Introduction
Noting is a fundamental process in government offices for recording observations, comments, and recommendations on files to facilitate decision-making. Chapter 7 of the Manual of Office Procedure (MOP), published by the Department of Administrative Reforms and Public Grievances (DARPG), provides detailed guidelines on how to prepare notes effectively. For the SSA/UDC exam, the syllabus emphasizes “simple questions relating to the Manual of Office Procedure,” making it essential to understand the principles, structure, and best practices of noting. This note covers the purpose, types, style, and procedural aspects of noting, with a focus on the DoPT’s context, as it oversees the MOP and government office procedures.
Key Aspects of Guidelines on Noting (Chapter 7, MOP)
- Definition of Noting:
- Noting is the act of recording observations, analysis, or decisions on a file to assist in processing a case or issue.
- Purpose:
- Facilitate informed decision-making by providing a clear and concise summary of facts, issues, and recommendations.
- Ensure transparency and continuity in file processing.
- Serve as a record for future reference.
- Example: A note on a DoPT file regarding UPSC recruitment may analyze a policy issue and suggest solutions.
- When to Prepare a Note:
- When a case requires analysis, comments to move it forward (e.g., after receiving a letter or proposal).
- To provide background, summarize facts, or propose actions for higher authorities.
- Not required for routine matters where a standard procedure applies (e.g., forwarding a simple letter without comment).
- Example: A note is prepared when a new DoPT policy proposal needs approval.
- Who Can Prepare Notes:
- Dealing Assistant (DA): Initiates the note with basic facts and observations (e.g., Section Assistant or Clerk).
- Section Officer (SO): Reviews and adds comments or recommendations.
- Higher Officers (Under Secretary, Deputy Secretary, Director, etc.): Provide final remarks, decisions, or approvals.
- Example: An SSA/UDC prepares an initial note, which is reviewed by the SO and finalized by the Deputy Secretary.
- Types of Noting:
- Routine Note: For simple cases requiring minimal analysis (e.g., forwarding a document with brief comments).
- Explanatory Note: Provides detailed analysis, background, and options (e.g., for a new DoPT training policy).
- Draft Note: Suggests a draft reply or order for approval alongside the note.
- Self-Contained Note: Comprehensive, including all relevant facts and recommendations, often for high-level decisions (e.g., Cabinet notes).
- Example: A self-contained note on SSC exam reforms would summarize issues, propose solutions, and recommend approval.
- Structure of a Note:
- Heading: Clearly indicate “Note” and date (optional).
- Subject: Mention the file’s subject (e.g., “Recruitment Policy Revision”).
- Body:
- Introduction: State the context (e.g., “Reference letter dated 01/06/2025 from UPSC”).
- Facts: Summarize relevant details, rules, precedents.
- Analysis: Discuss issues, pros/cons, or implications.
- Recommendations: Suggest actions or decisions (e.g., “May approve the proposal”).
- Signature: Include name, designation, and date of the noting officer.
- Example: A note dated 01/06/2025 by an SSA summarizes a DoPT circular, analyzes its impact, and recommends implementation.
- Guidelines for Effective Noting (MOP Principles):
- Clarity: Use simple, concise language; avoid ambiguity.
- Brevity: Include only essential information; avoid repetition.
- Objectivity: Base notes on facts, not personal opinions.
- Logical Flow: Present facts, analysis, and recommendations in a structured manner.
- Relevance: Address only points relevant to the case and issue.
- Politeness: Use respectful language (e.g., “It is submitted” or “For orders, please”).
- Timeliness: Prepare notes promptly to avoid delays in decision-making.
- Referencing: Cite relevant rules, precedents, or file references (e.g., “As per DoPT OM No. 123/2024”).
- Numbering: Use paragraph or serial numbers for clarity in long notes.
- Corrections: Avoid overwriting; initial any corrections neatly.
- Continuation: Use continuation sheets if the note exceeds the noting page margin; clearly mark “Contd.” to the next page.
- Example: A note on a DoPT file avoids jargon, cites a rule, and recommends action in 3 numbered paragraphs.
- Language and Style:
- Use formal, official language (e.g., “It is proposed” instead of “I think”).
- Avoid abbreviations unless standard (e.g., DoPT, UPSC).
- Use third-person or impersonal style (e.g., “The section suggests” instead of “I suggest”).
