Jan 4, 2020, 11:13 AM

-1 ‘Urgent dak’ means

Ans – dak marked ‘immediate’ or
‘priority’ and includes telegrams,
savingrams, wireless messages and
telex messages.

Q-2 The word ‘ Docketing’ denotes

Ans- Making of entries in the notes
portion of a file about the serial number
assigned to each item of correspondence

Q-3 A file is collection of some facts .

What are the facts included in a file ?
Ans- 1. Correspondence 2. Notes 3.
Appendix to correspondence 4.
Appendix to notes
Q-4 What is meant by Index Slip in
connection with filing?
Ans- A card or a paper slip displaying the
title of file under a catch word followed
by a reference to its file number.

Q-5 What are the basic rules of official

correspondence?
Ans- 1. Only black or blue ink will be
used in communications.
2. A small margin of about one inch will
be left on all sides (left, right, top and
bottom) of each page of communications
to ensure better preservations of records
as at times the paper gets torn from the
edges, making reading of the documents
difficult.

Q-6 What are the basic classification of

Letter for official correspondence
Ans- Main classification 1 . Letter 2.
DO letter

Q-7 What is meant by DO Letter

Ans- Demi-official letter

Q-8 Mention in which purpose the DO

letter is used
Ans- DO letter is generally used in
correspondence between government
officers for an inter-change or
communication of opinion or information
without the formality of the prescribed
Procedures

Q-9 ______ is used for promulgation of

statutory rules and orders, appointments
and promotions of gazetted officers, etc.
through publications in the Gazette of
India
Ans- Notification

Q-10 what is meant by Endorsement ?

Ans- When a paper has to be returned in
original to the sender, or the paper in
original or its copy is sent to another
department or office, for information or
action

Q-11 ______is used when important and

urgent external communications received
or important and urgent decisions taken
internally have to be circulated within a
department for information and
compliance by a large number of
employees.
Ans- Circular
Q-12 What is meant by paperless
communication for official
communication ?
Ans- eMail

Q-13 The officer approving the issue of a

draft of letter will append his initials with
the date on the draft
Ans- True

Q-14 What are the basic rules for official

letter drafting?
Ans- 1.Carry the message sought to be
conveyed in a language that is clear,
concise and incapable of
misconstruction
2. Lengthy sentences, abruptness,
redundancy ,circumlocution, superlatives
and repetition, whether of words,
observations or ideas, should be avoided
3. Some degree of rapport is to be
established with the receiver of the
communication.
4. Depending upon the form of
communication the subject should be
mentioned in it (including reminders)
5. The number and date of the last
communication should be referred.

Q-15 What is meant by ‘ DFA’ relates with

official correspondence
Ans- Draft for Approval

Q-16 In which situation the Demi official

letter is mainly used
Ans- Matter raised therein should receive
officer’s personal attention either
because of its special nature, urgency or
importance

Q-17 Mention the important points for

drafting demi official letter
Ans- 1. It is used to call the personal
attention of the addressee, the style of
writing should be direct, personal and
friendly
2. Usage of active voice is to be
preferred.
3. It should preferably not exceed one
page

Q-18 What are the basic method for file

numbering
Ans- 1. Functional file numbering system
2. File numbering system based on
subject classification
Q-19 When drafts can be put up with
note:
Ans- In simple case

Q-20 The authority to pass orders in the

notes submitted from the section is :
Ans- Head office.