CHAPTER XI
FORMS AND RULES OF CORRESPONDENCE

1. Which form of correspondence is adopted when the head the office records his decision in exercise of a statutory power where he records important executive decisions?

(A) Memorandum

(B) Endorsement

(C) Demi-official

(D) Proceedings

Correct Answer: Option (D) Proceedings

2. Which form of correspondence is generally adopted when an officer of one dept wants any information from an officer of another dept:

(A) Demi-Official

(B) Letter

(D) Proceedings

Correct Answer: Option (B) Letter

3. Point out one forms of Correspondence:

(A) Title Form

(B) Proceedings Form

(D) Acknowledgement Form

Correct Answer: Option (B) Proceedings Form

4. Which kind of form of communication is used when the Kerala Public Service Commission is addressed?

(A) Proceedings form

(B) Endorsement form

(D) Memorandum

Correct Answer: Option (C) Letter form

5. Form of correspondence to the Vice Chancellor of University

(A) Demi-official Form

(B) Letter form

(D) Memorandum Form

Correct Answer: Option (B) Letter form

6. Correspondence to the Vice-Chancellor or Registrar of University shall be in the form of

(A) Demi-official

(B) Memorandum

(D) Proceedings

Correct Answer: Option (C) Letter

7. The official formal correspondence to MLA, MP as:

(A) Proceeding

(B) Memorandum

(D) Demi-official

Correct Answer: Option (C) Letter

8. Which form of communication is used for addressing Govt.?

(A) Letter form

(B) Proceeding form

(D) Endorsement

Correct Answer: Option (A) Letter form

9. Which among the following forms of correspondence will be used where the head of the office records his decision in exercise of a statutory poweri or when he records important executive decisions?

(A) Memorandum form

(B) Proceedings form

(D) Demi-official form

Correct Answer: Option (B) Proceedings form

10. When the copy of paper is sent to a subordinate officer, for remarks or disposal it is called on:

(A) Memorandum Form

(B) Letter Form

(D) Endorsement Form

Correct Answer: Option (D) Endorsement Form

104(5)

11. When the copy of a paper is sent to a subordinate officer for remarks or for information the disposal takes the form of an:

(A) Proceedings form

(B) Memorandum form

(D) Endorsement form

Correct Answer: Option (D) Endorsement form

104(5)

12. Demi-official form is

(A) When the copy of a paper is sent to a subordinate officer

(B) To communicate and call for information between the section of the same Officer

(C) In case when an officer or a member of the public has to be addressed without the formality of official procedure and with a view to the interchange or communication of opinion or information which it is undesirable to place on official record, the communication taken the form of a demi-official

(D) When it is proposed to address to institutions, persons etc.

Correct Answer: Option (C) In case when an officer or a member of the public has to be addressed without the formality of official procedure and with a view to the interchange or communication of opinion or information which it is undesirable to place on official record, the communication taken the form of a demi-official

13. To draw the personal attention of the individual officer another officer addressed, the communication taken this form:

(A) Letter form

(B) Endorsement

(D) Demi-official

Correct Answer: Option (D) Demi-official

14. Correspondence directly to government only through:

(A) The Secretary of

(B) District Officers

(D) Joint Directors

Correct Answer: Option (C) Head of Departments

15. According to the rules for correspondence which officer can address Govt. directs:

(A) Regional officer

(B) District officer

(D) Tahsildar

Correct Answer: Option (C) Heads of Departments

16. District officers and regional officers should address the Govt. through the :

(A) Head of the Dept.

(B) Head of the office

(D) Manager

Correct Answer: Option (A) Head of the Dept.

17. A regional office of a Govt department wrote a letter to Govt. How this can be sent to Govt?

(A) Send directly to Govt

(B) Send through post

(D) Sent through the Head of department

Correct Answer: Option (D) Sent through the Head of department

18. Which form of correspondence is generally adopted when an officer of one dept. wants any information from an officer of another dept?

