Key Guidelines on Drafting of Communications (Chapter 8, MOP)

1. Definition of Drafting:
   • Drafting is the process of preparing a written communication (e.g., letter, OM, circular) to convey official information, instructions, or decisions.
   • Purpose:
     • Communicate government policies, decisions, or queries clearly.
     • Ensure accountability through formal, documented exchanges.
     • Facilitate action by recipients (e.g., ministries, subordinate offices, or public).
   • Example: A DoPT draft letter to UPSC requesting recruitment data.
     
2. Who Drafts Communications:
   • Dealing Assistant (DA): Typically an SSA/UDC, initiates the draft based on notes or instructions.
   • Section Officer (SO): Reviews and refines the draft, ensuring accuracy and compliance.
   • Higher Officers (Under Secretary, Deputy Secretary, etc.): Approve or modify the draft before dispatch.
   • Example: An SSA/UDC in DoPT drafts an OM, which is reviewed by the SO and approved by the Under Secretary.
     
3. Forms of Communication for Drafting:
   • Letter: Formal external communication to other ministries, state governments, or organizations.
     • Example: A DoPT letter to SSC on exam schedules.
   • Office Memorandum (OM): Internal communication within a ministry or department for instructions or information.
     • Example: A DoPT OM on training guidelines.
   • Circular: General instructions to multiple offices or employees.
     • Example: A DoPT circular on pension rules.
   • Order: Specific directives for actions like transfers or promotions.
     • Example: A DoPT order for an officer’s transfer.
   • Notification: Public announcements published in the Gazette.
     • Example: A DoPT notification on recruitment rules.
   • Demi-Official (DO) Letter: Semi-formal, personal communication between officers.
     • Example: A DoPT DO letter to UPSC for urgent clarification.
   • Memorandum: For disciplinary actions or seeking explanations.
     • Example: A DoPT memorandum to an employee for delay.
   • Endorsement: Forwarding a communication with comments.
     • Example: DoPT endorses a UPSC circular.
   • Email: Formal electronic communication, often via e-Office.
     • Example: A DoPT email to regional offices.
       
4. Guidelines for Drafting (MOP Principles):
   • Clarity:
     • Use simple, unambiguous language to ensure the recipient understands the message.
     • Avoid jargon or complex terms.
     • Example: “Kindly provide recruitment data by 15/06/2025” is clear.
   • Brevity:
     • Be concise; include only essential details.
     • Avoid repetition or unnecessary elaboration.
     • Example: A one-page DoPT letter is preferred over a lengthy one.
   • Accuracy:
     • Ensure factual correctness, citing relevant rules, file numbers, or references (e.g., “As per DoPT OM No. 123/2024”).
     • Verify names, designations, and addresses of recipients.
     • Example: A DoPT draft cites the correct UPSC rule.
   • Politeness:
     • Use respectful, formal language (e.g., “Please,” “Kindly,” “Sir/Madam”).
     • Avoid confrontational or informal tone (e.g., no “Hi” or “Pls”).
     • Example: “It is requested to provide details” is polite.
   • Structure:
     • Follow the prescribed format for each form (e.g., letterhead, salutation, body, signature).
     • Organize content logically: introduction, main message, action required.
     • Example: A DoPT letter starts with context, states the request, and ends with a closing.
   • Timeliness:
     • Draft promptly to avoid delays in decision-making or action.
     • Example: A DoPT draft on urgent SSC exam issues is prepared within a day.
   • Relevance:
     • Address only the specific issue or query; avoid irrelevant details.
     • Example: A DoPT OM on training excludes unrelated policy issues.
   • Formal Tone:
     • Use third-person or impersonal style (e.g., “The Department proposes” instead of “I propose”).
     • Avoid abbreviations unless standard (e.g., DoPT, UPSC).
     • Example: “The Department requests compliance” is formal.
   • Referencing:
     • Include file numbers, previous communications, or rules for traceability.
     • Example: “Ref: UPSC Letter No. 456/2025 dated 01/06/2025.”
       
