhichafinalreplyisexpectedtobegiven;and
draft replies to the Federal Government and other Provincial
Governments should be issued after approval of Chief
Secretary/Secretary.

66. Petitions/Complaints addressed by Government Servants to Chief

Minister/Governor: The following procedure shall be followed in the treatment of
petitionsetc.,submittedbyGovernmentServantstotheGovernor/ChiefMinister:

(a)
suchcasesshouldbetreatedasurgentandbedisposedofwithin48hours
inthemannerasspecifiedinPara7(c)and(d);

(b) where a right of appeal or revision exists and has not been exercised by
thepetitioner,heshouldbeadvisedthatthepropercourseforhimwould
be to submit an appeal or an application for revision to the proper
authority.Thedesignationoftheappellateorrevisingauthorityshouldbe
clearlystatedinreply;

(c) whereapetitionerhasalreadyexercisedhisrightofappealorrevision,the
caseshouldbesubmittedtotheChiefMinister/GovernorbytheSecretary
through the Minister concerned. The noting in such cases should be
confined to the elucidation of facts necessary to make the point at issue
clear;

(d) whentheGovernor/ChiefMinisterhaspassedordersinthecase,thefinal
decision should be communicated to the petitioner at once by the
Departmentconcerned;

(e)
An aggrieved person before approaching Government must first seek
redressfromthelocalofficerswhoarecompetenttoaffordit.Ifthereisno
such indication in his petition he should be advised to approach to local
officerconcerned first and then the officernext above the local officer. If
hedoesnotgetasatisfactoryresponsefromthemwithinareasonabletime
onlythenheshouldapproachtheAdministrativeDepartment;

(f)
A petition, copy of which has already been addressed to the officer
immediatelyconcerned,shouldbefiled,unlessitisnecessarytotakeany
otheraction;

36

(g)

(h)

67.

Anonymous petition or letters should normal be filed except when

definiteallegationsaremadeandconcreteinstancesgiven;and
In case of complaints against a Civil Servant, the petitioner should be
asked to furnish an affidavit to the effect that all facts stated in his
complaint are true and if his affidavit is proved false, he would be
preparedtofacelegalactionwhichcouldbetakenagainsthim.

TreatmentofConfidentialPapers:
(a)

(b)

All papers received or dealt with in the Secretariat are of a confidential

natureandtheircontentsshouldnotbedisclosedtoordiscussedwithany
unauthorized person. This rule applies with greater force to documents
speciallyclassifiedasconfidentialorSecret,andthestrictestsecrecyshall
beobservedwithregardtotheircontents.
Breach of this rule is an offence punishable with imprisonment under
section5(4)oftheOfficialSecretAct,1923(ActXIXof1923).

68. In classifying documents as TopSecret or Confidential and dealing with

them,theinstructionscontainedinthebookletentitledSecurityofClassifiedMatterin
GovernmentDepartmentshallbefollowedtheseinstructionsalsoregulatethecustody
of classified documents. Briefly stated, confidential and secret papers should not be
dealt with in the ordinary manner, and should pass through a few hands as possible;
onlyanofficeroftheOfficeandthepersonauthorizedbyhimshoulddealwiththem.

69.
Para19in Chapter2 ofthebooklet,mentionedinparagraph68laysdownthat
Except in special cases, only a senior Officer should be authorized to grade matter
originatingfromhisDepartmentasTopSecret.OfficeroftherankofSectionOfficer
and above may be authorized to approve the grading of documents in the lower
categories.Officersshouldbespeciallydesignatedtoapprovereclassificationofmatter
originating in department which should be carried periodically at least once in two
years. The Provincial Government has decided that only the Administrative Secretary
canclassify adocument as TopSecretor Secretandonlyanofficeroftherank of
DeputySecretaryorabovecanclassifydocumentsasConfidential.

70. ExceptundertheexpressordersoftheSecretary,theannualConfidentialreports
ofofficers(B16)andaboveshouldnotbehandledbyanymemberoftheofficebelow
therankofaSectionOfficer.

37

71.
ConfidentialreferencestootherDepartments/Officesshall,asfaraspossible,be
addressedtotheofficerconcernedbyname.

72.
Confidential papers should either be passed from hand to hand by personal
deliveryorbesentinsealedcoversorboxes.

73.
Incoming covers which are marked TopSecret or Secret or Confidential
should be sent unopened to the officer to whom they addressed. When the officer
happenstobeonleave,thecoversmaybeopenedbyanotherofficerauthorizedtodo
so.

74.
WhenTOPSECRETorSECRETpapersaresentoutofanofficetheyshould
be enclosed in double covers. The inner cover should be sealed and marked TOP
SECRETorSECRET,asthecasemaybeandaddressedtotheofficerconcernedby
name. The outer cover should bear the official designation of the addressee only and
should notbearasealoranyothermarktoindicate thatits contentsaretop secret or
secret.Whentopsecretorsecretpapersaredispatchedbypost,theyshouldinvariably
be registered and the out covers also sealed, but not marked TOP SECRET or
SECRET.

75.
AllTOPSECRETandSECRETcommunicationshould,asarule,betypedby
thePrivateSecretary,PersonalAssistant,Stenographertotheofficerdealingwiththe
caseorintheConfidentialTypingSection,ifthereisone.

76.
Itisequallyimportantthatclassifieddocumentsshouldbereclassifiedwhenit
is no longer considered necessary to continue the original classification. It is also
importanttokeepinmindthatunnecessaryclassificationofunnecessaryclassification
of documents is likely to delay the movement of papers and obstruct the normal
functioningofGovernmentmachinery.

38

PARTIII
Correspondence&DisposalofCases

39

XI.

NOTINGANDDRAFTING

77.
Notes: Notes shall ordinarily be recoded on cases which have to be put up to
HigherOfficersfororders.Noelaboratenoteneed,however,berecordedbyasection:

(a)
onreceiptwhichhehimselfiscompetenttodisposeofinthelightofclear
precedents or practice or under the Standing Orders delegating specific
powerstohimtodisposeofcertaintypesofcases;and

(b)
on a case where the line of action has been indicated by Higher Officer
andheisrequiredtoputupdraft,unlesssomethingimportanthastobe
pointedoutwhichwouldaltertheproposedlineofaction.

78.
WhenacaseisputuptoahigherOfficer,itshallalwaysbepresumedthat the
paper under consideration will be read by the officer to whom it is submitted.
Paraphrasing of the contents of the paper under consideration or reproduction of
verbatimextractsfromitinanoteshould,asarule,beavoided.Aprecismay,however,
bemadeifthepaperunderconsiderationisofagreatlengthandcomplexity.

79.
Theobjectofanoteistosupplyinthemostconcise,correctandclearformthe
relevant information required for the disposal of paper under consideration. In some
casesamereperusalofthepaperunderconsiderationwillbesufficientandnofurther
elaborationwillbeneededbeyondabriefsuggestionforaction.Whenanoteisneeded,
itshallbeapresentationofthecaseinthefollowingsequence:

(a)
thequestionforconsideration;

(b)
thecircumstancesleadinguptoit,withbriefbackgroundandfullfactsof
the case.(Thenotingofficershouldpoint outanyerror ormissstatement
of facts in the paper under consideration or in the notes of other
Departments);

(c)
anyrule,regulation,precedentorpolicyhavingbearingonthecase.(The
notingofficershoulddiscusstheirapplicationorotherwisetothequestion
underconsideration);

(d)
thepointsfordecision;and

(e)
thesuggestionsforaction.

40

80.
Allnotesshouldbelegiblywrittenonnotesheets.Nonoteshouldbewrittenon
the receipt itself. If a higher officer has already made any remarks on a receipt, they
should be copied out on the note sheet below the red ink entry relating to the receipt
beforesubsequentnotesarerecorded.

81.
Notes exceeding half a page may be neatly typewritten if handwritten they
shouldbeeasilylegible.

82.
Notes should be broken up, as much as possible, into short connected
paragraphs, each dealing with a particular point. Long sentences and discursive style
shouldbeavoided.

83.
Allnotesshallbetemperatelywordedandshallbefreefrompersonalremarks.If
apparent errors are to be pointed out, or if an opinion has to be criticized, it shall be
done in sober and restrained language. Special care should be taken in making
observationsonnotesofseniorofficersandMinisters.

84.
The officer recording the note should affix his signature and date on the right
sideofthenotesheetattheendofhisnotewithhisfullname.

85.
The designation ofthe officerto whomacaseissubmitted should be indicated
ontheleftmarginbelowthesignatureoftheofficersubmittingthenote.

86.
Whenanofficeragreeswiththeprecedingnoteorrecommendations,heshould
appendhissignatureandnothingmore.Marginalnotesornotestoemphasizespecific
pointsmay,however,bemade.Whereofficersarerequiredtopassordersonnotesthey
shoulddoitinawaysoastobedirectlyconvertibleintoadraft.

87.
SummaryforGovernor,ChiefMinistersorMinisters:Whenafileissubmitted
to the Governor or Chief Minister/Minister, it should invariably include a concise but
selfcontainedandproperlyreferencedsummaryofthecasestatingthefactsofthecase
andimportantpointsfromnotesandcorrespondenceaswellaspointsforconsideration
and should end with a specific recommendation. Two/three extra blank sheet of the
sametypeofpapersmustbeaddedtothesummary.Thesummaryshouldbesignedby
theSecretaryandplacedonthetopofthefile.

88.
ThedetailedinstructionwithregardtosubmissionofcasestotheGovernorand
Chief Minister are contained in Rule 34 to 37 and Schedules IV, V, VI and VII of the
GovernmentofNorthWestFrontierProvinceRulesofBusiness.

41

89.
Summary for Provincial Cabinet: A summary for the Provincial Cabinet shall
be prepared in accordance with Rule 21 of Government of N orth West Frontier
ProvinceRulesofBusinessandshallbeinthefollowingform:

(a)
Heading(SummaryforProvincialCabinet).

(b)
MinisterIncharge(ifany).

(c)
SecretaryIncharge.

(d) Subject.

(e)
Contents:

(i)
Historyandbackgroundofthecasewithrelevantfacts;

(ii)
Issueinvolved;
(iii) Pointsforconsideration;
(iv) Views of the Department and of any other Department if
concerned;
(v)
Specificrecommendationswithreasons;and
(vi) Thedateonwhichitissubmitted.

90.
In complicated or protracted cases, particularly those involving references to
otherDepartments,theSectionOfficermayprepareandplaceinaseparatecoverduly
referencedbriefofthecase(intriplicate)whichshallbekeptuptodatebyincorporating
importantdecisions.Thebriefshallbesignedbytheofficerwhopreparesit.Thefactof
thecaseshallnotthenbereproducedinthenotesportionofthefile.Acopyofthebrief,
ifnecessary,beretainedbyanotherDepartment,whenthecaseisreferredtoit.

91.
To facilitate the expeditious disposal of the cases full use should be made of
personaldiscussionbetweenofficersinthesameDepartmentifacasepertainstomore
thanoneSection.Thetelephoneshouldbefreelyused,providedthematterisnotsecret.
In such cases only a single note should ordinarily be prepared by the dealing officer,
whichmaybesignedbytheofficerconsulted.

92.
When it is desired to examine the proposal of another Department without
showing that Department such examination, a routine file may be opened. This
procedureshouldbeadoptedespeciallyiftheproposalislikelytobecriticizedseverely.
The routine file shall not be sent out to another office without special orders of the
competentauthorityfortreatingitaspartoftheregularfile.

93.
Withaviewtohavinguniformityofapproachintheuseofabbreviations,only
standardized abbreviations should be used. The under mentioned abbreviations may
permissiblybeusedinnotings:

42

(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
(9)
(10)
(11)
(12)
(13)
(14)
(15)

P.U.C
Corr.
U.O.
D.O.
S.N.
K.W.
L.F
D.F.A.
Memo.
P.P.
P.

O.O.
C.R.
Endt:
O/C

PaperUnderConsideration.
Correspondence.
UnOfficial
DemiOfficial/Officially
SerialNo.
KeepWith(File)
LinkedFile
DraftForApproval
Memorandum
PreviousPaper
Page
OfficeOrder
CharacterRoll
Endorsement
OfficeCopy

94.
WhenacaseissubmittedtotheMinister,asummaryshouldbeputupifthelast
noteonthefileisnotselfcontained.

95.
OnfilereferredunofficiallyfromoneDepartment/Officetoanother,notesshould
ordinarily unofficially begin immediately below the note recorded by the office
referringthecase.Thenameofthedepartment/officewherethenoteisrecordedshould
beclearlytypedorstampedwitharubberstampatthebeginningofthenote.

96.
The following procedure shall be observed by the Section Officer before
submittingafiletotheseniorOfficer:

(a)
Allfilesshallbeplacedinfileboardsorbands.Thesubjectandnumberof
thefileshallbewrittenonthefilecoverortypedonaslipandpastedon
it;
(b)
Page number shall be entered consecutively on all pages of
correspondence near enough to the corner of each page for them to be
read quickly without turning pages over complete and far enough from
the corner not to be torn off or obliterated. Reference to correspondence
shallonlybeP1213/C;
(c)
Paragraphs of notes shall be numbered continuously from the beginning
onwards. Reference to notes shall be Para 25/N. However, where a
summary to the Government/Chief Minister/Minister is incorporated in
the notes, Para number should not be amended but the entire summary

43

(d)
(e)
(f)

(g)

(h)

should be given one number and paras of the summary should become
subparase.g.20.1,20.2,20.3andsoon;
All pervious papers (recorded collections) put up with a case should be
chronologicallyarranged,theoldestbeingatthebottomofthefile;
Twoorthreeblanksheetsshallbeaddedtothenotesfortheconvenience
ofhigherofficers;
Above the previous papers shall be placed the file cover containing the
currentcorrespondenceandnotes.Thedraft(ifany)pinnedwithaDraft
for Approval slip shall be placed inside that cover on top of
Correspondencepartoffile;
Ifsomereferencebookshavetobeputup,theyshould,ifofthesamesize
as the file board or the file cover, be placed at the bottom and, if of a
smallersize,atthetop;and
Where a file, which is required to be put up for information or for
reference, has been printed, the printed copy and not the original copy
shouldbesubmitted.

97.

(i)

(ii)

(iii)

The following further instructions shall be observed when

file/caseissubmittedtotheGovernororChiefMinister:

Where in cases enumerated in ScheduleV to the Government of NWFP

Rules of Business, an order is required to be made by the Governor, the
Department concerned shall incorporate a paragraph to this effect in the
summaryfortheChiefMinister.TheChiefMinistershalltenderhisadvice
and submit the case to the Governor. After the Governor has seen and
approvedthecase,theSecretarytoGovernorshallreturnittoSecretaryto
theChiefMinister;
Where character rolls, reports or other documents are required to be
submittedwithacase,theyshouldbeinaproperlytaggedfilecoveror,if
toobulky,beplacedinenvelope(s)ofsuitablesize;
The summary to be submitted to Governor/Chief Minister should be
placedinsideaspecialcoverandproperlytagged.Evenwhereafile,tobe
submitted to the Governor/Chief Minister, consists of one or few sheets
only, it should invariably be placed in a file cover properly tagged and
placed on a file board or a band. The notes should be closed like the
correspondence portion. All other files and papers, which are of no
relevancetothematterunderconsiderationshouldbedetached;and

44

(iv)

Only such cases which must receive immediate attention should bear
immediateslipandonlythoseflagswhichareactuallyreferredtointhe
summaryorthenotesshouldbeallowedtostandwhileothersremoved.

XII.

98.

FORMOFCOMMUNICATION

Awrittencommunicationmaytakeanyoneofthefollowingforms:

(a)
Officialletter;
(b)
Memorandum;
(c)
DemiOfficialletter;
(d) Unofficialreference;
(e)
Endorsement;
(f)
Notification;
(g)
PressCommunique/Notes;
(h)
Telegrams,TelexandTeleprinterMassage;and
(i)
OfficeOrder.

99.
Official Letter: An official letter form should normally be used for
correspondencewiththeFederalGovernment,otherProvincialGovernments,Pakistan
MissionsAbroad,ForeignMissioninPakistan,thePublicServiceCommission,theHigh
Court and with the public bodies and individuals. It may also be used for
communicating formal sanction of Government to Attached Department and
subordinate offices but not for correspondence between different Departments of the
Secretariatexceptwhenareferenceisaddressedtohigherofficer.

100. Anofficiallettershouldbecomposedofthefollowing:
(a)
LetterheadbearingthewordsGovernmentofN.W.F.P,andnameofthe
Department;
(b)
Numberof(filenumberanddispatchnumber)placeofissueanddate;
(c)
NameanddesignationoftheHeadoftheDepartmentorthesenderorof
theofficeronwhosebehalftheletterissued;
(d) Designationandaddressoftheaddressee;
(e)
Subject;
(f)
Salutation;
(g)
Text;
(h) Subscription;
(i)
Signatureandnameoftheofficerssigningtheletterinparenthesis;and
(j)
Telephone Number of the sender in the top left corner. (Specimen
AppendixIV)

45

101. Communications addressed to business firms or groups of individuals and

organization should be in the letter form beginning with the salutation Dear Sir/Sirs
andendwiththesubscriptionYourstrulyfollowedbythesignatureanddesignation
ofthepersonsigningtheletter(SpecimenAppendixV).

102. Memorandum: A memorandum may be issued where a reference can

convenientlybemadeinabriefformwithoutobservingtheformalitiespertainingtoan
official letter. The memorandum is normally employed for corresponding with
subordinateofficesorofficesofequalstatuswithinthesameGovernment.