(A) Demi-official

(B) Letter

(D) Proceedings

Correct Answer: Option (B) Letter

19. In which way a communication is sent to a subordinate officer for remarks:

(A) Endorsement form

(B) Demi-official

(D) Proceedings

Correct Answer: Option (A) Endorsement form

20. Correspondence to non-official shall be in form the form of

(A) Letter Form

(B) Demi-official form

(D) Endorsement Form

Correct Answer: Option (A) Letter Form

21. The form of correspondence used to communicate and call for information between the sections of the same office:

(A) Endorsement

(B) memorandum

(D) demi-official

Correct Answer: Option (B) memorandum

22.The form of correspondence used to communicate and call “hormation between the sections in the same office :

(A) Memorandum

(B) Endorsement

(D) Letter

Correct Answer: Option (A) Memorandum

23. Copies of special communications addressed to Government cers should not be sent to non officials. They should be addressed by:

(A) Demi official letter

(B)Memorandum

(D) Proceedings

Correct Answer: Option(C) Letter

24. Copies of official communications addressed to Govt. officers should not be sent to non-officials. They should be addressed by:

(A) Do Letters

(B) Memorandum

(D) Proceedings

Correct Answer: Option (C) Letters

25. Which of the following forms of correspondence is used when a copy of a paper is sent to a subordinate officer for remarks?

(A) Endorsement

(B) Proceedings

(D) Letter

Correct Answer: Option (A) Endorsement

26. Which of the following form of correspondence is used when the copy of a paper is sent to a subordinate officer for remarks

(A) Letter

(B) Memorandum

(D) Proceedings

Correct Answer: Option (C) Endorsement

27. When Government officers correspond with each other or with any member of the public on administrative or official matters without the formality of official procedure, the form of correspondence adopted is

(A) Demi-official

(B) Unofficial

(D) Endorsement

Correct Answer: Option (A) Demi-official

28.Which among the following forms of correspondence is to be used when an officer has to be addressed without the formality of official procedure with a view to the interchange of communications of opinions or information?

(A) Letter

(B) Proceedings

(D) Demi-official

Correct Answer: Option (D) Demi-official

29. Which correspondence is undesirable to place on official records?

(A) Memorandum

(B) Endorsement

(D) Demi-official

Correct Answer: Option (D) Demi-official

104-1B(6)

30. Fair copies of official communications intended for higher authorities are to be signed by the :

(A) Section Supt.

(B) Manager

(D) Head of the office

Correct Answer: Option (D) Head of the office

31. Memorandum Forms can signed by :

(A) Fair Copy Superintendent

(B) Manager

(D) Secretary

Correct Answer: Option (C) Superintendent of the section

32. Fair copies of official communications intended for higher authorities are to be signed by the:

(A) Section Supt.

(B) Manager

(D) Head of the office

Correct Answer: Option (D) Head of the office

33. Fair copies of letters addressed to higher authorities should be signed by :

(A) The Fair copy Superintendent

(B) The Manager

(D) The Secretary

Correct Answer: Option (C) Head of Office

34. Fair copies intended for higher authorities are signed by

(A) The head of the office

(B) The Section Superintendent

(D) The Manager

Correct Answer: Option (A) The head of the office

35. Memorandum form of correspondence can be signed by :

(A) The Manager

(B) Section Superintendent

(D) Head Clerk

Correct Answer: Option (B) Section Superintendent

36. Who among the following officers should sign the proceedings criticising a subordinate officer?

(A) Unit officer

(B) Senior supervisory staff

(D) Superintendent

Correct Answer: Option (C) Head of the office

37. All communication are sent from an office in the name of:

(A) Head of office

(B) Superintendent

(D) Head of department

Correct Answer: Option (A) Head of office

38. Official correspondence to the Kerala Public Service Commission should be addressed to the

(A) Chairman

(B) Joint Secretary

(D) Secretary

Correct Answer: Option (D) Secretary

39. Official correspondence to the Kerala public service commission should be addressed to the:

(A) Chairman

(B) Controller

(D) Joint Secretary

Correct Answer: Option (C) Secretary

40. Official communication addressed to High Court is:

(A) Honourable Chief Justice

(B) Manager

(D) Registrar

Correct Answer: Option (D) Registrar

41. Official communications addressed to the PSC:

(A) Section Officer

(B) Confidential Assistant

(D) Deputy Secretary

Correct Answer: Option (C) The Secretary

42. Official correspondence to the Kerala Public Service Commission should be addressed to the:

(A) Chairman

(B) Joint Secretary

(D) Controller

Correct Answer: Option (C) Secretary

43. Official communications intended for the High Court should be addressed to the (A) Chief Justice

(B) Registrar

(D) Secretary

Correct Answer: Option (B) Registrar

44. As far as possible, how many topics can be dealt within one letter

(A) Two topics

(B) Three topics

(D) Five topics

Correct Answer: Option (C) One topic

45. What is the salutation form of letters in respect of a lady?

(A) Sir

(B) Mrs.

