Correcting a Draft Office Order Without Adding New Rules

1. 'ministerial staffs' → 'ministerial staff'. In this sense staff is a collective noun used with singular or plural agreement ('the staff are/is informed'); the count-plural staffs is reserved for separate bodies of employees, e.g. 'the staffs of the two offices'. Here one office is addressed, so the plural is wrong.
2. 'no leaves will be sanctioned' → 'no leave will be sanctioned'. Leave meaning permission of absence is an uncountable abstract noun; it is not pluralised in this construction. ('Leaves' is correct only for leaves of a tree.)
3. 'The staff whom are assigned' → 'The staff who are assigned'. Case of the relative pronoun: the pronoun is the subject of the passive verb 'are assigned', so the subjective form who is required; whom is for objects and objects of prepositions.
4. 'Neither the supervisor nor the constables was present' → '... were present'. With neither ... nor, the verb agrees with the nearer subject; 'constables' is plural, so the plural verb is required.
5. 'Kindly submitted your leave applications' → 'Kindly submit your leave applications'. Kindly is followed by the imperative, not the past participle; 'submitted' has no finite verb to govern it and leaves the sentence without a main verb. Also worth flagging though not among the four: 'which is a serious matter' has no clear antecedent - it should point to the absence, not to 'the inspection'.

Model rewrite:

All the ministerial staff are hereby informed that henceforth no leave will be sanctioned without the prior approval of the undersigned. Staff assigned night duty must report at 9:00 p.m. sharp. Neither the supervisor nor the constables were present at the time of the inspection, and their absence is a serious matter. Kindly submit your leave applications to the dealing assistant before 5 p.m.

Why each change was made:

• 'staff are' - official orders commonly use the collective staff; 'are' is defensible and reads naturally in a notice addressed to a group.
• 'no leave' - uncountable use, matching standard administrative English.
• 'Staff assigned night duty' is a reduced relative clause; it removes the who/whom risk entirely without changing the rule.
• The 'which' clause was replaced by 'and their absence is a serious matter', so the seriousness is attached to the fact of absence, not ambiguously to the inspection.
• 'Kindly submit' - imperative after kindly, keeping the courteous tone without archaism. 'You are requested to submit' is also correct but slightly heavier.
• Nothing new has been added: same timings, same approver, same deadline.

'Staffs'. It is acceptable when the reference is to two or more distinct bodies of employees: 'the staffs of the district office and the training school were merged', 'both staffs were briefed'. What makes the draft wrong is not the word staffs in the abstract but that the order addresses a single office, so the singular collective is required. A candidate should also notice that 'staffs' as a verb form ('he staffs the counter') exists but is irrelevant here.

'Kindly submit'. It is acceptable. In Indian administrative English kindly + imperative is standard courtesy in notices and office orders and is not treated as informal; what is ungrammatical is kindly + past participle ('Kindly submitted'), because the past participle supplies no finite verb. If the office style guide prefers a stricter register, 'You are requested to submit' or 'Applications may be submitted' are equally correct; the choice is stylistic, not grammatical. The judgement the exam is testing is the ability to separate a genuine error (submitted → submit) from a register preference (kindly vs you are requested).