103. (i)
Theformofamemorandummayalsobeused:

(a)
for correspondence between the Secretariat and head of Attached
Departments;and
(b)
inreplyingtopetitionsapplicationforappointments,etcand

(ii) Itshouldbewritteninthethirdpersonandshouldbearnosalutationor
subscriptionsexceptthesignatureoftheofficersigningit.Thenameofthe
addressee should appear on the left hand corner of the page. The
memorandum should begin with the word Reference
applications/petitionletterNo..date..from..

104. Thememorandumshouldbecomposedofthefollowing:

(a)
LetterheadbearingthewordsGovernmentofN.W.F.P.andthenameof
theDepartment;
(b)
Numberoffilenumber,dispatchnumber,placeofissueanddate;
(c)
Designationandaddressoftheaddressee;
(d) Subject;
(e)
Text;
(f)
Signatureanddesignationofthesender;and
(g)
Telephonenumberofthesendershowninthetoplefthandcorner;

(SpecimenAppendixVI)

105. DemiOfficialletter:

(a)
ThisformofcorrespondenceshouldbeusedbetweenGovernmentofficers
when it is desired that a matter should receive the personal attention of
theindividualaddressed.Itshould,therefore,beanswereddemiofficially

46

bytheofficertowhomthecommunicationunderreplyisaddressedorby
hissuccessorinoffice;

(b)

(c)

The first and commonest use of demiofficial correspondence is to

supplement or explain any matter which has already been referred
officially,orwhichisproposedtobesoreferredsubsequently;
Demiofficial correspondence may appropriately be used in cases of
extreme secrecy where it is necessary to run no risk and in certain cases
relating to matters of personal nature, and occasionally in cases of great
urgencytosavetime.

106. A demiofficial communication should be addressed to an officer by name. It

shouldbewritteninthefirstpersonsingularwiththesalutationMydear..orDear
Mr. and with the subscription Yours sincerely. The salutation My dear
shouldnormallybeusedforanofficerofequalstatusorforanofficeronestephigherin
status, whereas Dear Mr... shall be used for officers two or more steps higher in
status.

There is much to recommend the convention followed in Civil Service of

Pakistan whereby officers senior by seven years or more are addressed in the form
Dear Mr. Khan otherwise the form My dear Khan is used. In either case only
surnameappearsinthesalutation,unlessaninformalrelationshipsubsistsbetweenthe
twoofficersinwhichcasethefirstnamecanbeused.

107. Thedemiofficiallettershouldconformtothefollowingparticulars:

(a)
The name and designation of the sender should be typed under the
crest on the first page. The telephone number of the officer sending the
communicationshouldinvariablybeindicatedonthetopleftcorner.

(b)
The name and address of the person addressed should be written at the
bottomoftheletter,beginningfromleftmargin,onespaceortwobelow
thewriterssignature;and

(c)
Thecoversofdemiofficialcorrespondenceshouldbeaddressedbyname.
(SpecimenAppendixVII)

108. Demiofficialcorrespondenceshouldbefiledwithotherofficialcorrespondence
onthesubject.

47

109. Demiofficialcorrespondenceshouldbeavoidedwhenanofficialletterwillserve
thepurpose.

110. Subordinate officers usually are not required to address Government either
directly or demiofficially on matters of public importance. In no case should such
officers adopt the demiofficial form of correspondence to make direct representation
on matters such as promotion, posting, pay and the like. In all such cases, regular
representationsshouldbemadethroughnormalchannel.

111. AnUnOfficialreference(U.O):Thisformofcommunicationisnormallyused
for making interdepartmental reference between Secretariat Departments particularly
whenfilesaresenttootherDepartmentsforinformationoradvice.

(SpecimenAppendixVIII)

112. Endorsement:Thisformshouldbeusedwhen:

(a)
Acopyofacommunicationistobeforwardedtoothersinadditiontothe
original addressee e.g. a copy is forwarded to ___________for
information/for information and guidance/for necessary action/for
compliance;

(b)
Copiesoforders,etc.receivedinorissuedfromaDepartmentaresentto
otherDepartmentsorofficesforinformationand/oraction.Ifanyactionis
required, brief instructions regarding the action to be taken should be
given;and

(c)
CopiesofGovernmentsanctiontoexpenditureorapprovaltoschemesare
tobeendorsedtotheAuditOfficerconcernedbywayofauthenticationof
expenditure/financialcommitment.

113. Endorsement should be addressed by designation. It should be written in the

third person and should bear no salutation or subscription except the signature and
designationoftheofficersigningit.

114. Whentheendorseesaremorethanoneinnumber,thesignatureanddesignation
oftheofficersigningtheendorsementshouldappearattheendofthelastendorsement
andnotaftereveryindividualendorsement.(SpecimenAppendixIX)

48

115. Notification: This form shall be used for making Gazetted appointments,
postings,transfers,etc,andalsoforpublishingrules,orders,bills,ordinance,etc.inthe
officialGazette.(SpecimenAppendixX)

116. PressCommuniquesorPressNote:Thisformisusedwhenitissoughttogive
wide publicity to a Government decision or policy through the Press (for detailed
instructionsseeparas146to157).

117. TelegramandTeleprinterMessage.

(a) Atelegramandtelexshouldbeissuedincasesofurgency.Asfastairmail
services exist, no telegram should be sent if a letter with an appropriate
priority marking can serve the purpose. Where teleprinter service exists,
thegreatestpossibleuseshouldbemadeofitinpreferencetotelegram;

(SpecimenAppendicesXI&XII).

(b)
Thetextoftelegramorteleprintermessageshouldbebriefandclearbut
clarityshouldnotbesacrificedforthesakeofbrevity;

(c)
Thepracticeoftypingtelegramsincapitallettersisnotrecommendedas
theyare,moreorlessdifficulttoread;

(d) Figuresshouldbewritteninwordse.g.19365shouldbetypedNineteen
thousandthreehundredandsixtyfive.Iffurtherprecautionisnecessary,
the words the double of which is thirty eight thousand seven hundred
andthirtymaybeadded;

(e)
Theprioritiesintherisingorderareasfollows:
Ordinary, Express, Important, Immediate, and Most Immediate.
Theprioritydesiredshouldbeclearlyindicatedonthetypedcopy.

118. Immediate and Most Immediate telegrams should be sent only on the
authority of a Secretary/Additional Secretary/Deputy Secretary. In all cases (except
cyphertelegram)postcopiesoftelegramsshouldbesentinconfirmation.

119. Whenatelegramistobesentincypher,themessageshouldbedraftedinnormal
andnotintelegraphiclanguage.Needlessverbiageshouldhowever,beavoided,cypher
message should be transmitted through the Provincial Crypto center located in the
Establishment & Administration Department. Instruction with regard to the grading,

49

editingandnumberingofthesetelegramsissuedbytheE&ADonthesubjectshouldbe
carefullyobserved.Cyphermassagesshouldbeavoidedasfaraspossiblebecause:

(i)
theyareexpensive;
(ii)
theyinvolvedelayinencodinganddecoding;and
(iii) the security of the cypher is liable to be compromised by its in
discriminateuse.

120. Office Order: This form should be used for convening instruction to be
followedinthedepartment/officeandformakingappointments,promotions,leave,etc;
ofstaff(SpecimenAppendixXIII).

121. Drafting: A draft of the communication, proposed to be issued on a case

submittedtoahigherofficer,maybepreparedatanystage,ifitappearsthatthiswill
facilitate its disposal,in routine cases, theSection Officer should invariably put upan
anticipatory draft when submitting a case for orders. A higher Officer may himself
prepare a draft and authorize its issue, or submit it to the next higher officer for
approval.

122. A draft communication should convey the exact intention of the orders passed
both in letter and in spirit. The language used should be clear and simple. Lengthy
sentencesandrepetitionswhetherofwords,expressionsorofideasshouldbeavoided.
Incaseoflengthyandcomplexcommunication,themainpointsshouldbesummarized
intheconcludingparagraph.

123. Thefollowinginstructionsshouldbeobservedwhenpreparingadraft:

(a)
A draft should be written or typed in double space on both sides of the
paper. A sufficiently wide margin should be left for corrections and
additions;
(b)
alldraftsshouldbeartherelevantfilenumberandsubject.Thereference
number of the addressees letter, if any, should always be given in
subsequentcorrespondence;
(c)
whenmanycorrectionsandalterationshavebeenmadeinadraftwhich
has to be submitted to Governor, Chief Minister or a Minister, a clean
copyoftheamendeddraftshouldbepreparedandputupwiththecase.
(d) adraftshouldclearlyindicatetheenclosureswhicharetoaccompanythe
faircopy.Whereareferenceismadetosomeenclosures,diagonalstrokes
may be made against them in the margin. The number of enclosures

50

(e)
(f)

(g)

(h)

(i)
(j)

(k)

shouldalsobeindicatedattheendofthedraftofthelefthandmarginof
thepage;
ifcopiesofenclosures,referredtointhedraftareavailableandnottobe
typed,thefactshouldbeclearlystatedinthemarginofthedraft;
when it is known that the office to which a communication is to be sent
will require extra copies, the number of copies to be enclosed should be
indicatedinthedraft;
The officer under whose signature the communication is to issue should
initial the draft in token of his approval. His designation/telephone
numbershouldinvariablybeindicatedonthedraft;
Theappropriateprioritymarkingshouldbeindicatedonthedraft.Ifany
paper is to be dispatched by the special messenger or issued under
registered post or under postal certificate, by Express Delivery or by Air
Mail,necessaryinstructionsshouldbegivenonthedraftfortheguidance
ofthedispatcher;
AllexecutiveactionsoftheGovernmentshallbeexpressedtobetakenin
thenameoftheGovernor;
in order to avoid objections, financial sanction shall clearly indicate to
have been issued by authority empowered to do so under the relevant
delegationofpowerrules.Incases,wherenopowershavebeendelegated
to the departments, audit copy of the sanction order shall be
authenticated/endorsedbytheFinanceDepartment;and
acleancarboncopyofthelettershouldbeplacedinthefile.Thisshould
bereferencedimmediatelybeforeanyotheractionistakenonthefile.

124. InterDepartmentalReference;InterDepartmentalreferenceshallordinarilybe
madebymeansofanunofficialreference(U.O.)eitheronthefileitselforseparately.It
shouldbeensuredthatadequatenumberofcopiesofthereferencearesuppliedbythe
initiating department so that action at the other end is not delayed on account of
retypinganddistributionofthereferencetodifferentofficers.Theinitiatingdepartment
should, therefore, anticipate the exercise which the department to whom reference is
beingaddressedwouldhavetoundertake.

125. Provisions of the Rules of Business regarding consultation with other

departments of the Secretariat shall be carefully observed. As far as possible such
consultationmayalsobemadebypersonaldiscussionbetweentheresponsibleofficers
ofthedepartmentsconcernedandtheresultrecordedonthefilethroughasinglenote
agreedtobythoseofficers.

51

126. A file should ordinarily be referred to other Departments of Secretariat except

undertheauthorityofanofficernotbelowtherankofaDeputySecretary.

127. (i)
A reference to other Department(s) shall invariably be made before the
submissionofthecasetoGovernor/ChiefMinisteroraMinisterIncharge
ifitrequiresconsultationwiththem;and

(ii)
incasewhereGovernor,ChiefMinisteroraMinistersInchargehaspassed
certain orders, if it requires consultation with other Department(s) a
referenceshallbemadetothembeforefurtheractionistaken.

128. AnyreferencemadetoanotherDepartmentshallspecifypreciselytheproposal
orthepointsonwhichtheopinionoftheDepartmentissought,orwhichitisdesiredto
bringtothenoticeofthatdepartment.Referencetorelevantrules,orders,etc,shallbe
givenandtheproposalembodiedintheformofadrafttobeissued,whereverpossible.
Each issue should be mentioned separately, and if wholly independent of other issue,
shouldbereferredbyaseparateandselfcontainedreference.Ifproposalisintendedto
besentonfile,allroutinenotes,exceptthosewhichthereferringofficermaydecideto
retainonfile,shouldberemoved.

129. Ifitisdesiredtoexaminetheproposalofanotherdepartmentwithoutshowing
themsuchexamination,aseparatefileshouldbeopened.Thisprocedurewillnormally
beobservedintheFinanceandLawDepartment.Otherdepartmentmayalsoobserve
it, if it is intended to criticize somewhat severely the proposal of another department
before arriving at a decision on them. Only the final decision or advice will be
communicated to the referring Department. The separate file containing the critical
discussion should not go, out to another department without the orders of the
Secretary.

130. whenanunofficialreferenceisreceived,itshouldnotbetreatedasanewcase,
but the discussion should be taken up from the stage reached in the referring
department.Furthernoting,ifany,shouldbeconfinedtothepointsnecessarytoenable
theofficertowhomthecaseissubmittedtodealwithitfromthepointofviewofthe
Departmentconsulted.Suchnoting,unlesspurelyformalincharacter,shouldbedone
onaseparatenotesheetattachedtothefile.

131. If the consulted Department has papers or a file of its own bearing on the case
referred to it, such paper or file should be linked when submitting the reference for
order. When the U.O reference has been dealt with, linked papers or files should be
removedbeforereturningthepapersofthereferringDepartment.

52

132. If a third Department is also concerned and the file is marked to it by the
Departmentoforigin,thereferenceshouldbesenttotheDepartmentdirect,otherwise,
it must be returned to the Department of origin, if an officer in the Department
consultedrefersinhisnotetopapersinhisDepartment,thepapersreferredtoshould
besentwiththeunofficialreference,theofficetakingclearnoteofthefurtherpapers
added.

133. IfacaseisreceivedfromaDepartmentinanincompleteformtheDepartmentto
whichthereferenceismademaycallfortheinformationrequiredtocompleteit.

134. AnycasereferredtoaDepartmentshalleitherbereturnedtotheofficerreferring
(i.e.lastofficerwhosesignatureappearsonit),orIFthisisnotdone,itshall,onreturn
tothereferringDepartment,beplacedatoncewithoutfurthernotingbeforethatofficer.
The latter shall ordinarily deal with it himself without any further noting by a junior
officer. If he wishes a junior officer to examine the case, he shall indicate the point or
pointsonwhichhewantsexaminationorinformation.

135. IfacasehastobereferredasecondtimetoaDepartmentonthesameissue,it
shouldbesenttotheseniormostofficerofthatDepartment(includingSecretary)who
may or may not have already seen it, and that officer shall follow the procedure
indicatedintheprecedingparagraphs.

136. When a file has been referred to and returned from another Department and a
differenceofopinionbetweentheDepartmentsisdisclosed,personaldiscussionshallas
rulebesubstitutedforfurthernoting.Ifthedifferenceofopinionisnotresolvedatthe
level at which the case was taken up, the level of personal discussion shall be
appropriately raised and not more than one further note may be recorded in either
Department, in any particular case. Where the two Ministers concerned have agreed
afterpersonaldiscussion,theSecretariesshall,ifnecessary,meetandrecordajointnote
embodyingthedecision,andthereshallbenofurthernoting.

137. Exceptincasescoveredbyspecialorders,whenaquestionhasbeenreferredto
two or more Departments, the final orders of Government should be taken in the
Department of origin. If it is decided, in the course of discussion that orders should
issueinaDepartmentotherthanthatoforigin,thecasemustbesentbackunofficially
toDepartmentoforiginforitstransferofficiallytotheotherDepartment.Theoriginal
notes will then be sent with the papers, and the orders of Government will be issued
fromthatDepartment.

53

138. Whenever it is found impossible to dispose of a case by an order from one

Departmentalone,itshould bestated insuchorderthatorders inregardto the point
notdealtwithwillbeissuedseparatelyinconsultationwiththeDepartmentconcerned.

139. AnypaperpertainingtootherDepartmentaddedtoacaseshallbereturnedto
those Department by the Department of origin immediately after orders have been
issued.

140. In formal orders issued by the Administrative Department concerned on the

basis of interdepartmental consultation, the advising Department should either be
mentioned or its advice quoted and a copy endorsed to the advising Department for
information.

141. When it is necessary to consult more than one Department on a case, the
consultationshallbeeffectedsimultaneouslyexceptincaseswherethemultiplicationof
documentstobesentwouldinvolveanexcessiveexpenditure,timeandlabour.

142. A demiofficial letter shall ordinarily be replied at the level of addressee. If a

formalreplyisissuedbyasubordinateofficer,itshouldensurethatthecontentsofthe
replyhavebeenclearedbytheofficertowhomthedemiofficialletter,underreference,
wasaddressed.

143. ReferencefromtheHeadofattachedDepartmentsandsubordinateOfficesto
the Secretariat Department: Proposals from the Heads of Attached Departments or
other subordinate offices shall be in the form of selfcontained communication stating
thefactsofthecase,thepointsfordecisionandtheirspecificrecommendations.

144. It shall be the duty of the Heads of Attached Departments or the other
subordinate offices to ensure that only those cases are referred to the Secretariat
Departments in which they are not competent to make orders themselves. Cases
received in the Department, in which they are themselves competent to dispose of,
shouldberetunedwithoutexamination.

145. Reference to the Public Service Commission: Reference to the Public Service
Commissionshouldbemadedirect,inaccordancewiththeprocedureandinstructions
issued,inthisbehalf,fromtimetotime.

54

XIII. PUBLICATIONOFPAPERS

146. Nopapers,exceptthosewhichithasbeentheordinarypracticetopublishinthe
official Gazette or which are required by law to be so published, shall be published
withoutapprovaloftheSecretaryoftheDepartmenttowhichthesubjectpertains.

147. AllpaperssentforpublicationintheGazetteshallbesignedbytheSecretaryor
by an officer authorized by him. Officers authorized to sign papers for publication in
theGazetteshallsignundertheirowndesignationandnotforSecretary.

148. PressCommuniqueandPressNote:Pressnotesandhandoutsshallnormally
beissuedbyanofficeroftheInformationDepartment.

149. However, before asking the Information Department for preparation of a press
note, all the material and the background of the case should be made available to the
InformationOfficer.

