1

Cypher
Telegram Letter Memorandum

Press
Communiqué/
Office
Note Memorandum

Official
Form of Demi-Official
Resolution Communication Letter

Office Un-Official
Order Note
Notification Endorsement
2
 NOTE
VERBALE/
DIPLOMATIC
NOTE

CHANCERY / AIDE
MINISTRY LETTER MEMOIR

3
 LETTER
While conveying views/orders of the Government
of Pakistan, this form should be used to issue:

i) All formal sanctions.

ii) Communication to Provincial Governments.
iii) Public bodies and individuals etc.

Note: Shall not be used between different Divisions.

4
COMPOSITION OF THE LETTER
• Letter head bearing the Words “Government
of Pakistan” and the name of the Division.
• Number and date of letter
• Name (with title, if any and designation of
the sender)
• Designation & address of the addressee
• Priority marking (immediate, residence or
priority)
• Subject;
• Salutation;
5
•Main text of the letter
•Subscription
•Signature and designation of the sender with his
telephone number
•It bears salutation, “Dear Sir” and end with “Yours
faithfully”
•It begins with I am directed to……...(under
direction)
•I have the honour to……………..(not under
direction) when letter is addressed to non official or
group of individuals and it ends with “Yours truly”

Note: Paragraph No. should be given & enclosures to be sent

with the communication shall be checked, counted & ensured
before dispatch. 6
 GOVERNMENT OF PAKISTAN
SECRETARIAT TRAINING INSTITUTE
(ESTABLISHMENT DIVISION)

No.F.8-2/2004-Admn-II Islamabad, the 11th February, 2005

From Khalid Jameel,

Assistant Director.

To The Accountant General

Pakistan Revenues,
Islamabad

Subject: RE-IMBURSEMENT OF MEDICAL CHARGES TO THE EMPLOYEES OF THE SECRETARIAT TRAINING INSTITUTE, ISLAMABAD

Dear Sir,
I am directed to convey the sanction of the President of Pakistan to an expenditure amounting to Rs. 1984/- (Rupees one
thousand nine hundred eighty four only) as re-imbursement of cost of Drugs/Medicines etc., to Mr. Saeed Anwar, Deputy Director,
Secretariat Training Institute, Islamabad, on his own treatment (original bill enclosed).

2. The expenditure involved is debitable to the following heads and will be met from within the sanctioned budget of STI for
the year 2003-2004:
“01-General Public Services.
019-General Public Services not elsewhere defined.
0191-General Public Service not elsewhere defined.
019101-Administrative Training.
A01271-Total Other Allowances.
A01274-Medical charges.”

3. This issues with the approval of Director, STI, Islamabad.

Yours faithfully
Sd/-
Assistant Director (Admn-II)
Tele.9259018
Copy for information and necessary action to:
1. Cashier, STI, Islamabad.
2. Sanction File.
3. Officer concerned. Sd/-
(KHALID JAMEEL )
Assistant Director(Admn-II) 7
 Government of Pakistan
SECRETARIAT TRAINING INSTITUTE
(Establishment Division)
*********
No.F.8-15/2006-OMG. Islamabad, the 1st January, 2006

From Badr-ul-Arifeen,
Assistant Director.

To: Director General,

National Institute of Public Administration,
Karachi.

Subject: ATP OF SECRETARIAT TRAINING INSITUTE FOR THE YEAR 2006

Dear Sir,

I have the honour to refer to your letter No.3-53/2004-NIPA, dated the 8th
December, 2005 and to forward herewith a copy of Annual Training Programme of
STI for the year 2006 for information and necessary action.

Yours faithfully,
Sd/-
Assistant Director 8
Ph No.__________
 MEMORANDUM

This form should be used for correspondence:

i) Between the Divisions and Attached

Departments and their Subordinate Offices.

ii) For replying to petitions, applications etc.

iii) For Appointment etc.

9
A Memorandum should be
written in third person.
• It bears, Number date & subject.

• It neither bears salutation nor subscription

except designation and signature of the officer
signing it.

• It begins with the words: Reference application

/petition/letter No. …….dated …..from……

• The name of the addressee should appear on the

10
left hand corner of the page.
 SPECIMEN OF MEMORANDUM
Government of Pakistan
Industries Division
*******
No.1/2/2005-Estt-A. Islamabad, the 11th November, 2004

MEMORANDUM

Subject: RECRUITMENT TO THE POST OF ASSISTANT

Reference application dated 15-10-2004 from Mr. Anwar Khan on the above subject.

