Noting & Drafting : Noting & Drafting for IPO Exam & PS Group B Exam

 What is Noting and Drafting?

What is Noting?

Noting is a process of preparing the brief essence of a proposal or a paper under consideration with correct facts, statistics, and ruling position, etc., in the file to make an important final decision by a Government officer on the file.

The note is submitted by the dealing official to his intermediatory officers between him and the officer competent to decide the case, such officer also records their views, adducing reasons.

Then it will be submitted to his higher authorities for final orders.

What is Drafting?

Drafting is a rough copy of a document or an initial attempt of preparing a document, that can be corrected, improved, or changed before it is finally approved.

The crucial function of English noting & drafting is to initiate and complete the process of disposal of a case in a logical manner either supported by a rule or a precedent if no rule exists specifically.

What is another word for Drafting?

Mechanical Drawing (noun) Outlining (noun) Preparation (noun) Blowing (verb)

What is the difference between Noting and Drafting?

Noting is an internal process of an office (and thus not so open to outside scrutiny) whereas drafting (final draft) is issued is generally a document conveying to others, a decision, views or orders.

***   ***   ***

I would update this page daily as it is a big topic to cover.

Answer to Previous IPO Paper Questions (2019) on Noting and Drafting

Question-1. A fraud of misappropriation of funds in a Single-Handed Post Office has been detected by you at the time of inspection. As Inspector Posts, make a report on how the fraud was committed and recommend further course of actions.

Answer-1:

Department of Posts-India

O/o Inspector Posts, Q Subdivision

Mysore-570010

Confidential

To

The Sr Superintendent of Post Offices,

Vadodara Division,

Vadodara

No………………………………. dated at …………………. the 29-11-2020.

Sub: Misappropriation of funds in X SO, a Single-Handed Post Office – Reg.

***     ***     ***

         This is regarding the misappropriation of funds in X SO, a Single-Handed Post Office. In this regard, it is to submit that the Inspection of X SO was carried out on 28-11-2020 for which DLI is 01-12-2019.  Sri M is working as Sub Postmaster since DLI.

Brief History 

I . How the fraud Came into Light?

During the course of the Annual Inspection, few SB passbooks have been obtained from the customers and verified whether the balance in the passbook agrees with the Finacle balance using the command HACLI. It is noticed that the balance differs on checking as mentioned and the Sub Postmaster has committed SB frauds as detailed below:

II. Modus-operandi:

Shri M,  SPM, X SO has accepted total cash of Rs70,000 from the depositor P.Pallavi towards SB deposits in her Post office SB Account 3018520055, made entries in the passbook under his initials, and impressed date stamp in token of having received the amount from the depositor, but failed to credit the same into Post office accounts.

III. Details of Accounts Defrauded:

On verification of the following SB account, misappropriation has been noticed.

1. SB A/C No.3018 5200 55 –

The SPM Sri M had failed to account for the SB deposits as mentioned below deposited by Smt. P. Pallavi, in her SB account no. 3018 5200 55 of X SO in contravention of provisions of Rule Contravention of Rule 31(2) (i) (b) (i) POSB Volume- I (Second Edition):

Transactions as per PB				Transactions accounted				Amount not taken into Govt. accounts(Rs)
Date	Dep	withdrawal	BAT	Date	Dep	Withdrawal	Bat
04.05.2021	50000		50157					50000
10.06.2021	20000		70157					20000
	Total amount misappropriated in Rs.							70000

2. Statement of  Depositor:

Smt P.Pallavi with SB A/C No. 3018 5200 55 in her statement dated 28-11-2020 stated that the SPM has accepted cash Rs50,000 on 04-05-2020 and Rs20,000 on 10-06-2020 and made entries in the SB Passbook under his initials and made a date stamp impression.

3. Statement of SPM M:

Sri M, in his statement dated 28-11-2020 has admitted that he has accepted Rs50,000 cash on 04-05-2020 and Rs20,000 on 10-06-2020 from the depositor Smt P.Pallavi and did not credit into Post office Account and utilized the money for his personal use.

5. As seen from the Finacle menu HACLI, the Finacle ledger, the deposits Rs50,000 and Rs20,000 made on 04-05-2020 and 10-06-2020 respectively were not credited into Government accounts on the date of deposit or subsequently. As per the other relevant records like SO Account, SB LOT/Long book, original passbook, SO Daily Account, etc., the non-credits were confirmed.

6. During the course of inspection on the test check of the Passbooks, it is suspected that there is a misappropriation of funds in the Sub Post Office. It is requested to issue necessary orders for detailed Past Work Verification of the Sub Post Office. All the relevant records have been seized.

IV. Recommendations for further course of action:

7. In view of the modus operandi mentioned above and the amount involved in fraud is high, the following further course of action is recommended:

(i) It is recommended for a change of date stamp immediately. An experimental Date stamp may be supplied from the Divisional office immediately.

(ii) The case of suspension of the official may have to be examined keeping in view the amount of fraud and other aspects.

(iii) As the amount involved is Rs.70,000 which is beyond the limit of Rs50,000, the case may have to be reported to the police. The draft submitted in this regard may please be approved.

(iv) Cent Percent verification of the X SO or detailed past work verification is recommended in this case.

Conclusion:

In anticipation of orders from the competent authority, past work verification is commenced and appropriate steps will be taken to ensure that loss is recovered.

Further instructions are prayed for in this regard.

(-sd-)

Inspector Posts

Q Subdivision

Mysore

***   ***   **

Read Also:-

1. Noting & Drafting :-DO Letter - Full form | Format | How to Write