The Public Service newbie guide

Official written work submitted for information, consideration, clearance, endorsement or approval, such as a paper, report or proposal.

Also heard as: sub paper

A label indicating that the recipient is being informed and is not ordinarily being asked to take action or make a decision.

Also heard as: for information, for your information, FYI

A short email or note instruction directing the recipient to read an attached, linked or quoted item.

Also heard as: please see, pls refer

A short instruction asking the recipient to handle the next step and report back when needed.

Also heard as: please follow up, pls f/u, please action

A review confirming that material is suitable to move forward; clearance does not always constitute final authority to implement.

Also heard as: clear, cleared, for clearance, For Clearance, Pls, for clearance pls

Context: Agency usage varies, so the approving authority and requested action should be stated explicitly.

A decision by the person or body holding the relevant authority to agree to a plan, request, commitment or expenditure.

Also heard as: approve, approved, for approval

Sending a paper to members for written comments, clearance, endorsement, approval or decision, instead of or before convening a meeting.

Also heard as: by circulation, circulate, circulate for approval, circulate for clearance, paper circulation

Context: A circulation may be merely informational or may constitute a formal written resolution; the paper should state which is intended.

A document prepared for reading, circulation or submission without visible tracked changes or comments.

Also heard as: clean copy, clean draft

Agreement by another authority, agency or stakeholder whose concurrence is required before the matter can proceed.

Also heard as: concur, for concurrence

Context: Concurrence is stronger than merely having no objection, but may still be distinct from final approval.

A debate topic raised when an MP proposes a nominal reduction to a ministry’s estimates during the Committee of Supply proceedings.

Also heard as: cut, COS debate cut, cut motion

Context: The nominal reduction is a procedural peg for debate rather than ordinarily a request to remove that exact amount from the budget.

A short explanation of what is being sent, why it matters and what action is requested from the recipient.

Also heard as: covering note, cover email

A small or lightweight test used to get an early indication of how an idea, approach or service is working before committing to a fuller review or rollout.

Also heard as: dipstick test, dipstick survey, do a dipstick

Context: The method may be a quick survey, sample, trial or check depending on the context.

Support given by a stakeholder or intermediate authority, commonly before the matter goes to the person or forum with final approval authority.

Also heard as: endorse, endorsed, for endorsement

To check the content, language and formatting of a draft, incorporate agreed changes, and prepare it for onward clearance or circulation.

Also heard as: fair the draft, fairing

Context: Informal workplace usage; the expected depth of review depends on the team and document.

A label indicating that the matter is being brought forward for deliberation, usually before a final recommendation or decision.

Also heard as: for views, for guidance

A government instruction manual setting service-wide or function-wide requirements and controls for public agencies.

Also heard as: Instruction Manuals, Government IM

Context: There are multiple Instruction Manuals; the applicable manual and provision should be identified.

A paper translating an agreed strategy or proposal into implementation arrangements, including responsibilities, sequencing, resources, risks and timelines.

Also heard as: implementation plan paper

Singapore legislation governing the unauthorised communication, receipt and safeguarding of official information.

Also heard as: Official Secrets Act 1935

A question filed by a Member of Parliament for oral or written answer, which may require agencies to prepare facts, lines and a draft reply.

Also heard as: parliament question, Parl Qn

To send a paper, request or issue to the next officer or authority in its clearance chain.

Also heard as: push the paper up, push up for clearance, put up

Context: Informal workplace usage; the precise clearance chain varies by agency.

An informal umbrella term for obtaining the required management review or decision on a paper, email, proposal or deliverable.

Also heard as: sign off, signed off, signoff

Context: In formal work, state the precise decision required because clearance, endorsement and approval are not interchangeable.

To turn on Microsoft Word’s Track Changes feature so insertions, deletions and formatting edits are recorded for review.

Also heard as: tracked changes, turn on track changes, enable track changes