DIRECTORATT OF ADMINISTRATION & HR

KHADIANDVILLAGEINDUSTRIEScoMMISSIoN3, IRLA ROAD, VILE PARLE(WEST! MYYPAI-4OO 056'

T elz O22'267L4267 I 4320- I 4325Email: adm.lnric@gov.in

(Through: Digital KVIC)

No. Admn & HR/ Policy/59/Dy' CEO cell/ 12th February' 2O2l

CIRCULARsub: Guidelines for review of various communications-

Standingorder/officeorderlCircularandre-issuance of revised ones - regarding'

****'s*

Part-I

The commission in ord.er to run its day to day activities

issues various communications. These commLtnications are

issued in consonance with Act, Rules, Regulations of KVIC

and policy-decisions taken by the commission in addition to

the instructions received form the Ministry from time to time

and are issued in the form of standing orders, office orders,

Circulars, Addendllms, Corrigendum, etc'

During day to day functioning, higher aut:norizes of the

commission have observed that the Industry/Programme

Directors, in Central Office, often quotes' such

communications which were issued more than decades back'

These were issued at that particular point of time, depending

upontheschemesranbytheCommissiondulysanctionedbythe Govt. of India. These communications at this point of time

may not serve the purpose completely or partiatly, requires

repeal or revision to suit the present context. As such, a need

is felt to issue revised. instructions with reference to the

existing schemes in oPeration'

Therefore,alllndustry/ProgrammeDirectorsareinstructed to identify all the Standing orders, office orders,

Circulars, Add"end"ums, Corrigendum, etc' and conduct a

comprehensive review to ascertain as to its relevance and

continuation,toissueafreshrevisedinstruction.1zr

ACommitteeofseniorofficersisconstituted.toscreen/scrutinyand'recommend.therevisedcommunicationsofstandingorders,officeOrd'ers,Circulars,etc.asfollows:

1. Joint CEO

2.Dy. CEo (Adm. & HR)

3. Concerned DY. CEOs

4. Industry lPtogram concerned-

5. Director (Legal Affairs)

6. Director (Finance)

7. Director (Adm. & HR)

ChairmanMemberMembers

MemberMemberMemberMember-Convenor

The following instructions are issued in drafting' the

communications, Stand'ing Order' Office Order' Circular'

Addendum, Corrigendum, etc

1.

Standingorderistobeissued.onallmattershavingabearing on the provisions of KVIC Acts and Rules in

furtherance of the Khadi and village Industries programmes'

It must be issued, on the strength of commission's resolution

only.ThecontentsshouldnotbeonservicemattersofemployeesofKhadi&Villagelnd.ustriesCommission.Anycontent not in consistent with the Acts, Rules is uoid - ab-initio

anditistobedraftedinathirdpersonlanguageonly.LatestStandingOrdersupersed.esformerStandingorderonthesubject and' is in force so long it is not repealed'

WhereStandingorder,officeord.erorCircularareinexistence simultaneously - on a sarne subject, and if there is a

contradiction arnong these communications, the standing

Ord,er, Office Order, Circular holds good on senatim'

DirectorateofAdministrationmaintainsaregisterregarding issuance of Standing Order' wherein it is serially

numbered perpetually. As such any Directorate, before issuing

Standingord.ertheserialnumberhastobeobtainedfromtheDirectorate of Administration'

2. Oftcq Order:

The office order is to be issued in furtherance to the

provisions of the Regulations. It normally regulates the

service conditions of officers and officials. It must be issued

on the strength of Commission,s Resolution, orders of the

cEo/FA/Chairman issued in consona.nce with Govt' of India's

instruction onlY.

Latest office order supersedes former office order onthe

subjectandisinforcesolongitisnotrepealed.Whereofficeorder or circular is in existence simultaneously - on a salne

subject, and if there is a contradiction in between these

communication, the office ord.er, Circular holds good on

seriatim. Directorate of Administration maintains a register

regarding issuance of office order, wherein it is serially

numbered perpetually. As such any Directorate, before issuing

office order the serial number has to be obtained from the

Directorate of Administration'

3. Circulars:

Circular is normally an informative' clarificatory

communication and do not transmit delegation of financial

and administrative powers. It is an official communication

among officers and staff for wide circulation. It normally

communicates procedures. circular need not necessarily be

supported with, Commission,s resolution, but the competent

authoritywhoiswithproperdelegationcanonlyissue.

4. Addendum:

Whenever anything may need to add to the existing

Standing order, brn"" order or circular, an addendum is

issued to enable to incorporate the additions in the existing

Standing order, office Order or Circular, So aS to make it

complete in all resPects'

Addendums is to be issued for standing order as

addendumtoStandingorder-foranofficeOrderaSaddendumtoofficeOrder-forCircularaSaddendumtocircular - inter change of communication should not be

3issued. f, Ly7'r

5. Corrigendum:

CorrigendumisacorrectionofexistingprovisionsofStanding Ord.er, Office Order, Circular etc'

Corrigend.umalsobeissued'forStandingorderaScorrigend.um to Standing Order' for Office Order as

corrigend'umtoofficeorder,forCircularaScorrigendumtoCircular.Interchangeofcommunicationshouldnotbeissued.

