Pre-Recruitment Examination Training: Probationary Officers 2024-25

Descriptive Paper – Model questions Set-4

E-Mail writing – General Guidelines

Following are suggested Dos and Don’ts for writing a formal letter:

Some suggestions for Content and Design:

In the opening:

i. Have a clear subject line. It should be a clear indication of the main body of the email.
ii. Use a professional salutation. Please use the appropriate level of formality (like
Madam/Dear Sir).

In the main body:

i. Do not use humour or sarcasm.

ii. One-liners are not the suggested/formal way to send emails or reply to emails.
iii. Emails should be Polite. Under no circumstances should we use impolite language even
if there is any provocation from the other side.
iv. Ensure that attachments are in place before you click the send button. Do not attach
unnecessary files.
v. Format the email properly. Use a clear font. Use the font commonly preferred in the
organisation. Also use an appropriate layout.
vi. Check the grammar, punctuations, and spelling. Not only do they convey a different
meaning sometimes, but they can also be hurtful. It also does not exhibit professionalism.
It is good to use an active voice than a passive voice.

For eg. Say “We will be processing your request today” instead of “Your request will be
processed today”
 Pre-Recruitment Examination Training: Probationary Officers 2024-25
Descriptive Paper – Model questions Set-4
Address field:

i. Address field – Mention the email id correctly. The first id should be the person to whom
the email is intended/action point is addressed. Mark CC only to the people whom you want
to keep informed.
ii. You can use the bcc option if you are sending the same email to multiple people or use
the mail merge option. You will not inadvertently share emails. People will not know that
you have sent the same email to others and will appear personalized.
iii. If there are many people involved in the task and you are addressing the email to all of
them, the body of the email should mention which person is required to accomplish which
task.
iv. It is a good idea to input the address field at the last after checking the email thoroughly.
This is to ensure the email is not inadvertently sent to the recipient half-way through or
when incomplete.

General:

i. Please mention the appropriate priority (Important/Urgent/Urgent &

Important/Confidential etc.,).
ii. Proof-read every email that you send.
iii. Answer all questions that the sender has asked for, if the e mail is a reply mail.

The email format/structure begins with the address field, then body and finishes with the
closing/conclusion.

It's best to start with the body, or major content, then go on to the subject line, and finally
the address field. You will be able to determine the most suitable subject line for the email
after the main text has been completed. Address field should be written last as you don't
want to send an email accidentally before you have finished writing and proofing the
message.
 Pre-Recruitment Examination Training: Probationary Officers 2024-25
Descriptive Paper – Model questions Set-4
Some don’ts of email writing / responding:
i. Do not use shortcuts / abbreviations unless they are explained earlier in the email.
Customers or external people are not familiar with the abbreviations that an organisation
uses internally, so we need to explain clearly and properly.
ii. Do not use emoticons, jargon, or slang language. Customers are not familiar with the
technical terms that an organisation is using, so explain clearly.
iii. Do not use CAPITAL letters except to start a sentence. It is rude and meant as a shout
or loud voice.
iv. Do not unnecessarily use Exclamation marks.
v. Do not use lengthy and complex sentences in the email. The overall content should also
be concise and brief.
vi. Do not use casual language. Although some leniency is permitted in an email vis-à-vis
letters, making it casual or too much informal is not appropriate in officialese. It can be
detrimental.
vii. Be careful while using clichés like “Please find attached”, “Per our conversation” etc., It
is better to use small normal sentences to convey the meaning. Shortcuts like pfa, poc
should also be avoided.
viii. Avoid repetition and using language which appears robotic i.e from a machine.
 Pre-Recruitment Examination Training: Probationary Officers 2024-25
Descriptive Paper – Model questions Set-4
1. You are working as a branch manager in Kanpur branch of ABC Bank. You have received
a mail from your customer, Ms.Anjali, who has shared KYC (Know Your Customer)
documents through that e mail for updating in her account. Please send a reply stating
the task has been completed.

Email address: e mail of Ms. Anjali

CC: to none

Subject: KYC Updation

Madam,

Namaste / Greetings from ABC Bank.

We thank you for your email dated DD/MM/YYYY forwarding the Know Your Customer
(KYC) documents in respect of your account no XXXXXXXXX. We are pleased to inform
you that KYC has been updated in your account.

