e Office & Noting Drafting

🟢 What is a Note in Government of India?

In GoI (Government of India) offices, a note (often referred to as the green sheet in traditional file formats) is an internal record of opinion, recommendation, analysis, or decision written by a government officer on a file. It helps the file move forward—upward or sideways—for decision-making.

This system forms part of the "file noting" process—essential to the functioning of the government bureaucracy.

📁 Structure of a File in Government Offices

A typical file contains two main parts:

1. Note Portion (Green Sheet): Contains all observations, analysis, recommendations, and decisions.
   
   

2. Correspondence Portion (White Sheet): Contains official communications, letters, replies, reports, etc.
   
   

📘 Types of Notes

Here are the key types of notes that are commonly used:

Type of Note - Description - Example

Routine Note - Simple instructions for repetitive or procedural matters. - “Issue reminder to the department.”

Speaking Note - A detailed and well-reasoned note that supports a decision, policy or recommendation. - Justifying purchase above ₹25 lakhs with rule references.

Drafting Note - Suggests the draft of a reply/communication. - “Draft a letter to Ministry of Finance regarding fund allocation.”

Explanatory Note - Provides background, facts, chronology, etc., for understanding an issue. - “Background on Delhi Metro Phase-IV project delays.”

Self-Contained Note - A comprehensive note that includes all aspects so the approving authority does not need to look at previous notes. - Common in submitting proposals to top-level officers.

⚠️ Precautions While Preparing a Note

Writing a good note is a blend of accuracy, clarity, and balance. Here are the golden rules:

✅ Do's:

• Be brief, but complete.
  
  

• Use numbered paragraphs.
  
  

• Use official language—polite and precise.
  
  

• Quote relevant rules/circulars/orders when needed.
  
  

• Present facts first, then analysis, then recommendation.
  
  

• Ensure chronology and facts are accurate.
  
  

• Use self-contained notes for higher-level officers.
  
  

❌ Don’ts:

• Avoid personal opinions/emotions.
  
  

• Don’t repeat previous notes unnecessarily.
  
  

• Don’t use slang, sarcasm, or casual tone.
  
  

• Never skip essential data for decision-making.
  
  

🧠 Clever Phrases/Common Language Used in Notes

These are common bureaucratic phrases used in government noting. They sound formal, neutral, and are helpful when navigating tricky or sensitive matters:

Purpose

Phrase

Suggestion

"It is proposed that..."

Seeking approval

"May kindly approve."

Disagreement (soft)

"With due respect, I differ from the view expressed..."

Request for clarification

"The matter may be referred to..."

Delay explanation

"The delay is regretted due to administrative reasons."

For further action

"May be put up for orders."

For forwarding

"Submitted for favour of consideration and necessary orders."

📝 Sample Note (Example)

Subject: Approval for conducting a Cyber Security Workshop

Note:

1. It is proposed to organize a two-day training workshop on Cyber Security for Group A and B officers from 10th to 11th May 2025.
   
   

2. The training is expected to enhance officers' capacity to identify and mitigate cyber threats.
   
   

3. NIC and CERT-In have been identified as resource institutions.
   
   

4. The estimated expenditure of ₹1,75,000 may be met from the training budget head.
   
   

5. The draft invitation letter and schedule are placed in the correspondence folder.
   
   

Submitted for favour of kind approval.

🟩 Digital Context – eOffice

In eOffice, the physical green sheet has become digital noting, but the structure and expectations remain the same. Officers can refer, resubmit, return, or approve notes using the file tracking system.

Parichay is a Single Sign-On (SSO) platform developed by the Government of India to provide secure and seamless access to various government services for both government officials (G2G) and citizens (G2C). Its primary objective is to enable users to log in to multiple government services using a single authentication framework, eliminating the need for multiple credentials.

Key Functions of Parichay:

1. For Government Employees:

   • Provides access to NIC (National Informatics Centre) services using official government email addresses (@nic.in, @gov.in, etc.).

   • Supports authentication for platforms like e-Office, which allows government employees to work remotely and access office files securely.

