General Hindi, भाग स: Official Letters and Drafting · RAS (Rajasthan)

What the official syllabus says

Main Examination, Paper IV: General Hindi and General English
Unit I - सामान्य हिन्दी
भाग स - (अंक 30)
पत्र-लेखन - सामान्य कार्यालयी पत्र, कार्यालय आदेश, अर्द्धशासकीय पत्र, अनुस्मारक, प्रतिवेदन (रिपोर्ट)
प्रारूप-लेखन - अधिसूचना, निविदा सूचना, परिपत्र, प्रेस विज्ञप्ति, कार्यालय ज्ञापन

In English: Part C (30 marks) has letter-writing, namely the general official letter, the office order, the demi-official letter, the reminder and the report; and drafting, namely the notification, the tender notice, the circular, the press release and the office memorandum. All are written in Hindi.

Topics in detail

The parts of an official letter

Letter number, and the name of the government, department or office
Place and date
From: the sender's designation; To: the addressee's designation and address
Subject: one line that states the matter
Reference: the number and date of earlier correspondence, if any
Salutation, body in short paragraphs (the first stating the purpose), and the closing
Signature, with name and designation
Endorsement: copies sent to others for information or action; and enclosures

पत्र-लेखन (letter-writing)

सामान्य कार्यालयी पत्र (general official letter): written on behalf of an office to another government, a department, a public body or a member of the public; formal and impersonal; used to convey decisions, sanctions, information or requests
कार्यालय आदेश (office order): an order about the internal working of an office, such as distribution of work, duties of staff, postings within the office or grant of leave; written in the third person, without salutation, signed by the competent officer, with copies to those concerned
अर्द्धशासकीय पत्र (demi-official letter): from one officer to another, addressed by name, to draw personal attention to a matter, speed it up or exchange views; written in the first person, in a courteous and less formal tone; carries a D.O. number
अनुस्मारक (reminder): sent when an earlier letter has had no reply; quotes the number and date of the earlier letter, is short, and may be a first, second or later reminder
प्रतिवेदन (रिपोर्ट) (report): a factual account for a higher authority, such as an inquiry, inspection, progress or event report; title, background or terms of reference, facts found, conclusions and recommendations; objective in tone

प्रारूप-लेखन (drafting)

What a draft (prarup) is: the first version of an official communication, put up for approval before the fair copy is issued
अधिसूचना (notification): published in the official Gazette; used for rules, orders under Acts, appointments and transfers of gazetted officers and similar matters; numbered and dated; in a State, issued in the name of the Governor and signed by an authorised officer
निविदा सूचना (tender notice): invites offers for a work, supply or service; gives the office, the description of the work, estimated cost, earnest money, cost of the tender form, last date and time, date of opening, where the documents can be had, and the right to reject any or all offers
परिपत्र (circular): the same instruction or information sent at once to many offices or officials; subject, body, signature and a list of recipients
प्रेस विज्ञप्ति (press release): information given to newspapers and other media for publication; issuing office, place and date, a heading, and the most important facts first
कार्यालय ज्ञापन (office memorandum): used between departments or offices and with staff, to seek information or convey a decision; written in the third person, with no salutation and no closing; signed with designation

Form	Used for	Person	Salutation
कार्यालयी पत्र	Communication outside the office	Formal, on behalf of the office	Yes
अर्द्धशासकीय पत्र	Officer to officer, personal attention	First person	Yes, by name
कार्यालय आदेश	Internal orders of an office	Third person	No
कार्यालय ज्ञापन	Between offices, and to staff	Third person	No
अधिसूचना	Gazette publication of rules and orders	Third person	No

Writing well in this part

Following the set layout of each form exactly
Short paragraphs, numbered after the first in longer letters
Standard administrative Hindi (see पारिभाषिक शब्दावली in भाग अ)
Correct dates, numbers and references
Using the names and details the question gives, and nothing more

Overlaps

The official letter, demi-official letter, office memorandum and report are asked in English too, in General English, Part C. Administrative institutions behind these forms are covered in Paper III (Public Administration, and State and District Administration).