Darta–Chalani: Note Quiz

Darta means:

• A) Recording incoming letters ✔
• B) Sending outgoing letters
• C) Writing notes
• D) Keeping stores

Why: Darta (दर्ता) means recording every incoming letter, application or document in the darta register and giving it a darta number. It is official proof that the office received it.

Chalani means:

• A) Recording outgoing letters ✔
• B) Recording incoming letters
• C) Filing
• D) Auditing

Why: Chalani (चलानी) means recording every outgoing letter in the chalani register and giving it a chalani number before it is sent. It proves the office sent it, and when.

The register for incoming letters is called:

• A) Chalani kitab
• B) Darta kitab ✔
• C) Jinsi kitab
• D) Hajiri kitab

Why: Incoming letters are entered in the darta kitab (darta register). The chalani kitab is for outgoing letters, the jinsi kitab for stores, and the hajiri kitab for staff attendance.

Darta and chalani numbers usually restart from 1 on:

• A) Baisakh 1
• B) Shrawan 1 ✔
• C) Magh 1
• D) Every month

Why: Darta and chalani numbers usually restart from 1 on Shrawan 1, the first day of the fiscal year, so each year's letters have their own series.

What is put on an incoming letter to show darta number and date?

• A) Darta stamp ✔
• B) Chalani stamp
• C) Signature only
• D) Seal of the President

Why: A darta stamp is put on each incoming letter, showing the darta number and date. This links the physical letter to its entry in the darta register.

The copy of an outgoing letter kept in the office file is called:

• A) Bodhartha
• B) Karyalaya prati ✔
• C) Tok
• D) Muchulka

Why: The office copy (karyalaya prati, कार्यालय प्रति) of every outgoing letter is kept in the file, so the office has a record of exactly what it sent.

A copy sent only for information is marked:

• A) Bodhartha ✔
• B) Gopaniya
• C) Atyanta jaruri
• D) Tippani

Why: A copy marked bodhartha (बोधार्थ) is sent only for information; the receiving office does not need to act on it. The main recipient gets the letter for action.

A book recording letters delivered by hand with the receiver's signature is the:

• A) Peon book ✔
• B) Darta book
• C) Cash book
• D) Ledger

Why: The peon book (dispatch book) records letters delivered by hand. The receiver signs in it, which proves the letter was delivered and to whom.

Confidential letters are called:

• A) Gopaniya ✔
• B) Jaruri
• C) Sadharan
• D) Bodhartha

Why: Confidential letters are marked gopaniya (गोपनीय). They contain sensitive information, so they are handled in sealed envelopes and opened only by the authorised officer.

Confidential letters should be opened by:

• A) Any staff
• B) The authorised officer ✔
• C) The visitor
• D) The peon

Why: Only the authorised officer, usually the office chief or a designated officer, opens confidential letters. This keeps sensitive information from spreading inside the office.

When should incoming letters be registered?

• A) Within a month
• B) The same day ✔
• C) At the end of the fiscal year
• D) Only if urgent

Why: Incoming letters should be registered the same day they are received, so the darta date shows the true date of receipt and nothing is lost or delayed.

The darta–chalani section is usually placed:

• A) Near the entrance ✔
• B) On the roof
• C) Inside the store
• D) In the chief's room

Why: The darta–chalani section is usually near the entrance, so service seekers and couriers can hand over and collect letters easily without going through the whole office.

After action is taken on a letter, it should be:

• A) Thrown away
• B) Placed in the correct file ✔
• C) Returned to sender
• D) Burned

Why: After action, the letter is placed in the correct subject file. Good filing means it can be found later for reference, audit or a court case.

Atyanta jaruri on a letter means:

• A) Confidential
• B) Very urgent ✔
• C) For information
• D) Personal

Why: Atyanta jaruri (अत्यन्त जरुरी) means very urgent. Such letters must be registered and forwarded for action at once, ahead of routine mail.

Which of these is recorded in the chalani register?

• A) Recipient's name and address ✔
• B) Staff attendance
• C) Stock of stationery
• D) Cash received

Why: The chalani register records the chalani number, date, letter number, the recipient's name and address, the subject and the mode of dispatch. Attendance and stock have their own registers.

Which of these is recorded in the darta register?

• A) Sender's name and address ✔
• B) Salary of staff
• C) Furniture list
• D) Daily cash

Why: The darta register records the darta number, date, the sender's letter number and date, the sender's name and address, the subject and the section it was sent to.