150. After drafting the press note, but before its issue, the Information Officer
concerned shall get it cleared from the Administrative Department, preferably at the
leveloftheSecretaryorbyanofficerauthorizedbytheAdministrativeSecretary.

151. CopiesofallpublishablecircularsandGazetteNotificationsenttotheDivisional
or District Officers should invariably be endorsed to the Director of Information who
shall decide, in accordance with the Government policy, what material should be
publicized.

152. Communication from the Federal Government may be made public only when
theirpublicationisauthorizedbythatGovernmentoraftertheyhaveappearedinthe
GazetteofPakistan.

153. CopiesofcommunicationsaddressedtotheFederalGovernmentshallinnocase
bemadepublicwithouttheexpresspermissiononthatGovernment.Thepublicationof
correspondence between the Federal Government and the Provincial Government
whichindicatesadifferenceofopinionshallbeavoided.

154. Noofficialshall,inanycircumstances,givepublicitytodocumentswhichmight
seemtoreflectuponasuperiorauthorityorgiveassistancetothepressinformulating
adversecommentsupontheordersoractionofasuperiorauthority.

55

155. CommuniquestothepresswhichcontainsastatementofpolicyofGovernment
mustbesubmittedtotheMinisterconcernedbeforepublication.

156. Secretaries to Government and Head of Attached Department should be

publicitymindedandgiveoutsuchinformation for publicitypurposes to theofficials
oftheDepartmentofInformationasislikelytobeofinteresttothepublicalthoughno
prematurepublicityshouldbegiven.

157. (a)
When a Department or office wishes an official advertisement to be
inserted innewspapers,itshould send thedraft of the advertisement in
duplicatetotheDirectorofInformationindicatingthenumberandtypeof
newspapers, in which the advertisement is to be inserted. Payment on
accountofsuchadvertisementwillbemadeinthemannerprescribedby
theGovernmentfromtimetotime;and

(b)
All publicity material intended for the Radio or Television should be
routedthroughtheDirectorofInformation.

XIV. PREPARATIONANDSUBMISSIONOFCASES

158. Everyfileshallconsistoftwodistinctpartsviz;

(a)
thecorrespondencepart;and

(b)
thenotespart.

The thick cordboard covers bearing two punched holes shall be used for the
correspondencepartofthefileandthethinnerfoldedfilecoversshallbeusedforthe
notespart.

159. Thick correspondence part of the file shall contain a docked sheet
(Appendix XIV) and allcommunicationsincludingdemiofficialreference,receivedor
issued. The correspondence part shall be arranged strictly in the chronological order
andshallbefirmlylacedthroughthepunchedholesofthehard.

160. All pages of the correspondence part of the file, except on which nothing has
been written or typed, should be serially numbered. The number should be written
clearlyandlegiblyandifthenumberinghastobechangedduetoerrororinterpolation
of some material, the original serial number should not be erased or overwritten but

56

simply scored outbyaline drawnacross it and the new number writhen thereunder.
Necessarycorrectionshouldalsobemadeinthenotes.

161. Eachcommunicationinthecorrespondenceportionofthefileshallbeproperly
crossreferencedtofacilitatepromptreferencetotheconnecteddocuments.

162. Thelatestcommunicationonwhichactionisbeingtakenshallalsobeplacedon
thecorrespondenceportionofthefileattheendandpagenumbered.Itmaybeflagged
with a PUC label and referred to in the Note portion of the file as PUC at
page______/C.

163, ReferencetocorrespondenceshallalwaysbemadepagewiseasatPP1314/C.

164. (a)
Thenotesheetinthenotepartofthefileshouldbetaggedinsidethefile
coveratthelefthandtopcornersothatitbecomespossibletofoldthem
backwardsandbringthelastportionofthenoteonthetop;and
(b)
It shall be ensured that one or two blank sheets are added to the note
portionofthefile.

165. The note portion of the file should not be page numbered, but shall be serially
paragraph numbered continuously. References to notes shall always be made
paragraphwiseasPara_____/N.

166. RedEntry:Allincomingandoutgoingcommunicationsshallbeenteredinred
ink in the Note portion of the file at the appropriate stage and given a paragraph
number. Such entries shall be separated from the running Notes by horizontal lines
drawnacrossthepagebeforeandaftereachentryasunder:

___________________________________________________________________________
Form

TheDeputyCommissioner,Mardan,

No.11447/c,dated14thAugust,1983page15/c.
___________________________________________________________________________

57

167. Thefilepaperscomprisingacaseundersubmissionshallbeplacedonfileboards
orbands,preferablytheformer,andarrangedinthefollowingorderreadingfromthe
topdownward:
(a)
Note on the case, the last portion of the Note with the signature of the
officersubmittedthenotefacingupward;

(b)
Draftforapproval(DFA)ifany;
(c)

CorrespondencefilewiththePUCfixedattheendandpagenumbered;

(d)

Fileofpreviousproceedings,latestuppermost;

(e)

Filecontainingprecedents,ifany;and

(f)

Filecontainingapprovedpolicyonthesubject.

168. No case shall be submitted to an officer without adding and referencing the
previouspaperstowhichreferencesmayhavebeenmadeinthefreshreceiptorinthe
Notes.

169. Flagging references and use of flags: All previous papers, rules, regulations,
precedentsandpoliciesetc;towhichreferencehasbeenmadeinthefreshreceiptorin
thenoteshallbeindicatedbygivingthenumberofthepageorparagraphandnumber
of the relevant file in the margin in pencil and where necessary, by flagging with
alphabeticalslips.Theslipsshouldbepinnedneatlyunderthepages,thesharpendof
thepinbeinghiddenbetweentheslipandthepage.Whenalargenumberofreferences
aretobeflagged,theslipsshouldbesospacedastobeclearlynoticeable.Ifreference
are flagged with alphabetical slips, the number and pages of the relevant file or
documentsshouldalsobeindicatedinthemargin(inthenotespart)sothatiftheslips
are lost or removed at a later stage, the reference can still be located. If the document
putupforreferenceinareport,periodicalorotherpublicationitsfulltitle,etc.should
also be given in the margin in ink, unless it is clearly mentioned in the Note itself by
name.Inthecaseofafileitsnumbermustbenoted.

170. Referencebooksnormallyavailablewiththeofficersshouldnotbeputupwith
the file but the relevant pages to which attention is to be drawn be indicated in the
margin.Ifsomereferencebookshavetobeputup,theyshould,ifofthesamesizeas
thefileboardoffilecoverbeplacedatbottomofthecasepapersifofasmallersizethey
shouldbeplacedatthetoptopreventthemfromslippingout.

58

171.

Linkingoffiles.

(a)
Linkingoffilesonwhichactionisinprogressshould,asfaraspossiblebe
avoided.Asageneralrule,thispracticeshouldberesortedtoonlywhen
the files are interconnected and orders have to be passed on them
simultaneously.Ifareferencehastobemadetopapersinanothercurrent
file, relevant extracts should be taken if the matter involved is not too
lengthy;and

(b)
Wherelinkingisnecessary,aslipshouldbeattachedtothetopbinderof
the file board indicating the number of cases and file number on which
ordersarerequired.

172. The references put up should be restricted to those actually required for the
disposalofthecase.Wherereferencestopreviouslettersoccursinthedocumentsunder
consideration, the files containing these letters should be put up only, if required to
elucidatethesubject.

173. Whereapaperwhichhasbeenprintedisrequiredforinformationorreference,a
printedcopy,andnottheoriginal,shouldbesubmittedintheabsenceoforderstothe
contrary.

174. Filesmustbekeptflatandnotfoldedatthemiddleordoubledbacktodisplay
particularpages.

175. Use of Priority Labels: The use of priority labels shall be restricted to cases
wheretheyareabsolutelynecessary.Utmostcareshouldbeexercisedinthegradation
ofreferencesandprioritylabelsmustnotbeusedindiscriminately.

176. The label shall be fixed to the top binder of the file board. Once a particular
priority has been given to a file, it should not continue to have the same priority
automatically.Eachofficerdealingwithafileshallsatisfyhimselfateverystagethatthe
correct priority has been given to it. He should change the priority if he considers it
appropriatetodoso.

177. Treatment of priority cases: Cases requiring instant attention, to the exclusion
of all other work which an officer may be doing at the time, should be labelled
IMMEDIATE Cases labelled IMMEDIATE shall be sent to the residence of the
officerconcernedafterofficehoursandonholidays,ifnecessary.Ifsenttotheresidence

59

theofficershalldealwiththecasepromptlyandifpossible,returnitwithhisordersto
thepersonwhobroughtit.IMMEDIATElabelshouldbeusedmostsparingly.

178. AfortnightbeforethecommencementofanAssemblySession,allfilerelatingto
Assembly Business shall be labelled ASSEMBLY BUSINESS. It shall have the
equivalentvalueofanIMMEDIATElabel.

179. Files relating to budget matters shall have the word BUDGET printed below
theimmediateandUrgentLabels.

180. Cases requiring attention within 48 hours of submission shall be labelled

URGENT.

181. Priorityreferenceshouldbeseparatedfromordinaryreceiptsassoonastheyare
receivedintheReceiptandIssueBranchorSectionconcernedandshouldbediarized
andtransmittedatonce.Notimeshouldbelostindealingwiththematanystageand
shouldbepassedonfromonepersontoanotherthroughspecialcarriers.

182. MovementofFiles:MovementoffilesshouldbenotedbytheAssistantunder
thedirectionandsupervisionofSectionOfficer.Theseentriesshouldbecrossedoutin
pencilonreturnofthefile.

183. Themovementoffilewhichhasnotbeenallottedafilenumbershouldbeshown
intheSectionDairy.

184. The officer submitting priority cases shall keep a close watch over them, and it
shall be his duty to remind personally or otherwise those concerned if he finds that a
caseisbeingundulydelayed.

XV. RECEIPTANDDISTRIBUTIONOFURGENTPAPERSAFTEROFFICE
HOURSANDONHOLIDAYS

185. (a)
The Section Officer or the official on duty in the Establishment &
Administration Department and the Resident Superintendentcum
Caretakershalldealwithanymatterrequiringurgentattentionafteroffice
hoursoronholidays.Theywill,forinstance,beresponsiblefor:

(i)
Receiptandpromptdispatchtothequarterconcernedofallletters,
telegrams files and messages, received after office hours or on
holidays;

60

(ii)

186.

Sending papers and cases labelled IMMEDIATE or marked

RESIDENCEtotheresidenceoftheofficerconcernedbyspecial
messenger;

(b)
They shall arrange for the efficient disposal of the work and particularly
ensure that a competent clerk is put on telephone duty, who should, by
some arrangements, be able to contact the concerned officer in cases of
emergency.

XVI. TYPINGANDDESPATCH

Typing:
(a)

(b)

(c)

(d)
(e)
(f)

(g)

(h)

Whentheissueofadraftcommunicationhasbeenauthorized,thetyping
of the fair copy together with enclosures will be done by the Private
Secretary,PersonalAssistantorStenographerattachedtotheofficerunder
whosesignaturetheletteristoissue;
Whenfairtypingadraftcommunication,thespacefordateshallbeleftto
be filled in by the dispatch clerk at the time of issue. The officer signing
thefaircopywill,however,recordthedateontheofficecopyofthedraft
below his signature/initial. The date so filled/recorded should not only
showthedateandmonthbuttheyearalso.Theauthenticatingofficerof
FinanceDepartmentmayalsodatehissignature.Thedateofissueshould
beinsertedbytheAdministrativeDepartmentatthetimeofactualissue;
Wheretwelveormorecopiesarerequired,astencilshouldbecutandthe
required number of copies produced on duplicating machine or on
Photostatmachine;
Importantcirculars,whichrequirewidepublicityorcirculation,shouldbe
printed;
Approvedcopyofthedraftshouldberetainedalongwithofficecopy;
All secret and confidential papers for reproduction through the
duplicating machine should be handed over personally to the official
inchargeoftheReceiptandIssueBranch;
Alltypedworkshouldbecarefullyscrutinizedwithregardtoitsaccuracy,
neatnessandcorrectdisplay.TheSectionOfficershouldalsolookthrough
the fair copies before sending them up in a pad for signature of higher
Officerconcerned;and
Thefaircopiescompletewiththeirenclosurestogetherwiththeapproved
draft and the carbon office copies, if any, should be placed in pad when
puttingthemuptotheofficerconcernedfortheirsignature.

61

187.

Dispatch:Thenormalagencyforthedispatchofallcommunicationsfiles,etc;to
departments or offices by the post shall be the Receipt and Issue Branch. The
deliveryoflocalDaktoDepartmentandofficesshallbehandledbytheReceipt
and Issue Branch through the Dak Delivery Book. Private Secretaries and
Stenographers attached to officers and Section Clerks, may however, dispatch
secret,confidentialorurgentcommunicationswhereverrequiredtodoso.They
mayeitherdispatchsuchcommunicationsdirectthroughmeansattheirdisposal
orenclosethemincoversandpassthemontotheReceiptandIssueBranchfor
onwarddispatch.

188.

(a)

(b)

The Superintendent of the Receipt and Issue Branch shall ensure that
letters,etc;areactuallydispatchedonthesameday;inanycasenotlater
than the next morning and the office copies are return to sections
immediatelyafterdespatch;and
The ordinary Dak shall be dispatched twice a day (9.00 a.m. and 11.30
a.m.) but urgent and immediate communications are to be sent without
delay.

189. Thedateonacommunicationbeingissuedshallbethedateonwhichitactually
issues.Ordinarilytheoriginaldate,ifonehasalreadybeeninserted,shouldstandbutif
thereisadelayofmorethan24hours,theoriginaldateshouldbealtered.Inanycasea
seconddatealongwiththeoriginaldateshouldnotbeadded.Communicationsshould
neverbearadoubledate.

190. (a)
Document to be sent by post should be placed in covers and the names
andaddressesoftheaddresseeshouldbeneatlyandcorrectlywrittenor
typed on the Economy slip, which should be used for covers containing
ordinary(i.e.unclassified)communications exceptwhenthecontentsare
bulkyorwhenitisproposedtosendthecoverbyinsuredpost.Economy
slipsshouldnotbeusedforcovers addressedto Foreign Countries orto
officialsofForeignMissioninPakistanorforcoverscontainingsecretand
confidentialdocuments;and
(b)
DaftariesintheReceiptandIssueBranchesshouldbeproperlyinstructed
regarding the correct use of Economy Slip and the manner of affixing
stampssothatwhenopeningtheenvelopesatthereceivingend,theyare
notdamaged.

62

191. The Dak to be sent out by post shall be entered in a separate register, and the
entriesshouldshowthereferencenumber,particularsoftheaddresseeandtheamount
ofstampsaffixedoneachletter,telegram,etc.

192. Forthepurposeofdistributionofcircularlettersetc,byposttoHeadofAttached
Department, other subordinate offices etc., outside Provincial Headquarter a separate
listofsuchDepartments/Offices,showingthenumberofcopiestobesenttoeach,shall
bemaintainedbyallReceiptandIssueBranches.

193. After communication has been dispatched, the office copy shall be rubber
stamped ISSUED initialled and dated by the Dispatch Clerk, and returned
immediatelytotheSection/Branchconcerned.

194. ThefollowingprocedurefordispatchshallbefollowedintheReceiptandIssue
Branch:

DISPATCHER:

(a)
Receivespapersfordispatched;
(b)

Checkstheenclosures,ifany;

(c)

Insertsnumberanddateofdispatchbothinthefaircopyandintheoffice
copy;

(d)
(e)

Separatesfaircopyfromtheofficecopy;
Affix rubber stamps ISSUED on the office copy and puts his dated
initialunderit;

(f)

ReturnofficecopytotheSectionconcerned;

(g)

Placesfaircopiesintherelevantcompartmentsofthesortingracks,ifany;

(h)

Clearscompartmentsofsortingrackonebyoneandarrangesletteroffice
wise, separating communication for local dispatch from those to be
dispatchedbypost;

(i)
(j)

EnterscommunicationsforlocaldispatchinDakDeliveryBook;
Prepares covers where necessary and writes addresses on covers or
EconomySlipasthecasemaybe,forcommunicationtobedispatchedby

63

post (cyclostyled address slip shall be used for addresses frequently

addressed);

(k)

PassescoversontoDaftari;

(l)

Onreceiptofcoversfromdaftarithedispatcherwill;
i.

MakenecessaryentriesintheRegisterofStampAccount;

ii.

HandovercoverstoNaibQasidsforposting;and

iii.

At the end of each day Dispatcher shall check the Dak Delivery
BooksandsatisfyhimselfthatallDaksdeliveredbyhandhasbeen
properlyacknowledgedbytheaddresseesconcerned.

DAFTARI:

(a)
Closescovers;
(b)

Weighsandnotesvalueofpostagestampsrequired;

(c)

Affixesrequiredpostagestamps;

(d)

Frankscoverswithrubberstamps;and

(e)

ReturnscoverstotheDepartment.

195. Action after Despatch: After issue of a communication the Section or Branch
ClerkcumRecordKeeper(orAssistantincasenoBranchClerkcumRecordKeeperhas
beenprovided/posted)shallarrangethepapersinthefile.Thetypedofficecopy,orthe
originaldraft,asthecasemaybe,shallbebroughtontothefileinitsproperplace,duly
referencedandgiventheappropriatepagenumber.Hewillthenmaketherelevantred
inkentryinthenotepartandplaceitontheSectionOfficerstableforfurtherorders,if
any.

196. Ifthecommunicationissuedcallsforareply,orfurtheractionistoberesumedat
alaterdate,theSectionAssistantshallmarkRemindorPendasthecasemaybe,on
thenotesheetandindicatethedateonwhichtheSection/BranchClerksshallresubmit
thefile.Ifthecommunicationissuedconstitutesfinaldisposalandnootheractionhas
to be taken on thefileit should be markedRecordwiththeapprovalofthe Section
Officer.