2. Mr. Anwar Khan is informed that he has been selected for the temporary post of
Assistant in the Industries Division on the following terms and conditions:
i)
ii)

3. If Mr. Anwar Khan is willing to accept the offer, he should report for duty in this
Division immediately but not later than 15-1-2005 failing which the offer of appointment will
stand cancelled.

Sd/-
Section Officer(Admn-I)
Ph No._________

Mr. Anwar Khan,

8-A, Satellite Town,
11
Rawalpindi.
 GOVERNMENT OF PAKISTAN
SECRETARIAT TRAINING INSTITUTE
(ESTABLISHMENT DIVISION)

No.F.8-11/2002-Admn. Islamabad, the 29th July, 2003

MEMORANDUM

Subject:- DESPATCH OF CENSUS FORMS FOR 13TH CENSUS OF FEDERAL GOVERNMENT CIVIL
SERVANTS 01 JULY, 2003 AND INSTRUCTIONS FOR THEIR COMPLETION AND RETURN

Reference letter No.5/5/2002-Stat., dated 8-7-2003 from PPARC, on the subject noted above.

2. Please find enclosed herewith 112 Census Forms duly completed alongwith Proforma I & II (duly
filled in) in respect of officers and officials (BPS 1-20) serving in the Secretariat Training Institute, Islamabad.

Encl: (As above)

Sd/-
(MUHAMMAD AFZAL)
Assistant Director
Ph No._____________
Establishment Division
Management Services Wing,
Pakistan Public Admn. Research Centre,
(Mr. Muhammad Irshad,
Director), G-7/1,
Islamabad.
Copy to Mr. Fajar Ali Khan, Section Officer, T-III, Establishment Division, Islamabad with
reference to their letter No.2/23/2003-T-III, dated the 17th July, 2003 for information, please.

Sd/-
(MUHAMMAD AFZAL) 12
Assistant Director
 Specimen of Memorandum
Government of Pakistan
SECRETARIAT TRAINING INSTITUTE
(Establishment Division)
*********
No.F.4-4/2015-Admn. Islamabad, the 12th February,2015

MEMORANDUM

Subject: UNAUTHORISED ABSENCE FROM DUTIES

It has been observed that Mr. Abdul Rashid, Assistant is in a

habit of leaving office without permission. Last week he left station and
availed 4 days Casual Leave without prior permission. Today he again left
office without taking permission.

2. He is, therefore, advised to be careful in future and not to leave

office without seeking prior written permission from his immediate officer.

Sd/-
Assistant Director(Admn)

Mr. Abdul Rashid,

Assistant, S.T.I.,
ISLAMABAD. 13
 OFFICE MEMORANDUM

(i) This form should be used for correspondence between

various Divisions.
(ii) For conveying information not amounting to an
order of Govt. to Attached Deptt./Subordinate Office.
It should be written in third person.
 It bears Number date, subject.
 It neither bears salutation nor subscription, except for
signature and designation of the officer signing it.
 The O.M. to be issued under direction form Govt.
begins with the words:
The undersigned is directed to…………
 The name of the Division or Attached Department
(including, if necessary, the name of the officer) should
appear at the bottom on the left hand corner of the page. 14
 Government of Pakistan
Cabinet Secretariat
Cabinet Division

No.F.3/11/2014-CP-II. Islamabad, the 27th April, 2014

OFFICE MEMORANDUM

Subject:- CLARIFICATION REGARDING QUANTIFICATION OF ACRs

The undersigned is directed to refer to this Division’s Office Memorandum

No.10(1)/97-CP.I(Pt), dated the 20th September, 2003 on the subject noted above and to
request to ensure the implementation of this Division’s instructions in letter and spirit while
evaluating the PERs for the purpose of promotion.