Outgoing letters show the patra sankhya, which usually means the:

• A) Fiscal year ✔
• B) Staff number
• C) Room number
• D) Phone number

Why: Patra sankhya (पत्र संख्या) usually shows the fiscal year, for example 2083/84, along with the chalani number. Together they identify the letter uniquely.

Electronic darta–chalani mainly helps by:

• A) Saving time and making search easy ✔
• B) Increasing paper use
• C) Removing records
• D) Hiding letters

Why: Electronic darta–chalani saves time, reduces paper and makes letters easy to search by number, date, sender or subject. Records are also harder to lose.

The darta register is an important:

• A) Legal record ✔
• B) Personal diary
• C) Notice board
• D) Advertisement

Why: The darta register is a legal record. It is used as evidence of when a document was received, for example in audits, complaints and court cases.

Who usually handles darta–chalani in a government office?

• A) Assistant-level staff such as Kharidar ✔
• B) The Chief Justice
• C) The Minister
• D) Visitors

Why: Darta–chalani is usually handled by assistant-level staff such as a Kharidar, under the supervision of a Nayab Subba or section head.

In Nepali, register for incoming letters is:

• A) दर्ता किताब ✔
• B) चलानी किताब
• C) जिन्सी खाता
• D) नगदी किताब

Why: The register for incoming letters is दर्ता किताब. चलानी किताब is for outgoing letters, जिन्सी खाता for stores, and नगदी किताब for cash.

In Nepali, register for outgoing letters is:

• A) चलानी किताब ✔
• B) दर्ता किताब
• C) बेरुजु लगत
• D) माग फाराम

Why: The register for outgoing letters is चलानी किताब. बेरुजु लगत is the record of audit irregularities, and माग फाराम is a requisition form.

Darta–chalani proves:

• A) When a letter was received or sent ✔
• B) Staff salary
• C) Weather
• D) Exam result

Why: Darta–chalani proves when a letter was received or sent. These dates matter for deadlines, complaints and legal cases, so the record protects both the office and the public.

The darta register records the sender's:

• A) Letter number and date, name and address ✔
• B) Salary
• C) Bank balance
• D) Age only

Why: For each incoming letter, the darta register records the sender's letter number and date, and the sender's name and address, so the letter can be traced back to its source.

The chalani register records the:

• A) Mode of dispatch ✔
• B) Sender's salary
• C) Darta stamp
• D) Weather

Why: The chalani register records the mode of dispatch, such as post, courier, hand delivery or email, so the office can show how and when a letter was sent.

The fiscal year in patra sankhya is written like:

• A) 2083/84 ✔
• B) 2083 only
• C) 84/83
• D) 1/2083

Why: The fiscal year is written as 2083/84 because Nepal's fiscal year runs from Shrawan 2083 to Asar 2084, covering parts of two Bikram Sambat years.

The first step for an incoming letter is to:

• A) Receive and check it is complete and addressed to the office ✔
• B) File it
• C) Dispatch it
• D) Tear it

Why: First, the staff receive the letter and check that it is addressed to the office and complete with attachments. Only then is it stamped and registered.

After entering in the darta register, a receipt is given:

• A) To the person who brought it, if needed ✔
• B) To the chief only
• C) Never
• D) To the auditor

Why: If needed, a receipt is given to the person who brought the letter. It shows the darta number and date, so they can follow up on their application later.

An incoming letter goes for action to:

• A) The chief or concerned section ✔
• B) The bin
• C) A private person
• D) The bank

Why: After registration, the letter goes to the office chief or the concerned section for decision or action. The darta register notes which section received it.

A tok (तोक) on a letter is:

• A) An order showing who should act ✔
• B) A fee
• C) A stamp of rejection
• D) A poem

Why: A tok is a short order written on a letter by an officer, showing which section or person should act on it, for example 'for necessary action' with a name.

An outgoing letter must first be:

• A) Signed by an authorised officer ✔
• B) Sent without signature
• C) Shown to the public
• D) Torn

Why: An outgoing letter must first be signed by an authorised officer. Only signed letters get a chalani number and can be sent on behalf of the office.

In Nepali, office copy is:

• A) कार्यालय प्रति ✔
• B) बोधार्थ
• C) गोपनीय
• D) अत्यन्त जरुरी

Why: Office copy is कार्यालय प्रति, the copy kept in the office file. बोधार्थ is a copy for information, and गोपनीय means confidential.

In Nepali, 'for information' is:

• A) बोधार्थ ✔
• B) कार्यार्थ
• C) गोपनीय
• D) दर्ता

Why: 'For information' is बोधार्थ. कार्यार्थ means 'for action', which is used for the office that must actually do something about the letter.