- Example: “The proposal may be approved, as it aligns with DoPT guidelines” is appropriate.
- Do’s and Don’ts of Noting:
- Do’s:
- Verify facts before noting.
- Keep notes concise and to the point.
- Use proper file references and annexes.
- Suggest clear next steps or decisions.
- Ensure legibility (handwritten or typed).
- Don’ts:
- Don’t use vague or emotional language.
- Don’t repeat points unnecessarily.
- Don’t include irrelevant details.
- Don’t overwrite or make illegible corrections.
- Don’t delay noting, as it slows down file movement.
- Example: A note should not say, “I feel this is bad”; instead, “The proposal may not align with Rule X.”
- Do’s:
- Procedure for Noting:
- Initiation: The Dealing Assistant (e.g., SSA/UDC) starts the note with facts and initial observations.
- Review: The Section Officer reviews, adds comments, or forwards to higher officers.
- Escalation: Higher officers (Under Secretary, Deputy Secretary) add remarks or decisions.
- Finalization: The note reaches the competent authority (e.g., Director, Joint Secretary) for approval or action.
- Recording: Notes are part of the file’s correspondence section and recorded in the file register.
- Example: An SSA/UDC notes facts about a pension query, the SO adds analysis, and the Under Secretary approves.
- Electronic Noting (e-Office):
- With the adoption of e-Office, notes are often prepared electronically.
- Guidelines remain the same, but notes are typed, saved, and shared via the e-Office system.
- Digital signatures and timestamps replace handwritten signatures.
- Example: A DoPT file on e-Office includes a digital note on recruitment policy, signed electronically.
- DoPT’s Context:
- The DoPT, under the Ministry of Personnel, Public Grievances and Pensions, uses noting extensively for issues like recruitment, training, and pensions.
- SSA/UDC staff in DoPT prepare initial notes for files related to UPSC, SSC, or policy proposals.
- Example: A note on a DoPT file may summarize a UPSC circular and recommend its adoption.
- Key Points for Exam:
- Focus on MOP guidelines: clarity, brevity, objectivity, and structure.
- Understand roles: Dealing Assistant, Section Officer, higher officers.
- Know types of notes: routine, explanatory, self-contained.
- Be familiar with e-Office noting and DoPT’s role.
100 MCQs on Chapter 7: Guidelines on Noting
Below are 100 MCQs divided into Easy (20 questions), Moderate (50 questions), and Hard (30 questions) levels, with answers and brief explanations. These are designed to cover the SSA/UDC exam’s focus on simple noting concepts from the MOP.
Easy Level MCQs (20 Questions)
- Q: What is noting in government offices?
- A) Typing letters B) Recording comments C) Filing documents D) Sending emails
- A: B) Recording comments
- Explanation: Noting records observations on files.
- Q: What is the main purpose of noting?
- A) Delay decisions B) Facilitate decisions C) Archive files D) Prepare budgets
- A: B) Facilitate decisions
- Explanation: Helps in informed decision-making.
- Q: Which chapter of the MOP covers noting guidelines?
- A) Chapter 5 B) Chapter 6 C) Chapter 7 D) Chapter 8
- A: C) Chapter 7
- Explanation: Chapter 7 details noting.
- Q: Who usually initiates a note?
- A) Director B) Dealing Assistant C) Joint Secretary D) Minister
- A: B) Dealing Assistant
- Explanation: SSA/UDC starts the note.
- Q: What should a note be?
- A) Vague B) Clear C) Lengthy D) Emotional
- A: B) Clear
- Explanation: Clarity is a key guideline.
- Q: What should a note avoid?
- A) Facts B) Brevity C) Repetition D) Structure
- A: C) Repetition
- Explanation: Notes should be concise.
- Q: What language style is used in noting?
- A) Informal B) Formal C) Poetic D) Casual
- A: B) Formal
- Explanation: Official language is required.
- Q: Who reviews a Dealing Assistant’s note?
- A) Minister B) Section Officer C) Peon D) Public
- A: B) Section Officer
- Explanation: SO reviews and comments.
- Q: Where is a note recorded?
- A) Diary B) File C) Ledger D) Email
- A: B) File
- Explanation: Notes are part of the file.
- Q: What should a note include?
- A) Personal opinions B) Recommendations C) Jokes D) Stories
- A: B) Recommendations
- Explanation: Suggests actions.
- Q: What is a routine note?