Sd/-
(ASHRAF AWAN)
Section Officer (CP-II)
Tele: 9204082
The Establishment Division,
(Mr. M. Haroon, Section Officer),
Government of Pakistan,
Islamabad.
15
 GOVERNMENT OF PAKISTAN
MINISTRY OF INTERIOR

No.19/46/2005-C.D. Islamabad, the 3rd January, 2005

OFFICE MEMORANDUM

Subject: ADMISSIBILITY OF T.A. & D.A. TO GOVERNMENT SERVANTS WHO

UNDERGO TRAINING AT THE CENTRAL OR PROVINCIAL
GOVERNMENT CIVIL DEFENCE TRAINING INSTITUTIONS

The undersigned is directed to state that it has been decided that Govt.
servants who are deputed to undergo training at the Central or Provincial Govt. Civil
Defence Training Institutions at a place other than their headquarters will be entitled to
draw T.A. & D.A. as below:

1) Traveling Allowance as admissible on tour; and

2) Daily Allowance at usual rates as admissible under the rules.

Sd/-
(S.B. Hussain)
Deputy Secretary
Tele:
The Establishment Division,
(Mr. Muhammad Aslam,
Section Officer),
Government of Pakistan,
Islamabad.
16
 Demi Official Letter (D.O.)
This form should be used for correspondence
between two Govt. officers when personal attention
is required of the individual addressed:
A Demi Official Communication should be addressed to
an officer by name.
It should be written in the first person singular form
No. date, subject & priority marking.
The Salutation “My dear” and “Dear Mr.” is used.
The expression “My Dear” is used for an officer of same
status or an officer one step higher in status and
The expression “Dear Mr.” is used if the officer to be
addressed is two or more steps higher in status.
17
 -2-

• The name & Designation of sender with titles,

if any, should be typed under the crest on the
first page. The telephone number of the
sender should invariably shall be indicated.
• Subscription it ends with “Yours sincerely”
Note: The followings are added by hand:
1) Bismillah.
2) Name of the Addressee.
3) Assalamoalaikum.
4) With regards.

18
 Specimen of Demi-official Letter

From: Muhammad Munir

Joint Secretary/Director Government of Pakistan
Tele:9259011-9259012 (Establishment Division)
Secretariat Training Institute

D.O.No. 2-3/2004-Admn. Islamabad, the 25 th January,2006

Subject: TRAINING SCHEDULE-2006

My dear ___________
Kindly refer to my earlier d.o. of even number dated the 8th August, 2004
regarding training schedule of the newly recruited Section Officers (BPS-17).

2. I shall be grateful if you could look into the matter personally for
finalizing the training schedule at an early date.

With profound regards,

Yours sincerely,
Sd/-
(MUHAMMAD MUNIR)
Said Badshah Bokhari,
Joint Secretary (T),
Establishment Division,
ISLAMABAD.
19
 From: Asad Elahi
Additional Secretary D.O. No.6/1/2002-Com.
Tele: 9207613 Government of Pakistan
Cabinet Division
Islamabad

the 19th March, 2004

Subject:- MAJOR PROJECTS APPROVED BY ECNEC TO BE SUBMITTED TO THE

PRIME MINISTER FOR INFORMATION

My dear Secretary/Additional Secretary Incharge,

The Executive Committee of the National Economic Council (ECNEC) is

authorized to approve development projects / schemes costing Rs. 200 million or
more. However, a large number of projects approved by the ECNEC are estimated to
cost Rs. 800 million or more. These projects involve development of socio-economic
infrastructure with strong backward and forward linkages. In the long run, these
would create capacities for development, while in the short run, would generate
employment and productivity. It is, therefore, important that projects of such
national importance are brought to the notice of the Prime Minister.

2. In view of the aforegoing, it is desirable that summaries on projects

costing Rs.800 million or above after their approval by ECNEC are submitted to the
Prime Minister for his information. The summaries should highlight all basic
details of the projects alongwith socio economic impact of the same.

With best regards, Yours sincerely

Sd/-
(ASAD ELAHI)
20
All Secretaries/Additional Secretaries Incharge
(By Name)
 UN-OFFICIAL NOTE (U.O.)
This form should be used for consultation:
i) Ministries/Divisions.
ii) Ministries/Divisions and Attached Departments where authorized
Method of consultation:
i) By sending the file itself .
Or
By sending a self contained u.o.note.

ii) In case of sending a self contained note name of the Division and
subject will be mentioned otherwise not.

iii) No salutation is required. Signature and marking to the Divisions

concerned is enough.

iv) The No. & date is written under the marking to the Division
Concerned.

v) Also used for submission of summaries to the Prime Minister/

President etc.
21
 Specimen of Un-official Note
GOVERNMENT OF PAKISTAN
ESTABLISHMENT DIVISION
Subject:- NATIONAL SCHOOL OF PUBLIC POLICY (NSSP)

Reference Law & Justice Division’s u.o. No. 3-2/2003-Admn.,

dated the 15th January, 2005 on the subject noted above.

