Page 60 - Bengal Records Manual, 1943.doc

Compendium on Acts and Rules

216. Letters sent in one envelope should be intelligently and carefully arranged, so as, Arrangement

with their enclosures, to be distinguishable easily the one from the other. in envelope.

217. All reports to superior authority must be complete in themselves. Voluminous
Reports to be
enclosures are not to be submitted with a simple expression of opinion. It is the duty of complete.
every officer making a report to superior authority to state the case concisely in his own

language, avoiding all unnecessary prolixity, and not submitting enclosures that are not
distinctly required to elucidate the subject. This rule applies with special force to

vernacular documents, which it can be very rarely necessary to forward. It is a primary

rule that all useless correspondence is to be avoided.

218. Maps sent up to the Board or Government as annexure to letters are frequently Maps sent
with letters.
separated from the letters which they are intended to illustrate; sometimes three or four
maps are received in the same proceedings with different letters. In such cases

confusion often, arises from the difficulty "of connecting any particular map with the letter

to which it was an annexure. Whenever Revenue officers send a map out of their offices,

they are to have distinctly marked on the face of the map itself—

(a) the purpose for which it was prepared;

(b) the number and date of the letter to which it is an annexure.

219. Postage on the correspondence between public officers about the administration of Use of
local funds is a public charge, and service labels bought with public money should be postage
service labels.
used in such correspondence. Covers stamped with service postage labels should be

superscribed "On His Majesty's Service" under the full signature and official designation
of the Government official who sends the cover or of the head assistant or of other
responsible officer to whom the duty of despatching is confided. The smallest possible

number of postage stamps should be used on each cover.
The procedure to be adopted for keeping a check on the use of service postage stamps

will be as follows:—
The gazetted officer in charge of the English office will indent for the stamps, which,
when received, will be entered in the column for receipts in the Postage Stamp Account

Register. The stamps will be in charge of the despatcher. All the letters of one day's
despatch addressed to the 6ame person or office are to be enclosed in one envelope,

unless this would make the envelope inconveniently bulky. After putting the stamps on

60