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The followings are the samples of official letters formats for students to learn how to write the official letters. Students can use these formats for practice to write best official letters for every situation.
Subject: WORK PLAN FOR THE PENDING ISSUES/ MATTERS
All the Deputy Directors are requested to coordinate with other stakeholders/ their focal persons and chalk out comprehensive work plans with timelines covering but not limited to the following matters i.e. pending payments, surveys, shifting of utilities, removal of trees, issues of acquisition, mobilization of contractors etc. (Progress Tracking Checklist).
Subject: COMPLIANCE REPORT FOR DECISIONS OF 4TH QUARTER PROGRESSREVIEW MEETING OF PUBLIC SECTOR DEVELOPMENT PROGRAMME (PSDP) 2019-20 OF ALL SCHEMES REFLECTED UNDER PROJECT “DEVELOPMENT PACKAGES, QUETTA CITY”.
Kindly find enclosed copy of letter No. P&D –RO (PACKG)/2020-21/2051 dated 11th November, 2020 along with enclosures on the captioned subject for your information and compliance accordingly.
In this regard, it is requested to submit Compliance Report to the undersigned by 25th November, 2020.
Subject: WORK PLAN FOR THE PENDING ISSUES/ MATTERS
All the Deputy Directors are requested to coordinate with other stakeholders/ their focal persons and chalk out comprehensive work plans with timelines covering but not limited to the following matters i.e. pending payments, surveys, shifting of utilities, removal of trees, issues of acquisition, mobilization of contractors etc. (Progress Tracking Checklist).
Subject: PROGRESS REPORT OF SCHEMES UNDER DPQC
Kindly find enclosed Progress Report regarding schemes under Development Packages for Quetta City dully signed by the Project Director for onward submission before the Honorable High Court of Balochistan accordingly.
Subject: RAILWAY LAND TO BE LEASED OUT FOR PROPOSED EXTENSION OF ENSCOMB ROAD TILL JINNAH ROAD QUETTA IN THE RAILWAY LAND/ COLONIES, QUETTA
The undersigned is directed to refer to your letter NO.635-W/20/2019 dated 12-11-2020 on the captioned subject and to say that Topographic survey has been carried out by the technical staff of DPQC, PMU and a plan prepared which is based on the objective needs of the proposed scheme. The same is enclosed for your perusal and concurrence.
Keeping in view the aforementioned, you are requested to convey your kind concurrence at the earliest possible, please.
Subject: MEETING ON QUETTA UNDER THE CHAIRMANSHIP CHIEF MINISTER BALOCHISTAN ON 21ST DECEMBER, 2020.
Kindlyfind attached the captioned minutes wherein the last decision pertains to this PMU which is reproduced as follows:
“New plans including infrastructure (Roads, Parks, Underpasses, Flyovers& Sports grounds etc.) for Quetta City to be incorporated in PSDP 2021-22 (Commissioner, Quetta Division) “
In this regard, it is requested to initially develop Concept Note for further deliberations/ consideration. The Concept Note may kindly be submitted for the perusal of Project Director by 1st January, 2021 positively.
Subject: MEETING ON QUETTA UNDER THE CHAIRMANSHIP CHIEF MINISTER BALOCHISTAN ON 21ST DECEMBER, 2020.
Kindly refer to the letter No.101/DPQ/2020-21/24365-67 dated 23rd December, 2020 by the undersigned, the officers responsible for the below given tasks may be read as mentioned against each:
“Support by HUBCO, for Urban Park at Airport Road, Quetta through Corporate Social Responsibility (CSR). (DPD-IV)
Recreational Park at Spin Karez , Commissioner, Quetta to come up with Plan” (DD(A&F)
In this regard, it is requested to coordinate with the HUBCO representatives for park at Airport road. Moreover, develop a plan for Park at Spin Karez at the earliest for the perusal of Project Director DPQC.
Subject: CASES OF THEFTS AND SECURITY CONCERNES AT ZARGHOON FLATS, INSCUMB ROAD QUETTA
Respected Sir,
It is submitted with grave concern that vehicles of outsiders entering the premises of Zarghoon flats are not checked at all. Moreover, there are vehicles parked for months and months. The same vehicles may kindly be verified in terms of their ownership by the residents of Zarghoon Flats, so that any untoward incident may be avoided.
It is, therefore, requested that the security staff may be at least provided with metal detectors etc. to check suspicious vehicles and visitors. Moreover, there is dire need of security cameras in the parking area.
An early action into the matter is requested, please.
Subject: MEETING ON QUETTA UNDER THE CHAIRMANSHIP CHIEF MINISTER BALOCHISTAN ON 21ST DECEMBER, 2020.