       
5. Structure of a Draft:
   • Letter:
     • Letterhead: Ministry/Department name (e.g., DoPT).
     • Number and Date: Unique identifier (e.g., DoPT/123/2025).
     • Addressee: Recipient’s designation and address.
     • Subject: Clear, concise topic (e.g., “Recruitment Data Request”).
     • Salutation: “Sir/Madam” or specific title.
     • Body: Introduction (context), main message (request/action), closing (action required).
     • Signature: Name, designation (e.g., Under Secretary).
     • Enclosures: List attached documents, if any.
       
       
   • OM:
     • Similar to a letter but simpler; no addressee address, used internally.
     • Example: “Subject: Training Guidelines for 2025.”
   • Circular:
     • Broad address (e.g., “To All Regional Offices”).
     • Focuses on general instructions.
   • Order:
     • Starts with “ORDER” and specifies action (e.g., transfer).
     • Example: “Shri X is transferred to Y w.e.f. 15/06/2025.”
   • DO Letter:
     • Personal salutation (e.g., “Dear Shri X”).
     • Signed by the officer, not on behalf of the ministry.
   • Example: A DoPT letter draft includes all elements in the prescribed format.
     
     
6. Procedure for Drafting:
   • Initiation:
     • The Dealing Assistant (e.g., SSA/UDC) drafts based on notes, instructions, or file references.
     • Example: An SSA/UDC drafts a DoPT letter based on a policy note.
   • Review:
     • The Section Officer checks for accuracy, clarity, and compliance with MOP guidelines.
     • Suggests corrections or additions.
   • Approval:
     • Higher officers (Under Secretary, Deputy Secretary) approve or modify the draft.
     • Major changes require a fresh draft.
     • Example: A DoPT draft is approved by the Deputy Secretary.
       
       
   • Finalization:
     • The approved draft is typed, signed, and numbered.
     • Example: A DoPT OM is finalized with a unique number.
       
       
   • Dispatch:
     • Sent via post, email, or e-Office, recorded in the dispatch register.
     • Example: A DoPT circular is emailed to all offices.
       
   • Filing:
     • A copy is filed in the correspondence section of the relevant file.
     • Example: A DoPT letter is filed under “Recruitment 2025.”
       
       
7. Do’s and Don’ts of Drafting:
   • Do’s:
     • Use prescribed formats for each communication type.
     • Cite relevant references (e.g., file numbers, rules).
     • Ensure grammatical accuracy and proper punctuation.
     • Address the recipient correctly (e.g., designation, not name).
     • Use e-Office for digital drafting where applicable.
       
   • Don’ts:
     • Don’t use informal language (e.g., “Hi,” “Thx”).
     • Don’t omit essential elements (e.g., subject, file number).
     • Don’t include personal opinions or irrelevant details.
     • Don’t bypass the review process.
     • Don’t delay drafting, as it affects efficiency.
   • Example: A DoPT draft should not say, “Pls send data ASAP.”
     
8. Electronic Drafting (e-Office):
   • With the adoption of e-Office, drafts are prepared, reviewed, and approved digitally.
   • Guidelines remain the same, but drafts are typed, saved, and signed electronically.
   • Digital signatures and timestamps replace handwritten signatures.
   • Example: A DoPT OM is drafted and approved via e-Office.
     
9. DoPT’s Context:
   • The DoPT drafts communications for personnel-related matters, such as:
     • Letters to UPSC/SSC on recruitment or exams.
     • OMs on training or administrative reforms.
     • Circulars on pension or policy updates.
     • Orders for transfers or promotions.
   • SSA/UDC staff in DoPT draft initial communications, ensuring compliance with MOP guidelines.
   • Example: An SSA/UDC drafts a DoPT circular on new UPSC guidelines.
     
10. Key Points for Exam:
    • Focus on drafting guidelines: clarity, brevity, accuracy, politeness.
    • Understand formats for key forms (Letter, OM, Circular, DO Letter).
    • Know the drafting procedure: initiation, review, approval, dispatch.
    • Be familiar with e-Office drafting and DoPT’s role.

