20 Very Basic Question Related to Noting and Drafting (For Department Of Local Government, Exam)

Q-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.