MCQ
Writing letters — Official letters & D.O. (Demi-Official) MCQ - Practice Questions with Answers
Solve 16 Writing letters — Official letters & D.O. (Demi-Official) questions for RAS/RPSC preparation.
Practice questions
Q1Match List I with List II and choose the correct option. List I: 1. Subject line 2. Enclosure 3. Subscription 4. Reference number List II: a. Indicates documents attached with the letter b. Briefly states the main purpose of the letter c. Gives the earlier file/order/letter link d. Formal closing such as Yours faithfully
In an official letter, each part has a fixed function. The subject line briefly states the main purpose, the enclosure note indicates attached documents, the subscription gives the formal closing, and the reference number links the letter to earlier correspondence or a file. These cues give the only correct matching: 1-b, 2-a, 3-d, 4-c.
Q2Match List I with List II and choose the correct option. List I: 1. Reference number 2. Enclosure 3. Copy forwarded to 4. Subject line List II: a. Documents sent along with the letter b. Brief indication of the matter c. Identification mark for tracking correspondence d. Names of persons or offices to whom copies are sent
Rule: each part of an official letter has a fixed function. Cue: the terms are reference number, enclosure, copy forwarding, and subject line. A reference number tracks correspondence, an enclosure is a document sent with the letter, 'Copy forwarded to' names copy recipients, and the subject line briefly indicates the matter. Therefore, the only correct matching is 1-c, 2-a, 3-d, 4-b.
Q3Read the Assertion (A) and Reason (R), then choose the correct option. Assertion (A): A D.O. letter may be used when an officer wants another officer to give personal attention to an official matter. Reason (R): A D.O. letter retains an official purpose but uses a more direct, semi-personal form of address than an ordinary official letter.
Rule: a D.O. letter is used for official business in a semi-personal form. Cue: the assertion refers to personal attention to an official matter, and the reason states the semi-personal form of address. That semi-personal form explains why the letter can seek personal attention without becoming private correspondence. Therefore, both A and R are true, and R correctly explains A.
Q4A D.O. (Demi-Official) letter on an official matter begins with a personal salutation such as 'Dear Shri Sharma'. Which closing is generally the most suitable?
A D.O. letter deals with official business but uses a semi-personal form between officers, so its closing should match a personal salutation. The cue is the opening 'Dear Shri Sharma', which calls for a sincere, courteous closing. 'Yours sincerely' is therefore the only suitable option. 'Yours faithfully' belongs to impersonal official letters, while the other two closings are either obsolete or informal.
Q5Which option correctly gives the opening block, before the salutation and body, for an official letter sent by a clerk to the District Education Officer? The block must identify the sender, the addressee and the subject.
An official opening block must clearly show sender, addressee and subject before the salutation and body. This is exactly done in option B: it identifies the clerk’s office, the officer addressed, and the subject. Option A is only incomplete on addressee.
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More questions
6Read the Assertion (A) and Reason (R) given below. Assertion (A): In an official letter, the closing should generally be formal, such as Yours faithfully, and not overly emotional. Reason (R): Official correspondence represents an office or department and must maintain dignity, clarity, and record value. Choose the correct option.
7Choose the most appropriate option: A good official letter need not have:
8Which statement is incorrect about a D.O. (Demi-Official) letter?
9In the conventional impersonal format of an official government letter from a District Education Officer to the Director of Education, which opening and closing pair is most appropriate?
10Which of the following is INCORRECT about the subject line in an official letter?
11Assertion (A): The subject line of an official letter should be brief and specific. Reason (R): A subject line helps the receiving office identify the matter quickly and route the letter to the proper section. Choose the correct option.
12Consider the following statements about an official letter. Statement 1: The subject line should be brief and should clearly indicate the matter of the letter. Statement 2: If copies of documents are sent with the letter, they should be mentioned under Enclosure. Statement 3: The subject line should normally be written as a long paragraph explaining the whole case. Which of the statements given above are correct?
13Which of the following is incorrect about a D.O. (Demi-Official) letter?
14List I gives parts of a letter. List II gives their proper use in official correspondence. List I: 1. Subject 2. Salutation 3. Body 4. Enclosure List II: A. States the main matter briefly B. Opens the letter respectfully C. Gives the facts or request in paragraphs D. Indicates documents attached Choose the correct matching.
15Which one is the most appropriate opening salutation for an official letter written by a Junior Assistant to the District Collector?