Tappal instructions – Updating masters in the eoffice

Tappal instructions – Updating masters in the e-office State and District instances GO MS 24 on 20 Februry 2018 TAPPAL PROCESS – AT A GLANCE


(1) Type

Government receives the following types of inward communication (a.k.a. tappal), on which action may be required.

(i) UO note This consists of secretariat files for consultation, UO notes/ correspondence from secretariat departments, single files from HODs.


(ii) Letter Letters may be received by hand or post or courier or as an email attachment.


(iii) Short Message Service

(SMS) text

SMS text may be received through mobile or data connection.



(iv) Email Text is directly written as a body in the email and not as an attachment.


(v) Fax This is similar to a letter copy sent as an email attachment.


(vi) Cover Closed or by name.


(vii) Packet Ordinary or by name.


(viii) Wireless message Ordinary or in cipher.


(ix) Proceedings


Government order or office order or proceedings of head of department where action may be required in the receiving department.


(x) Office Memorandum  


(xi) Circular Memo


(xii) Minutes  


(xiii) Invoice  


(xiv) Bill


The inward communication may be papers, articles or electronic data.

(2) Priority Marking

  • Ordinary (< 5 days)
  • Urgent (< 3 days)

(iii)Immediate (< 24 hours)

(iv) Fixed Date (Indicate Date)


(3) Security Classification

  • None
  • Confidential


(iv) Top Secret


(4)Delivery Mode

  • By email
  • E-office file

(iii)By post

  • By registered post
  • By speed post
  • By courier
  • By hand
  • By special messenger
  • Self generated


(5)Very Important Person (VIP) communication

  • Presidents Secretariat
  • Vice Presidents Secretariat
  • Prime Ministers Office
  • Union Minister
  • Secretary, GoI
  • Governors Office
  • Chief Ministers Office
  • State Cabinet Minister
  • Assembly Speaker
  • Council Chairman
  • Chief Secretary

(xii)Secretary, GoAP

  • Member of Parliament
  • Member of Legislative Assembly
  • Member of Legislative Council




(1) Ministries

  • Ministries of GoI as notified in Second Schedule of Allocation of Business Rules (See cabsec.gov.in).
  • Secretariat Departments of GoAP (See codes.ap.gov.in).


(2) Departments.  Under each Ministry, the department should be indicated.

  • Heads of Departments of GoAP (See codes.ap.gov.in)
  • Autonomous Organisations of GoAP (for the list see codes.ap.gov.in)
  • Departments of GoI as notified in Second Schedule of Allocation of Business Rules (See cabsec.gov.in).





Sub Category
Functional matters


Policy Resource


Stakeholder opinion

Head of the Department

Key Performance Indicators

Action Taken Report

Schemes/Programmes Other matters


Statutory matters Vigilance maters

Legislative matters

Court matters

Audit matters

Right to Information

Public Grievances

Office Procedure Office Establishment

Office Management


Periodical Reports



Media Communication

Budget Budget Estimates Number Statements

Supplementary Grants

Additional Funds


Quarterly Relaxation


Further Continuation




Pay and Allowances

Office Expenses

Protocol and Hospitality

Permanent Advance

Income Tax

Missing Credits


Travelling Allowance




Motor Vehicles

Professional Services

Other Contractual Services




(1) Receipt

  • E-mail tappal is diarised directly in e-office
  • There should be at least one round-the-clock counter for receiving physical tappal in the GAD in Secretariat.

(iii)Following are the timings of receipt of inward communication.

Time Who receives
Working hours on working days Tappal in-charge
•      10.30 a.m. to 4.30 p.m. on holidays

•      Close of office hours till 6.30 p.m. on working days

Turn duty assistant


(2) Acknowledgement

  • Acknowledge with the e-Office receipt number. E-Office receipt number is filled by diarist in ink before sending to record room.  e-office generates the current number automatically upon receipt (unique receipt numbers are assigned to the currents received in a department during a calendar year).
  • Use dedicated petition handling portals for large scale petitions.

(3) Stamping.  The stamp on physical inward communications will have the following fields. (i) Sent from department of:

(ii) Date:

(iii)Priority: _ Immediate _ Urgent _ Fixed Date:                    _ Ordinary

  • AS:
  • Section:
  • Department concerned:
  • Type: _ Papers _ Article (viii) E-office receipt number:

(ix) Sign of tappal in-charge:


(4) Sorting

  • Segregate
    • By name
    • Secret or Strictly Confidential
    • Important
    • Ordinary
  • Sort the tappal department-wise and section wise.


(5) Distribution

Category Description Distribution
By name Communications addressed to officers by name •      Send to officers concerned

•      If marked ‘URGENT’, personal staff to open.