Why This Topic Matters for the Exam

The SSA/UDC exam tests knowledge of the Manual of Office Procedure, with drafting being a core component of Chapter 8. Questions may focus on guidelines (e.g., clarity, brevity), formats (e.g., letter structure), or procedures (e.g., who approves a draft). As SSA/UDC roles involve drafting communications, this topic is directly relevant to your job responsibilities.

Preparation Strategy

• Practice: Solve 20–30 MCQs daily from Cracktarget’s MCQ section to reinforce concepts like drafting structure and do’s/don’ts.
• Focus: Prioritize key guidelines (clarity, brevity), forms (Letter, OM), and DoPT’s role, as the syllabus emphasizes simplicity.
• Resources: Rely on Cracktarget’s study material for summaries and practice questions. If needed, refer to the MOP (available on DARPG’s website) for Chapter 8 specifics.

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100 MCQs on Guidelines on Drafting of Communications

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 drafting concepts from the MOP.

Easy Level MCQs (20 Questions)

1. Q: What is drafting in government offices?
   • A) Filing documents B) Preparing communications C) Noting comments D) Dispatching emails
   • A: B) Preparing communications
   • Explanation: Involves writing letters, OMs, etc.
2. Q: Which chapter of the MOP covers drafting guidelines?
   • A) Chapter 6 B) Chapter 7 C) Chapter 8 D) Chapter 9
   • A: C) Chapter 8
   • Explanation: Part of communication guidelines.
3. Q: Who usually initiates a draft?
   • A) Minister B) Dealing Assistant C) Public D) Media
   • A: B) Dealing Assistant
   • Explanation: SSA/UDC drafts initially.
4. Q: What should a draft be?
   • A) Vague B) Clear C) Lengthy D) Informal
   • A: B) Clear
   • Explanation: Clarity is a key guideline.
5. Q: What is a Letter used for?
   • A) Internal notes B) External communication C) Disciplinary action D) Drafting
   • A: B) External communication
   • Explanation: Sent to other ministries.
6. Q: What should a draft avoid?
   • A) Facts B) Informal language C) Structure D) Clarity
   • A: B) Informal language
   • Explanation: Must be formal.
7. Q: What is an Office Memorandum (OM)?
   • A) Public notice B) Internal instruction C) External letter D) Gazette announcement
   • A: B) Internal instruction
   • Explanation: Used within a ministry.
8. Q: What should a draft include?
   • A) Jokes B) File number C) Stories D) Opinions
   • A: B) File number
   • Explanation: For traceability.
9. Q: What is the tone of a draft?
   • A) Casual B) Polite C) Angry D) Funny
   • A: B) Polite
   • Explanation: Respectful language.
10. Q: What is a Circular used for?
    • A) Single recipient B) Multiple offices C) Disciplinary action D) Draft note
    • A: B) Multiple offices
    • Explanation: General instructions.
11. Q: Who reviews a draft?
    • A) Peon B) Section Officer C) Public D) Media
    • A: B) Section Officer
    • Explanation: Checks accuracy.
12. Q: What is a Demi-Official (DO) Letter?
    • A) Formal letter B) Semi-formal letter C) Internal note D) Public notice
    • A: B) Semi-formal letter
    • Explanation: Officer-to-officer.
13. Q: What should a draft cite?
    • A) Rumors B) Rules C) Opinions D) News
    • A: B) Rules
    • Explanation: Ensures accuracy.
14. Q: What is the purpose of drafting?
    • A) Delay action B) Convey information C) Archive files D) Prepare budgets
    • A: B) Convey information
    • Explanation: Communicates decisions.
15. Q: What is a Notification published in?
    • A) Newspaper B) Gazette C) Email D) Social media
    • A: B) Gazette
    • Explanation: Public announcements.
16. Q: What should a draft’s language be?
    • A) Informal B) Formal C) Poetic D) Casual
    • A: B) Formal
    • Explanation: Official tone required.
17. Q: What is e-Office used for in drafting?
    • A) Voting B) Digital drafting C) Elections D) Budgeting
    • A: B) Digital drafting
    • Explanation: Electronic platform.
18. Q: What is a Memorandum used for?
    • A) General instructions B) Disciplinary action C) External letter D) Gazette notice
    • A: B) Disciplinary action
    • Explanation: Seeks explanations.
19. Q: What does DoPT draft communications for?
    • A) Defence B) Recruitment C) Agriculture D) Transport
    • A: B) Recruitment
    • Explanation: Personnel matters.
20. Q: What should a draft avoid?
    • A) Clarity B) Repetition C) Facts D) References
    • A: B) Repetition
    • Explanation: Keeps it concise.