2. A copy of fair typed draft Ordinance of the National School

Of Public Policy (NSPP) is forwarded herewith for further necessary
action.

Sd/-
(Muhammad Ilyas Dar)
Joint Secretary

Law & Justice Division (Mr. Muhammad Khan, Draftsman), Islamabad.

Establishment Division’s u.o.No. 2-4/2002(Admn) dated the 26th January, 2005

22
 ENDORSEMENT
This form should be used when a copy of a
communication is to be forwarded to others in
addition to the original addressee. The
endorsement may take one of the following forms:

“A copy is forwarded to for information and

guidance/for necessary action/for compliance”.

2. This form is also used when the instructions/orders

from other Ministries/Divisions are required to be passed on
further.

23
 Specimen of Endorsement
GOVERNMENT OF PAKISTAN
SECRETARIAT TRAINING INSTITUTE
(ESTABLISHMENT DIVISION)
**********
No.F.12-1/1978-Admn. Islamabad, the 14th October, 2004

From Noor Ahmed Shad,

Assistant Director.

To The Accountant General

Pakistan Revenues,
Islamabad.

Subject:- GRANT OF SPECIAL ALLOWANCE TO OFFICERS APPOINTED TO HOLD

ADDITIONAL CHARGE OF ANOTHER POST
Dear Sir,
I am directed to convey the sanction of the President of Pakistan to the grant of special
allowance to Mr. Muhammad Afzal, Assistant Director (B-18), Secretariat Training Institute,
Islamabad, @ 20% of his basic pay not exceeding to Rs.2000/- per month in terms of Finance
Division's O.M.No.F.2(9)-R.3/85, dated 18-3-1987, read with para 15 of Finance Division's
O.M.No.1(5)Imp/2001, dated 4-9-2001 and clarifications issued vide Finance Division’s O.M.
1(15)Imp/2001, dated 13-5-2003, for holding additional charge of the vacant post of Assistant
Director (B-18) in this Institute from 15-7-2004 to 12-10-2004 vice Mr. Zaheer Babar Warriach,
Assistant Director who has been transferred from STI to Department of Auditor General of
Pakistan.
24
Contd…..P/2
 -2-
2. The expenditure involved is debitable to Head:-
"01-General Public Services.
019-General Services not elsewhere defined.
0191- General Services not elsewhere defined.
019101-Administrative Training.
A011-Basic Salary.
A01101-Pay.

3. It will be met from within the sanctioned budget for the year 2004-2005.

4. This issues with the approval of Director, STI.

Yours faithfully,
Sd/-
(NOOR AHMED SHAD)
Assistant Director
Copy for information and necessary action to:-
1. Cashier, STI, Islamabad.
2. Sanction File.
3. Personal File
4. Officer concerned. Sd/-
(NOOR AHMED SHAD)
Assistant Director
25
 Notification
a) This form should be used for notifying Act,
Ordinance, President’s orders, regulations, rules
and orders in the Gazette of Pakistan
b) Appointments, promotions, leave, transfers of
Gazetted Officers and other matters which are
required to be published in the Gazette of
Pakistan.
c) Notifications are signed by the designated officer.
These notifications are signed with blue ink.
d) Secretary authorizes the officers for signing the
notification.
e) Specimen signature of the designated officer
signing the Notification are to be sent to PCP.

26
TO BE PUBLISHED IN PART-III Specimen of Notification
OF GAZETTE OF PAKISTAN
Government of Pakistan
Chief Ehtesab Commissioner's Secretariat
Cabinet Block

F.No.1/26/97(Admn.I) Islamabad, the 12th April,1998

NOTIFICATION

In pursuance of Establishment Division U.O.No.7/2/97(CP-7) dated 2-4-1997,

Mr. Zulfiqar Ahmed Paracha, is re-employed on contract basis for a period of two years in the
Chief Ehtesab Commissioner's Secretariat, Islamabad as Deputy Director (BPS-18) on standard
terms and conditions.