2. For Citizens (Jan-Parichay):

   • Allows citizens to log in to government services using Aadhaar, PAN card, email (Gmail/Yahoo/other public emails), driving license, etc.

   • Aims to simplify access to citizen-centric government portals and services.

3. Security Features:

   • Two-Factor Authentication (2FA) for enhanced security.

   • Geo-fencing and role-based access control.

   • Real-time account auditing and alerts to prevent hacking attempts.

   • Plug-in authentication for easy integration with government applications.

4. Multilingual & User-Friendly:

   • Supports multiple Indian languages.

   • Provides a unified experience across different government services.

Purpose and Impact:

Parichay is mainly used to streamline access to e-Governance services by reducing dependency on multiple login credentials. It ensures secure, efficient, and centralized authentication, especially for platforms like e-Office, where government employees can work remotely and manage official files securely.

No. XX/XX/2025-XX
Government of India
Ministry of Home Affairs
[Department Name]
[Office Address]

New Delhi, Dated: 01 Mar 2025

OFFICE MEMORANDUM

Subject: Blacklisting/Debarring of M/s. ABC Pvt. Ltd. from Business with Ministry of Home Affairs and its Subordinate Departments.

            It has come to the notice of this Ministry that M/s. ABC Pvt. Ltd., located at XY, Sector-11, Rohini, Delhi, was awarded a contract through a tender process by a Central Armed Police Force (CAPF) for assisting in the conduct of a Recruitment Examination. The scope of work included setting and printing of question papers, as well as printing, supply, and evaluation of OMR answer sheets.

2.          During the tendering process, M/s. ABC Pvt. Ltd. submitted a certificate affirming that they had never been blacklisted by any Government organization, which was a necessary precondition for the award of work. However, it has now been established that M/s. ABC Pvt. Ltd. had been blacklisted by Bihar Police for a similar assignment, a fact that was deliberately concealed by the firm. Submission of incorrect information and a false certificate amounts to willful misrepresentation and misleading the organization.

3.            After due consideration of the firm's explanation, the facts, and the circumstances of the case, it has been decided that M/s. ABC Pvt. Ltd. is to be blacklisted/debarred from all business dealings with the Ministry of Home Affairs and all its subordinate offices and departments for a period of three (03) years, effective from the date of issuance of this Office Memorandum.

4.              This order shall be communicated to all concerned departments and organizations under the Ministry of Home Affairs for strict compliance.

5.               The CAPF concerned is directed to take necessary action in light of this decision and ensure compliance with the blacklisting/debarment order.

(Authorized Signatory)
[Name]
Designation
Ministry of Home Affairs
Government of India

Copy to:

1. The Director General, [Concerned CAPF], for necessary action.

2. All Departments/Organizations under the Ministry of Home Affairs for compliance.

3. NIC, MHA, for uploading on the official website.

4. Office Copy.

Government of India
Ministry of Labour & Employment
[Department Name]
[Office Address]

New Delhi, Dated: 01 Mar 2025

AGENDA NOTE

Subject: Discussion on Measures to Curb Child Labour in Industrial Units – Meeting with Chief Secretaries of Concerned States

1. Background:
The issue of child labour continues to persist despite stringent legislative measures, including the Child Labour (Prohibition and Regulation) Act, 1986, which bans the employment of children in specified hazardous occupations and regulates their working conditions in others. According to the International Labour Organisation (ILO), over 152 million children globally are engaged in child labour, with India contributing nearly 10 million child workers. Recent reports highlight that several micro, tiny, and unorganized sector industrial units are illegally employing children, violating the provisions of the Act.

2. Key Concerns:

• Children are being employed under unsafe and exploitative conditions, often working as bonded labourers.

• They receive extremely low wages and are subjected to deplorable working conditions.

• There exists a well-organized network facilitating the recruitment and exploitation of children, luring them from underprivileged backgrounds with false promises of a better life.

• Existing enforcement mechanisms appear to be ineffective, allowing these violations to persist unchecked.