Urgent Communications marked ‘URGENT’ •      Send to Secretary/ MLO/ AS immediately

•      Personal staff of officer to send to section the same day

Secret or Strictly Confidential Communications addressed to Chief Secretary/Secretary and marked ‘SECRET’ or ‘TOP SECRET’ Send to Secretary
Important Ex. Communication from APPSC, GoI, other State Governments/ Legislatures, foreign embassies/ consulates, vigilance / disciplinary action papers relating to Group I and II officers, important judgements/ court orders, D.O. letters from senior officers of GoI/ other State

Governments/ members of state

Send to Secretary/ MLO
legislature or parliament, files endorsed by CM/CS/Minister.
Other communications Send to section


The Role of Functionaries is attached.

  Functionary Role
Tappal Section Tappal


Role is played by AS in charge of the Office Procedure Branch
Supervise opening of tappal
Transfer mis-sent papers to departments concerned
Tappal in-charge Role is played by a Section Head of Office Procedure
Receive and acknowledge tappal
Open and sort tappal
Distribute the tappal
Distribute ‘URGENT’ tappal on the same day.
Maintain the following on desktop of your computer: (i) up-to-date list of addresses of Minister and Officers and their updated official mail IDs.

(ii)                up-to-date list of distribution of subjects among the sections in the Department, and updated official mail ID’’s.

(iii)              Instructions of Secretary


Diarist Role is played by any staff of section
Scan, upload and forward the tappal to the section head concerned with copy to his AS
Send physical copy to record room/ Central Record Branch
Generate Section Distribution Register in e-office in the Form T.1.
Generate a register for registered/ postal articles in eoffice in Form T.2.
Turn Duty Assistant

Role is played by a Section Head

Perform the role of Tappal in-charge outside office hours

Tappal messenger Deliver / collect the physical tappal as directed




Role is played by Secretary/ MLO/ AS

Authorised to see the tappal and write instructions on the tappal.  AS takes important tappal to his superior and obtains specific instructions.  AS also sees tappal in the absence of Secretary or MLO.

Copy important communication up the hierarchy to CS, Minister, CM and Governor (Ex: Letters from PM or Union Ministers)
Write the priority marking on the tappal
Stamp the tappal
Distribute tappal among sections


AS Distribute tappal among your sections.
Take important papers to your MLO/Secretary and obtain specific instructions
See simple communications/ cases delegated to you and write instructions
See tappal during absence of Secretary/ MLO
MLO See cases where powers are delegated by Secretary
See cases in absence of Secretary
Secretary See important communications
PS/ PA in peshi Obtain endorsement and priority marking on the tappal from your officer.
Send the tappal (physical copies/ emails/ SMS) to the tappal in-charge.
If directed, directly scan tappal into e-office and forward to MLO/ AS/ Section Head concerned.
In the absence of your officer, forward important communication to the MLO/ AS concerned.
Section Head concerned

Receive and distribute tappal among your staff Attend to papers as per priority marking.  Mark priority if not already done by your supervisory officer.
Put up important papers immediately.  Maintain notes on action on important papers received.
Transfer mis-sent papers to section concerned.


Type Treatment of tappal
(i) UO notes
Note from Minister or Officer: Take as receipt in e-office
Single file: Received directly in e-Office.  If shadow file is opened, take as receipt in e-Office


Files for consultation: Received directly in e-Office
(ii) Letter
(iii) Short Message

Service (SMS) text

Convert to PDF with details (sender name, phone number, date and time of SMS) and take as e-Office receipt.
(iv) Email Convert to PDF with details (sender name, email, date and time of receipt) and take as e-Office receipt
(v) Fax
(vi) Cover
Enclosures with valuables such as

money, cheques etc.:

Deliver to Section Head concerned under acknowledgement who in turn will hand over to Section Head in-charge of claims.  Maintain Valuables Register in Form T.2


‘URGENT’ marked covers: Personal staff or Section Head to open.
(vii) Packet Articles, registered or un-registered: Transmit to whom addressed.
(viii) Wireless message Transmit to Tappal Seeing Officer





Form T.1. Section Distribution Register

Current number Section to which assigned
(1) (2)

Form T.2. Postal Article Register

Serial number Nature of article From whom received Section to which assigned Current number Signature of Section head to whom assigned
(1) (2) (3) (4) (5) (6)


  1. The NIC Team shall update E-Office masters relating to Tappal area in State & District instances of E-Office immediately.

About Pavan

Advocate, Journalist and Founder of Telangana Navanirmana Sena From Mahabubnagar Email Me -- pavan@tgnns.com

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