- A) Detailed analysis B) Simple comment C) Draft reply D) Cabinet note
- A: B) Simple comment
- Explanation: For basic cases.
- Q: When is noting not required?
- A) Policy decisions B) Routine forwarding C) Complex cases D) Approvals
- A: B) Routine forwarding
- Explanation: No analysis needed.
- Q: What should a note cite?
- A) Movies B) Rules C) Opinions D) Rumors
- A: B) Rules
- Explanation: References ensure accuracy.
- Q: What is the tone of a note?
- A) Casual B) Polite C) Angry D) Funny
- A: B) Polite
- Explanation: Respectful language is used.
- Q: How should notes be numbered?
- A) Randomly B) Sequentially C) Alphabetically D) Not numbered
- A: B) Sequentially
- Explanation: Paragraphs are numbered.
- Q: What should a note avoid?
- A) Facts B) Vague language C) Structure D) Clarity
- A: B) Vague language
- Explanation: Must be precise.
- Q: Who prepares notes in e-Office?
- A) Public B) Officials C) Media D) Contractors
- A: B) Officials
- Explanation: Typed digitally by staff.
- Q: What is a self-contained note?
- A) Brief note B) Comprehensive note C) Routine note D) Draft note
- A: B) Comprehensive note
- Explanation: Includes all details.
- Q: What does DoPT use noting for?
- A) Elections B) Recruitment C) Budgets D) Defence
- A: B) Recruitment
- Explanation: Handles personnel issues.
- Q: What should corrections in a note be?
- A) Overwritten B) Initialed C) Ignored D) Erased
- A: B) Initialed
- Explanation: Ensures authenticity.
Moderate Level MCQs (50 Questions)
- Q: What is the first part of a note’s structure?
- A) Recommendations B) Introduction C) Signature D) Analysis
- A: B) Introduction
- Explanation: States the context.
- Q: What does a note’s analysis include?
- A) Jokes B) Pros and cons C) Stories D) Opinions
- A: B) Pros and cons
- Explanation: Evaluates issues.
- Q: Who finalizes a note’s decision?
- A) Dealing Assistant B) Section Officer C) Higher Officer D) Peon
- A: C) Higher Officer
- Explanation: E.g., Deputy Secretary.
- Q: What type of note suggests a reply?
- A) Routine B) Draft C) Explanatory D) Self-contained
- A: B) Draft
- Explanation: Includes draft reply.
- Q: What should a note’s recommendations be?
- A) Vague B) Clear C) Emotional D) Lengthy
- A: B) Clear
- Explanation: Suggests specific actions.
- Q: What is avoided in e-Office noting?
- A) Digital signatures B) Handwriting C) Clarity D) Structure
- A: B) Handwriting
- Explanation: Notes are typed.
- Q: What is the purpose of paragraph numbering?
- A) Decoration B) Clarity C) Delay D) Confusion
- A: B) Clarity
- Explanation: Organizes long notes.
- Q: What should a note verify before writing?
- A) Rumors B) Facts C) Opinions D) News
- A: B) Facts
- Explanation: Ensures accuracy.
- Q: Which officer adds comments after the Dealing Assistant?
- A) Minister B) Section Officer C) Director D) Public
- A: B) Section Officer
- Explanation: Reviews initial note.
- Q: What is an explanatory note?
- A) Brief comment B) Detailed analysis C) Draft reply D) Routine note
- A: B) Detailed analysis
- Explanation: Provides background.
- Q: What should a note not repeat?
- A) Facts B) Rules C) Points D) References
- A: C) Points
- Explanation: Avoids redundancy.
- Q: What is used for long notes?
- A) Single page B) Continuation sheets C) Diary D) Email
- A: B) Continuation sheets
- Explanation: Extends noting space.
- Q: What is the style of noting language?
- A) First-person B) Third-person C) Poetic D) Casual
- A: B) Third-person
- Explanation: Impersonal style.
- Q: What should a note cite for authority?
- A) News B) Rules C) Opinions D) Movies
- A: B) Rules
- Explanation: E.g., DoPT guidelines.
- Q: What is a key guideline for noting?
- A) Lengthiness B) Brevity C) Ambiguity D) Emotion
- A: B) Brevity
- Explanation: Keeps notes concise.
- Q: What is the role of a Dealing Assistant in noting?
