Communication through Email and Role of SDOs

You are requested to kindly recall discussions held with some of you over phone and my
earlier mails on this matter. It has been seen that SDOs (or their officers) are sending emails and
reports in a very confusing and unorganized manner. For making the system of sending reports
and emails more user-friendly, systematic, professional and organized following points are
mentioned for compliance-
1. Do not fully depend on the Data Entry Operator or Computer Operator for sending the
reports as attachments or writing the contents in the forwarding mail. He is merely a
technical person. Please see yourself and advise him what he should write in the mail.
2. Write the subject properly in the Subject field of your email which should be able to
clear that this mail contains which report.
The subject of the email may be like this (examples) -
“ELECTION URGENT - Model CODE of Conduct - subject of the letter / matter”
“ELECTION - Model CODE of Conduct - subject of the letter / matter”
“ELECTION URGENT - EVM - subject of the letter / matter “
“ELECTION URGENT - polling personnel - subject of the letter / matter”
3. The file name of the report should also be in line with the subject / letter / report. For
example –
“ report on sector arrangements of SUTI AC. doc”
“ Report on Vulnerability mapping of Polling Stations of BHARATPUR AC . xls”
4. The BDOs should send the report to SDOs concerned by email as well in Hard Copy.
However one copy of email and hard copy may be send to Election section at District
Level.
5. The SDOs being supervisory officer shall supervise and coordinate that BDOs are
preparing the report in right format following the correct rule / instructions and correct
procedure. They should also follow up whether the work of preparation of report at
BDOs level is as per schedule. They shall coordinate and ensure that BDOs prepare the
desired report well in time keeping the time SDOs require at Sub-division level to
compile the report AC wise.
6. The SDOs shall check whether the block wise reports received from BDOs are correct
and complete in all respect. If required they shall ask the BDOs to correct or revise the
report. After satisfying themselves about propriety of the report received from BDOs the
SDOs shall compile the reports from different block AC wise at their level. The SDOS
are in better position to check and verify at their level about the correctness of the report
as they are nearer to ground and are familiar with issues more than at district level. The
SDOs shall ensure that the report is send through email AC wise to District Election
Section and / or to the concerned cell at district level. Email IDs of ADMs / Superior
officers-in-charge and / or officers-in-charges of different cells at district level has
already been send to you, if not received please send a mail to me I will send it again.
Final AC wise compiled report should be send by SDOs in Hard copy also to District
Election Section or concerned cell.
7. In case some parts of an AC falls in different sub-division the SDOs shall send the report
pertaining to their jurisdiction only. But they shall mention this point clearly in their
forwarding letter / email that – Report for ______ AC have information for part from __
to Part ___. Remaining parts falls in __________ sub-division.
8. The responsibility of receiving a correct report and as per schedule lies with the
receiving end as much as it lies with the office and officer who is responsible for
preparing the correct report and sending to desired recepeint.