e-Office & File Procedures
Noting & Drafting
The Art of the “Green Sheet”
Central Govt Office Manual: How to Write a “Note Sheet” & Use e-Office (Beginner’s Guide)
- Software: NIC e-Office (Lite/Plus)
- Key Terms: PUC, DFA, Green Note
- Rule: CSMOP (Manual of Office Procedure)
- Goal: Zero Physical Files by 2026
The Daily Grind: Handling “Dak” (Receipts)
Every morning, the Diarist receives the mail. In e-Office:
1. Browse & Diarise: Scan the letter (PDF). Upload it.
2. Meta Data: Enter Sender Name, Subject, and Date.
3. Generate Receipt: The system gives it a unique Receipt Number.
4. Put in File: Attach this Receipt to an existing e-File or create a new one.
The Art of “Noting” (Green Note)
When you put up a file for a decision, you write on the “Green Side” (Note Sheet).
📝 Standard Structure
Para 1 (The Facts): “Reference is invited to the PUC (Paper Under Consideration) regarding…”
Para 2 (The Rule): “As per Rule X of FR/SR, the entitlement is…”
Para 3 (The Proposal): “In view of the above, we may approve…”
Para 4 (The Submission): “Submitted for approval please.”
Drafting the Reply (DFA)
Once the Note is approved by the Competent Authority (e.g., Under Secretary or Director):
• Go to “Draft” > “Create New Draft”.
• Type the letter content.
• Click “Enable DSC” (Digital Signature Certificate).
• Once signed, click “Dispatch” to email it instantly.
Common Mistakes to Avoid
- ❌ Verbatim Copying: Don’t just copy the letter into the note. Summarize it.
- ❌ Missing References: Always hyperlink previous file numbers (Cross Referencing).
- ❌ Red Ink: Only officers of Joint Secretary level and above can use Red/Green ink in physical files. In e-Office, stick to standard font.