2. We value your relationship with us. Please feel free to contact us for any other
information you may need.

With regards,
< Name>
<Branch Manager>
<Kanpur Branch>
<Address in Short with City and pin code>
<Contact details>
 Pre-Recruitment Examination Training: Probationary Officers 2024-25
Descriptive Paper – Model questions Set-4
General guidelines for writing reports:
1. Structure the Report Properly
Most reports follow a clear structure:
• Title: Clearly reflects the report’s purpose or topic.
• Introduction: Provides background information, objectives, and scope of the
report. It explains why the report is being written and what will be covered.
• Main Body: Divided into logical sections with clear headings. Each section should
address a specific aspect of the topic.
o Use bullet points or numbered lists where applicable for clarity.
• Conclusion: Summarizes the key findings, interpretations, or insights from the
body of the report.
2. Be Clear and Concise
• Use simple, direct language. Avoid jargon unless it is necessary for the audience.
• Stick to the relevant points. Don’t include unnecessary details. Focus on what is
essential to convey the message.
3. Use a Professional Tone
• Maintain objectivity and formality. Keep personal opinions and emotions out of the
report unless it is specifically required.
• Use the third-person perspective where appropriate (e.g., “It was observed…”
instead of “I observed…”).
4. Support with Data and Evidence
• If making claims or presenting findings, back them up with data, facts, and
evidence.
5. Maintain Logical Flow
• Ensure the report progresses logically from one section to the next. Each section
should follow the last in a coherent manner.
• Use transition words or phrases to guide the reader through the content.
6. Use Proper Formatting
• Headings and Subheadings: Break the report into sections with clear headings
for easier reading.
• Numbered Sections: Use numbered sections for easy reference.
• Bullet Points: For lists and key points, bullet points improve readability.
• Font and Spacing: Use a clean, readable font and ensure there’s adequate
spacing for readability.
7. Keep the Conclusion Focused
• The conclusion should not introduce new information. It should simply summarize
the key findings, conclusions, and any recommendations based on the report.
 Pre-Recruitment Examination Training: Probationary Officers 2024-25
Descriptive Paper – Model questions Set-4

1. You are Head of a Retail Business Outlet and your Office participated in Swachh Bharat
Abhiyan on 02nd October to mark Gandhi Jayanti. Write a report to your Head Office
giving details about the event and activities conducted by your Office.

Report on Swachh Bharat Abhiyan Participation

Date: October 3, 2025

To: Head Office

From: [Your Name], Head of Retail Business Outlet

Subject: Report on Swachh Bharat Abhiyan Event

Dear Sir/Madam,

I am pleased to report that on 2nd October 2025, in observance of Gandhi Jayanti, our
office participated actively in the Swachh Bharat Abhiyan to promote cleanliness and
environmental awareness. The event was organized with the aim to contribute to the
national movement initiated by the Government of India and to honor the values upheld
by Mahatma Gandhi.

Our team of employees, along with several local community members, gathered at the
outlet premises early in the morning for a cleanliness drive. The activities commenced with
a brief address by me, highlighting the importance of maintaining clean surroundings and
the role of each individual in ensuring a healthier environment.

The cleanliness drive focused on cleaning the immediate vicinity around our outlet,
including streets, public spaces, and nearby parks. We also placed emphasis on
segregating waste into biodegradable and non-biodegradable categories and encouraged
the community to adopt similar practices. Over 50 employees and volunteers actively
participated, collecting waste, sweeping public areas, and educating locals on waste
management techniques.

Additionally, we distributed pamphlets on the importance of hygiene and cleanliness to

nearby residents, and also conducted a small awareness session on waste segregation.

The event concluded with a pledge by all participants to continue contributing to the cause
of cleanliness and environmental conservation. It was a successful initiative that fostered
a sense of social responsibility among employees and the local community.

Best regards,

[Your Name]

Head of Retail Business Outlet

 Pre-Recruitment Examination Training: Probationary Officers 2024-25
Descriptive Paper – Model questions Set-4

PRECIS WRITING

The purpose of the Precis writing is to test the language proficiency and comprehension
skills of the candidate along with his/her creativity, intellectual knowledge and
understanding of the given passage.

Format of Precis Writing

A candidate will be provided with a story, passage or a paragraph to write a precis on. They
have to:

• Read it carefully and make mental notes/ outline.

• Write a precis using simple and precise language.

• Proofread and edit the precis.

• Do not use flowery or superfluous words.

