MCQ
Official & demi-official (D.O.) letter writing — format & conventions MCQ - Practice Questions with Answers
Solve 15 Official & demi-official (D.O.) letter writing — format & conventions questions for RAS/RPSC preparation.
Practice questions
Q1Choose the most appropriate salutation and close for a demi-official letter from the Principal Secretary, Education, to a District Collector personally requesting expedited comments on a draft policy.
A demi-official letter is official in subject but personal in manner. It is commonly used when one officer writes directly to another to secure attention or action. The stem says the Principal Secretary is personally requesting comments from the District Collector; that calls for a named salutation such as 'Dear Shri Sharma' and the close 'Yours sincerely'. 'Sir' and 'Yours faithfully' suit formal official letters, not the semi-personal D.O. convention.
Q2A District Collector writes to the Director of Agriculture requesting personal attention to a delayed inter-departmental matter. The letter is intended to be demi-official rather than a strictly formal official communication. Which opening and complimentary close are most appropriate?
A demi-official letter is used when an officer seeks personal attention or cooperation from another officer while still discussing official business. Its tone is semi-personal: it normally addresses the recipient by name, often with a form such as "Dear Shri...", and closes with "Yours sincerely". The cue is that the Collector wants the Director's personal attention, not merely routine processing. "Sir" and "Yours faithfully" belong to a formal official letter; excessively deferential or generic forms are inappropriate.
Q3Which item is NOT normally included in the heading block of an official government letter?
An official letter is institution-centred, not person-centred. Its heading normally includes the office address, date, and file or letter number so that the communication can be registered, traced, and replied to formally. The signatory's personal residential address is irrelevant and would blur the official capacity in which the letter is issued. The cue is 'heading block of an official government letter'; therefore the private address of the officer is the odd item.
Q4Match List I with List II in the context of official and demi-official correspondence. List I: 1. D.O. No. 2. Encl. 3. Copy to 4. Subject List II: a. Indicates documents attached with the letter b. Identifies the semi-personal official letter by number c. Shows persons or offices to whom the communication is additionally sent d. States the matter of correspondence in a concise form
In official correspondence, each notation has a specific administrative function. 'D.O. No.' identifies a demi-official letter by number, while 'Encl.' tells the reader that documents are attached. 'Copy to' records additional circulation of the communication. The subject line gives the matter of the letter briefly and precisely. The only matching that preserves all four functions is 1-b, 2-a, 3-c, 4-d.
Q5Which one of the following statements about a demi-official letter is incorrect?
The stem asks for the incorrect statement. A D.O. letter is semi-personal in tone, but it still concerns official business and remains a recordable communication. It may carry a D.O. number and a subject or clear reference to the matter. A subject heading does not automatically convert it into an office memorandum; the form, tone, salutation, and purpose decide the category. Statements A, B, and D correctly capture personal attention, semi-official tone, and signature practice. Statement C invents an absolute prohibition and is therefore incorrect.
You've seen 5 of 15 sample questions
Unlimited practice on Official & demi-official (D.O.) letter writing — format & conventions comes with the RAS Test Series + Practice pack or Gate Pass.
More questions
6In an official letter written by a district office to the State Government, which placement of the subject line follows the standard convention?
7Match List I with List II in the context of official and demi-official correspondence. List I: 1. D.O. number 2. Endorsement 3. Enclosure 4. Subject line List II: a. A forwarding note or copy sent to another authority for information or action b. A brief indication of the matter dealt with in the letter c. A document sent along with the letter d. The identifying number used for a demi-official communication
8Consider the following Assertion (A) and Reason (R) about demi-official correspondence. Assertion (A): A demi-official letter is appropriate when the writer wants a particular officer to take personal interest in an official matter. Reason (R): A demi-official letter is preferred because it has greater statutory force than a government order and can override formal rules of business. Choose the correct option.
9Consider the following Assertion and Reason. Assertion (A): In a demi-official letter, the writer may use a personal tone, but the matter discussed must still be connected with official business. Reason (R): A D.O. letter is used to combine official purpose with personal influence or attention, especially when routine official correspondence may not be effective. Choose the correct option.
10Statement 1: A D.O. letter may deal with an official matter but uses a more personal form of address than an ordinary official letter. Statement 2: An ordinary official letter is normally written in the first person singular to create personal persuasion. Which of the statements is/are correct?
11In an official letter from the Secretary, Higher Education Department, Jaipur, to the Registrar of a university, which sequence correctly follows the usual formal format after the sender's address?
12Which of the following is INCORRECT about a demi-official (D.O.) letter?
13In a formal official letter from a government department to another department, which placement of the reference number, date, subject, and salutation follows the usual convention most closely?
14Match List I with List II in the context of official and demi-official letters. List I: 1. Subject 2. Inside address 3. D.O. number 4. Complimentary close List II: a. A brief statement of the matter dealt with in the letter b. The designation and address of the recipient c. A reference number used for tracking a demi-official communication d. A polite closing formula before the signature Choose the correct match.
15Read the statements about official correspondence. Statement 1: 'Encl.' or 'Enclosure' is used when documents are attached to the letter. Statement 2: 'Copy to' is used to show that the same communication is being sent to other concerned officers or offices. Statement 3: 'Subject' should be written after the complimentary close because it summarises the completed body. Which of the above statements are correct?