Kindly find attached the captioned minutes wherein the 2nd and 4th decision pertain to you which are reproduced as follows:
“Support by HUBCO, for Urban Park at Airport Road, Quetta through Corporate Social Responsibility (CSR).
Recreational Park at Spin Karez , Commissioner, Quetta to come up with Plan”
In this regard, it is requested to coordinate with the HUBCO representatives for park at Airport road. Moreover, develop a plan for Park at Spin Karez at the earliest for the perusal of Project Director DPQC.
Subject: RAILWAY LAND TO BE EXCHANGED/LEASED OUT FOR PROPOSED EXTENSION OF ANSCOMB ROAD TILL JINNAH ROAD QUETTA IN THE RAILWAY LAND/ COLONIES AT QUETTA
The undersigned is directed to enclose herewith copies of letters of even No.635-W/20/2019 Dated 16.12.2020,22.12.2020 and 23.12.2020 along with Layout Plan/ Tracing Plan bearing No. LE-40/QTA/16-12-2020 on the captioned subject received from Pakistan Railways, Quetta.
Keeping in view the aforementioned, you are requested to assess the value of land in question or propose any land swapping option whichever is more feasible and cost effective.
The matter may be accorded top priority, please.
Subject: MINUTES OF THEMEETING ON QUETTA MATTERS DATED 21ST DECEMBER, 2020 AT CHIEF MINISTER SECRETARIATE, QUETTA.
Kindly find attached the captioned minutes for compliance and submission of update to the Project Director for his perusal and further transmission to the quarter concerned accordingly.
The matter may be accorded top priority, please.
Subject: FACELIFTING AND BEAUTIFICATION OF QUET CITY(REHABILITATION IMPROVEMENT OF ZARGHOON/JINNAH ROAD)
The undersigned is directed to refer to the captioned subject and to request that bills in respect of the works done and completed under your supervision may kindly be completed and disposed of at the earliest, so that formal handing/ taking over of the project may be carried out accordingly.
The matter may kindly be accorded top priority, please.
Subject: ASSESSMENT OF SUPER STRUCTURE OF ALL SCHMES UNDER DEVELOPMENT PACKAGES FOR QUETTA CITY (DPQC)
Kindly refer to the captioned subject. This Project Management Unit is executing fourteen projects under Development Packages for Quetta City. undersigned is directed to refer to the captioned subject and to request that bills in respect of the works done and completed under your supervision may kindly be completed and disposed of at the earliest, so that formal handing/ taking over of the project may be carried out accordingly.
The matter may kindly be accorded top priority, please.
Subject: RAILWAY LAND TO BE EXCHANGED/LEASED OUT FOR PROPOSED EXTENSION OF ANSCOMB ROAD TILL JINNAH ROAD QUETTA IN THE RAILWAY LAND/ COLONIES AT QUETTA
The undersigned is directed to refer to your office letter No. 635-W/20/2019 dated 30.12.2020 on the captioned subject requesting therein to sign the Divisional Tracing Plan No. LE-40-R/29.12.2020/QTA. It is pertinent to mention that a Tracing Plan has already been signed bearing No. LE-40/QTA/16-12-2020 and returned to your office vide this office letter No.101/DPQ/2020-21/24311A dated 16.1/2020. However, your request for change of alignment will be reviewed and considered subject to technical feasibility/ design by the Consultant after commencement of the work.
Subject: REMOVAL OF TREES COMING IN THE ALINGMENT OF SCHEMS UNDER DEVELOMENT PACKAGES FOR QUETTA CITY (DPQC)
Kindly refer to the captioned subject. This Project Management Unit is executing fourteen projects under Development Packages for Quetta City. In the alignment of schemes, trees are coming which require to be removed for smooth execution of the projects. This PMU has been in correspondence with the Office of Conservator Forest Quetta Division vide letters dated 13th and 18thNovember.They have been quite cooperative, however, the very activity is being delayed for the want of NOC from the Forest Department. It is pertinent to mention that higher authorities, particularly honorable Chief Minister has expressed his concerns over delays.
Keeping in view the aforementioned, it is requested that a blanket NOC may be granted to the Project Management Unit, DPQC for removal of trees and replantation of more trees as per directions of the apex Courts and policy of the Government of Balochistan accordingly
The matter may kindly be accorded top priority, please.
