COMSATS University

Islamabad

HUM102
Report Writing Skills Terminal
Examinations
Spring 2021
Hybrid Course

Time: 3 Hours Total Marks: 50

Student Name: HUZAIFA FAIQ _

Registration Number: FA18-CVE-005 _
Campus: SAHIWAL Date: 9th July-2021
Moderator Name: M’am Mariam Azam

Instructions to Students

■ Write your Name, Registration Number, Campus, Date and Moderator’s Name.
■ Mobile phone, digital diaries or any other digital storage medium is not allowed.
■ Type your answers on the same document provided as question paper.
■ Submit the answer sheet via CU Online Console in the given time. No submissions are allowed via email.
■ Attempt all questions.

Declaration: It is here by informed to all examinee that use of unfair means as defined by rules and regulations is
considered as an academic offense of highest nature there is. All examinees found guilty shall be dealt with in
accordance to the statutory rules pertaining to student conduct, discipline and examination. The University’s decision
in all such matters shall be the final binding on all parties.

For Faculty Use Only

Total
Questio Q. 1 Q. 2 Q. 3 Q. 4 Q. 5
n
Question 1 [5 + 5= 10 marks, CLO1-C1]

i. Why should not you report bad news directly when composing a bad news email?

ANSWER:

The bad news is that it is complicated by indirect forms of communication, such as email. It's
always best to break bad news over the phone. But as for composing a notification, sending an
email is bad news for you, stating bad news right at the beginning of the email, you can send a
negative impression. At the same time, it is always advisable to write briefly and by email to write
bad news right at the beginning, this can create a situation in which the buyer loses reading after
receiving this news release. They don't know ultimately the rest of the reading and writing, or the
brief explanation is the same. In such cases, it is always better to start with the situation, and
slowly, slowly, the news comes. Not always good, takes no responsibility, legal and try to keep in
the company or work better in the light. Good relationships should always be supported, they
should clearly demonstrate bad news to the carrier in order to give the same. This way, bad news
should never be reported at the beginning of your email. 

ii. Doodling is a pre-writing technique to brainstorm ideas. Give an example to demonstrate the
technique.

ANSWER:

Doodle is art, paint, simple images or cartoons in random places, where as a note. This work is
mostly done in your spare time when your mind is wandering, but as scientists have found, it proves
that hours can be used to brainstorm ideas. It is known that the more people who think about trying
something, the less time they have to stop it. So if a person sits down and tries to come up with a
possible solution to some problem, it may be difficult to concentrate, and the solution is still moving
forward. On the contrary, at this time the mind is clear and able to roam, and most decisions must be
made. Also, we can get the idea, it's more common than butter. For observation does this to give a
more specific form. This helps you think through the subtleties and details. For example, in the
workplace, and in this case there are complex problems, it always helps to bring out clients, as well
as a list of possible solutions. This way, the process will be more enjoyable and likely to generate a
profit.
Question 2 [10 marks, CLO2-C4]
Given below is an example of a well-written memorandum. Analyze it with respect to traits of
technical writing and Seven C’s of effective communication. Identify the traits and explain how
they are present in the memorandum. For example, if you think its language is concise, give reason
for your answer.
MEMO

To: All Employees

Date: June 27, 2021
From: Recycling Coordinator
Subject: Recycling Program Achievements

Reuse Pakistan is currently doing a good job recycling. During the first quarter of 2021, we were
able to recycle 9000 pounds of office paper; since each ton recycled saves 17 trees, we saved on
average 77 trees this quarter.

In addition, our efforts conserved 31500 gallons of water, 18 barrels of oil, and reduced air
pollution by 270 pounds.

With this in mind, I would like to remind everyone of the recycling opportunities available here at
Reuse Pakistan. Each desk should have a desk side container for paper recycling; when these
containers are full, they may be emptied into the large barrels found in copy rooms or other central
locations. Flattened cardboard may also be placed in these areas.

Please keep up the good work. If you have any questions, you can reach me at 051-9289901.

Thank you for your assistance and participation!

ANSWER:

The purpose of a memorandum is they bring attention to problems, and they solve problems. They
accomplish their goals by informing the reader about new information like policy changes, price
increases, or by persuading the reader to take any action, such as attend a meeting, or change a
current production procedure. Regardless of the specific goal, memos are most effective when they
connect the purpose of the writer with the interests and needs of the reader.