Moderate Level MCQs (50 Questions)

21. Q: What is the first step in drafting a communication?

• A) Dispatch B) Drafting C) Filing D) Approval
• A: B) Drafting
• Explanation: Initiated by Dealing Assistant.

22. Q: What should a Letter’s structure include?

• A) Jokes B) Letterhead C) Opinions D) Stories
• A: B) Letterhead
• Explanation: Part of formal format.

23. Q: Who approves a draft communication?

• A) Peon B) Higher Officer C) Public D) Media
• A: B) Higher Officer
• Explanation: E.g., Under Secretary.

24. Q: What is the purpose of a Circular’s draft?

• A) Single reply B) General instructions C) Disciplinary action D) Draft note
• A: B) General instructions
• Explanation: Sent to multiple offices.

25. Q: What guideline ensures draft brevity?

• A) Clarity B) Conciseness C) Politeness D) Accuracy
• A: B) Conciseness
• Explanation: Avoids unnecessary details.

26. Q: What should a DO Letter’s salutation be?

• A) Sir/Madam B) Dear Shri/Smt C) Hi D) Hello
• A: B) Dear Shri/Smt
• Explanation: Semi-formal, personal.

27. Q: What is avoided in e-Office drafting?

• A) Digital signatures B) Informal language C) Clarity D) Format
• A: B) Informal language
• Explanation: Must be formal.

28. Q: What should a draft’s body include?

• A) Jokes B) Main message C) Stories D) Opinions
• A: B) Main message
• Explanation: States request or action.

29. Q: What is the role of a Section Officer in drafting?

• A) Final approval B) Review draft C) Public reply D) Policy making
• A: B) Review draft
• Explanation: Checks accuracy.

30. Q: What is an Endorsement in drafting?

• A) New letter B) Forwarded communication C) Public notice D) Draft note
• A: B) Forwarded communication
• Explanation: With comments.

31. Q: What should a draft’s signature include?

• A) Address B) Designation C) Photo D) Email
• A: B) Designation
• Explanation: Identifies the officer.

32. Q: What is the purpose of referencing in a draft?

• A) Decoration B) Accuracy C) Delay D) Confusion
• A: B) Accuracy
• Explanation: Cites rules or files.

33. Q: What is the structure of an OM?

• A) Letterhead, no address B) Address, no subject C) Jokes, no signature D) No format
• A: A) Letterhead, no address
• Explanation: Internal communication.

34. Q: What should a draft avoid?

• A) Facts B) Personal opinions C) Rules D) Clarity
• A: B) Personal opinions
• Explanation: Must be objective.

35. Q: What is the role of a Dealing Assistant in drafting?

• A) Final approval B) Initial draft C) Public reply D) Policy making
• A: B) Initial draft
• Explanation: Starts the process.

36. Q: What is the purpose of a Notification’s draft?

• A) Internal note B) Public announcement C) Draft reply D) Disciplinary action
• A: B) Public announcement
• Explanation: Published in Gazette.

37. Q: What should a draft’s subject line be?

• A) Vague B) Clear C) Lengthy D) Informal
• A: B) Clear
• Explanation: States the topic.

38. Q: What is the role of a Higher Officer in drafting?

• A) Initiate draft B) Approve draft C) File documents D) Public reply
• A: B) Approve draft
• Explanation: E.g., Deputy Secretary.

