Welcome to the

presentation
on
Writing Summary

Syed Mizanur Rahman

(Joint Secretary)
Director (BFIDC)
Summary
(Instruction 115 to 117 of Secretariat
Instructions 2014)
o A Summary is a more developed
form of a note.
o It is self-contained and more
comprehensive in nature.
o Problem is described precisely and
lucidly touching on all-important
points.
o Characteristics of a note but the
more, that it has its
comprehensiveness and self-
contained nature.
o One important
form/medium/document of
communication with Superior
authorities.
To whom Summary is written

• Honorable
President.
• Honorable Prime
Minister.
 • Honorable
Minister/Advisor.
• For Cabinet.
• For Committee of
the Cabinet.
• For Committee of
the Secretaries.
• For Superior
Selection Board.

Objective of Summary Writing

  To put up a
complex, important,
delicate and long
issue in a brief and
easy manner;
 To expedite
decision making
process;
 To avoid wastage
of time and efforts;
 Easy and better
understanding of a
 subject under
consideration.
Language of a Summary
• Should be clear,
courteous and
easily
understandable.
• Ambiguity should
be avoided and
• Irrelevant matters
should be
discarded.
Characteristics a good
Summary
Clarity
Self-contained
Relevancy
Adequate information
Suggestions/proposals for
decision
Good language and free
from spelling mistake.
Articulation of
Summary
 Do not rewrite the
original piece;
Keep your summary
short:
Use your own wording;
Refer to the central and
main ideas of the
original piece;
Read with who, what,
when, where, why, and
how question in mind;
Do not put your opinion
of the issues or topic
discussed in the
original piece.
Seven tips for effective
Summary writing
• Comprehension: Grasp fully the case or the
problem itself before your go for summary
writing. The most important task is to distinguish
between what is essential and what is not.
• Validity: Never distort basic facts, Ideas and
data in the original passage. The summary
writer is not free to create any fact or information
or data, which have no relevance and evidence.
Always maintain objectivity and validity in
stating facts.
• Unit and Coherence: Each Paragraph should
be built on one core fact and the sentences
supporting the core fact should be tightly woven
or sequenced. Don’t use a paragraph when one
sentence can cover.
• Clarity and Brevity: Avoid high-sounding
words and verbose sentence. Verbosity means
packing a sentence with too many unnecessary
words. It is better not to use two words when one
is enough. Always strive for brevity and
simplicity. Repetition of words and sentence will
be taxing on readers. Trim all colorful similes,
unfamiliar terms and digression. Check your first
draft and weed out all redundant words and
expressions that have crept in unwittingly.
Summary Protocol

The words ‘Summary for President’ or

‘The Prime Minister’ should be
typed in bold letters above the
caption/title on the specified
summary sheet.
Summary should contain the File No.
at the left side and Date at right
side of the sheet. The summary
‘for the Honorable President’ and
‘for the Honorable Prime Minister’
 should be written in Green Paper
with duly Printed Monogram.
The subject matter of the summary
should be entitled in such way that
it immediately gives out what the
summary is all about. The title
should be underlined.
At least one and half inch blank space
should be left as margin at the left
hand side, half inch at the right
hand side and half inch should be
left at the bottom.
Summary Protocol (cont.)
Paragraphs of the summary should be
serialized. The first paragraph needs
not be numbered. It should be
introductory in nature, to be followed by
subsequent paragraphs constituting
main body of the summary and ending
with specific recommendations or
suggestions for alternative decisions.
Noting should be written in ink or typed on
the margin. The reference should
indicate as flag/attach (a, b, c) inside the
body of the summary in a sequence and
neat flags should be used for
references. Flags should be placed side
by side in such a way that all of them are
clearly visible.
Summary should be signed by the head of
the Ministry / Division, i.e. by the
Secretary, Additional Secretary-in-
Charge, Joint Secretary-in-Charge, as
the case may be.
Order of the President or the Prime Minister,
as the case may be, should be obtained
on the body of the summary and not on
the note sheet.
Summary Protocol
(cont.)
• Special File cover and Folder with
printed Monogram written as Summary
for Honorable President and Prime
Minister
• All pages signed by
Secretary/Secretary in Charge/
Additional Secretary in Charge/ Joint
Secretary in Charge
• A Copy of Summary (White Sheet)
duly signed by Secretary in the letter
portion of the file
• Rules of Business, 2012 Rule -19
should be followed for sending
Summary to the Cabinet
• The proposal for decision of the
Cabinet Committee, Secretary
Committee and Superior Selection
Board also should be send as
Summary. If it is more than one page
then the Officer in Charge should sing
in every page of the Summary
Thank
You
Q&A