Subject: NOTICE-ENQUIRY ON RADIO PAKISTAN SARYAB AND LINK BADINI ROAD
Kindly find enclosed copy of letter No. Secy:/CMIT/ (1-39)2020/47-48 dated 1st January, 2021 received from Chief Minister Inspection Team stating therein that the Hon’ble Chief Minister Balochistan has directed that CMIT shall conduct an inquiry against the former Project Director (PD) QDP for not completing formalities which consequently delayed development works at Radio Pakistan, Saryab and Link Badini Road under DPQ. Moreover, as per directions of the Project Director, DPQC/Commissioner Quetta Division, the undersigned paid a visit to Mr. Hashim Khan, Member CMIT and Mr. Akbar Ali Khan, Director (P&I) Cell C&W Department ( Inquiry Officer)
The Inquiry Officer has directed that the Technical Advisor may help Engineers concerned (DPDs) to prepare a brief (along with enclosures) of their respective projects as follows:
- List of activities from the beginning to date
- Delays, if any and justification, if any
- Reports and minutes of meetings regarding the sequence of activities, delays and reasons thereof.
Moreover, the Inquiry Officer/ Member CMIT has directed that PD, DPQC/ Commissioner Quetta along with Technical Advisor and Engineers concerned will attend a meeting with the Inquiry Officer (at his office) at 11:30 a.m on 8th January, 2021.
The matter may kindly be accorded top priority and the brief must reach to the undersigned by 7th January, 2021 (before 12.)) p.m), please.
Subject: UTILIZATION OF FUNDS PSDP 2020-21
Kindly find attached U.O No. SGA(Admn:)Vi(5)/2020/295-301 dated 31st December, 2020 on the captioned subject received from Secretary, Services & General Administration Department conveying serious concerns of the Hon’ble Chief Minister on the low utilization of funds and slow execution of the projects under DPQC.
It is, therefore, requested to expedite and ensure the quality of work and kindly share your work plan with utilization (Projected/ expected) status by 30th June. The work plan may be submitted for the perusal of Project Director within a week.
The matter may be accorded top priority, please.
Subject: ASSESSMENT OF SUPER STRUCTURE OF ALL SCHMES UNDER DEVELOPMENT PACKAGES FOR QUETTA CITY (DPQC).
Kindly refer to the captioned subject. This Project Management Unit is executing a scheme of PSDP 2020-21 “493 Z2019.1556-Widening and Improvement of Prince Road, Quetta”. The PMU team has carried out Assessment Survey of Buildings / Structures coming in the Right of Way. The Assessment Report comprising 36pages & Amounting Rs: 272,251,121is enclosed.
- In this regard, it is requested that the Committee concerned may be directed to verify the contents of enclosed assessment report accordingly.
The matter may kindly be accorded top priority, please.
Subject: THOROUGH REVIEW OF ALL SCHEMES UNDER DPQC
The undersigned is directed to refer to the captioned subject and to say that certain deficiencies and gaps (absence of Contract Agreements, expiry of Contracts/ no timely extensions, delays in processing dismantling, removal of trees and shifting of utilities etc.) have been observed regarding schemes under DPQC. The same were discussed and decisions taken in the SMT meeting dated 30.12.2020which are reproduced as under:
| 8 | Deficiencies in Contract Management | All the Contract / agreement documents may be completed within a week. |
| 9. | Gap Analysis/ Problem identification and resolution | Gap analysis/ problem identification exercise may be done and solutions proposed thereof. |
In this regard, all the DPDs in consultation with Technical Advisor benefitting from his technical expertise and institutional memory may thoroughly review their respective schemes under DPQC identifying the gaps and way forward. The reports/ Plan may be submitted for perusal and approval of Project Director within 4 days.
The matter may be accorded top priority, please.
Subject: ASSESSMENT OF SUPER STRUCTURE OF ALL SCHMES UNDER DEVELOPMENT PACKAGES FOR QUETTA CITY (DPQC).
Kindly refer to the captioned subject. This Project Management Unit is executing a scheme of PSDP 2020-21 “2520 Z2016.0836-Clearing/ aligning and extension of Sabzal road, Quetta”. The NESPAK has carried out Assessment Survey of Buildings / Structures coming in the Right of Way. The Assessment Report comprising 111 sheets/ pages & Amounting to Rs: 977.283 Millionis enclosed.
- In this regard, it is requested that the Committee concerned may be directed to verify the contents of enclosed assessment report accordingly.
The matter may kindly be accorded top priority, please.
Subject: HANDING OVER OF LAND/SITE FORPROPOSED EXTENSION OF INSCOMB ROAD TILL JINNAH ROAD QUETTA IN THE RAILWAY LAND/ COLONIES, QUETTA.
The undersigned is directed to refer to the Orders of Honorable High Court of Balochistan dated 24.11.2020 in CP.No.804/2020 and to request that the site/ land in question may kindly be handed over to this Project Management Unit, so that in compliance of Orders of the Honorable Court, implementation of the project may be commenced accordingly.
In this regard, you are requested to do the needful at the earliest possible, please.