- A) Final decision B) Initial note C) Policy making D) Public reply
- A: B) Initial note
- Explanation: Starts the process.
- Q: What should a note avoid?
- A) Facts B) Personal opinions C) Rules D) Clarity
- A: B) Personal opinions
- Explanation: Must be objective.
- Q: Who uses noting in DoPT?
- A) Public B) Officials C) Media D) Contractors
- A: B) Officials
- Explanation: E.g., SSA/UDC staff.
- Q: What is a self-contained note used for?
- A) Routine cases B) High-level decisions C) Draft replies D) Simple forwarding
- A: B) High-level decisions
- Explanation: Comprehensive details.
- Q: What should a note’s signature include?
- A) Address B) Name and designation C) Photo D) Email
- A: B) Name and designation
- Explanation: Identifies the officer.
- Q: What is the purpose of referencing in notes?
- A) Decoration B) Accuracy C) Delay D) Confusion
- A: B) Accuracy
- Explanation: Supports facts.
- Q: What should a note’s tone be?
- A) Casual B) Polite C) Angry D) Funny
- A: B) Polite
- Explanation: Respectful language.
- Q: What happens to notes in a file?
- A) Discarded B) Recorded C) Published D) Emailed
- A: B) Recorded
- Explanation: Part of file history.
- Q: What is avoided in noting?
- A) Clarity B) Overwriting C) Structure D) Facts
- A: B) Overwriting
- Explanation: Corrections are initialed.
- Q: What is the role of a Section Officer in noting?
- A) Initiate note B) Review note C) Final decision D) Public reply
- A: B) Review note
- Explanation: Adds comments.
- Q: What should a note suggest?
- A) Confusion B) Next steps C) Delays D) Opinions
- A: B) Next steps
- Explanation: Guides decisions.
- Q: What is the Manual of Office Procedure?
- A) Budget guide B) Noting guide C) Election guide D) Travel guide
- A: B) Noting guide
- Explanation: Includes Chapter 7.
- Q: What is a draft note?
- A) Routine comment B) Reply suggestion C) Detailed analysis D) Final decision
- A: B) Reply suggestion
- Explanation: Proposes a draft.
- Q: What should a note ensure?
- A) Delay B) Transparency C) Confusion D) Length
- A: B) Transparency
- Explanation: Records decisions.
- Q: What is the e-Office system used for?
- A) Voting B) Digital noting C) Elections D) Budgeting
- A: B) Digital noting
- Explanation: Electronic notes.
Hard Level MCQs (30 Questions)
- Q: What is the competent authority in noting?
- A) Dealing Assistant B) Section Officer C) Higher Officer D) Public
- A: C) Higher Officer
- Explanation: E.g., Joint Secretary.
- Q: Which MOP guideline emphasizes logical flow?
- A) Clarity B) Structure C) Brevity D) Politeness
- A: B) Structure
- Explanation: Organizes facts and recommendations.
- Q: What happens if a note is illegible?
- A) Approved B) Rejected C) Rewritten D) Ignored
- A: C) Rewritten
- Explanation: Must be legible.
- Q: What is the role of a Deputy Secretary in noting?
- A) Initiate note B) Review and decide C) File documents D) Public reply
- A: B) Review and decide
- Explanation: Adds final remarks.
- Q: Which note type is used for Cabinet decisions?
- A) Routine B) Draft C) Self-contained D) Explanatory
- A: C) Self-contained
- Explanation: Comprehensive for high-level.
- Q: What is the purpose of continuation sheets?
- A) Voting B) Extend noting C) Budgeting D) Filing
- A: B) Extend noting
- Explanation: For long notes.
- Q: Which rule governs noting in the MOP?
- A) Chapter 5 B) Chapter 7 C) Chapter 9 D) Chapter 11
- A: B) Chapter 7
- Explanation: Specific to noting.
- Q: What should a note avoid in e-Office?
- A) Digital signatures B) Handwritten corrections C) Clarity D) Structure
- A: B) Handwritten corrections
- Explanation: Digital format only.
- Q: What is the maximum detail in a routine note?
- A) Comprehensive B) Minimal C) Draft reply D) Policy analysis
- A: B) Minimal
- Explanation: Simple comments.
- Q: What is the purpose of a note’s introduction?
- A) Final decision B) Context setting C) Budget details D) Voting
- A: B) Context setting
- Explanation: States the issue.