Sd/
(Muhammad Ali)
Deputy Secretary (Admn)
The Manager,
Printing Corporation of Pakistan,
Karachi.
Copy to:
1. AGPR, Islamabad.
2. Accounts Section.
3. PS to Secretary(Law).
4. Officer (concerned).
5. Establishment Division
6. PS to Chief Ehtesab Commissioner, Islamabad.
Sd/- 27
Section Officer (Admn-I)
 Specimen of Notification
TO BE PUBLISHED IN PART-I OF THE NEXT ISSUE OF GAZETTE OF PAKISTAN
Government of Pakistan
Ministry of Religious Affairs, Zakat & Ushr

Islamabad, the 29th June, 2004

NOTIFICATION

No.F(10)/ADG/R&R/78. It was notified vide Gazette Notification

No.2(10)/ADG/R&R/78, dated 26 March, 1979 and the 12th March 1985 for general
th
information and guidance that the correct spellings of the name of the Holy Prophet of
Islam (peace be upon him) should always be written in all official and non-official
records aS “MUHAMMAD’.

2. However the same is again notified for the general information and guidance
that the spellings of the holy Prophet’s name othe than those shown above or in the
abbreviated forms should never be used.
Sd/-
(Abdul Ahad Haqqani)
Assistant Director (R & S)
The Manager,
Printing Corporation of Pakistan Press,
Karachi.
Copy to:
All Ministries/Divisions/Provincial Governments (for information and further necessary action).
Sd/-
(Abdul Ahad Haqqani)
Assistant Director (R & S)
28
 Specimen of Statutory Notification
Government of Pakistan
CABINET SECRETARIAT
(Establishment Division)

NOTIFICATION

Rawalpindi, the 14th September, 1973

*S.R.O.1307(I)/73.- In exercise of the powers conferred by

section 25 of the Civil Servants ordinance, 1973 (XIV of 1973),
the President is pleased to make the following rules:-

1.These rules may be called the All-Pakistan Service (Change in

Nomenclature) Rules, 1973 Rules, 1973 and shall come into
force at once.
2.These rules apply to all members of the Civil Service of
Pakistan and the Police Service of Pakistan.
Continued…

29
 -2-
3. Notwithstanding anything rule, order, resolution or
instruction, the names of the Civil Service of Pakistan
and the Police Service of Pakistan are, with
immediate effect changed to all-Pakistan and Police
Service of Pakistan in any rule, order, resolution or
Pakistan Unified Grade.

4. All persons who, immediately before the coming into

force of these rules, where members of the Civil
Service of Pakistan or the Police Service of Pakistan
are appointed, in their existing posts, to All-Pakistan
Unified Grades.
(VAQAR AHMAD)
Secretary
File No……………..
*Published in the Gazette of Pakistan Extra, Part II, dated 14th September,1973
30
 OFFICE ORDER
This form is used for conveying
instructions to be followed in an
office and for notifying (not in the
gazette) appointments, promotions,
leave etc. of the non-gazetted staff.

31
 Specimen of Office Order
Government of Pakistan
Cabinet Secretariat
(Establishment Division)
SECRETARIAT TRAINING INSTITUTE

No.8-15/81-Admn. Rawalpindi, the 14th January, 1982

OFFICE ORDER NO.5/82.

In partial modification of the Secretariat Training Institute Office Order

No.140/81, dated the 24th December, 1981, the following office hours/weekly holidays will be
observed in this Institute with immediate effect:

DAYS WORKING HOURS

i) Monday to Thursday and Saturday 8.00 A.M. to 3.00 P.M. with 30 minutes
break for Zahar prayers/Lunch
ii) Friday 8.00 A.M. to 12,00 Noon.
iii) Sunday Closed.

Sd/-
( M. NASEERUDDIN )
Assistant Director

DISTRIBUTION:
1. All Officers/Staff members of the STI, Rawalpindi.
2. Office Order File
3. Office Order Register.
4. Notice Board.
32
 RESOLUTION

This form should be used for

making public announcements in the
Gazette of Pakistan regarding decisions
of Government on important policy
matters, appointment of committees or
commissions of inquiry, and the results
of the review of important reports of
such bodies

33
TO BE PUBLISHED IN PART- I Specimen of Resolution
OF GAZETTE OF PAKISTAN
Government of Pakistan
Ministry of Commerce
****

RESOLUTION
Islamabad, the 24th June, 1998

No.8(1)/98-E-III.- The Government of Pakistan have decided to constitute with immediate effect a
committee on WTO Agreements under the Chairmanship of Minister for Commerce. The composition of the
Committee will be as follows:

i) Minister for Commerce Chairman

ii) Minister for Finance Member
iii) Minister for Industries & Production Member
iv) Minister for Science & Technology Member
v) Minister for Food & Agriculture Member
vi) Minister for Environment Member
vii) Secretary/Addl. Secretary Commerce Member/Secretary.