The technical writing traits are:-

 
 Accuracy, accessibility, conciseness, clarity, and audience recognition.
 
The seven C’s of communication are: Clear, correct, complete, concrete, concise, considered, and
 courteous.

   The memorandum stated above states the right facts and figures associated with Reuse Pakistan.
So this memorandum binds to the principle of truthfulness and variety of a given statement.

The above memorandum is concise, it only carries the information that needs to be delivered to the
employees of the team.

It is clear in every aspect, thus abiding by the rules of clarity too. The way by which it is stated to
have a desk-side container for paper recycling; when these containers are full, they may be emptied
into the large barrels found in copy rooms or other central locations. Flattened cardboard may also
be placed in these areas.

This memorandum states that it is correct, concrete, and complete as it only portrays the in for that
needs to be portrayed.

The language by which the message is conveyed to all the employees is courteous too.

Therefore the above memorandum demonstrates that it is accurate, concise and clear, complete,
correct, and courteous.

Question 3 [10 marks, CLO3-A4]

As the world has become a global village, letter writing has majorly been replaced by email. Discuss
the general structure of an Email by comparing it with that of letter. Outline both similarities and
differences in their structures.

ANSWER:-
Introduction:

 In general terms, Email or electronic mail is a form of conveying or communicating a

message in a non-verbal format, by simply typing on a computer, and letter writing is
something which writes manually on a paper.
 Writing a letter has been replaced by an email over the decades with the advance in
technology as well as the fast-developing globalized culture.

The general structure of an email by comparing with a letter:

 Just like the letter should have the receiver's address, the general structure of an email
format has the receiver's address which consists of a name followed by an @ and
domain name. Example, [email protected]

In a letter, we write the date manually, but in an email, the date and time will be
automatically generated by the computer.

o The subject of the mail gives a glimpse of what the mail is all about without
reading the actual message, but in the letter, we have to read it entirely to
understand.
 o We use salutations, both formal and informal depending upon the receiver in
both email and letter writing followed by the greetings.

o The body of the mail consists of the actual message we want to convey to the
intended recipient just like in a letter we write manually.

o Finally, we close the mail formally by mentioning our name and designation,
the way we conclude letter writing by writing our name.
 

Differences between email and Letter writing:

· Time frame: In the current competitive world, time is money. Hence the companies are finding
ways to simplify the solutions not only effectively but also faster than the competitors. With the
introduction of Email, communication has become faster than letter writing.

· Effectiveness: The faster and quicker the communication, the most effective it would be. Typing
and sending an email takes very little time and also it reaches the receiver immediately hence the
communication will be more effective. Wherein writing a letter takes time and also it reaches the
receiver after a long time (depends upon the distance) hence it may not be more effective.
 

· Effort: Typing and sending email does not need much effort wherein letter writing, we have to
write, go to a particular location to post it and complete certain formalities sometimes.

· Emergency communication: We can send any kind of emergency communication via email
within seconds. But sending emergency communication through letter writing is pretty much
difficult as we have to find the availability of the service provider and the service provider is not
available at that time, the message will be delayed.
 

· Bulk communication: Email communication can be done from one person to another person, one
person to a group of people and on half of the group of people to one person and vise versa at the
same amount of time irrespective of the location of the receiver. But through letter writing it is not
possible, we have to write manually to every person.

· Privacy: Some people still prefer letter writing manually to email as it provides a sense of security
that it will reach only the intended person. The highly restricted documents if sent by email there is a
possibility of a computer crash and maybe hacking.
 

Similarities between email and Letter writing:

o Email and letter writing, both are used as a means of conveying the message. Both the
forms convey the same message to the receiver through the format is different.

o In both the forms, the address of the receiver is mandatory. In Email, we require the
valid email address of the receiver wherein in letter writing we require the postal
address of the receiver.

o The content of the message should be written on the pages for both email and letter
writing but the difference would be physical paper and digital or web page.
 o Both the email and letter writing contains the date, salutations, formal way of writing
the message, and the information which has to be conveyed.
 

Question 4 [10 marks, CLO4-C3]

Suppose you are Head of Student Council at CUI, Islamabad campus. You have observed that
students waste a lot of water at the campus. Taps are often left open in washrooms. Drinking water
coolers are leaking and also left open by students who don’t find time to close them in hurry.
Gardeners are also seen to be using water showers for prolonged, unnecessary periods of time.
Compose a formal letter to Registrar of CUI and suggest them to start an awareness campaign for
conserving water. Start by stating the problem, highlight the importance of saving water, suggest the
awareness campaign, give its details and conclude on a hopeful note that it will bring a change.