64

197. The Section Assistant or Section Clerk, as the case may be, shall maintain a
recordofpendingcasesinthePendingRegister.Heshouldenterdatewisethe:

(a)
No.andsubjectofpendingcasestoberesubmittedonaparticulardate;
(b)

(c)

No.andsubjectofpendingcasesonwhichremindersaretobeissuedon
specifieddates;and
No.andsubjectofpendingcaseswhichhavebeenreferredunofficiallyto
otherdepartmentsandtheirreturnisawaited.

Note;Therequirementsmentionedinparagraphs196to197aremostimportantoften
overlooked,andmustbevigorouslyenforced.

198. TheSectionOfficershallconsultthisdairyeverymorningandshalltakeaction
onallfilesrequiringattentiononthatdate.

199. The Deputy Secretary should check the dairy periodically to ensure that the
procedureoutlinedaboveisbeingobservedproperlybytheSection.

XVII. PRESERVATIONOFRECORDS
RECORDING,INDEXING,CLASSIFICATION,WEEDINGAND
PRINTINGOFRECORD

200.Definition:

(1)
Preservationofrecordsincludesrecording,indexing,printing,classificationand
weedingoffiles,whichshouldbedoneasacontinuousprocess,actiononafile
should not be treated to have been completed unless it has been properly
recorded.

(2)
Intheseinstructions:
(a)
Recordingmeanstheprocessofclosingofafileafteractiononallissues
hasbeencompleted;

(b)
Indexingmeanspreparationofindexslipsforeachfileandultimatelyan
AnnualIndexofthefilesoftheDepartment;

(c)
Classification means classification of files into Secret and

Confidential;

65

(d)

(e)

Categorization means categorization of files into various categories on

thebasesofperiodforwhichtheyshouldbepreserved;and
Weedingmeanssortingoutanddestroyingofthoserecordswhichhave
outlivedtheirutilityandneednolongerbepreserved.

201.Recording:Whereacommunicationissuedfinallydisposesofacase,theSection
Officer shall take the following further action before passing it on to the Section
Assistant/SectionClerkcumRecordKeeper(asthecasemaybe):

(a)
Read through the notes and correspondence and verify that no further
actionremainstobetakenonthecase.

(b) Takeextractsofimportantorders,decisions,advice,etc;forincorporation
inthereferenceregister;

(c) Checkandsatisfyhimselfthatallpagesarecompleteandintact;
(d)

(e)

(f)
(g)

(h)

Removeanddestroyallunimportantpapers,routinenotesandslipsand
otherpapersnotmaterialtothecase;
Remove and destroy drafts or papers which have been printed or typed
(except copies initialled by officers), proofs and any other duplicates of
papersotherwiseappearinginfullontherecord;
Removeallpins,clipsandtags,ifany;
Transfer notes to the correspondence file (Notes at the bottom following
the correspondence) and lace them together securely, changing the file
cover,ifnecessary,incasetheexistingoneinmutilated;and
The index card already prepared may be appropriately revised where
necessary.

202. On receiptof afilemarkedforrecord, theSectionAssistant/Section Clerkcum

RecordKeeper,asthecasemaybe,shall:

(a)
Note the recording date and the classification of the file in the relevant
columns of the file register (AppendixXV). He should also maintain an
annualregisterofrecordedfileasshownin(AppendixXVI);

66

(b)

(c)

(d)

EntertheserialnumberofthefileontherelevantpageoftheRegisterof
Filesduefordestruction(AppendixXVII).Thisregistershouldcontainat
leastonepageforeachcalendaryearandtheserialnumberoffilesduefor
destructioninaparticularyearshouldbeenteredontherelevantpage;
Placethefileamongotherrecodedfilesinitsappropriateplace;and
The Section Assistant/Section ClerkcumRecord Keeper shall also
performthefollowingduties:

(i)

(ii)
(iii)

(iv)

(v)

Note the number of connected File(s) or previous reference(s) on

thefilecoverofthefilebeingrecordedandalsoonthecoverofthe
fileunderreference;
Havealltornpagesmendedandtwistedpagesstraightended;
See that all marginal references both in the notes and
correspondence are either available on the file or in Appendix at
theendofthefileoraredulyreferencedsoastomakethemreadily
traceable. (In this process flags shall be clearly identified with or
replaced by names or relevant document, number of files, page
numbers,Paranumbers,etc);
Writeortypethefullnamesofofficers(whodealwiththefile)with
correct spelling and their designation below signature where
signaturesoftheofficersarenotlegible;and
Having completed the above action, place the file among other
recordedfilesinitsappropriateplaceorstampthefileRecorded
in the margin of the last Para of the Notes, initial it and mark the
filetotheRecordRoom.

203. PreparationforIndexCard:Asageneralrule,indexcardsshouldbeprepared
simultaneouslywiththeopeningofanewfiletowhichasubjecttitleandnumberhave
beenallotted.Itwillbeconvenienttouseindexcardsoftwodifferentcoloursasunder:

WHITE

ForallFiles,
BLUE
for the policy files. Thus policy files will have two cards
each.

(ForSpecimenofindexcardsseeAppendixXVIIIandXIX)

67

204. The index head selected should be entered on the main subjects index card
(WHITE). Headings of subsidiary cards (BLUE) should be written in red ink on the
maincardsothatifitbecomesnecessarytodealwithallthecardsrelatingtoafile(e.g.
to transfer it to another Section, after its number, etc.) the main card would at once
showifanysubsidiarycardsalsoexists.Theentriesonthesubsidiarycardsshouldbe
sufficient to indicate the subject and number of the file required without further
reference.

205. Theindexcardsshouldbearrangedstrictlyinalphabeticalorder.

206. The selection of suitable subject heading for a file and the preparation of the
Index Cards should be done by the Section Assistant in consultation with the Section
Officer,ifnecessary.

207. The card indexshouldbeinthecustodyoftheSection Assistant/SectionClerk

cumRecordKeeper,butmustbereadilyavailabletotheconcernedstaffworkinginthe
Section/Branchatalltimes.

208. TheannualindexoftheproceedingsofaSectionforaparticularyearshouldbe
preparedfromtheindexcardsandprintedinthebeginningofthefollowingyear.

209. Categorization:Forthepurposeofpermanentortemporarypreservationofthe
recordedfiles,eachfileshallbecategorizedasundershowingtheperiodofretentionon
thedocketsheetofthatfile:

(a)
CategoryA
Permanentfilestobeprinted.
(b)
CategoryB
Permanentfilesnottobeprinted.
Life5to15years.
(c)
CategoryC
(d) CategoryD
Lifeupto4years.

210. Category A Permanent Files to be printed : The A category shall include

importantfilesofpermanentutilityandhavetobepreservedwithutmostcareasthey
will be required frequently for reference purposes over a long period of years, more
thanonecopyofsuchfileswillbeneededforworkingpurposes.

They will, therefore, be properly recorded, indexed and printed. Only printed
copies shall be used for working purposes. The original manuscript files shall be
preservedwiththeutmostcareandputupwithacaseonlywhenabsolutelynecessary.
Asageneralrule,thefollowingtypesoffilesshallbeincludedinthiscategory:

68

(a)

(b)

Files containing discussion or orders on important matters of policy

legislation,rulesandregulation;
Files containing orders establishing important procedures, or conveying
importantinstructionofageneralnature;

(c)

Filesofhistorical,academicorpublicimportance;

(d)

Filesrelatingtoindividualswhoseimportancewarrantsretentionoftheir
casespermanently;and

(e)

StatedocumentssuchastreatiesandagreementswithTribalAreas.

211. Category B Permanent Files but not to be printed: The files included in B
categorywillalsobeofpermanentnaturebutfrequentreferencestothemmaynotbe
necessaryandoriginalmanuscriptitselfwouldbesufficientforworkingpurposes.Such
files shall not be printed but will be properly recorded, indexed and retained
permanently. If at any time it becomes necessary to print a category B file it may be
transferredtocategoryAandprinted.TheservicerecordsoftheGovernmentServants
should be classified under this category subject to revision of classification after each
fiveyears.

212. Category C life 5 to 15 years: The C category will include the files which
have limited utility and will be retained for periods ranging between 5 to 15 years,
depending on the nature of the files. They will not be printed but will be properly
recorded and indexed. It is not possible to lay down any hard and fast rule for
determining the period for which a file of this category should be retained, as it will
largely depend on the nature and importance of the subject discussed in it and the
frequencyoftheusetowhichitmaybeput.SectionOfficershould,therefore,exercise
discretioninthematterinthelightofpastexperienceanddecideastowhichthefiles
should be included in this category and for what period should be retained. The
classificationofeachofthesefilesshouldbereviewedattheendoftheallottedperiod
and,ifnolongerrequired,shouldbedestroyed.

213. Category D Life upto four years: The D category will consist of files
containing correspondence of routine or temporary nature which are not likely to be
required beyond a period of three years. These will therefore be retained for a period
rangingbetweenoneandfouryears,accordingtotheirrelativeimportance,thesefiles
need not be indexed but should be retained in the Sections, Branches for the allotted
periodsandthereafterdestroyed.

69

214. Secret and Confidential Files: The security classification of files which have
ceased to be secret or confidential should be down graded under the order of the
Secretaryconcerned.Whenthisisdone,theyshouldberecorded,indexedandclassified
asordinaryfiles.

215. Wherefiles areto remainsecret orconfidential,they should be recorded under

the instruction of the Section Officer and should remain in his personal custody. He
should also maintain a register of secret and confidential recorded files in the form at
AppendixXX.

216. Atthetimeofhandingoverandtakingoverchargeofapost,theofficertaking
overchargeshouldsatisfyhimselfthatalltheconfidentialfilesrecordedintheregister
are in their proper place and sign the register at the end of the last entry in token of
havingreceivedthem.

217. AcopyofthelistofthefileswhichremaininthecustodyoftheBranchOfficer
shouldbesuppliedtotheSectionconcernedtoenablethemtoputupanyfreshreceipt
directtotheBranchOfficerconcerned.

218. Secret or confidential files which are more than three years old and are not
current,maybesenttotheSection/Branchconcernedtobeplacedinseparatealmirah,
the keys of which should be in the personal custody of the Section
Officer/Superintendent.

219. PrintingofFiles:OnlyfilesclassifiedasCategoryAshallbeprintedthrough
the Government Printing Press or otherwise reproduced. Before sending a file for
printing,allmattersofaroutinenature,datesandnumberofunofficialreferencesand
the alike should be struck out, and the text carefully edited by the Section Officer
concerned.Incaseofcorrespondence,thesubjectoftheletterandfullparticularsofthe
senderandaddresseeshouldbeshortened,andtheletterheadsomittedaltogether.For
example,forthewordsandfigures:

70

GOVERNMENTOFN.W.F.P.
No
FinanceDepartment
Peshawar,dated...

To

TheSecretarytotheGovt.ofPakistan,

MinistryofFinance,Islamabad.

Subject:
..
Sir,.

Yourobedientservant,

A.B.C.,

SecretarytoGovernment

Thefollowingshallbesubstituted:

Letter No.dated..from Mr. ABC, Secretary

Finance Department, Govt. of NWFP, to the Secretary, Govt. of Pakistan, Ministry of
Finance.

Subject

Text..

andthewordsYourobedientservantandthesignatureoftheofficerattheend
oftheletteromittedaltogether.

220. Weeding and destruction of files: When notes are printed, the names of the
Governor,ChiefMinister,MinistersandSecretariatOfficersshouldbeprintedinfullat
theendofeachnotewrittenbythem.

221. StartingfromJanuaryeachyeartheSectionOfficerwillundertakeanexercisefor
sorting out files out for destruction during at year. He shall prepare a list of all such
files.

71

222. The Section Officer will go through each file and obtain final orders of the
DeputySecretary/AdditionalSecretarywithregardtoitsdestructionorpreservationfor
afurtherperiod.TheDeputySecretary/AdditionalSecretarywillpasshisorderonthe
listsubmittedwiththefiles.Thefilestogetherwiththelistwillthenbereturnedtothe
SectionOfficerforfurtheraction.

223.(a)
Against the files which have been destroyed or those the period of
retentionofwhichhasbeenextended,thedateofdestructionorperiodof
extension, asthecasemaybe,shallbeenteredinappropriateregisterby
theSectionOfficer.Whenthelifeofthefileisextended,thenewdateshall
becarriedforwardaccordingly.

(b)
The secret and confidential files and papers due for destruction shall be
burntunderthepersonalsupervisionoftheSectionOfficerwhowillnote
thefactintheRegisterofrecordedfiles.Otherfilestobedestroyedshall
be effectively torn and disposed off as ordered by the Government from
timetotime.

224. The various registers used in the Departments of Secretariat should be

categorizedandpreserved/retainedfortheperiodindicatedagainsteachasunder:

(a)
FileRegister

.
CategoryAPermanent

(b)

RegisterofFilesduefor .
destruction.

CategoryBPermanent.

(c)

SectionDairyRegister

CategoryC5years

(d)

DakBook

CategoryD2years

72

PARTIV
(Miscellaneous)

73

225. Checksondelay:Theprimaryresponsibilityfortheexpeditiousdisposalofall
referencesandotherworkpertainingtoaSectionrestswiththeSectionOfficer
concerned,butsupervisingofficers,inparticulartheDeputySecretaries,shallbe
responsibleforensuingthattheSectionOfficersundertheircontroldonotdelayaction
onanyfreshreferencereceivedorfinaldisposalofareferenceonwhichsomeinterim
actionhasbeentaken.

226. InordertokeeptheDeputySecretariesregularlyapprisedofthecorrectposition
regardingpendingreferencesandcasesandtoenablethemtoexercisepropercheckon
delays, every Section Officer shall submit in duplicate to his Deputy Secretary two
separate fortnightly statements in the prescribed form (Appendices XXI and XXII)
withinaweekofclosureofeachfortnight.

227. Inordertoobviatethenecessityofhavingtopreparelonglistofpendingcases
in Appendicesevery fortnight,a listonce preparedcancontinuetobesenttoDeputy
Secretary every subsequent fortnight with necessary omissions and additions, and a
newlistpreparedaftertheexpiryofaperiod,saythreemonths.Theentriesregarding
cases finally disposed of should be scored out and fresh pending cases beyond the
specified period entered. On each occasion the Deputy Secretarys copy should be
broughtuptodatebymutualarrangementbetweentheSectionOfficerandtheDeputy
Secretaryconcerned.

228. In order to attract special attention to references received from the Federal
Government,entriesincolumn4ofthebothstatementsshallbeunderlinedinredink.
Thesereferencesshouldbeattendedtoexpeditiously.

229. The object of allowing a gap of one week between the end of the fortnight for
which arrears statements are required to be prepared and the dates on which they
shouldactually be submitted,is to providereasonabletime toSectionOfficerstotake
actiononmost,ifnotall,pendingreferencesandtosubmitasshortanarrearstatement
as possible. It dose not mean that Section Officers are permitted to delay action on
receiptsforoneweek,orthatnoticeofsuchdelayswillnotbetaken.

230. TheDeputySecretaryshall,afterscrutinizingeachitemonthearrearsstatement
and indicating to the Section Officer with references require special attention, return
one copy to the Section Officer and retain the other with himself. He may bring such
casestothenoticeoftheSecretaryashemayconsidernecessary.

231. Inthecaseofpendingreferences/casesincludedinFormBAppendixitshallbe
theresponsibilityoftheSectionOfficertopursuethemafterreasonablelapseoftimein

74

each case by issuing suitable reminders where necessary to the quarters from which
repliesareawaited.SectionOfficersshouldrealizeimportanceofadequatefollowupof
cases.Routinereminders(IncludingtelegramsandTeleprintermassages)bythemselves
and demiofficial reminders by higher officers. To this end, Section Officers are
empoweredtomakeanymemberoftheirstaffresponsibleforthepromptsubmission
ofpendingcasesonspecifieddatefortheissueofreminders.Whereanentirecasefile
hasbeenreferredtoanotherdepartmentforinformationoradviceanoteshouldbekept
fortheissueofatimelyreminderforthereturnofthecase.

232. Reminders The following system of reminders may be adopted as a matter of

routine. The first reminder to another department or subordinate office should be an
unofficial reference or office memorandum issued after reasonable lapse of time. The
second reminder should be a demiofficial letter by the Section Officer or Deputy
Secretary.Ifthereisstillnoresponsethemattershouldbetakenupatahigherlevelby
DeputySecretary/AdditionalSecretaryortheSecretary.Suchwrittenremindershould,
of course, be supplemented by telephonic reminders to the officers concerned. The
Federal Government or other Provincial Governments and officers not subordinate to
Governmentsshouldberemindedbyofficialanddemiofficialletters.

233. Where it is necessary to consult various departments or offices a definite time

limit for replies shall be fixed, noted on the file, and if necessary, communicated to
them.Ontheexpiryofthetimelimit,itshouldbedecidedwhetheranexpressreminder
orademiofficiallettershouldbeissuedorthecaseproceededwithoutawaitingfurther
replies.

234. Onreceiptofathirdreminder,theofficerreceivingitshouldhimself,wherever
possible,securethependingfileanddisposeofthecaseasexpeditiouslyaspossibleor
arrangeforitsquickdisposalbytheOfficerdealingwiththecase.

235. Authorization slip for taking Government papers outside the Secretariat
compoundwall.

No member of the ministerial staff shall, in any circumstances, take any paper
away from the Secretariat except with the previous permission in writing of the
Section/BranchOfficerinthefollowingform:

AuthorizationslipsfortakingGovernmentpapersoutsideSecretariatcompound
wall.

75

Numberoffiles/letters,etc.Designation.Carriedby.