The Committee may coopt another member on a need basis.

Secretariat

2. The Secretariat of the Committee will be the Ministry of Commerce.

Terms of Reference
1) To examine issues relating to WTO Agreements.
2) To evolve strategies for protecting Pakistan's interest while meeting the various obligations under
such Agreement.
3) To ensure coordination of various issues pertaining to each agreement.
4) Any other matter pertaining to the Agreement.
Sd/-
Deputy Secretary
The Manager,
Printing Corporation of Pakistan, 34
Karachi
 PRESS COMMUNIQUE/NOTE/RELEASE

This form is used for giving publicity to a decision of

the Government. It is prepared in consultation with and
issued through Press Information Department (P.I.D.).

i) A press communique usually relates to matters of

international level while press note relates to
internal or local announcement.

ii) If it is required to be announced from radio or

television, a copy is endorsed to them.

35
 Specimen of Press Communique
DIPLOMATIC RELATIONS BETWEEN PAKISTAN AND BULGARIA

The Government of Pakistan and the Government of

Bulgaria have agreed to establish diplomatic relations at Legation
level. They are confident that the friendly relations already existing
between them will thereby be strengthened to the mutual benefit of
both the countries.
___________________

No………………….. Islamabad, the ……………

Forwarded to the Principal Information Officer, Press Information

Department, Government of Pakistan, Islamabad, for issuing the
Communique and giving it wide publicity.
Sd/-
Director General,
Ministry of Foreign Affairs,
Islamabad
36
 Specimen of Press Note
No.1-1/2007-Hajj-I
Government of Pakistan
Ministry of Religious Affairs,
Zakat & Ushr

ADDITIONAL PILGRIMS SEATS BY AIR CANCELLED

The Government of Pakistan had a proposal to send an additional

number of 700 pilgrims by air this year over and above the fixed quota of
pilgrims to be sent by air. This could not materialise due to certain unavoidable
circumstances.

It will therefore, not be possible to provide passages to those intending

pilgrims who were placed on the additional list of air applicants maintained by
Government during the recent ballots.
_________________

Forwarded to the Press Information Department, Islamabad for

issuing the Press Note and giving it wide publicity.

Sd/-
( )
Section Officer(Haj-I)

The Principal Information Officer,

Press Information Department, 37
Islamabad.
 Specimen of Press Release
No.3/2/2005-Public
Government of Pakistan
Interior Division
***
Islamabad, the 12th January, 2005

PRESS RELEASE

In pursuance of the announcement of the Ruet-e-Hilal Committee,

it is notified for public information that 20th, 21st and 22nd January, 2005
(Thursday, Friday & Saturday) being 9th, 10th and 11th Zilhaj, 1425 AH will
be closed holidays on the occasion of Eid-ul-Azha.

2. The above Press Release may kindly be published in all major

English and Urdu Dailies both at National and Regional levels and also be
given vide publicity through electronic media.
Sd/-
(SANA UL ISLAM BUTT)
Section Officer (Public)
Tele: 9224938
The Principal Information Officer,
Press Information Department,
Islamabad. 38
 Cypher Telegrams
When a message is to be sent in cypher, the message should be
drafted in normal and not in telegraphic English; needless
verbiage should, however, be avoided. Cypher messages should
be transmitted through the Pakistan Crypto Center, Ministry of
Foreign Affairs, Islamabad. The prepared message required to
be issued in Cypher should be in a sealed cover addressed to
Cypher Officer on Duty, Crypto Crypto Centre, Ministry of
Foreign Affairs, Islamabad. Cypher, being the classified
channel, may be used if the contents really merit their issuance
in this system.
39
 CHANCERY /MINISTRY LETTER

USAGE
1. Ministry of Foreign Affairs and between Pakistan missions abroad.
2. Other Ministries/Divisions also use it for correspondence with
Pakistan Foreign Missions.

