1077. Typing and numbering letters, endorsements, etc.
- The following procedure shall be followed in all offices in typing and numbering letters, endorsements, etc.:-(a)As soon as files containing drafts are sent for issue, the clerk concerned of the Issue Section will at once impress rubber stamps at the bottom of each draft showing ("Typed by...........on ....... compared by .......... on .......") and send them for typing fair copies. After fair copies have been typed, the typist will put his initial and date in the space shown in the rubber stamp and send the file for comparison. Before issue the despatcher will compare the drafts with the help of another clerk and put his initial and date similarly.(b)All copying work will be attended to without delay, and special care will be taken to see that letters are signed and issued in time to catch the different mails. The ordinary rule is that letters, the drafts of which have been passed before midday, will issue on the same day, and those of which the drafts have been passed after midday, before noon of the succeeding day.(c)The issue number of a letter is the serial number given to it in accordance with the order in which it is entered in the issue register. When a letter or endorsement is issued to more than one officer it should have only one serial number, the number of officers to whom it is issued being indicated against it in brackets. Thus a letter numbered 12 issued to three Range Deputy Inspectors-General should be numbered as 12(3). Similarly, if a letter is issued to three officers and copies of it are forwarded to other officers the main letter and the endorsement should have only one serial number in the register, the endorsements being distinguished by sub-numbers under a horizontal line thus-Letter No.