Signature and stamp

of the Officer

Authorizing the movement

236. Submissionofperiodicalstatement/reportonduedates:

To ensure that all reports and returns due for submission are sent on the
prescribed dates, a consolidated control chart should be maintained in the form at
AppendixXXIII. This chart should be displayed prominently in the Section and the
SectionAssistantshouldputupthereturnswellintimeforfurtherdisposalonthefixed
dates.

237. Copies of the chart should be placed on the table of every Deputy/Additional
Secretary and Section Officer of each department. The Deputy/Additional Secretary
should keep the chart under constant watch to ensure that replies to the time limit
references are sent and the standing reports and return submitted to the authorities
concernedbytheduedates,thusprovidingforpropersupervisionandcheck.

238. TheAdministrativeSecretariesmayconsiderthequestionofintroducingsimilar
devicesinrespectofreportsandreturnsintheAttachedDepartmentsandSubordinate
Officesundertheiradministrativecontrol.

239. Meetingwiththestaff.

TheSecretaryortheAdditional/DeputySecretaryshouldendeavourtoconvene
meetingsofallofficersintheDepartmentandHeadsofAttachedDepartmentsoncea
monthoronceeveryquartertodiscuss:

(a)
Importantpendingcases;
(b)

(c)

Specific problems calling for general expression of views or exchange of

ideas;and
QuestionofgeneralinterestconcerningtheDepartmentasawhole.

240. TheDeputySecretary/AdditionalSecretaryshouldholdperiodicalmeetingswith
theSectionOfficers.

76

241. All meetings shall be businesslike. Brief minutes shall be recorded mentioning
onlythesilentpointsconsideredanddecisionstaken. Individualpointsshouldnotbe
recordedexceptonrequest.

242. Correspondencewithmembersofthepublic

A mechanism for continuous review and control should be introduced in each

Department of the Secretariat and its Attached Departments dealing with matters
directlyaffectingthepublicinordertoensurethat:

(i)
A letter received from a member of the public is acknowledged where
necessary;and

(ii)
Afinalreplyisinvariablysentafterconsiderationofthecase.

243. Theformsandlettersaddressedtothemembersofthepublicshouldbepolitely
wordedandneatlyprintedorotherwisereproducedonstationeryofsuitablequality.
ThesalutationDearSir/SirsandsubscriptionYourstrulyshouldbeinvariablyused
whileaddressingcommunicationtononofficialsorgroupofindividuals.

244. Inspection

(a)
The Deputy Secretary shall inspect working of their Sections once every
sixmonthsandseniorOfficers,notbelowtherankofAdditionalSecretary
shall make similar inspection annually. They shall pay special attention
to:

(i)
Compliance with Rules of Business, manual of Secretariat
Instructions,StandingOrdersandofficeDirectives;

(ii)
Securityarrangements;
(iii)

Generalofficemanagements;

(iv)

ProperuseandcareofGovernmentpropertyandequipment;

(v)

Arrangementsforthe disposalofwork bytheSection/Branchesin

thetemporaryabsenceofitssectionofficer/superintendent;and

(b)

AguidetoinspectionisatAppendixXXIV.

77

245. Residential addresses of all the staff members (with residential telephone
number where available) nearest telephone connection/the name of nearest police
stationanditstelephonenumbershallbekeptbytheGeneralAdministrationSectionof
each Department. Each Section will also be responsible to keep this information
availableintheformofchartanddisplayedintheSectionatvisibleplace.

246. SeparateregistersmaybemaintainedineachDepartmentoftheSecretariatand
entrymadethereininrespectofitemspertainingto:

(i)
DecisionsoftheFederalCabinet;

(ii)

DecisionsoftheProvincialCabinet.;

(iii)

DecisionsofC.C.I;

(iv)

DirectivesofthePresidentofPakistan;

(v)

DirectivesofthePrimeMinisterofPakistan;

(vi)

DirectivesoftheGovernor,N.W.F.P.;and

(vii) DirectivesoftheChiefMinister.

toensureproperfollowupandtimelyimplementation.Thestateofprogressof
everysuchitemshallbereviewedaftereveryfortnightexceptinrespectofitems
forwhichtimehasbeenspecified.

XVIII.CONDUCTOFCASESINTHECOURTS

247. Instructionsregarding,theconductofcasesofProvincialGovernmentinCourts
etc.,shallbeissuedbytheLawDepartment.TheExistinginstructionsonthesubjectare
giveninAppendixXXV.

XIX. APPROVALOFDEVELOPMENTSCHEMES

248. Development schemes whether original or revised are required to be prepared

on Planning Commission Form I andsubmittedtothecompetentforumforapproval.
Each and every item of the PCI is required to be filled in and irrelevant parts clearly
markedasnotapplicable.PCIsofschemeswithbuildingcomponentshouldinvariably
be accompanied by the relevant site plan, line plan, detailed drawings and detailed
cost/quantity estimates. No scheme is to be approved on the basis of rough cost
estimates.Incaseofroadsandbridgesschemespropersurveyandfeasibilityreportbe

78

provided.Itemwisebreakdownofboththedevelopmentandrecurringcostshouldbe
givenandfulljustificationforrecurringcost,itemwisebegivenineachcase.

249. The Administrative Department after scrutiny will forward scheme to the
PlanningandDevelopmentDepartment.

250. Variousforumsforapprovalofdevelopmentschemesareasfollows:

Extent&Condition,
Natureofpower
Towhomdelegated
ifany.
Administrative
(i) Officers in CategoryI who Rs.4,50,00Non
approvaltoworks/
are
not
Heads
of recurring(Rs.Four&
Department
Departments.
halflacs).
Schemes.

(ii)HeadsofDepartments.
Rs.1.0millionNon
recurring.

(iii)Administrative
Rs.1.5millionNon
Departments(without
recurring(Rs.Fifteen
SubCommittee).
lacs).

(iv)Administrative
Rs.7.5million(Rs.
Department(inSub
SevenandHalf
Committee).
million).

Notes:(1) The powers delegated to the Administrative Department in sub

Committeearetobeexercisedsubjecttotheconditionsthat:

(i)
Theschemeshouldhavebeenscrutinizedandapprovedbyasub
committeeconsistingofmembersasindicatedbelow:

(a)
SecretarytoGovernmentinthe

(Chairman)
ConcernedDepartment

(b)
ArepresentativeofFinanceDepartment
(Member)

(NotbelowtherankofDeputySecretary).

(c)
ArepresentativeofPlanning&Develop
(Member)
mentDepartment(notbelowtherankof
DeputySecretary).

79

When there is unanimity, no reference to the Provincial

Development Working Party shall be necessary but in case of
differenceofopinion,theschemeshallbereferredtotheProvincial
DevelopmentWorkingParty.

(ii)

(iii)

(iv)

(v)

(vi)

(vii)

These powers shall be exercised only in respect of Plans/Schemes

involvingexpenditureofDevelopmentnature.
No expenditure on a scheme shall be incurred unless there is a
provisionintheDevelopmentBudgedoftheyear.
The scheme so sanctioned shall be sent to the Planning and
Development
Department
and
Finance
Department
simultaneously,fortheirrecord.
WhereanyoftheMembersisnotpresenttheschemeshouldnotbe
approved unless, of course, that Member has sent hiscomment in
writing and these comments have been considered by the Sub
Committee.
The scheme sanctioned are in line with the objectives of National
Plans and there no deviation from the principle and policies laid
downinthePlan.
Theschemesdonothaveeconomicorotherrepercussionsbeyond
theProvince.

(viii) MeetingoftheDepartmentalSubCommitteeshallbepresidedover
byAdministrativeSecretaryandinnocasebyotherofficer.

Note:(2)

The Powers delegated to Administrative Departments without Sub

Committee/Heads of Departments and officers in CategoryI shall be subject to
thefollowingconditions:

(a)
Noexpenditureshallbeincurredonaschemeunlessnecessaryprovision
for such expenditure exists in the Development Budget or the Non
DevelopmentBudgetofthatyear,asthecasemaybe.

80

(b)

In case of Development Schemes, copies thereof shall be sent to the

Planning and Development Department and the Finance Department for
theirrecord.

251. A meeting of Departmental SubCommittee, which is presided over by

AdministrativeSecretarybutisnotattendedbyoneofthememberswouldbeirregular
meeting. This will not apply to a meeting where the absentee member has
communicatedhisviewsabouttheschemestobeconsideredinthemeetinginwriting
totheChairmanofCommitteeinadvance.

(i)
TheDepartmentalSubCommitteemeetingwillinnocasebeheldwithout
any one of its permanent members except with the consent of the
concerned member. To ensure full participation notice, and working
papersalongwithPCI,estimatesetc.forthemeetingwouldbecirculated.

(ii)
The Departmental SubCommittee will not consider any scheme original
or revised not cost on the proper PCI and unaccompanied by proper
estimates. However if it so desires it may approve such schemes in
principlebutinnocaseallowworkonsuchschemes.

(iii) In important cases where the scheme is approved in principle as above

andnecessityforauthorizationofworkisfelttheChairmanP.D.W.P.,or
DSCmayberequestedforsuchauthorization.

(iv) All the NonADP schemes shall be placed before the PDWP for
considerationirrespectiveofcost.

(v)
The minutes of the department SubCommittee would be prepared and
circulatedbytheSecretarytoallconcerned.Theminutesundereachitem
of the agenda should consist of 2 portions i.e. discussions and decision.
The decision, of the scheme so approved should invariably indicate the
costatwhichitisapproved.

XX. PROVICIALDEVELOPMENTWORKINGPARTY

252. ThePDWPcomprisesofthefollowing;

(a)
AdditionalChiefSecretary,Planning&Dev.Deptt;
(Chairman)

81

(i)

(ii)

(iii)

(b)

Secretary,FinanceDepartment.

(Member)

(c)

(d)

SecretaryoftheconcernedAdministrativeDepartment. (Member)

and
SecretaryPlanningandDevelopmentDeptt: (SecretaryofPDWP)

PDWP has the power to approve scheme between Rs. 7.5 million ad Rs. 60.0
million.HoweverthereisnobanonthePDWPifitfeelsnecessary,tocallforany
scheme below Rs. 7.50 million or to consider any scheme below this amount
referred to it by the Departmental SubCommittee or Administrative
Department.
ThePDWPwillalsoconsiderforapprovalschemesbelowRs.7.5millionwhich
do not fall solely within the jurisdiction of any one of the Administrative
DepartmentbutpertaintothewholeoftheN.W.F.P.
Schemes should be submitted to the PDWP through the Planning and
DevelopmentDepartmentfullycompleted.

Thesepowerswillbesubjecttothefollowingconditions:

(a)
TheschemessanctionedbythePDWPareinlinewiththeobjectivesofthe
National Plans and there is no deviation from the principle and policies
laiddownintheplan.

(b)
The schemes do not have economic or other repercussions beyond the
Province.

(c)
A copy of PCI form the scheme will be furnished to the Planning
Commission at least 10 days before the meeting of the Provincial
Development Working Party at which it is proposed to consider the
schemetoenablethePlanningCommissiontofurnishtheirviews,ifthey
sodesire.ThePlanningCommissionwillalsohavetherighttoattendthe
meetingoftheProvincialDevelopmentWorkingParty.

(d) A copy of the scheme finally approved by the Provincial Development

Working Party will be promptly furnished to the Planning Commission,
theMinistryofFinanceandotheragenciesconcerned.

82

XXI. ECNEC

(i)

All schemes costing above Rs.6 crores will be placed for final approval before
E.C.N.E.C.throughthePlanningandDevelopmentDepartment.

83

APPENDIXI
[Paragraph3(b)]
LISTOFAUTONOMOUSBODIES
_____________________________________________________________________________
S1,

Designationofthe
No,
Nameofthebody

HeadofBody_________________
1__________________2__________________________________3______________________

I.
AUQAF,HAJ,RELIGIOUSANDMINORITYAFFIARS
DEPARTMENT

1.
AdministratorAuqaf

.
Administrator

II.
WORKS&SERVICESDEPARTMENT

2.
FrontierHighwaysAuthority

ManagingDirector
3.

AbaseenConstructionCorporation

ManagingDirector

III.

4.

HIGHEREDUCATIONDEPARTMENT

G.I.KhanInstituteofEngg:Science&

ViceChancellor
TechnologySwabi.

5.

UniversityofMalakand.

ViceChancellor

6. FrontierWomenUniversityPeshawar

ViceChancellor

7. UniversityofEngg:&TechnologyPeshawar

ViceChancellor

8. UniversityofAgriculturePeshawar

ViceChancellor

9. UniversityofScience&Tech:Bannu

ViceChancellor

10. EducationTestingEvaluationAuthority,

Peshawar.

ViceChancellor

11. UniversityofPeshawar.

ViceChancellor

12. HazaraUniversityofScience&Tech:

Mansehra.

13. UniversityofScience&Tech:Kohat.

ViceChancellor

14. GomalUniversityD.I.Khan.

ViceChancellor

84

15. FrontierEducationFoundation

MangingDirector

16. InstituteofManagementSciencesHayatabad,

Peshawar.

ViceChancellor

17. EducationEmployeesFoundationPeshawar.

ViceChancellor

18.

HigherEducationRegulatoryAuthority.

Chairman

IV. SCHOOLSANDLITERACYDEPARTMENT

19.

B.I.S.EMalakand.

Chairman

20.

B.I.S.ED.I.Khan.

Chairman

21.

B.I.S.EMardan.

Chairman

22.

B.I.S.EBannu.

Chairman

23.

B.I.S.ESwat.

Chairman

24.

B.I.S.EAbbottabad.

Chairman

25.

B.I.S.EKohat.

Chairman

26.

B.I.S.EPeshawar.

Chairman

27.

NWFPTextBookBoard,Peshawar.

Chairman

V.

HEALTHDEPARTMENT

28.

LeadyReadingHospital,Peshawar.

ChiefExecutive

29.

HayatabadMedicalComplex,Peshawar.

ChiefExecutive

30.

KhyberTeachingHospital,Peshawar.

ChiefExecutive

31.

AyubMedicalInstitution,Abbottabad.

ChiefExecutive

32.

NWFPHealthFoundation,Peshawar.

ChiefExecutive

33.

KhyberUniversityPeshawar.

ChiefExecutive

VI.
34.

BankofKhayber.

FINANCEDEPARTMENT

ManagingDirector

85

VII. SPORTSANDCULTUREDEPARTMENT
WELFAREDEPARTMENT

35.
36.

SarhadTourismCorporation

ManagingDirector

SarhadArtCouncil,Peshawar

ManagingDirector

VIII. INDUSTRIES,COMMERCE,LABOUR,MINERALDEVELOPMENT
ANDTECHNICALEDUCATIONDEPARTMENT

37.
SmallIndustrialDevelopmentBoard,Peshawar ManagingDirector
38.

SarhadDevelopmentAuthority,Peshawar.

Chairman

39.

EmployeesofSocialSecurityInstitutes,NWFP,
Peshawar.

ManagingDirector

40.

WorkersWelfareBoardPeshawar.

ManagingDirector

41.

WorkersChildrenEducationBoard.

ManagingDirector

IX.

42.

ENVIRONMENTDEPARTMENT

ForestDevelopmentCorporation

ManagingDirector

X.

43.

ADMINISTRATIONDEPARTMENT

BenevolentFundCell
XI.

44.

SHYDO

XII.

AssistantSecretary

IRRIGATIONDEPARTMENT

ManagingDirector

LOCALGOVERNMENTDEPARTMENT

45.

LocalCouncilBoard

Secretary

46.

CD&MD

DirectorGeneral

86

87

APPENDIXIII
Para7(c)

TIMELIMITSFORTHEDISPOSALOFCASESANDREFERNCESCONCERNING
GENERALADMINISTRATIVEANDFINANCIALMATTERSWHICHARE
COMMONTOALLDEPARTMENS

S.No Case
Timelimits
REMARKS

1.

2.

3.

4.

5.

6.

Seenorfiledcaseswhich
donotinvolvereadingof
previousreferences.

Sameday

(i)

(ii)

Policycircularsand
instructionsetc.,
seenorfiled.
Acknowledgement
cases.

Sameday

Seenorfiledcasesinvolv
ingextensivereadingof
previousreferences.

Oneweek

Routinecasesrequiring
shortnotesinwhichno
referencetorulesorre
gulationsisrequired.

Oneweek

Routinecasesrequiring
shortnotesanddraftsin
whichnoreferencetorules
orregulationsisrequired.

Oneweek

Cases:
(i)
requiringreferences

torulesandregula

tions,orotherrou

tinereferencesto

otherdepartments.

Sameday

2Weeks

88

7.

8.

9.

10.

11.

(ii)

notrequiringreference
torulesandregulations
butrequiringlengthy
readingandnoting.

OneWeek

Casesrequiringapplication
andinterpretationofrules
andregulationsinvolving
lengthyreadingandnoting

3Weeks

Casescontainingrecom
mendationsformodifica
tionofpolicyorcasesre
ferredtootherdepart
mentsexceptthoseof
routinenature.

Casesinvolvingofpolicy.

Norealisticlimit
ispossible.1to2
monthapproximately.

Preparationofworking
papers,proceedingsof
meetingsandconferences.
Periodicalreturns,
Statements:
(i)
Seenandfiled

(ii)
Scrutinizedand

commentedupon.
(iii) Consolidatedand

submittedtoautho

ritiesconcerned.
(iv) Preparedaftercol

lectingdataand
submittedtoautho

ritiesconcerned.

Norealisticlimitis
possible.1to2months
approximately

Maximum2weeks.

3days.
2weeks
1month.

AsagainstSr.No.8
above,dependingon
thedateprescribed
foritssubmission

89

12.

13.

14.

15.

16.

17.

Leavecases(otherthan
casualleave.)

