UGCNET Questions

Formal communication follows officially recognized channels and is documented for record. A principal’s circular on letterhead is authoritative, written and directed to staff members in their official capacity. It flows from a higher position in the hierarchy to lower levels, making it downward as well as formal.

Option A:
Option A, grapevine communication, is informal and unofficial, arising through personal networks rather than documented channels, so it does not fit a signed circular on letterhead.

Option B:
Option B is correct because the message originates from institutional authority and moves to subordinates through an official medium, exemplifying formal downward communication.

Option C:
Option C, mass communication, applies to messages sent to large, undifferentiated public audiences outside the institution, often via mass media, which is not the case here.

Option D:
Option D, interpersonal communication between two friends, is typically dyadic and personal, not an institutional directive issued to all teachers.

Formal communication follows recognized organizational channels and carries official messages. A circular from the registrar is documented, authorized and directed to specific units within the university. It relates to rules, procedures or decisions and forms part of the formal communication system.

Option A:
Option A is informal because it is casual, unsupervised conversation in the canteen and not part of official documentation or decision-making.

Option B:
Option B correctly identifies a registrar’s circular as formal. It originates from an authorized office, uses official language and is addressed to departments through established channels.

Option C:
Option C is staff gossip, which is typically undocumented, unofficial and based on rumours. This is a clear example of informal communication, not formal.

Option D:
Option D describes a friendly, personal discussion between two teachers. Although work topics may be mentioned, the interaction is informal and not an official channel.

Downward communication consists of directions, policies and information sent by higher authorities to subordinates. In a college or university, this includes circulars, memos and instructions from the principal or head to teachers and non teaching staff. The content often relates to expectations, schedules, rules and feedback about performance. Such communication helps in implementing decisions and maintaining organizational coordination.

Option A:
Option A correctly describes downward communication, where messages originate at higher levels of the hierarchy and move towards lower levels responsible for implementing decisions.

Option B:
Option B describes horizontal communication, which occurs between colleagues at similar levels in the organization. While important for coordination, it is not a downward flow.

Option C:
Option C illustrates upward communication, in which messages such as reports, complaints or suggestions travel from students or lower staff to higher management. This is conceptually distinct from downward communication.

Option D:
Option D focuses on a particular medium (informal social media groups) rather than on direction in the hierarchy. Such groups can carry upward, downward or horizontal messages and therefore do not define downward communication by themselves.

A notice board message is a written document issued by an authority such as the principal or office. It is addressed to a larger student body rather than a single individual. The language and format are typically formal, following institutional norms. This makes it a written, formal, largely downward communication from higher to lower levels.

Option A:
Option A correctly identifies the notice as written and formal. It is a structured message disseminated officially to inform students about rules, events or deadlines, and it is typically one to many communication from administration to students.

Option B:
Option B describes informal oral communication, which might occur spontaneously among students or staff in corridors or canteens. A printed notice on a board is neither oral nor informal chit chat.

Option C:
Option C, upward communication from students to the principal, would involve reports, petitions or suggestions sent from lower to higher levels of authority. A notice board item usually flows in the opposite direction.

Option D:
Option D refers to interpersonal communication between two close friends, which is a private, face to face exchange and not an institutional announcement to a large group.