Slide 1: Title Slide
Noting & Drafting: The Backbone of Official Communication
A comprehensive guide to effective decision-making and communication.
Slide 2: Introduction
What are Noting and Drafting?
Noting: The process of writing remarks on a file or document to analyze a problem and suggest a course of action. It is the "thinking" part of the process, done internally to facilitate decision-making.
Drafting: The process of preparing a formal, written communication (like a letter, memo, or order) that will be sent out. It is the "acting" part of the process, based on the decisions made.
Why are they important?
Ensure clarity and consistency in decision-making.
Create a permanent record of the thought process.
Form the basis for all official correspondence.
Improve administrative efficiency and accountability.
Slide 3: All About Noting
Purpose of a Note:
To examine a case or issue.
To connect it with relevant rules, precedents, and policies.
To suggest a clear course of action or a decision for a higher authority.
Characteristics of a Good Note:
Concise: Brief and to the point.
Clear: Unambiguous and easy to understand.
Objective: Based on facts, rules, and logic, not personal feelings.
Self-Contained: Provides all necessary information for a decision.
Slide 4: How to Write an Effective Note
Reference: Always start by referring to the correspondence or issue you are noting on. Use the file/reference number.
Identify the Problem: Clearly state the core issue that needs a decision.
Analyze: Examine the issue in light of:
Existing rules and regulations.
Previous decisions (precedents).
Relevant data and facts.
Discuss Options: Briefly discuss the possible solutions or courses of action.
Recommend: Clearly state your proposed solution or recommendation. Your suggestion should be a direct consequence of your analysis.
Sign Off: End with your signature, name, and designation.
Slide 5: All About Drafting
Purpose of a Draft:
To formally communicate a decision, request, or piece of information.
To create a legally and officially sound document.
The 5 C's of Drafting:
Clarity: The meaning should be plain and simple. Avoid jargon.
Correctness: Information, grammar, and spelling must be accurate.
Conciseness: Use the fewest words necessary to convey the message.
Completeness: The draft must contain all necessary information for the recipient.
Courtesy: The tone should be appropriate and respectful.
Slide 6: The Drafting Process
Understand the Decision: Be clear on the decision taken in the "noting" stage that you need to communicate.
Identify the Audience: Who are you writing to? Tailor the language and tone accordingly.
Outline the Structure: Plan the sequence of your points (e.g., introduction, main body, conclusion/action).
Write the First Draft: Focus on getting the content down logically. Don't worry about perfection.
Revise and Edit: Improve clarity, conciseness, and flow. Check for factual accuracy.
Proofread: Read through one last time to catch any spelling, grammar, or punctuation errors.
Slide 7: Noting vs. Drafting - Key Differences
Feature | Noting | Drafting |
|---|---|---|
Purpose | Internal decision-making | External communication |
Audience | Colleagues, Superiors (Internal) | Other departments, Public (External) |
Style | Informal, brief, analytical | Formal, structured, polite |
Format | Written on file, can be handwritten | Typed, follows specific formats |
Content | Analysis, opinions, recommendations | Decisions, information, requests |
Outcome | A decision is made. | An official document is sent. |
Slide 8: Common Mistakes to Avoid
Vagueness: Using unclear language in notes or drafts.
Incompleteness: Leaving out critical facts or context.
Beating Around the Bush: Not getting to the point quickly.
Factual Errors: Providing incorrect data or rule citations.
Improper Tone: Using overly casual or aggressive language in a draft.
Mixing Noting and Drafting: Writing a long, rambling note when a clear draft is required.
Slide 9: Conclusion
Noting is the intellectual process of applying your mind to an issue.
Drafting is the skill of communicating the outcome of that process.
Mastering both skills is fundamental for administrative effectiveness. They ensure that decisions are well-reasoned and communications are clear, professional, and actionable.
Slide 10: Q&A
Thank You
Questions?
