Useful Questions from Office Procedure - for IPO Examination

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Prepared by S Jayachandran, Sys Adm , Mavelikara Postal Division, Kerala -690101 Published by http://rmssa.blogspot.com/
1. What is meant by -MOP?	Manual of Office Procedure
2 What is meant by Classified Dak ?	Dak bearing a security grading.
3. What is meant by “Division “ in a department	Wing within a Department
4 The word ‘ Docketing’ denotes	Making of entries in the notes portion of a file about the serial number assigned to each item of correspondence
5 A file is collection of some facts . What are the facts included in a file ?	1. Correspondence 2. Notes 3. Appendix to correspondence 4. Appendix to notes
6 What is meant by Index Slip in connection with filing?	A card or a paper slip displaying the title of file under a catch word followed by a reference to its file number.
7 What is meant by IFC ?	Information and Facilitation Counter
8 What are the basic rules of official correspondence?	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.
9 What are the basic classification of Letter for official correspondence	Main classification 1 . Letter 2. DO letter
10 What is meant by DO Letter	Demi-official letter
11 Mention in which purpose the DO letter is used	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
12 ------- is generally used for corresponding with other departments or in calling for information from or conveying information to its employees	Office Memorandum
13 ------ is used for promulgation of statutory rules and orders, appointments and promotions of gazetted officers, etc. through publications in the Gazette of India	Notification
14 what is meant by Endorsement ?	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
15 -----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.	Circular
16 What is meant by paperless communication for official communication ?	eMail
17 The officer approving the issue of a draft of letter will append his initials with the date on the draft The above said statement is	True
18 What are the basic rules for official letter drafting?	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.
19 The main purpose of Official communications is convey the views or orders of the Government of India then what are the commonly used phrases for starting a communication	‘I am directed to say’ or the ‘undersigned is directed to convey’
20 What is meant by ‘ DFA’ relates with official correspondence	Draft for Approval
21 In which situation the Demi official letter is mainly used	Matter raised therein should receive officer’s personal attention either because of its special nature, urgency or importance
22 Mention the important points for drafting demi official letter	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
23 What are the basic method for file numbering	1. Functional file numbering system 2. File numbering system based on subject classification
24 What is the usage of Precedent Book?	A precedent book in the prescribed form for keeping note of important rulings and decisions having a precedent value for ready reference
25 What is meant by EPAX ?	Electronic Private Automatic Exchange
26 Specify the main types of External Communication Aids	Email and Fax
27 What is meant by Video Conferencing	Conferences with the participants being at different geographical places through an ISDN line
28 The official Language act was formed -------	1963
Q29 The Official Languages Rules, ------ have been framed under the Official Languages Act, 1963.	1976
Q29 What is meant by DAR&PG	Department of Administrative Reforms & Public Grievances
Q30 What is meant by e-mail	Electronic Mail
Q31 What is meant by EPAX	Electronic Private Automatic Exchange
Q32 What is meant by O&M	Organisation and Methods
Q33 Define the Citizen Charter	Citizen’s Charter is a document which represents a systematic effort to focus on the commitment of the Organisation towards it’s Citizens in respect of Standard of Services, Information, Choice and Consultation, Non-discrimination and Accessibility, Grievances Redress, Courtesy and Value for Money.
Q34 Main purpose of OFFICE AUTOMATION	Use of modern office equipment in of business in the disposal Government departments is intended to facilitate faster processing and delivery of information
Q35 Email is----------------- communication Aids	External Communication
Compiled by S Jayachandran, Sys Adm , Mavelikara Postal Division, Kerala -690101 If you want more question please intimate to me Mail id shankarjayac123@gmail.com or mobile no 9961464279 http://nfpemavelikaradivision.blogspot.com
Published By : http://rmssa.blogspot.com/