- Q: Which officer escalates a note after the Section Officer?
- A) Peon B) Under Secretary C) Minister D) Public
- A: B) Under Secretary
- Explanation: Reviews next level.
- Q: What should a note’s analysis avoid?
- A) Facts B) Emotions C) Rules D) Clarity
- A: B) Emotions
- Explanation: Must be objective.
- Q: What is the role of the Manual of Office Procedure in noting?
- A) Election guide B) Guideline provider C) Budget planner D) Travel planner
- A: B) Guideline provider
- Explanation: Sets standards.
- Q: What is the purpose of a self-contained note?
- A) Routine forwarding B) High-level decisions C) Draft reply D) Simple comment
- A: B) High-level decisions
- Explanation: Includes all details.
- Q: What happens to a note after finalization?
- A) Discarded B) Recorded C) Published D) Emailed
- A: B) Recorded
- Explanation: Part of file.
- Q: Which guideline ensures note accuracy?
- A) Brevity B) Referencing C) Politeness D) Length
- A: B) Referencing
- Explanation: Cites rules.
- Q: What is the role of an SSA/UDC in noting?
- A) Final decision B) Initial note C) Policy making D) Public reply
- A: B) Initial note
- Explanation: Starts the process.
- Q: What should a note’s recommendations avoid?
- A) Clarity B) Vagueness C) Facts D) Rules
- A: B) Vagueness
- Explanation: Must be specific.
- Q: What is the purpose of digital signatures in e-Office?
- A) Voting B) Authentication C) Budgeting D) Filing
- A: B) Authentication
- Explanation: Verifies notes.
- Q: Which note type includes background details?
- A) Routine B) Explanatory C) Draft D) Simple
- A: B) Explanatory
- Explanation: Detailed analysis.
- Q: What should a note’s corrections be?
- A) Overwritten B) Initialed C) Erased D) Ignored
- A: B) Initialed
- Explanation: Ensures authenticity.
- Q: What is the role of a Director in noting?
- A) Initiate note B) Final approval C) File documents D) Public reply
- A: B) Final approval
- Explanation: Senior decision-maker.
- Q: What is avoided in a self-contained note?
- A) Details B) Brevity C) Facts D) Clarity
- A: B) Brevity
- Explanation: Comprehensive by nature.
- Q: What is the purpose of a draft note?
- A) Routine comment B) Suggest reply C) Policy analysis D) Final decision
- A: B) Suggest reply
- Explanation: Proposes a draft.
- Q: Which ministry oversees the MOP?
- A) Finance B) DoPT C) Home D) Defence
- A: B) DoPT
- Explanation: Under DARPG, DoPT’s domain.
- Q: What is the role of a Joint Secretary in noting?
- A) Initiate note B) Final approval C) File documents D) Public reply
- A: B) Final approval
- Explanation: Senior authority.
- Q: What should a note’s structure include?
- A) Jokes B) Analysis C) Stories D) Opinions
- A: B) Analysis
- Explanation: Evaluates issues.
- Q: What is the purpose of noting in DoPT?
- A) Elections B) Recruitment decisions C) Budget planning D) Defence
- A: B) Recruitment decisions
- Explanation: E.g., UPSC policies.
- Q: What happens if a note delays file movement?
- A) Approved B) Slows process C) Published D) Ignored
- A: B) Slows process
- Explanation: Timeliness is key.
- Q: What is the final step in noting?
- A) Initiation B) Review C) Decision D) Filing
- A: C) Decision
- Explanation: By competent authority.
Preparation Tips for MCQs
- Use Cracktarget: Practice these MCQs on Cracktarget’s MCQ section (cracktarget.com → SSC SSA/UDC → Office Procedure). Create a quiz for timed practice.
- Focus Areas: Memorize guidelines (clarity, brevity), note types (routine, self-contained), and roles (DA, SO, higher officers).
- Negative Marking: Attempt only confident answers to avoid the 0.25-mark penalty.
- Revision: Use flashcards for terms like noting, explanatory note, and e-Office.
| Syllabus | Study Material Link |
| Structure of the Indian Parliament | Click Here |
| Sessions of Parliament | Click Here |
| Key Parliamentary Terms | Click Here |
| Guidelines on Noting | Click Here |
| Communication, Forms, Channels, and Procedure | Click here |
| Main Page for SSC Departmental Exam | Click Here |
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