Part-II

Similarly, the Directorates in Central office, including

Administration and Field offices, often issues various

communicationsintheprocessesofrunningoflices.Thesecommunications, apart from aforesaid mentioned inter-alia

are Ord,er, Memorand.um, official letter, Demi-official letter,

Inter Office Letter/note, etc' These are issued often

interchangeably, resulting in sending confusing signals, and

losing its importance that the said communication deserves'

Governmentorganizationswhiledealingwithothersimilarorganrzatlons ot public at large through a written

communication,..thed.ecorrrmandd.ecency,,aretobemaintained, including vocabulary used". This is often ignored

eitherknowinglyotu"ktowingly'suchtendencyglvesabadimpressionontheorganizationinparticularandonfunctionaries in general'

As such, the following guidelines are issued, to adopt by

theauthoritiesConcerned",inissuingcommunicationstomaintain uniformity as well as clarity'

01 Order: Order is a command" issued by the superior

authority to its subordinate. It is issued to specific individuals'

Itisissuedwithproperdelegationofpowersanda.utl.:rorizationonly.orderisissuedforalongerd.uration,donotoftenchange or terminates on its own' Normally in the

Commission, issuance of appointment order' promotion order'

transferord.er,dutyallocationord'er'etc'areinpractice'4

o2M,emorandum-Memorand.umisissuedbythesuperiorauthority to its specific subord"inate. The contents may be an

assignment,callingro'aninformation,explanation,etc.oncethe desired information is received and purpose is served, the

memorandum ceases from operation'

o3 office Memoran4um: office Memorandum, issued by the

Central Ministries, Govt' of India' In Commission' no such

practice is in existence, perhaps just to avoid confusion'

whenever an office Memorand.um issued by the Govt. of India,

need to be brought to the notice of officials of Commission' for

compliance,itisforwardedbyaCirculartotheallconcerned;and it cannot be reprod.uced' in any mod.e of communication,

just to avoid' gaps for misinterpretations'

O4. Official letter

4.L Letters to superior: Letter to superior officer must

always be pr".i*", effective' The language must be

submissive. Send message exactly what superior wanted or

what instructions are expected from superior'

4.2 Letter to equivalent: Letter to equivalent must always

beinacontemporarylanguage-treatingpersononequalfoot.It must be slmple, effective communication and contains what

exactly desired, from either of persons'

4.3 : Letter to subordinate be in a

commanding language, precise and effective' It must

Communicate-whatisexactlyexpectedbytheauthority.Directives must be crystal-clear, no ambiguity - as far as

possible - no need to obtain reconfirmation' ,"'i1tn:1liT^,"-tcommands. Commands are also expected to maintain

decorum and decency of liner hierarchy' it should not be

defamatory, derogatory, undermining the ability of a sub-

ordinate, resulting in demoralisation'

o6

Demi-official letter is written by

considerable years of intimacy and good

officer havingunderstanding of

D.O. letter may be in any combination - written in between

either to superiors or equivalents, even to subordinates' The

d.ecorumoflanguagemaybesubmissive'contemporary'commanding also be followed, even in demi-official letter

depending upon category of persons, the communication is

being taking place. Subject matter may be official' semi-

official or even personal. In fact D.O. letter is written by a

person with own hand-writing, where hand writing is of

d.iscomfort to read", prefers writing letter-"first and last

sentence" with own hand, as a gesture of respect'

07. Inter-office letter ' note

Inter-office letter/note is a communication in between

sections/Directorates/offices in an organisation' It is

normally do not require customary expression of prefix

(Sir/Madam) - and suffix - (yours faithfully/sincerely) etc' Itmust be simple one - as far as possible precise and effective

with a specific objective. It should not give scope for different

line of interpretations. The decorum of language - submissive

with superiors, contemporary with equivalents - commanding

with subordinates to be fo110wed and should not be

d'erogatory,defamatoryorunderminingtheperson,sability,authoritY, etc.

Sending communication, "for signature" "Sd/- Paper

Forwarded,, is not in practice in the commission. whenever

copy of communication marked. to superiors directly, it must

be recorded as "Copy submitted" - equivalents as furnished' -

subord,inates simply need to mark. Letters to the Ministry

must be written with the signature of not below the rank of

Deputy chief Executive officer. All communications to the

Ministry of Micro, Smal1 & Medium Enterprises, as the case

may be, must go with the knowledge of chief Executive officer

and with Financial Adviser, whenever financial implications

are involved.

6

08 Note to Commission

NotetotheCommission,mustbesubmittedbytheDirectororlnchargeoftheDirectorateconcerned.Itmustbeen-routedthrough"FinancialAd,viser,ChiefExecutiveofficerarrdChairman.-ttmustbeaself-containednote_shouldnotbe incomplete - no need to go for back references - all

previous decisions of the commission on the subject must be

covered, to facilitate the commissions to take appropriate

decision as deemed fit'

Thisisissuewiththeapprovalofcompetentauthorityand comes into force with immediate effect'

Dy.

To,Alt DY. CEOs in and outside Mumbai'

A11 the State/Divisional Directors/Programme & Industries

Directors&HeadsofofficesofKVICinandoutsideMumbai.

Copy to :

1. eff Members of the Commission'

2. Chatrma-n's Secretariat' New Delhi & Mumbai'

3. Director, Commission Ce1l

4. C.E.O. Cell Mumbai & New Delhi'

5. OSD to F.A'6. P.A. to Jt. CEO, KVIC, Mumbai'

7. CVO Cell.8. P.A. to atl Dy'CEO's in Central Office' Mumbai'

g.Director(Publicity)forpublicationintheensuingissueofJagriti and

10. for Media, PR cell and Library for record''

ll.TheAsstt.Director-IiC(oL)forissuanceofHindiversionof this Circular'

12. Grievances Officer, KVIC' Mumbai'

13. Public Relation Officer' KVIC' Mumbai'

14. DIT for website'

15. Information Cell (Adm-II)'

7

ffi''