(D) Madam

Correct Answer: Option (D) Madam

46. What is the subscription of all letters?

(A) Yours faithfully

(B) Yours sincerely

(D) Yours affectionately

Correct Answer: Option (A) Yours faithfully

47. Who is responsible for the proper maintenance of distribution register?

(A) Security officer

(B) Typist

(D) Section clerk

Correct Answer: Option (C) Fair copy superintendent

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Para.104 Forms of correspondence: Correspondence shall be in one or the other of the following forms:

(1) LETTER FORM-

When it is proposed to address the following persons or institutions, the letter from should invariably be used:-

(a) The Government

(b) An equal or higher authority in the same or another Department.

(d) The Board of Revenue

(e) An officer not in the administrative control o f the Government of Kerala

(f) The Vice-Chancellor or the Register of University.

(g) A Member of a Legislative Assembly of the State or of the Parliament

(h) The President or Chairman of any local self governing institution or Co-operative soceity

(i) A non-official or a non official association or

(j) a non-official or a non-official association or society of distinction.

(1A) When an officer of one Department, wants any information from an officer of another Department the letter form should generally be used.

(1B) All correspondences whether it be to non-officials or subordinates shall be in the form of letters. When any information or opinion has to be obtained from a subordinate officer b an official reference letter form shall be used.

(2) PROCEEDINGS FORM

This form will be used where the head of the office records his decision in exercise of a statutory power, or where he records important executive decisions.

(3) MEMORANDUM FORM

Memorandum form will be restricted only to internal use, viz. To communicate and call for information between the sections of the same office. Charge memos and show cause notices will also be in the Memorandum form.

(4) COMMUNICATION TO NON OFFICIALS

Copies of the official communications addressed to the Government Officers should not be set to non officials. They should be addressed by letter.

(4A)Every Government Servant shall, in performance of his duties in good faith, communication to a member of public or any organization full and accurate information, which can be disclosed under the Right to information Act,2005.

(5) ENDORSEMENT FORM

When the copy of a paper is sent to a subordinate officer for remarks or is communicated to him in original for information or disposal the disposal takes the form of an endorsement. If the original paper itself is sent for remarks, it is called an N.reference and when it is sent for information or disposal, it is called an N.disposal.

(6) DEMI-OFFICIAL FORM

In cases where an officer or a member of the public has to be addressed without the formality of official procedure and with a view to the inter change or communication of opinions or information which it is undesirable to place on official record or when it is desired that a matter should receive the personal attention of the individual addressed, the communication takes the form of a demi-official.

Communication from non-officials should never be referred to as “demi-official”

104A. Only Head of Departments should address the Government direct. Regional Officers and District Officers should address Government only through the Head of Department concerned.

Note: The above paragraph will not be applicable in the case of the Commissioner for Workmen’s Compensation and he will continue to correspond with the Government direct.

105. SIGNING OF LETTERS AND MEMORANDA

For copies of letters addressed to higher authorities should be signed by the head of the office, and in other cases by the officer to whom this function has been delegated by appropriate orders.

Memoranda may be signed by the Superintendent of section. All communications will be issued only in the name of the head of the office. When the head of the office does not sign a letter the world ‘for’ the space intended for the signature thus:- For Director of Agriculture’.

All proceedings containing orders passed in exercise of a statutory power must be signed by the head of the office himself.

106. CONTENTS OF COMMUNICATIONS

Letters, proceedings and memoranda shall, as a rule, be complete in themselves and as far as possible, independent of enclosures. Correspondence shall be condensed as much as possible and repetition and unnecessary details avoided.

As far as possible, only one topic shall be dealt with in one communication. Demi-official correspondence shall not be quoted in official communications.

108. Communications to the High Court, Public Service Commission and the Board of Revenue.

Official communications intended for the Public Service Commission should be addressed to the Secretary to the Public Service Commission. Similarly, the official communications intended for the Board and those addressed to the High Court should be addressed to the Register.

109. Form of Address:

The prefix”Shri”, “Smt.”, “Kumari” shall be used as the form of address in all official correspondence.

110. Subscription of letters:

The form of salutation of letters should be “Sir” or “Madam” and the subscriptions to all letters should be “Yours faithfully”.

11 FORMS AND RULES OF CORRESPONDENCE

CHAPTER XI
FORMS AND RULES OF CORRESPONDENCE

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11 FORMS AND RULES OF CORRESPONDENCE

CHAPTER XIFORMS AND RULES OF CORRESPONDENCE

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CHAPTER XI
FORMS AND RULES OF CORRESPONDENCE