39. Q: What is avoided in a Memorandum’s draft?

• A) Clarity B) Informal language C) Facts D) References
• A: B) Informal language
• Explanation: Must be formal.

40. Q: What is the purpose of a draft’s salutation?

• A) Decoration B) Formal address C) Voting D) Budgeting
• A: B) Formal address
• Explanation: E.g., “Sir/Madam.”

41. Q: What is the final step in drafting procedure?

• A) Drafting B) Approval C) Dispatch D) Filing
• A: B) Approval
• Explanation: Before dispatch.

42. Q: What should a draft’s format include?

• A) Jokes B) Letterhead C) Stories D) Opinions
• A: B) Letterhead
• Explanation: For formal communications.

43. Q: What is the purpose of an Order’s draft?

• A) General instructions B) Specific directives C) External queries D) Draft replies
• A: B) Specific directives
• Explanation: E.g., transfers.

44. Q: What is avoided in a Circular’s draft?

• A) Clarity B) Informal language C) Facts D) References
• A: B) Informal language
• Explanation: Must be formal.

45. Q: What is the role of e-Office in drafting?

• A) Voting B) Digital drafting C) Elections D) Budgeting
• A: B) Digital drafting
• Explanation: Electronic platform.

46. Q: What should a draft’s closing include?

• A) Jokes B) Action required C) Stories D) Opinions
• A: B) Action required
• Explanation: States next steps.

47. Q: What is the purpose of a DO Letter’s draft?

• A) Public notice B) Expedite action C) Disciplinary action D) Gazette notice
• A: B) Expedite action
• Explanation: Officer-to-officer.

48. Q: What should a draft avoid?

• A) Clarity B) Brevity C) Repetition D) References
• A: C) Repetition
• Explanation: Keeps it concise.

49. Q: What is the role of a Section Officer in drafting?

• A) Final approval B) Review draft C) Public reply D) Policy making
• A: B) Review draft
• Explanation: Checks before escalation.

50. Q: What is the purpose of a draft’s file number?

• A) Decoration B) Tracking C) Voting D) Budgeting
• A: B) Tracking
• Explanation: Ensures traceability.

Hard Level MCQs (30 Questions)

51. Q: What is the role of the Under Secretary in drafting?

• A) Initiate draft B) Approve draft C) File documents D) Public reply
• A: B) Approve draft
• Explanation: Reviews and approves.

52. Q: Which guideline ensures draft accuracy?

• A) Brevity B) Referencing C) Politeness D) Length
• A: B) Referencing
• Explanation: Cites rules or files.

53. Q: What is the structure of a Notification’s draft?

• A) Letterhead, no address B) Public announcement format C) Jokes, no signature D) No format
• A: B) Public announcement format
• Explanation: For Gazette.

54. Q: What is avoided in a DO Letter’s draft?

• A) Personal tone B) Informal language C) Clarity D) Signature
• A: B) Informal language
• Explanation: Semi-formal but official.

55. Q: What is the role of a Deputy Secretary in drafting?

• A) Initiate draft B) Approve draft C) File documents D) Public reply
• A: B) Approve draft
• Explanation: Senior reviewer.

56. Q: What is the purpose of a Memorandum’s draft?

• A) General instructions B) Disciplinary action C) External letter D) Gazette notice
• A: B) Disciplinary action
• Explanation: Seeks explanations.

57. Q: What is the role of digital signatures in e-Office drafting?

• A) Voting B) Authentication C) Budgeting D) Filing
• A: B) Authentication
• Explanation: Verifies drafts.

58. Q: What is the structure of an Order’s draft?

• A) Starts with “ORDER” B) No subject C) Jokes included D) No signature
• A: A) Starts with “ORDER”
• Explanation: Specific directive format.

59. Q: What is the role of a Joint Secretary in drafting?

• A) Initiate draft B) Final approval C) File documents D) Public reply
• A: B) Final approval
• Explanation: Senior authority.

60. Q: What is avoided in a Notification’s draft?

• A) Clarity B) Informal language C) Facts D) References
• A: B) Informal language
• Explanation: Must be formal.