SALIENT FEATURES
1. Written on printed letterhead.
2. Reference No. & date of issue.
3. Subject.
4. Salutation:
Dear Chancery
Dear Ministry
5. Text.
6. Subscription:
Yours ever
7. Full name of issuing officer.
8. Specific embassy/Ministry seal.
9. Initial in between the seal (not full signature). 40
 Specimen of chancery letter
Ministry of Foreign Affairs
Islamabad
No…….. Dated……….

Subject: REQUEST OF MR. TANVEER HUSAIN SIDDIQUI, ACCOUNTANT, FOR EXTENSION IN

THE TENURE OF POSTING

Dear Chancery,
Please refer to your letter No…dated…on the above subject.

2. The Competent Authority has approved the request for extension in the tenure of
posting of Mr. Tanveer Husain Siddiqui, Accountant, for a period of six months, up to 30th
June, 2012.

3. Please inform the official concerned that no further extension will be granted in any
case.
Yours ever,

Initial/Seal

Ministry
(S.M.Abdullah)
Section Officer

Embassy of Pakistan
Zimbabwe 41
 DIPLOMATIC NOTE/NOTE VERBALE

USAGE
1. Between Ministry of Foreign Affairs and embassies of foreign countries
in Pakistan.
2. Between embassies of foreign countries in Pakistan and Ministry of
Foreign Affairs.
3. Between Ministry of Foreign Affairs of Pakistan and Foreign officials of
other countries whenever necessary.

SALIENT FEATURES
1. Written on printed letter head
2. Reference No….. and date…..
3. Use of third person singular.
4. Complimentary start and end of note.
5. On diplomatic note of seal of Ministry of Foreign Affairs or embassy is
inscribed.
6. Signature of issuing officer in or out but very near of seal.
7. Address of the addressee at the end on left hand corner.

42
 Specimen of diplomatic note/note verbale

Embassy of Pakistan,
Arab Republic of Egypt.
Cairo
No……. Date……….

The Embassy of the Islamic Republic of Pakistan in Cairo presents its

compliments to the Embassy of Somalia in Cairo and has the honour to request
that diplomatic Visa may be granted on the enclosed Pakistan Diplomatic Passport
No…..issued on……in favour of H.E. Air Commodore (Retd) Zafar Mahmoud,
Ambassador of Pakistan (designate) to Somalia.

2. The Embassy of the Islamic Republic of Pakistan in Cairo avails itself of

this opportunity to renew to the Embassy of Somalia the assurances of its highest
consideration.
Embassy seal/initial
Embassy of Somalia
Cairo
43
 DIPLOMATIC NOTE/NOTE VERBALE

DIPLOMATIC COMPLIMENTS AT THE START

1. The Ministry of Foreign Affairs of the Islamic Republic of Pakistan

presents its compliments to the Embassy of…………..and has the
honour to state/request/forward.

2. The Embassy of Pakistan,…………….presents its compliments to

the Ministry of Foreign Affairs,…………..and has the honour to
state/request/forward.

DIPLOMATIC COMPLIMENTS AT THE END

1. The Ministry of Foreign Affairs avails itself of this opportunity to

renew to the Embassy of………..the assurances of its highest
consideration.

2. The Embassy of Pakistan,………..avails itself of this opportunity

to renew to the Ministry of Foreign Affairs,………….., the
assurances of its highest consideration.
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 AIDE MEMOIRE

• When a diplomat of any embassy in Pakistan comes to M/O Foreign Affairs

for meeting with an officer of M/O Foreign Affairs, and on going back he
places a note regarding some unsolved issue or matter under consideration
such note is called Aide Memoire. The reason to leave such note is to
reiterate the issue so that M/O Foreign Affairs may take immediate action on
it.

• Signature or initial on the Aide Memoire

• Date of Memoire

• Verbal reply of such memoire is given normally.

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 Specimen of aide-memoire

Dated……………

Pakistan and Senegal are enjoying excellent bilateral relations. Both the
countries are working hand in hand to further enhance the cooperation
between the two friendly countries.

To help boost Senegal’s economy and to encourage private sector

effective inter-action, M/S Medico, Lahore, a major producer/exporter of
medical equipment, participated in the international tender floated by the
Ministry of Health of Senegal M/S Medico produces high quality goods of
international specification and have successfully participated in a number of
international tenders. The company has quoted very competitive prices and
would be willing to also favourably consider extending export credit.

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