• Make sure your sentences are well-structured and easy to read.

• Stick to the point.

• Do not include unnecessary details or ramble on about irrelevant topics.

• Use active rather than passive voice where possible.

Note : The precis should normally be of one third of the size of the passage, it is
being written on. One must strictly stick to the word-limit as instructed in the
question.

A sample of passage along with precis written on them are as given below:
 Pre-Recruitment Examination Training: Probationary Officers 2024-25
Descriptive Paper – Model questions Set-4

Write a Precis of the following paragraph in your own words

Artificial Intelligence (AI) is the biggest technological revolution of 21st century

having the potential to disrupt almost all aspects of human existence. It is the
simulation of human intelligence processes by machines which include acquisition
of information and creation of rules using the information to reach to approximate
or definite results/conclusions and self-correction.

Artificial intelligence has transformed all the sectors of economy and has emerged
as a new factor of production, supplementing the traditional factors of production,
such as labour, capital, and innovation. It has the potential to overcome the
limitations of traditional factors and has the power to open up new sources of value
and growth.

AI has great potential to transform the social economic system as its impact on
every industrial or service sector is indisputable.

It will turn the world over a new leaf through automation, intelligence, and creation.
Hence, we must work towards leveraging this potential for creating a better future.

But going forward, some believe that it will steadily take over all the sectors of the
work force and it will bring mass scale unemployment and social unrest as it has
the potential to automate tasks that are monotonous which will gradually turn certain
roles obsolete. Examples include activities involved in customer care, call centre
operations, documents classification, etc which are based more on technology and
less on human work. Transportation sector will also witness reduced demand of
professional drivers as fully automatic cars, which are safer, more efficient, and
effective will take on the roads. Further the customer service segment will be totally
taken over by fully automated robots navigating the space to collect products and
execute customer orders.
 Pre-Recruitment Examination Training: Probationary Officers 2024-25
Descriptive Paper – Model questions Set-4

The use of AI in workplace is expected to create the jobs in huge numbers but may
also cause displacement of jobs in significant numbers.

In order to properly leverage the power of AI we need to address the issues at the
educational level as well as in the business arena. Education system needs to focus
on training students in rows directly associated with AI including machine learning
programmers, data analysts etc.

AI will change the world both inside and outside the workplace. Instead of focusing
on fear surrounding automation business, authorities all over need to embrace new
technologies to ensure that they implement the most effective AI systems to
enhance and complement human intelligence.

Rise of Artificial Intelligence

Artificial Intelligence (AI) is the most significant technological revolution of the 21st
century, capable of disrupting nearly all aspects of human life. It simulates human
intelligence, enabling machines to process information, create rules, draw
conclusions, and self-correct. AI has transformed all sectors of the economy,
becoming a new factor of production alongside labor, capital, and innovation. It has
the potential to surpass the limitations of traditional factors, unlocking new sources
of growth. However, concerns exist about AI leading to widespread unemployment,
especially as it automates tasks in customer service, transportation, and other
sectors. While AI is expected to create new jobs, it may also displace many existing
ones. To fully harness AI’s potential, education systems must focus on training
students in fields directly linked to AI, such as machine learning and data analysis.
Authorities must embrace AI to enhance human intelligence and ensure its
integration into the workplace.
 Pre-Recruitment Examination Training: Probationary Officers 2024-25
Descriptive Paper – Model questions Set-4

Analyze the following scenario focusing on analytical thinking and problem solving.

1. As the Accountant of a Company, you realize that you have made a serious mistake in
some data resulting in inflated profits. The Company is going to declare its Annual
Result shortly. What will you do?

Situational Analysis: Addressing a Mistake in Financial Data

Upon realizing that a serious mistake in the financial data has led to inflated profits,
immediate action is crucial to maintain the integrity of the company’s financial reporting.
The mistake, if not corrected, could lead to legal and reputational risks once the annual
results are declared.

First, I would promptly verify the extent of the error and identify which figures or
calculations were affected. I would then communicate with the senior management and
the audit team, reporting the issue transparently and proposing corrective measures.

Next, I would work with the finance team to correct the data, ensuring that the accurate
financial information is reflected. If necessary, I would suggest delaying the announcement
of the results to allow time for proper adjustments.

Finally, I would implement stronger internal controls and review procedures to prevent
similar errors in the future, ensuring that financial reports are consistently accurate and
reliable.