Outgoing letters can be dispatched by:

• A) Post, courier, hand delivery or email ✔
• B) Only pigeon
• C) Only verbal
• D) Never

Why: Outgoing letters can be sent by post, courier, hand delivery (recorded in the peon book) or email. The mode and date are written in the chalani register.

In Nepali, confidential is:

• A) गोपनीय ✔
• B) बोधार्थ
• C) जरुरी
• D) सामान्य

Why: Confidential is गोपनीय (gopaniya). जरुरी means urgent, सामान्य means ordinary, and बोधार्थ means for information.

Confidential letters are kept in:

• A) Sealed envelopes ✔
• B) Open trays
• C) Notice boards
• D) Social media

Why: Confidential letters are kept and sent in sealed envelopes, so only the person they are meant for can read them. Open trays or notice boards would expose them.

Confidential letters may use:

• A) A separate register ✔
• B) No record at all
• C) Public display
• D) Newspapers

Why: Offices may use a separate register for confidential letters, so their details are not visible to everyone who uses the ordinary darta register.

Urgent letters must be:

• A) Registered and forwarded at once ✔
• B) Kept for a week
• C) Ignored
• D) Returned

Why: Urgent (atyanta jaruri) letters must be registered and forwarded immediately, because a delay could cause loss or missed deadlines.

The darta register must not be:

• A) Torn, overwritten or incomplete ✔
• B) Kept safely
• C) Updated daily
• D) Signed

Why: Because it is a legal record, the darta register must not be torn, overwritten or left incomplete. Corrections are made by a dated note with a signature.

The darta–chalani section is usually near the entrance because:

• A) It receives and dispatches all mail ✔
• B) It is for guards
• C) It is a canteen
• D) It is a store

Why: All mail of the office comes in and goes out through the darta–chalani section, so placing it near the entrance makes delivery and collection quick and easy.

Electronic darta–chalani makes searching:

• A) Easy ✔
• B) Impossible
• C) Slower
• D) Costlier

Why: With electronic darta–chalani, a letter can be found in seconds by number, date or subject, instead of turning pages in paper registers.

Darta–chalani protects:

• A) The office and service seekers ✔
• B) Only the chief
• C) Only couriers
• D) No one

Why: The register protects both sides: service seekers can prove they submitted a document, and the office can prove it replied or acted on time.

Who usually handles darta–chalani?

• A) Kharidar or assistant staff ✔
• B) The minister
• C) The Auditor General
• D) The judge

Why: Kharidar or other assistant-level staff usually handle darta–chalani. That is why it is a common topic in the Kharidar and Nayab Subba exams.

Darta and chalani numbers are:

• A) Separate series ✔
• B) The same number always
• C) Random
• D) Not used

Why: Darta and chalani numbers are separate series: incoming letters get darta numbers and outgoing letters get chalani numbers, each starting from 1 in the fiscal year.

The peon book records:

• A) Letters delivered by hand with the receiver's signature ✔
• B) Salaries
• C) Goods
• D) Leaves

Why: The peon book records letters delivered by hand, with the receiver's signature and date, as proof of delivery when post or email is not used.

Which is the darta process order?

• A) Receive → stamp → register → send for action → file ✔
• B) File → stamp → receive
• C) Register → receive → dispatch
• D) Send → file → receive

Why: The darta process is: receive and check the letter, put the darta stamp, enter it in the register, send it for action, and finally place it in the right file.

Which is the chalani process order?

• A) Signed letter → number & register → keep office copy → dispatch → record dispatch ✔
• B) Dispatch → sign → register
• C) Register → tear → send
• D) Copy → sign later → number

Why: The chalani process is: the letter is signed, given a chalani number and registered, the office copy is kept, the letter is dispatched and the mode of dispatch is recorded.

Numbers restarting from 1 on Shrawan 1 is linked to:

• A) The new fiscal year ✔
• B) New calendar year Baisakh 1
• C) Dashain
• D) Election day

Why: Numbers restart on Shrawan 1 because that is the start of the new fiscal year. Baisakh 1 is the start of the Bikram Sambat calendar year, not the fiscal year.

If a letter lacks required documents, the office should:

• A) Note it and inform the sender ✔
• B) Hide it
• C) Destroy it
• D) Approve it anyway

Why: If a letter or application is incomplete, the office should note what is missing and inform the sender, so they can complete it, rather than ignoring or hiding it.

Same-day registration of letters prevents:

• A) Delay and loss ✔
• B) Transparency
• C) Records
• D) Accountability

Why: Registering letters the same day prevents delay and loss, and keeps an accurate record of when each letter arrived, which supports accountability.