Sanctionshouldissue
within2weeksofthe
receiptofcomplete
papers.

casesinvolvingexami

nationanddisposalof

appeals,representations,
andmemorials.

1month

Screeningpanelsfor

promotion,confirmation,
scholarships,fellowships,
trainingetc.

1to2months.

Promotioncases

2months.

Uniform/liveriescases

1week

Creationofnewposts

Allpostsprovidedinthe
Budgetshouldbesanctioned
within1monthofthe
communicationofthebudget
grantbyFinanceDepartment

18.

Adhocappointments

1.

2.

Vacanciesshouldbe
intimatedtothecom
petentauthoritywithin
15daysoftheiroccur
rence.
Vacanciesshouldbe
filledonadhocbasis
subjecttopolicyenforced:

(a)

withintwomonths

In case of educational
institution case should
be taken to see that the
posts are filled before
the start of academic

session.

90

whereapplicationsare
invitedthroughadver
tisement;and
withinonemonth
inothercases;

19.Recruitment/Promotion

(b)

1.

2.

(a)

(b)

3.

CompetentAutho
rityshouldissueorders
within10daysifthe
recommendationsare
acceptable.

20

Relaxationofagelimit.

Ordershouldbeissued
withintwoweeksofthe
receiptofreference.

requisitionshould
beplacedbythecom
petentauthoritywith
in15daysoftaking
thedecisiontofill
thevacancies.
NWFPPublicSer
viceCommission,De
partmentalSelection/
PromotionCommittees
shouldarrangeselec
tiontoandsendrecom
mendationstothere
quisitioningauthority
within:
3monthsinthe
caseofinitialrecruit
ment;and
onemonthinother
cases.

91

21.

22.

23.

Condonationofbreakin
Service.

1month.

Senioritycases

1month.

Confirmationcases

3months.

Forwardingofapplica
tionforjobsoutside
thedepartment.

1week.

deputationcases(terms
andconditions).

2weeks.

Suspension&termain
tionoflien.

1month.

Appointment,posting
andtransfer.

1week.

Initiationofdisciplinary
action.

1week.

Preparationofseniority/
gradationlists.

6months.

Reemploymentcases.

2weeks.

Referencesrelatingto
WritePetitions/Civil

1to2weeks.

24.

25.

26.

27.

28.

29.

30.

31.

1.
Threemonthsfor
collectionofdataand
initialpreparation.
2.
Onemonthforcir
culation
andinviting
objections.
3.
Onemonthdisposal
ofobjections.
4.
Onemonthfor
final review&printing.

92

32.

33.

34.

35.

36.

37.

38.

39.

40.

41.

Referencesconcerning
absorptionofsurplus
staff.
AssemblyQuestions.

4days.

sameday.

Casesrelatingtosecu
ritymeasures.

1to2days.

Completion/verification
ofServiceBooks.

1week.

VerificationofService.

1week.

Titletoleave.

1week.

Fixationofpay

Onemonth.

Preparationofpaybills.

OneWeek.

T.A.Bills.

OneWeek.

Suits/Noticesunder
Section80CPC.

Medicalreimbursement
claims.

Sanctionshouldissue
withintwoweeksof
thereceiptofcomp
letepapers.

Permissionstocross
efficiencybar.

Caseshouldbeinitia
tedonemothahead
oftheduedate.Orderto
issuewithinone
month,atthelatest
aftertheduedate.

43.

Advances.

Sanctionshouldbe
issuedwithin2weeks

42.

93

44.

45.

FinalpaymentofG.P.Fund.

(a)

Grantofpension

(i)

(ii)

ofthereceiptofad
On receipt of the application from the retiring
vicesfromtheAudit
Govt: servant such
Officer.
case should be referred
AccountantGeneral
to the A.G direct by
shouldauthorisefinal the Head of office
in the case of nonpaymentwithina
gazetted employees.
monthofthereceipt
ofintimationalongwith The
Gazetted Officers
may make the requisinecessarycertificates
tions direct along with
fromtheconcerned
certificate regarding
quarters.
advances drawn if any.

Actionshallbe
The pension papers will
be initiated and compinitiatedoneyearbe
leted by the Head of
fore.Thedateofre
Department.
tirementoftheGovt:
Servants.

ApplicationonForm
Attached Department in
the case of gazetted
Pen3willbeobtained
officer and by the
fromtheretiringGovt:
Head of Office in
Servantsixmothsbe
the case of non-gazetforehisretirementor
ted Govt: Servants.
onthedateheprocee
dedonLPRandforward
dedtotheAuditOffice
forissueofPPOafter
completingSections6
and7oftheForm.

(iii)

PPOwillbeissued
bytheauditoffice15
daysbeforetheactual

94

(b)

Anticipatorypension.

dateofretirementofthe
GovernmentServant.

Ifthepensionpapersare
notverifiedbytheAudit
Officetillonemonth
beforetheretirementof
theGovt.:Servant.

(i)

anticipatorypension
maybeallowedinfullon
thebasisofthecalcula
tionmadebytheauthority
competenttosanctionthe
pensionprovidedthepen
siondoesnotexceedRs.
100.00permensem.The
anticipatorypensionshould
berestrictedto4/5thof
theamountcirculated
duringthefinancialperiodof
threemonths.After3
months,fullamountadmissi
ble,ascalculated,should
bepaidevenifthecase
isnotfinalized.

OneWeek

46.

47.

Reimbursementof
MedicalCharges.

Grantofpermissionto

Govt:Servantstobroad
cast/telecast

Withintwoweeksofthe
receiptsofapplication.

The Head of Office

should be authorized to
grant such permission
subject to the provision that it will not
interfere with the
performance of the
applicants official
duties.

95

48.

49.

50.

51.

52.

53.

54.

55.

Commutationfitness
certificate.

CasestoreachtheStan
dingMedicalBoardat
leastonedayaheadof
thedateofmeeting.

IssueofNoObjection
Certificate.

Twodaysifpapersare
completed.

GrantofaidoutofBe
nevolentFund.

Oneweek

Advanceforthepurchase
ofcycles,MotorCycles
andCars.

Oneweek

PreparationofMonthly
PayBills,Schedulesand
AcquaintanceRolls.

2weeks.

PreparationofArrear
Bills.

2weeks

PreparationofLastPay
Certificates.

4days.

Creditsotherthangrant
ofGPFadvances,Insu
rancePremiaandFinal
Payments.

4days

4
1. Health Department
should circulate the
schedule of meeting
of the various Medical
Boards.

2. Reference should
be routed direct to
the concerned Medical
Superintendent and
not through the Director Health Services,
Divisional Directors
or Secretary Health.

96

56.

57.

58.

59.

60.

61.

62.

63.

64.

Calculationofinterestof
Advances.

2weeks.

Miscellaneousreferences
relatingtobills.

4days

IssueofMemoforMedi
calTreatment.

1day.

Referencerelatingtore
coveryofvariousadvances
suchasHouseBuilding,
MotorCycle,Bicycle,Fan
Advance,etc.

2weeks

Acceptanceofresignation.

Oneweek

Referencerelatingto

Allotmentandquartersand
therecoveryofrent.

Oneweek.

CompletionofRentRe
coveryRegister.

Oneweek

Communicationofad
verseremarks.

Expunctionofadverse
remarks.

BetweenMarchJune

Orderstoissuebyend
ofOctoberattheLatest.

97

65.

66.

67.

68.

69.

70.

Writingofflosses.

CompetentAuthority
shouldfinalizewithin2
weeksafterthereceipt
ofproposal.

PreparationofMiscella
neousBills,Schedules
IncomeTaxreturns,etc.

Oneweek.

CasesforgrantofHouse
Building/PurchaseAd
vances.

Onemonth.

FinancingofLifeInsu
rancePoliciesthrough
GeneralProvidentFund.

Onemonth.

GrantofG.PFundad
vance.

GrantofConveyance
Allowance.

Oneweek.

Oneweek.

71.

GrantofHouseRent
Allowance.

Oneweek.

72.

GrantofHonorarium

Twoweeks.

4
The referring authority
should satisfy itself
that the case is complete in all respects.
Such proposals should
inter alia be ccompanied by:(1) Survey Report
(2) Certificates regarding wilful neglect
and intentional misppropriation.
(3) A note xplaining the
history of loss.
(4) Fixation of responsibility and action
taken.

98

73.

74.

75.

76.

77.

78.

79.

GrantofSpecialPay/
AdditionalPay.

Onemonth.

Releaseofmortgage
deeds.

IssueofNoDemand
Certificates.

Oneweek

Oneweek.

Supplyofstationery.

For such articles which

are included in the
indent but cannot be
supplied by the stationnary office, the departments should not be
required
to
process
the matter against for
getting the non-availability
certificate
from
the
stationary
office.

Supplyofcopiesof
JudgmentsbyCourts.

Stationeryofficetoarr
angeSupplyofstation
erytoindentingdepart
mentswithinonemonth
ofthereceiptofthe
indentandsimultaneous
lyissuenonavailability
certificateinrespectof
itemsnotavailable.

Asprescribedunderthe
HighCourtRulesand
Orders.

Issueofsanctionfor
defenceofcasesin
courtsandotherre
ferencesrelatingto
writpetitions/civil
suits/NoticesunderSec
tion80C.P.C.

Fourteendaysbutinany
casebeforethedate
fixedforfirsthearing
ofthecase.

Courts are expected

to issue notice to the
concerned Department
at least one month before the fixed date
in ordinary cases and
14 days in urgent
cases.

Verificationoftelephone,
electricitybillsandcon
nectedcorrespondence.

Oneweek.

99

80.

81.

82.

83.

84.

85.

86.

87.

Maintenanceof:

(i)
CashBooks.

(ii)
ContingentRegister
(iii) T.A.AccountRegister
(iv) MedicalA/CRegister
(v)
PermanentAdvance
Register.

Hiringoftypewriters/

purchaseandcondemna
tionoftypewriters.

Twiceaweek

Sameday

Oneweek,

Casesregardingwritingof
unserviceablestores
andstocks.

Twoweeks

Repairofcycles,Type,
writersandcalculators.

Purchaseanddistribution
ofconsumablearticles.

2days.

Checkingupofsche
dulesofpayment.

Oneweek.

MonthlyExpenditure
Statements.

5days.

VariousPeriodicalReports
andReturns.

1week.

2days.

100

88.

89.

90.

91.

DisposalofAuditObject
tion/DraftParas/Audit

andInspectionNotes.

Bythetargetdatefixed
byAuditineachcase.

Budgetproposals.

AsperBudgetCalendar
attached.

DistributionofNon
DevelopmentalBudget.

15daysfromthedate
thebudgetgrantisre
ceivedfromtheFinance
Department.

DistributionofDevelop
mentalBudget.

BytheendofAugust
everyyear.

4
Audit should allow suf-

ficient time. The Objection when travelling

down-ward need not
pass through every successive channel but
may be sent straight to the office in
which the cause for
objection arisen.

Finance Department
should release the
Budget grant by the
end of July at the
latest.

101

BUDGETCALENDAR

7thJuly:

15thJuly:

1stOct:

5thOct:

20thOct:

1stNov:

15thNov:

1stDec:

5thDec:

1stJan:

15thJan:

Budgetary allocations of current year to be communicated to the

departmentsconcernedbytheFinanceDepartment.
Budgetallocationsofcurrentyeartobecommunicatedtoallsubordinate
officesbythedepartments.
DistributionsofformsB.M.2bytheFinanceDepartment.
Submission of the preceding financial years final accounts by the
AccountsGeneral,NWFP.
SubmissionofsupplementaryaccountsbytheAccountantGeneral,NWFP.
LastdateofthereceiptofcontinuinganewS.N.E.schemesintheFinance
Department.
(a)

(b)

Alldepartmentstosubmitactualexpenditure/receiptsforJulyto
October.
All departments to submit actual expenditure/receipts for the
lastfinancialyear.

All departments to send lists of ADP schemes to the Planning &

DevelopmentDepartmentandFinanceDepartmentforthenextyear.Lists
to include ongoing schemes and new schemes, the latter in order of
priority.
Finalization of hard core ADP for the next year by the Planning and
DevelopmentDepartment.Thistobecommunicatedtoalldepartmentsfor
preliminaryimplementationworkforthenextyear.
All budget and revised estimates under revenue heads (Receipt) and
budget estimates of current expenditure to be submitted to the Finance
Department.
All departments to submit statements of expenditure/receipts for the six
monthsfromJulytoDecember.

102

1stFeb:to
S.N.Emeetingsi.e.theFinanceDepartmentandA.D.Pmeetingsinthe
th
P&DDepartment.
20 Feb:

31stMarch: List of excesses and surrenders for the current year due in the Finance
Department.

15thApril: Alldepartmentstosubmit3rdquarterlystatementofexpenditure/receipts.

30thApril: Final abstract of revenue expenditure prepared by the Finance

Department.

103

APPENDIXIV
[Paragraphs100(J)]

OFFICIALLETTER

TelephoneNo.
ofthesender

GOVERNMENTOFN.W.F.P.,

NameoftheDepartment/Wing.

Numberofletter..

Dateincludingtheplaceofissue.

From:

Nameanddesignationofthesender.

To:

Designationandaddressoftheaddressee.

Subject:___________________________________________________________

Sir,

Iamdirectedto__________________(whenpurportingtoissueunderdirectors
fromgovernment).

I have the pleasure to _______________ (when not purporting to issue under

directionsformGovernment).

Particularsofdocumentsattached,
ifany.

YourFaithfully,

Signature

(
NAME ____)
DesignationoftheSender.

104

APPENDIXV
[Paragraph101]

LETTERADDRESSEDTONONOFFICIALORGROUPSOFINDIVIDUALS

TelephoneNo.

GOVERNMENTOFN.W.F.P.,
ofthesender

NameoftheDepartment/Wing.

Numberofletter..

Dateincludingtheplaceofissue.

From:

Nameanddesignationofthesender.
To:

Name,designationandaddressoftheaddressee.

Subject:___________________________________________________________

DearSir/Sirs,

I am directed to (when purporting to issue under directions from

Government)________________________________________________________.

Ihavethepleasureto(whennotpurportingtoissueunderdirectionform

Government).

Signature
(_________Name______)
Designationofthesender.

Particularsofdocuments
attached,ifany.

Yourstruly,

105

APPENIXVI
[Paragraph104]

MEMORANDUM

GOVERNMENTOFN.W.F.P.,

NameoftheDepartment/Wing.

Numberofletter..

Dateandplaceofissue.

TelephoneNo.

ofthesender

To:

Designationandaddressoftheaddressee.

Subject:
_____________________________________________________ _______

Memorandum

Reference__________________________________________________
__

Text _________________________________________

________

_______________________________________________________

_________

_______________________________________________________

_________

Particularsofdocumentsattached,ifany.

Signature
(Nameofthesenderblockletters)
DesignationoftheSender.

106

APPENDIXVII
[Paragraph107]

DEMIOFFCIALLETTER

GOVERNMENTOFN.W.F.P.

NAMEOFTHEDEPARTMET

D.ONo

Placeofissue&Date

Name,Designationand
TelephoneNo.ofthe

Sender

Subject:
_________________________________________________________

Maydear.(whenaddressingofficersofequalorjuniorstatus)

......

DearMr.(whenaddressingofficerofseniorstatus).

I am desired to (when purporting to issue under direction from

Government)

Iamto(inothercases).

Yourssincerely,

Signature

(Nameinblockletter)

Name,Designationand
Addressoftheaddressee.

107

APPENDIXVIII
[Paragraph111]

UNOFFICIALREFERANCE

Subject:

GOVERMETNOFN.W.F.P

E&AD
(EstablishmentWing)

________________________________________
Will the Section Officer (Regulation), Government of N.W.F.P.,

FinanceDepartmentkindlyreferto....

2.

____________________________________________________________

Signature
SectionOfficer(EI)

TheSectionOfficer(Regulations),
toGovernmentofN.W.F.P.,
FinanceDepartment.

U.ONo.SOE1/213/78(E&AD)/

DatedPeshawar,the..

108

APPENDIXIX
[Paragraph114]

ENDORSEMENT

Copyofmemorandum/letterNo.dated...

from.to.

...

....

Subject:___________________________________

(Contents)

GovernmentofNWFP
E&AD
(RegulationWing)

Edst:No...dated..

Acopyof.isforwardedto:

1..

2...

forinformation/fornecessaryaction/forsupplyingtherequisiteinformation.

Signature
(Nameinblockletter)
DesignationofIssuingAuthority

109

APPENDIXX
[Paragraph115]

GOVERNMENTOFN.W.F.P.
NameofDepartment/Wing.
Dated(Placeofissue)

NOTIFICATION

No TheGovernoroftheN.W.F.P.ispleased

itisherebynotified

Text...

Nameinblockletters

Designationofthe

IssuingAuthority.
.

ENDORSEMENT
No..Dated

Acopyisforwardedto
Allconcerned.

ENDORSEMENT
No.Dated..

A copy is forwarded to the Manager, Government Printing and Stationery

Department, NWFP, Peshawar for publication in the next issue of the Government
Gazette.

Signature
(Nameinblockletters)
DesignationoftheOfficer
issuingtheendorsement.

110

APPENDIXXI
[Paragraph117(a)]

TELEGRAM

STATE

ORDINARY/EXPRESS/

IMORTANT/IMMEDIATE/

MOSTIMMEDIATE

To

DycomMardan

No.______________________________/(Contents)

Dated
________________________________________Norwef___________________________
N.T.T.

Signature
(Nameinblockletters)
DesignationofIssuingAuthority

No.______________________________
Copyforwarded(bypost)inconfirmation

Signature
(Nameinblockletters)
DesignationofIssuingAuthority

111

APPENDIXXII
[Paragraph117(a)]

TELEPRINTERMESSAGE

Form _________________________________

_________________________________

To _________________________________

_________________________________

DatedPeshawarthe
Subject_________________________________________________________________

No._________________________(Contents)__________________________________

________________________________________________________________________

To

___________________________

___________________________

(Pleasetransmittheabovemessagebyteleprinterservice)

Signature

(Nameinblockletters)

DesignationofIssuingAuthority.