3. Objectives of the Meeting:
The meeting aims to deliberate upon the following key points:

1. Strengthening Enforcement Mechanisms: Enhancing surveillance and enforcement of the Child Labour (Prohibition and Regulation) Act, 1986 at the state level.

2. Inter-Agency Coordination: Establishing effective coordination between Labour Departments, Law Enforcement Agencies, and Child Welfare Committees.

3. Strict Action Against Violators: Discussing stringent penalties and legal action against industries and networks engaging in child labour.

4. Rescue and Rehabilitation: Developing a robust mechanism for identification, rescue, and rehabilitation of affected children, ensuring access to education, vocational training, and social support.

5. Public Awareness and Community Participation: Engaging NGOs, civil society, and local communities in reporting and preventing child labour.

6. Role of State Governments: Strengthening state-level efforts, including the formation of Special Task Forces (STFs) to monitor child labour activities.

7. Policy Reforms: Reviewing existing policies and suggesting new measures to eradicate child labour effectively.

4. Expected Outcomes:

• Formulation of a state-wise action plan to eliminate child labour.

• Strengthened inter-departmental collaboration for effective implementation.

• Development of preventive measures to stop child labour recruitment at the source.

• Increased awareness and sensitization programs for all stakeholders.

5. Conclusion:
The Central Government remains committed to the complete eradication of child labour. The active participation of State Governments and concerned authorities is crucial in implementing policies effectively. This meeting will serve as a platform for identifying challenges, sharing best practices, and formulating a comprehensive national strategy to eliminate child labour in India.

(Authorized Signatory)
[Name]
Section Officer
Ministry of Labour & Employment
Government of India

Government of India
Ministry of Finance
Department of Economic Affairs
North Block, New Delhi

Dated: [DD/MM/YYYY]

To,
The President,
Federation of Indian MSMEs (FIMSME),
[Address]

Subject: Response to Concerns Regarding Financial Distress Faced by MSMEs

Dear Sir/Madam,

This is in reference to your letter dated [DD/MM/YYYY], highlighting the financial distress faced by Micro, Small, and Medium Enterprises (MSMEs) due to limited access to credit, high interest rates, and delayed payments. The Ministry of Finance acknowledges the critical role played by MSMEs in India’s economic growth and remains committed to addressing the concerns of the sector.

1. Access to Credit:
The Government has been actively implementing various schemes to facilitate credit availability for MSMEs. The Credit Guarantee Fund Trust for Micro and Small Enterprises (CGTMSE) provides collateral-free loans, and the Emergency Credit Line Guarantee Scheme (ECLGS) has been extended to support businesses affected by liquidity constraints. Additionally, banks and financial institutions have been directed to ensure timely loan disbursals to eligible MSMEs.

2. Interest Rate Concerns:
While monetary policy decisions are governed by macroeconomic conditions, the Government is considering measures such as interest subvention schemes to alleviate the burden on MSMEs. The Ministry is in discussion with the Reserve Bank of India (RBI) to explore feasible mechanisms for providing relief to the sector.

3. Timely Payments:
Recognizing the challenges posed by delayed payments, the Government has mandated all Public Sector Undertakings (PSUs) and Government Departments to settle dues to MSMEs within 45 days as per the provisions of the MSME Development Act, 2006. Further, the Trade Receivables Discounting System (TReDS) has been strengthened to facilitate early realization of payments. Strict monitoring measures are being implemented to ensure compliance with these regulations.

4. Further Policy Support:
The Ministry of Finance, in collaboration with the Ministry of MSME, is actively considering additional financial support mechanisms. A high-level committee is being constituted to assess the current challenges and recommend necessary policy interventions. We encourage FIMSME to provide further inputs in this regard for consideration in future policy decisions.

We appreciate your proactive approach in bringing these issues to our attention. The Government remains dedicated to fostering a supportive financial ecosystem for MSMEs and will continue to take necessary steps to ensure their growth and sustainability.

For any further discussions, a meeting with the relevant stakeholders can be arranged at a mutually convenient date.

Yours sincerely,

[Name]
Under Secretary / Deputy Secretary
Department of Economic Affairs
Ministry of Finance
Government of India