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

The document contains 20 questions and answers related to noting and drafting for official correspondence. Some key points covered include: 1. Urgent dak refers to correspondence marked as immediate or priority such as telegrams. Docketing means making entries in the notes portion of a file about serial numbers assigned to correspondence. 2. A file contains correspondence, notes, appendices to correspondence and appendices to notes. Index slips display the file title and reference number. 3. Official correspondence uses black or blue ink with 1 inch margins. Letters and DO letters are the basic classifications, with DO letters used for informal exchange between government officers. 4. Notifications are used to promulgate rules through

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7K views2 pages

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

The document contains 20 questions and answers related to noting and drafting for official correspondence. Some key points covered include: 1. Urgent dak refers to correspondence marked as immediate or priority such as telegrams. Docketing means making entries in the notes portion of a file about serial numbers assigned to correspondence. 2. A file contains correspondence, notes, appendices to correspondence and appendices to notes. Index slips display the file title and reference number. 3. Official correspondence uses black or blue ink with 1 inch margins. Letters and DO letters are the basic classifications, with DO letters used for informal exchange between government officers. 4. Notifications are used to promulgate rules through

Uploaded by

Chaitanya Kumar
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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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.

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