No.___________________DatedPeshawar,the_________________

Copy forwarded by post in confirmation (be typed on the second copy

intendedtobesentbyposttotheaddressee).

Signature

(Nameinblockletters)

DesignationofIssuingAuthority

112

APPENDIXXIII
[Paragraph120]

OFFICEORDER

GOVERNMENTOFN.W.F.P

(NameoftheDepartmentandWing)

Text...

....

....

....

Dated(Placeofissue)

The....

Signature

(Nameinblockletters)

DesignationofIssuingAuthority.

No.______________________dated(placeofissue),the_____________________

Acopyisforwardedto:

1.
.
2.
.
3.
.

113

APPENDIXXIV
[Paragraph159]

DOCKETSHEET

Subject:

__________________________________________________________________

____________Department

___________Section/Branch

FileNo...

Reference:

(Previousandsubsequentpapers)

___________Classification

___________Year

Signature
SectionOfficer/Superintendent

Date

Towhomsent

114

APPENDIXXV
[ParagraphNo.202(a)]

FILEREGISTER

Section/BranchYear

AttachedDepartment

Subject/Heading
(Previous)

(15Recruitmentofstaff)

Serial
SubHead
Dateonwhich
No.

Dateof

Classification

Destruction

Opened
Recorded
Serial
SubHead
No.
1
2
3
4
5
6

115

Serial
FileNo.
No

APPENDIXXVI
[ParagraphNo.202(a)]
REGISTEROFRECORDEDFILES

Periodof
Dateof
Classification
Subject
Preserva
destruc
assigned
tion
tion
3
4
5
6

Remarks

116

APPENDIXXVII
[ParagraphNo.202(b)]

REGISTEROFFILESDUEFORDESTRUCTION

YearofDestruction_________________
(NewPageforeveryyear)

Serial
No.

FileNo.

Subject

Classification
assigned

Dateof
destruction

Remarks

117

APPENDIXXVIII
[ParagraphNo.203]

INDEX

PoliceBorder

FileNo.D12/55

SubsidiaryCards(Blue)
SpecialPayConstables

118

APPENDIXXIX
[ParagraphNo.203]

SUBSIDIARYCARD

SpecialPay

FileNo.D12/55

119

APPENDIXXX
[ParagraphNo.215]

CONFIDENTIALFILESREGITER

_______________________BRANCH

When
Whensubmitted
Subject
received
andtowhom
back
3
4
5

Numberof
pages

Remarks

Serial
No.

File
No.

120

APPENDIXXXI
[ParagraphNo.(226)]

(Fortnightlyarrearstatement)

Part1:Showing current references received during the fortnight ending

onwhichactionhasnotbeentaken.

N.B. Thefirstfortnightlystatementshouldcontainparticularsofallcurrentreferences
intheSectiononwhichactionhasnotbeentaken.Subsequentstatementsshould
contain particulars of such references left over from the previous fortnight and
thosereceivedduringtheperiodunderreport

TobesubmittedinduplicatetotheDeputySecretary:

(a) Onthe10thofthemonth(fortheperiodfromthe16thtotheendof the

previousmonth)and

(b)
On the 25th of the month (for the period from the 1st to the 15th of the

month).

One copy to be returned to the S.O. and one copy retained by the Deputy
Secretary.
____________________________Department
Section______________________.

S.No

SectionDiary
No.anddate
ofreceiptin
Section

FileNo.

Fromwhomreceived
andbriefsubject.
(Entriesinthiscolumn
relatingthereferences
fromtheFederal
Govt:tobeunder
linedinred).

(1)

(2)

(3)

(4)

Dated

Remarks(1
columnforuse
Reasons
ofDeputy
fordelay
Secretaryand/
orSecretary

(5)

Signatureof
SectionOfficer

(6)

121

APPENDIXXXII
[ParagraphNo.226&231]

PartII:

S.No

(1)

Showing all references received in the Section on which final disposal is

pending

SectionDiary
No.anddateof
receiptin
Section

FileNo

Fromwhomreceived
andbriefsubject
(Entriesinthis
columnrelatingin
referencesfrom
FederalGovt:tobe
underlinedinred)

(2)

(3)

(4)

Interimaction
Remarksfor
takenanddate
delayand
onwhich
finaldisposal
taken

(5)

(6)

Remarks
(thiscolumn
foruseof
Deputy
Secretary
and
Secretary)

(7)

A..

Pending beyond one month of original date of receipt (but less than two
months).

B.
Pending beyond two months of original date of receipt (but less than three

months)

C.
Pendingbeyondthreemonthsoforiginaldateofreceipt

Dated.

SignatureofSectionOfficer

122

APPENDIXXXIII
[ParagraphNo.236]
STANDINGREPORTSANDRETURNSCHART
ReportofReturn

S.
No.

1
1

3
4

5
6

9
10

11

12

2
Safecustody
certificateforthe
SecurityBooklet.
Budget&Revised
Estimatesunderthe
revenueHeadsand
BudgetEstimateof
Expenditure.
FirstlistofExcess&
Surrender.
Reportregarding
submissionof
StandingReport/
Returns&Disposal
oftimelimitcases.
Statementoflate
comers.
Proposalregarding
makingof
continuingposts
permanent.
Proposalregarding
NonDevelopment
Expenditurein
respectof
continuing&new
activities&Dev:
Schemes.
Important
proposalsinrespect
ofNon
Development
Expenditureand
continuingDev:
Schemes.
PendingLegislative
Business
Confidential
ReportsonSectt:
Personnel.
SNEforboth
developmentaland
NonDevelopment
itemscontinuingas
wellasnew.
ArrearsReports2nd
Statementof
Excessesand
Surrenders.

Tobe
sentto

Jan

Feb

Mar

Apr

May

June

July

Aug

Due
on
4

Sent
on
5

Due
on
6

Sent
on
7

Due
on
8

Sent
on
9

Due
on
10

Sent
on
11

Due
on
12

Sent
on
13

Due
on
14

Sent
on
15

Due
on
16

Sent
on
17

Due
on
18

Sent
on
19

123

APPENDIXXXIV
[ParagraphNo.244(b)]

INSPECTIONINTHESECRETARIAT

Desultory or casual inspection are of little value if they lack purpose or if the
inspectingofficerhasnotsettledinhismindwhatheisgoingtolookfor.Forinspection
to be useful tool of supervision, it is necessary to lay down a list of specific points to
whichattentionshouldbedirected.Alistofpointswhichshouldbekeptinviewbyan
inspectingofficer,whilecarryingoutinspectionsintheSecretariat,isgivenbelow:

I.

Performance:
(1)

Is the distribution of work equitable and according to ability and

temperament? Does each functionary know the precise nature of his
dutiesandresponsibilities?

(2)

Istheoutputworkofvariouscategoriesofstaffreasonablysatisfactory?
Doesitconformtotheacceptedyardsticks?

(3)

While evaluating the rate of disposal of work a random check of cases

disposed of should be made to see the contributions made at different
levels before the submission of the cases to the competent authority for
decision.

(4)

Is the rate of disposal of work satisfactory? Do actual pending papers or

casestallywitharrearsorsuspensestatements?

Arrears statements should be very carefully scrutinized at the time of

inspection to make sure that the figures of disposal indeed represent
substantive action and not merely movement of files within the
departmentortheissueofreminderandsimilarroutineaction.

(5)

Itthereanyindicationofunnecessaryaccumulationoffilesatanypoints.

(6)

Has separate registers been maintained to enter the following items to

ensuretheirproperfollowupandtimelyimplementation:

(i)
(ii)

DecisionsoftheFederalCabinet;
DecisionsoftheProvincialCabinet;

124

(iii)
(iv)
(v)
(vi)

DecisionsofC.C.I;
DirectivesofthePresidentofPakistan;
DirectivesoftheGovernorN.W.F.P;
DirectivesoftheChiefMinisterN.W.F.P.

Delays:
Procedural as well as those occurring due to sheer lethargy and
indifferencesometimesthesemayalsobeunhealthilymotivated.
(7)

Areactionablefilesbeingkeptinsuspenseunnecessarily?

(8)

Isthereanyevidenceoffilesbeingpassedunnecessarilyfromonesection
toanotherinanattempttoshiftresponsibility?

Are standing orders regarding the delegation of powers to officers

(9)
observedin practice?

(10) Is there any indication that the Rules of Business or the Secretariat
Instructionsarenotbeingproperlycompliedwith?

(11) Are Please Speak cases attended to promptly? Is the number of such
casesexcessive?

(12) Istheregisterofimportantdecisionsmaintainedproperlyandkeptupto
date?
(13)

(14)
(15)

Istheprocedureforcategorization,recordingandindexingproperlyand
intelligently observed? What is the proportion of unclassified/un
categorized files? Is weeding and destruction of unnecessary papers
carriedregularly?
Istheprocedureforissuingreminderseffective?Isitfollowedregularly?
Are Periodical reports and returns sent to the authorities concerned
regularly? Is a list of such reports and returns maintained? (For this
purpose,allitemsofworkthatcouldeasilybequantified,shouldbetaken
intoaccount).

OfGovernmentProperty:

125

Is there any indication of wastage or misuse of stationery, electricity,

telephones,furniture,equipment,vehiclesetc.?
(16)

(17)

Istheprocedureforthereceipt,custodyandissueofstationeryefficient?
(Acheckoftheactualstockofsomeoftheitemswiththequantityshown
inthestationeryregisterwillgiveagoodindication).
Are stock registers for furniture and office equipment maintained
properly?

(18)

(19)

Arethefurnitureand equipmentkeptin goodrepair? Areunserviceable

itemsstockedunnecessarily?
Arethelogbooksofstaffcars,andothervehiclescompleteanduptodate?
Arecarsandvehiclesmaintainedingoodcondition?

WorkingConditions:

(20) Aretheworkingconditionssatisfactory?
(21)

(22)

Is the office layout convenient? Are chairs, tables and other equipments
arranged?

(23)

Are the necessary reference books, codes, manuals, prescribed forms of

reports and returns (required in connection with the work of the office)
readilyavailable?

(24)

(25)

(26)

(27)

Aretheofficepremiseskeptcleantidy?

Dothestaffhavethenecessaryofficeequipment,materialaids,furniture,
stationery,etc?
Do the staff have necessary amenities (Transport facilities, canteens, fans
drinkingwater,etc)?
Are personal claims or grievances of staff regarding increments, pay
allowancesandadvances,etc.,attendedtopromptly?
Are the service records, leave account, stationery lists, etc. properly
maintained?

126

SecurityandDiscipline:

(28) Are security arrangements satisfactory and in accordance with the

prescribedinstruction?

(29) Havethecharacterandantecedentsofeachfunctionarybeenverified?
(30)

(31)
(32)

(33)

Is the staff sufficiently securityminded? Are Instructions regarding

securityclassificationfollowedproperly?
Arethereanyunauthorizedvisitsofoutsidersorbystaff?
What is the degree of punctuality of staff? Is there any indication of
habituallateattendance?
Doesthestaffpayundividedattentiontoworkduringofficehours?

CashandAccounts:

(34) Arethearrangementsforthecustodyandhandlingofcashsatisfactory?
(35)

(36)

(37)

(38)

Arethecashbooks,contingentregister,billsandChequesregisterneatly
and properly written uptodate? Does the cash in hand tally with the
balanceinthecashbook?
Is the accounting of receipts and expenditure uptodate? Are accounts
reconciledwiththeaccountsoftheAccountantGeneralintime?
Are the vouchers relating to contingent expenditure and acquaintance
rollskeptsafely?
Have the audit objections pertaining to the department during the
inspectionyearbeenattendedtoanddisposedofpromptly?

ReceiptandDispatch:

(39) Istheprocedureforthereceiptanddistributionofpaperefficient?Isthere
anyavoidabledelaybetweenthereceiptofdakintheR&ISectionandits
deliverytotheofficerconcerned?

(40) Has the R&I Section a comprehensive and uptodate list of subjects dealt
withbytherespectiveSections,andOfficers?

127

(41)

(42)

Are diary registers and movement register kept according to the

prescribed procedure? Purely routine papers should not be diarized to
inflatethenumberofreceipts?
Arethearrangementsforthedispatchordistributionofmailsatisfactory?
Aredakbooksdulyinitialledbyrecipientofpapers?

(43)

IsthereanyindicationofmisuseofImmediateandPriorityLabels?

(44)

Istheregisterofpostagestampsmaintainedproperly?

2.
This list is by no means exhaustive and should not, therefore, prevent an
inspectingofficerfromlookingintootheraspectswhichinhisopinion,needattention
for improving the efficiency of the organization. For example lowering standards of
discipline amongst public servants may rightly be considered as the major factor in
deteriorating standards of efficiency in Government Offices, causing serious
inconvenience to public. At the same time it is not necessary for inspecting officer to
examine in detail all points given in this list during a single inspection. He should,
however, covers as far as possible the entire field so that he is in a position to judge
whetherhisorganizationisfunctioningefficiently.Inspectionasarulehavegenerallya
salutaryeffect,butresultscanonlybeachievediftheinspectingofficeristhoroughand
searching in his observation and gives constructive and helpful advice to his
subordinatesforrectifyingobviousshortcomingsanddefects.

3.
To ensure that the system of inspection yields the desired result and does not
deterioratetoaroutineformalitytheinspectingofficershouldsubmitproperinspection
report to the next higher officer. Inspection reports by a Deputy Secretary should be
submittedtotheAdditionalSecretaryorSecretaryofconcernedDepartment.

Inthecaseofannualinspections,thereportmustbesubmittedtotheSecretary
or the Additional Secretary. The Heads of Attached Departments should also be
directed to draw up annual inspection reports on the lines provided for inspection in
theProvincialSecretariatwithsuitablemodifications.

4.
Theinspectionreportsshouldbebrief,preciseandtothepoint,andshouldgive
aclearpictureoftheworkingoftheparticularsectoroftheorganizationonwhichthe
report is submitted. It should simply enumerate the defects noticed and give
constructive suggestions for improvement. The report should particularly highlight

128

suchaspectswhichhaveanimportantbearingonefficiencyandneedspecialattention
ofseniorofficers.

5.
Aftertheinspectionreporthasbeenseenandretunedbytheofficersconcerned,
itshouldbethedutyoftheinspectingofficertoensurethatallcorrectiveactionistaken.
Thisprocessshouldnotinvolveunnecessarynoting.Asfaraspossibleproblemsarising
frominspectionshouldbesettledandresolvedbydiscussion.Itwillbedesirabletofile
theinspectionreportsinachronologicalordertofacilitatetheprogressiveevaluationof
theresultsofinspection.

6.
Duringinspectionstheinspectingofficersmayoftendiscoverproceduraldefects
orotherproblemswhichcannotbesolvedreadilywithoutadetailedinvestigation.Such
problemsshouldbereferredtotheO&MSectionoftheE&ADforadvice.

129

APPENDIXXXV
[Paragraph247]

INSRUCTIONSREGARDINGTHECONDUCTOFCASESOF
THEPROVICIALGOVERMRNTINCOURTS,ETC.

(SuitoflegalproceedingsbyGovernment)

1.
Nocivilsuitorlegalproceedingsshallbeinstitutedorinitiatedonbehalfofthe
ProvincialGovernmentbyanyDepartmentwithoutthepriorconsultationwiththeLaw
Department.

2.
When the Administrative Department concerned considers it advisable that a
suit or legal proceedings be instituted or initiated on behalf of the Government a
detailedandclearreportshouldbefurnishedtotheLawDepartmentshowing:

(a)
The circumstances which, in the opinion of the Administrative
Departmentrenderinstitutionofthesuitorlegalproceedingsnecessary.

(b)
Thesubjectoftheclaimandthereliefsought.

(c)
Thestepswhichhavebeentakensofartoobtainsatisfactionoftheclaim.

(d) The pleas or objections, if any, which have been urged by the opposite
partyagainsttheclaim.

(e)
Theevidence,whichisbelievedtobeobtainableandwhichitisproposed
toadduceinsupportoftheclaim.

(f)
Any other facts which the administrative department may consider
materialorrelevanttothecase.

(g)
Listofpropertymoveableandimmoveableand/orsecuritiesfromwhich
itisproposedtorealizetheamountclaimed,ifdecreed.

3.
Copies of all documents referred to in the report should, as far as possible,
accompanythereport,whereforanyreason,thecopiescannotbesuppliedtheoriginal
shouldbesubmitted.

130

4.
IftheLawDepartmentaggresses,itwillnominateacounseltofileandconduct
thesuitorlegalproceedings.

Defenceofsuits,etc.

5.
Nosuit/legalproceedings bedefendedif the claim and reliefsought is justified
andgenuine.

6.
Theobjectofthenoticeprescribedbysection80oftheCodeofCivilProcedureis
toallowampletimetotheGovernmenttoenquireintothegenuinenessorotherwiseof
the claim of relief sought and to affect a settlement of all just claims before a suit is
brought and the best use should be made of the opportunity thus given by the law
towardsequitableandamicableadjustmentofclaims.

7.
When notice of an intended suit is given under section 80 of the Code of Civil
Procedure, the officer to whom it is delivered, or the head of office at which it is left,
shouldforthwithendorse,orcausetobeendorsedonthenotice:

(a)
(b)
(c)

thedateandtimeofreceipt;
themannerofdelivery;and
thesignatureoftheofficermakingtheendorsementwithdate.