ANSWER:
Head of the student council
CUI, Islamabad
July 9, 2021

The Registrar,
CUI, Islamabad
July 9, 2021

Subject:  Misuse and unnecessary use of drinking water in the CUI campus.
Respected sir,

I am Head of Student Council at CUI and would like to raise a concern regarding the misuse and
excessive use of the drinking water by students and other staff of the university within the university
premises. I have seen students are wasting a lot of drinking and tap water in bathrooms and water
coolers. My fellow students sometimes become in hurry and left tap opened. Some gardeners are also
seen to be using water showers for prolonged durations while irrigating the gardens. This behavior in
negligence in water conservation costs more money and efforts to the university administration and
finance. All these add to the absurd wastage of water. This letter is to bring this scenario to your kind
notice.

The whole world is now undergoing a very difficult period with the potential consequences of the
alarming rate of global warming and water pollution. Every individual has to do his part in conserving
water, which has become the need of the hour. Conservation of water is our obligation for a better
future. If we blindfold ourselves on this matter, sooner or later, we will face our doom.

From my observations, I think that most of the students are not that much aware of the consequence of
their silly mistakes and the need for water conservation. So, I would like to suggest that a water
conservation awareness campaign must be held as soon as possible. The campaign must include
discussions on the effect of pollution and its preventive measures. Also, wall posters and placards must
be placed in the washrooms and coolers reminding the students to close the taps after use. Seminars,
as well as presentations, must also be held giving awareness about the different ways of water
conservation.
Thus, I think we need to change the behavior of the people and make them concerned about water
conservation so that the sustainability behavior comes from the educational institute. For this, we seek
support from the administration of the University and the university itself should organize some
awareness campaigns such as the road play, official circular or the inter-faculty speech programs, etc.
through which we can change the attitude of the students and staff to use and limit the unnecessary use
of the drinking water. Also, we need to teach students why we need to save water. The more efficient we
use water, the less cost would be required in the electricity and pumping/supply purpose. Again, the
depth of the water table can be maintained at a shallow depth, and hence no need for deep boring for
the water extraction purpose. This behavior will help to maintain the greenery of the university and the
sustainability of the environment can be maintained.

During this campaign, we will choose the weekend time and go to each hostel and monitor the situation
of the water usage. At this time, we need support from the hostel wardens to aware and convince the
students towards water conservation and the combined effect from each student will help in making our
campaigns successful. Also, during the classes, we will make a drama in the Amphitheater and show
this drama to students and staff so that most of the people get aware in this regard. I hope that I was
able to make you understand the urgency of this matter.

I hope our joint effort from students, staff, and the administration will reduce the unnecessary use of
drinking water and our changing behavior will help in making a sustainable environment. I am very
positive that I will get a positive response from you and other administrative bodies of the University in
this matter. Let us work together for the betterment of our mother earth.

Thanking you!

Your 's sincerely,

Head of Student Council

CUI, Islamabad

Question 5 [10 marks, CLO4-C3]

Suppose you work as Head of Student Affairs at CUI, Islamabad. A student has applied for Ehsaas
scholarship but his application lacks relevant details. Also, important documents are missing.
Compose an enquiry email to the student and ask him the details. Start with stating the problem.
Move on to ask specific details. Also, include a paragraph about the importance of duly filled
application form and attaching all required documents.
P.S: Include details in these columns in the beginning:
To:
Subject:
ANSWER:
To,

Huzaifa Faiq

Subject : Required documents and details missing from your application for Ehsaas scholarship.

Dear

This mail is about your application for the Ehsaas scholarship, while going through your application
we have found some relevant details are missing from your application which may disqualify your
application for the scholarship.

Kindly go through your application again and review all the necessities required details and then fill
the missing details as required and also do attach proper documents in the required format.

Please note non-fulfillment of the above details may disqualify your application for the scholarship,
a duly filled application with all the required documents attached may give your application a
positive review and increases the value of your application in the eye of selectors.

You must understand the non-eligible student’s criteria. Please submit your application again and
take it seriously.

Regards

Head of Student Affairs

CUI, Islamabad