61. Q: What is the purpose of a draft’s introduction?

• A) Final decision B) Context setting C) Budget details D) Voting
• A: B) Context setting
• Explanation: States the issue.

62. Q: What is the role of a Director in drafting?

• A) Initiate draft B) Final approval C) File documents D) Public reply
• A: B) Final approval
• Explanation: Senior decision-maker.

63. Q: What is the purpose of a Circular’s draft?

• A) Single reply B) General instructions C) Disciplinary action D) Draft note
• A: B) General instructions
• Explanation: Sent to multiple offices.

64. Q: What is the role of the SSA/UDC in drafting?

• A) Final approval B) Initial draft C) Public reply D) Policy making
• A: B) Initial draft
• Explanation: Starts the process.

65. Q: What is the purpose of an Endorsement’s draft?

• A) New policy B) Forwarding C) Public notice D) Draft note
• A: B) Forwarding
• Explanation: With comments.

66. Q: Which ministry oversees the MOP?

• A) Finance B) DoPT C) Home D) Defence
• A: B) DoPT
• Explanation: Under DARPG, DoPT’s domain.

67. Q: What is the purpose of a draft’s subject line?

• A) Decoration B) Clarity C) Voting D) Budgeting
• A: B) Clarity
• Explanation: States the purpose.

68. Q: What is avoided in a secure draft?

• A) Clarity B) Unsecured channels C) Facts D) References
• A: B) Unsecured channels
• Explanation: Protects sensitive data.

69. Q: What is the role of the Section Officer in drafting?

• A) Final approval B) Review draft C) Public reply D) Policy making
• A: B) Review draft
• Explanation: Checks before escalation.

70. Q: What is the purpose of a draft’s file number?

• A) Decoration B) Tracking C) Voting D) Budgeting
• A: B) Tracking
• Explanation: Ensures traceability.

71. Q: What is the role of the Under Secretary in drafting?

• A) Initiate draft B) Approve draft C) File documents D) Public reply
• A: B) Approve draft
• Explanation: Reviews and approves.

72. Q: What is the structure of a DO Letter’s draft?

• A) Personal salutation B) No subject C) Jokes included D) No signature
• A: A) Personal salutation
• Explanation: E.g., “Dear Shri X.”

73. Q: What is the purpose of a Memorandum’s draft?

• A) General instructions B) Disciplinary action C) External letter D) Gazette notice
• A: B) Disciplinary action
• Explanation: Seeks explanations.

74. Q: What is the role of digital signatures in e-Office?

• A) Voting B) Authentication C) Budgeting D) Filing
• A: B) Authentication
• Explanation: Verifies drafts.

75. Q: What is the structure of a Circular’s draft?

• A) Broad address B) No subject C) Jokes included D) No signature
• A: A) Broad address
• Explanation: E.g., “To All Offices.”

76. Q: What is the role of a Deputy Secretary in drafting?

• A) Initiate draft B) Approve draft C) File documents D) Public reply
• A: B) Approve draft
• Explanation: Senior reviewer.

77. Q: What is avoided in an Order’s draft?

• A) Clarity B) Informal language C) Facts D) References
• A: B) Informal language
• Explanation: Must be formal.

78. Q: What is the purpose of a draft’s closing?

• A) Decoration B) Action required C) Voting D) Budgeting
• A: B) Action required
• Explanation: States next steps.

79. Q: What is the role of a Joint Secretary in drafting?

• A) Initiate draft B) Final approval C) File documents D) Public reply
• A: B) Final approval
• Explanation: Senior authority.

80. Q: What is the purpose of a draft’s salutation?

• A) Decoration B) Formal address C) Voting D) Budgeting
• A: B) Formal address
• Explanation: E.g., “Sir/Madam.”

Preparation Tips for MCQs

• Focus Areas: Memorize guidelines (clarity, brevity), forms (Letter, OM, Circular), and drafting procedure (initiation, approval).
• Negative Marking: Attempt only confident answers to avoid the 0.25-mark penalty.
• Revision: Use flashcards for terms like referencing, salutation, 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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