8.
Thedepartmentalofficerconcernedshould,immediatelyonreceivinganynotice
of an intended suit, proceed to enquire into the matter and to consider the claim put
forward and move the proper authority to decide, in consultation with the Law
Department whether any, and if so, what steps should be taken to adjust the claim
(whetherinwholeorinpart)orwhetherthenoticegiverbelefttotakesuchlegalaction
ashemaydeemproper.

9.
Whenthedepartmentalauthorityhavingpowertodealwiththecaseisclearlyof
theopinionthatthewholeoranypartoftheclaimputforwardisjustlydue,heshould,
in consultation with the Law Department proceed to endorse settlement thereof
accordingly.

10.
Any amount held to be justly due to the claimant should be formally and
unconditionally tendered tohimwithout prejudice andwithout requiring himtogive
anacquaintanceinfulladjustmentofhisclaim,butuponreceiptforthesumtendered.
No tender of payment or payments should be made after the suit has been brought
except with the approval of and in accordance with the instructions of the Law
Department.

Theseinstructionsapplymutandistoservicebeforetheservicetribunalsandcasesbeforespecialcourtsandtribunals.

131

11.
Under Order V, Rule 2, CPC, the summons in a suit is required to be
accompaniedbyacopyofplaint/petition,orconcisestatementthereof.Ifasummonis
not accompanied by a copy of plaint/petition, or concise statement, service should be
refused, if possible, with a note requesting for a copy of the plaint/petition and the
mattershouldbebroughttothenoticeoftheLawDepartmentforthwith.Innocase,the
duplicatecopyofthesummons,whenreceived,shouldbereturnedtotheCourtbefore
showingthecasetotheLawDepartment.

12.
Atsubsequentstagesofasuitandinappealscopyofplaint/petition,orofmemo
ofappealisnotsentwiththenoticeandquiteoftenDepartmentsfinditdifficulttolink
those notices with the main case in dispute. It is, therefore, imperative that in each
Department, a Section, here in after referred to as the Litigation Section, should be
earmarked for dealing with or coordinating the litigation cases. This Section should
receiveallsummons/noticesfromcourts,maintainanominalindexoflitigationcasesin
thefollowingform,inaRegister,andkeepawatchovertheirprogress:

Nameof
Natureof

File
Parties
Cases
Subject
Court
Counsel
No. Result

ABCVs
Civil
Service
HighCourt A.G.

Dismissed
Pakistan
Suitor
matter.
Peshawar Peshawar

Appeal.

13.
Whereserviceofsummons/noticenotaccompaniedbyacopyofplainthasbeen
affected,thecourt,issuingthesummons,notbeingaHighCourtortheSupremeCourt,
should be immediately requested to supply the same and extend the date of hearing
accordingly.ThemattershouldsimultaneouslybereportedtotheLawDepartmentfor
further advice and appropriate action in the matter. The envelopes of such
summons/noticeshouldbekeptintact.

14.
When a summons has been duly served, the Litigation Section should, after
notingitsparticularsintheNormalIndexRegister,passitontotheconcernedofficeror
department who should collect relevant information and documents/papers from the
concerned quarters, examine the mater thoroughly and then refer it to the Solicitor to
the Provincial Government in the Law Department for further examination and
nomination of an Advocate to undertake the defence of the case, if considered
necessary.

15.
Where a summons does not give adequate time for examination and arranging
defence, an authorized officer of the administrative department concerned should

132

appearin personinthecourtandapply, under Rule5,XXVIIof the First Schedule to

theCodeofCivilProcedure,forareasonableextensionoftime.Intheabsenceofprior
noticeundersection80CPC,thecourtisobligedtogiveatleast3monthstimeforthe
filingofwrittenstatementandfirsthearing.

16.
Incaseofapplicationforinteriminjunctionpendentelite,timeallowedisusually
3 to 7 days. If for any reason, it is not possible to arrange defence in time, some
recognized agent i.e. a person holding powerattorney in this behalf should appear in
thecourtonthedateofhearingandseekadjournmentforabout15days.Thereafterthe
caseshouldbereferredtothesolicitorwithutmostdispatch.

Usually,plaintaretobereadaspartoftheapplicationforinteriminjunctionsbut
quiteoftencopiesofplaintarenosuppliedbycourtsalongwithnoticesforthehearing
of such application. Where copies of plaint are not so received, the same should be
procuredfromthecourtbeforereferringcasetotheLawDepartment.

17.
AftertheLawDepartmenthasexaminedthecaseandnominatedanAdvocateto
defend/conductitinacourtoflaw,aresponsibleofficerofadministrativedepartment
concernedwillconversantwiththefactsofthecase,andpreferablystationedatornear
theseatofthecourt,shouldcontactandbriefthecounselattheearliestandwellbefore
the next date of hearing of the case. This responsibility should never be left to the
subordinatestaff.

18.
Althoughitshouldnotnormallybenecessaryforthedepartmentrepresentative
tobepresentinthecourtoneachdateofhearing,heshouldremainintouchwiththe
counsel and keep watch over the progress of the case. Whenever required by the
counsel he must present himself in the court and render all possible assistance to the
counsel in the conduct of the case, as if it was his personal cases, where, however, a
department has an office at the station where the suit is pending, some one may be
deputedtoattendthecourtandassistthecounseloneachdateofhearingregularly.

ActiononTerminationofProceedings.

19.
As soon as a suit is decided, particularly when the decision is adverse to the
Government, the administrative department concerned should apply immediately in
the prescribed form to the concerned Deputy Commissioner or the District Judge for
copiesofjudgmentanddecreesheetforofficialuse.Thesewouldbesuppliedfreeof
cost. In addition, the counsel should also be asked to apply separately for certified
copiesofjudgmentanddecreesheet.

133

Appeals.

20.
IfthedecisioniseitherwhollyorpartiallyadversetotheGovernment,thematter
shouldbereportedimmediatelytotheSolicitor.Completerecordofthecase,alongwith
copiesofjudgmentanddecreesheet,shouldbesenttohimthereafterassoonasthese
copiesbecomeavailable.

Note. Certified copies of judgment etc., should be kept by the Department in

safecustody,asthesamemayhavetobefiledincourtifappealistobe
filed and Photostat copies thereof should be placed on the file. In fact,
originalofallimportantdocumentsshouldbekeptbytheDepartmentin
safecustodyassoonaslitigationorthreatoflitigationstarts.

21.
Although time is the essence in litigation in general, in appeal it is of utmost
importancebecausethetimeallowedforappealsislimitedandappealsfiledafterthe
expirationoflimitationperiodareordinarilydismissedasbarredbytimeandnoappeal
liesagainsttherefusalofacourttocondonedelay.Itis,therefore,verynecessarythat
the litigation cases in general and appeals in particulars should be handled with
promptnessanddeligence.

When time left for filing an appeal is less than 7 days, an officer of the
administrativedepartment,notbelowtherankofDeputySecretary,shouldbring
thefilepersonallytothesolicitor.

Note: This should be followed in other court cases as well when the date of
hearingfallswithin7days.

22.
The periods of limitation prescribed for various kinds of appeals, etc., Are as
under:

134

No.ofarticleofthefirstSchedule
totheLimitationAct,1908,orother
relevantruleanddescriptionof
appealorapplication.

151.

152.

156.

158.

PeriodofLimitation

FromadecreeororderofaHigh
Courtintheexerciseofitsorigi
naljurisdiction.

20days

UndertheCodeofCivilProcedure
tothecourtofaDistrictJudge.

30days

UndertheCodeofCivilProcedure
toHighCourt.

90days

Applicationtosetasideortoget
anawardremittedforreconsidera
tion.

30daysfromthedate
ofserviceofnotice
offilingoftheaward.

Forareviewofjudgmentbya
CourtofSmallCauses.

15days

20days

161.

162.

Forareviewofjudgmentbya
HighCourt.

164.

Applicationbydefendanttoset
asideadecreepassedExparte.

30daysfromthedate
whenhehasknowledge
ofthedecree.

Applicationforthefilingincourt
ofanaward.

90daysfromthedate
ofserviceofnotice
ofmakingofaward.

178.

OrderXIII

Forpetitionforspecialleaveto
Supreme
appealtotheSupremeCourt.
CourtRules

1956.

30dayswhereleave
toappealisrefused
bytheHighCourtother
wise60days.

135

OrderXII ForappealtotheSupremeCourt
30daysfromthedate
Rule
wherecertificateoffitnessis

ofgrantofcertificate.
6BSupreme grantedbyHighCourt.

Court
Rules,1956.

23.
Incomputingtheperiodoflimitation,thedaysfromwhichsuchperiodistobe
reckoned and in case of appeals, of application for review, the day on which the
judgmentcomplainedofispronouncedandthetimerequisiteforobtainingacopyof
thejudgmentdecreeappealedfromorsoughttobereviewedistobeexcluded.

Execution

24.
A decree favourable to government may be executed either by the court which
passeditorbysuchothercourtinwhosejurisdiction,thejudgmentdebtorvoluntarily
residesorcarriesonbusiness,orpersonallyworksforgainorownspropertysufficient
to satisfy the decree. While referring a case for execution of a decree it is, therefore,
necessarythataninventoryofthemoveableproperty,containingareasonably,accurate
descriptionofthesame,andalistofimmoveableproperty,containingadescriptionand
location of such property sufficient to identify the same, and a specification of the
judgmentdebtorsshareorinterestinproperty,shouldbefurnishedtotheSolicitor.

Ifanappealisinstitutedbytheoppositepartyandtheexecutionofthedecreeis
stayedbytheorderofthecourt,theintervalbeforethedecisionoftheappealshouldbe
madeuseofinmakinginquiriesastothepropertyofthejudgmentdebtor.

WritPetitions.

25.
The instructions in the preceding paragraphs apply mutatis Mutandis to Writ
Petitions.Itis,however,tobenotedthatHighCourtsusuallycallforreports/comments
fromtheadministrativedepartmentconcernedbeforeadmittingthepetitionstoregular
hearing.FailuretocomplywiththeorderoftheHighCourtmayleadtotheadmission
of petitions to regular hearing which may then take long time to be decided. It is,
therefore,imperativethatthereports/commentsaskedforshouldbepromptlysupplied
totheHighCourtsandwhereitisnotpossiblethehighcourtmayberequested,before
theexpiry ofthetimeallowed,forreasonableextension. Thereport/comments should
beshowntotheLawDepartmentbeforesendingthesametotheHighCourt.

136

Arbitration

26.
AccordingtoGovernmentdecisionnoprovisionistobemadeinagreementwith
domestic contractors for resolution of disputes through arbitration. However, if the
agreements already concluded by or on behalf of the Government contained any
condition of getting any question, difference or dispute decided by reference to
arbitration thenthesamehasto be acteduponand theinstructions conatained herein
before apply mutatis mutandis to the conduct of arbitration proceedings to which a
DepartmentoftheProvincialGovernmentisaparty.

Express.

27.
Allexpensesontheconductoflitigation,includingcosts,courtfees,counselfee,
not being the decretal amount of costs payable to the other party under the decree or
order of the court, are payable by the Law Department out of the funds placed at its
disposal. The penal costs ordered by the court to be paid to the other party for any
default on the part of the Government and the charges payable to the witnesses are,
however,tobepaidbytheadministrativedepartmentconcerned.

All expenses in criminal cases are payable by the administrative departments

concerned.

Modeofsubmissionofcases.

28.
Toensurequickdisposaloffilestoavoidunnecessarycorrespondenceanddelay
aselfcontainedsummaryofthecaseindicatingthepointorpointsonwhichtheadvice
of the Law Department is required should be placed on the file in duplicate in the
opinioncasesandatleastintriplicateincourtcases.Incourtcases,parawisecomments,
on plaints/petitions should also be furnished in triplicate. Such references to the Law
DepartmentfromtheDepartmentshouldbemadepreferablyataseniorlevel.

29.
Draft of parawise comments, etc, should be typed in double space and half
margin should be left to enable the Law Department to carry out amendments
whereverconsiderednecessary.

30.
Standardized court labels (S209A to 212B) obtainable from the controller of
Stationery and Forms, should be used while sending a court case to the Law
Department.

137

31.
If areferenceismade to any earlier adviceof theLawDepartmentthe number
anddateofthatadvicemustinvariablybequotedandifpossible,acopyofthesamebe
placedonthefile.WheneveracaseisreferredtotheLawDepartmentandanyprevious
opinion of the Law Department on the point at issue is within the knowledge of the
referringDepartmentitshouldalsoinvariablybequotedinthereferringnoteindicating
thenumberanddateofthatpreviousopinion.

32.
Unnecessary references on which the Department should themselves be able to
formulate opinion should not be referred to the Law Department with particular
referencetodraftingofpleadingsandaffidavits,itshouldbenotedthatwhileanofficer
signing any pleading or affidavit on behalf of the Government has every right to be
satisfied that there is no misstatement of facts, actual drafting or pleading and
affidavits and the choice of working have always been the privilege and the
responsibilityofthecounselconductingacaseonbehalfoftheGovernment.Therefore,
solongasfactsarecorrectlysetoutinthepleadingsoraffidavit,thereshouldhardlybe
anyoccasionforobjectionastothecontents,arrangementsorwordingusedycounsel
in such pleading or affidavit and should not normally be referred to the Law
Departmentforvetting.

EstablishmentandAdministrationDepartment.

33.
Thecasetouchinguponservicemattersandinterpretationoffinancialrulesand
regulationshouldbereferredtotheEstablishment&AdministrationDepartmentor,as
the case may be, to the Finance Department in the fist instance and the assistance of
LawDepartmentshouldbesoughtonlyifaquestionoflawisinvolved.

34.
WhereaDepartmentobtainsanopinionfromtheLawDepartment,thereferring
department should not in announcing Governments decision (i.e. Departments own
decision) disclose that the Law Department was consulted. Care should be taken that
endorsement in such cases meant for the Law Department are not carried out in the
copiesmeantforotherDepartment.

35.
While the Law Department would welcome, where considered expedient, back
references from the Administrative Department for consideration of its opinions, but
such reference should be at least from the same level at which level opinion was
tenderedintheLawDepartment.

36.
WhereinanycasethereisadifferenceofopinionbetweentheLawDepartment
and the Department concerned and the latter desires to consult Advocate General it
shouldsendtotheformerallrelevantpaperstogetherwithaselfcontainedsummaryof

138

thecasepreciselyindicatingthepointsonwhichtheadviceoftheAdvocateGeneralis
sought.UndernocircumstancesacaseistobereferredtotheAdvocateGeneralbythe
AdministrativeDepartmentdirectly.

37.
The Secretary in each department will be personally responsible for the
observance of these instructions by his subordinates including officers in the attached
andsubordinateoffices.Heshouldensurethathissubordinatesdonotdisregardthese
instructions.WhenacaseisfinallydisposedofanddecidedagainsttheGovernmenthe
shouldhaveaninquiryinstitutedinthematterandtakeappropriateactionagainstthe
concerned officials where the judgment has gone against the Government because of
thenonobservanceoftherulesorproceduresonthepartofthedealingofficials.Where
anylacunainlaworprocedureisrevealedstepsshouldbetakentoamendthelawor
therules,asthecasemaybe,ifconsiderednecessaryandexpedient.

139

APPENDIXXXVI
[ReferenceBooks]

ThefollowingRules,Regulations,manualsandCodesetc.,arefrequentlyrequiredfor
consultationintheSecretariatDepartmentsandshouldbereadilyavailable.Officersare
expectedtobefullyacquaintedwiththeircontents.

1.
ConstitutionoftheIslamicRepublicofPakistan,1973.
2.

TheN.W.F.P.GovernmentCivilServantsAct,1973.

3.

TheN.W.F.P.GovernmentRulesofBusiness,1985.

RULES:

1.
The N.W.F.P. Civil Servants (Appointment, Promotion and Transfer) Rules,
1975.

2.
TheN.W.F.P.CivilServants(EfficiencyandDiscipline)Rules,1973.

3.
TheN.W.F.P.GovernmentServants(Conduct)Rules,1987.

4.
TheN.W.F.P.CivilServants(Appeals)Rules,1986.

5.
The N.W.F.P. Civil Servants (Change in Nomenclature of Service and

AbolitionofClasses)Rules,1975.

6.
FundamentalandSupplementaryRulesVolIandII.

7.
GeneralFinancialRulesVolIandII.

8.
TheN.W.F.P.G.PFundRules.

9.
TheN.W.F.P.GovernmentPensionRules.

10.
TheN.W.F.P.Government(TravellingAllowance)Rules,1980.

11.
TheN.W.F.P.GovernmentServants(Leave)Rules,1981.

140

12.

The N.W.F.P. Government Delegation of Powers under the Finance and Re

appropriationRules,1981.

13.
TheN.W.F.P.GovernmentCivilServants(PayRevision)Rules,1978.

14.
TreasuryRulesofCentral(Federal)Government.

CODES:

1.
TheGovernmentofN.W.F.P.EstablishmentCodeVol1.

2.
N.W.F.P.Code.

3.
PoliceCode.

4.
P.W.DCode.

5.
CivilAccountCode.

6.
AuditCode.

MANULAES:

1.
PunjabLawDepartmentManual,1938.

2.
PunjabBudgetManual.

3.
WestPakistanPrintingandStationaryManual.

4.
AuditManual.

THEN.W.F.PSPUBLICSERVICECOMMISSION.

1.
TheNorthWestFrontierProvincePublicServiceCommissionOrdinance1978.
2.

TheNorthWestFrontierProvincePublicServiceCommission(Function)Rules,
1983.

141

3.

The NorthWest Frontier Province Public Service Commission (Condition of

ServiceofMembers)Rules,1974.

THEN.W.F.P.SERVICETRIBUNALS
1.

2.

3.

NorthWestFrontierProvinceTribunalsAct,1974.
EstablishmentofN.W.F.P.ServiceTribunals.
TheNorthWestFrontierProvinceTribunals,Rules,1974.