ASSIGNMENT

Lecture 7-15, Writing Improvement Exercises

Subject:
Communication Skills

Submitted to:
Sir Muhammad Younis Farid
By:
Vishwas Haimraj (34758)

Dated: 29th May 2020

 VLE Activities
Activity 1
1. Differentiate between informational and analytical reports.
Answer: Difference between informational and analytical report is;
Informational Report:
Informational report depends on the data assembled from the examination. In this
report, the structure isn't followed and it is little in size when contrasted with
others. In this report, the journalist doesn't promote his feeling or opinion may not
require tremendous to get the ready report. There is no end in informational reports
and references are not utilized.
Analytical Report:
“The analytical report is based on the analysis investigated. In this report, the
structure is followed and it is in large as there are quantitative and qualitative
analyses included in it. In this report, the reporter can add his opinion. The main
thing about this report is that it requires an efficient and experience report.
Conclusion and references are the most things in this report.”

2. When do we use direct and indirect strategy for writing analytical reports?
Answer:
“The direct strategy is used in an analytical report when the main idea such as the
recommendation or conclusion is explicit and is at the top of the document. This
approach is used when the recipient is neutral and positive about the message being
conveyed and indirect strategy is used in the analytical report when we hostile the
audience such as it gives us a chance to prove our point and gradually overcome
the audience reservations.”
3. When do we use digital formats for writing business reports?
Answer:
“We use digital formats for writing business reports when we are writing a report
and it is based on an event, amount, etc. This report includes numbers and numbers
are required in writing, planning business, and setting up.”
4. Write down the purpose of the following types of reports with one example
each:

a) Trip or Conference Report:

“A Trip or Conference report is normally prepared by a business traveller
immediately after a business trip. There are few purposes of writing this report
that is to document contacts that are made and lessons learned and to summarize
overall observations and conclusions. Another purpose of writing a conference
report is to give other people who did not go to the event an idea on the topics
being covered.”
b) Minutes of Meetings:
“Meeting minutes reflect the actions taken during a business or
organizational meeting. The purpose of meeting minutes is to describe the actions
taken by meeting attendees. Minutes are to create an official record of the actions
taken at a meeting. Minutes serve to both memorialize the actions taken for those
attending the meeting as well as for those who were unable to attend the meeting.”
c) Summaries:
“A summary report is a short, written communication and the purpose of writing a
summary report is to brief the reader on the details of a particular event. To analyse
a particular issue, conclude and make recommendations. The purpose of
a summary is to quickly give the reader or listener an idea of what this material is
saying.”
Feasibility Reports:
“A feasibility report is a document that assesses potential solutions to the business
problem or opportunity. The purpose of writing the report is to provide legal and
technical evidence of the project's vitality, sustainability, and cost-effectiveness
and determines which of these are viable for further analysis. Another purpose for
writing a feasibility report is to see if a new business model or revenue stream
makes sense for your business.”
d) Yardstick Reports:
“A yardstick report is one that looks at multiple solutions to a problem. The
purpose of yardstick is to measure several solutions to see which is best for a
particular problem when there is more than one option. In the end, one
solution is recommended based on the facts and how it best fits into the criteria.”
Activity 2

What kind of reports will you write in the following scenarios?

a) A local company needs to decide whether it should open its new restaurant
in the market segment of traditional food or fast food.
Answer: Feasibility Report

b) Your boss wants to know how much work you have completed on the
assigned project.
Answer: Summary Report

c) A multinational company needs to decide whether it should close down its

business in your country due to huge losses for the third consecutive year.
Answer: Yardstick Report

d) You have been assigned to keep the record of the proceedings of the
monthly meeting at your office.
Answer: Minutes of a meeting
Activity 3
Read the following scenarios and decide if a direct or indirect strategy will be
suitable for writing the required reports.

a) A monthly financial report prepared by the accounts department of a firm for its
upper management
Answer: Informational Report

b) A recommendation report to increase the salaries of the staff by 30% to make

the salaries offered by your organization competitive in the market
Answer: Indirect Report

c) Your CEO has asked you to write a report to explain the reasons why the
company has been facing major losses in the southern region.
Answer: Indirect Report

d) A recommendation report to the board of directors of your company to open a

new branch in Tando Adam city. A similar, although poorly written
recommendation report, was rejected a few months ago.
Answer: Indirect Report
Resume in Chronological Order

VISHWAS HAIMRAJ
Address: Punjab colony Bilal Manzil, 5th Floor, Clifton Karachi.
Career To pursue a career in an environment that offers growth opportunities.
Objectives

Core  Responsible
Competencies  Communicative

Cell:
Internship TATA Textile Mills
Experience HR-Intern 01 July 2019- 31st July 2019

 Update our internal databases with new employee information, including contact details and
employment forms
 Gather payroll data like leaves, working hours and bank accounts
 Screen resumes and application forms
 Schedule and confirm interviews with candidates
 Post, update and remove job ads from job boards, careers pages, and social networks
 Prepare HR-related reports as needed (like training budgets by department)
 Address employee queries about benefits (like the number of remaining vacation days)
 Review and distribute company policies in digital formats or hard copies
 Participate in organizing company events and careers days

The Hunar Foundation

Resource Mobilization Associate (HR) & Marketing, 12 June 2017- 26 July 2017

 Serves visitors by greetings, welcoming, and directing them appropriately.

 Updating contact data of the employees
 Updating Absent and leave data
 Scheduling interviews of candidates
 Coding the files, Filing documents
 HR-related task assigned
 Letter drafting
 Scanning and making copies for HR record
 Donation campaign
Professional
Experience
IGI Life Insurance
Executive Consultant, 16 July 2018 – 28th Nov 2018

 Giving presentations to build their client base

 Attending networking events
 Hitting sales target
 Maintaining a customer database
 Visiting clients (when required)
 Investigating customer’s needs and advising appropriate insurance
 Designing and implementing effective marketing strategies to sell new insurance contracts or
adjust existing ones
 Retain continuous awareness of transactions, sales, and terms and keep relative records
 Check insurance claims to solidify trust and safeguard the reputation

Tag Group of companies

Customer Service Representative, 05 Jun 2017- 05 Sep 2017

 Follow communication “scripts” when handling different topics

 Manage large amounts of inbound and outbound calls on time
 Identify customers’ needs, clarify information, research every issue and provide solutions
and/or alternatives
 Seize opportunities to upsell products when they arise
 Build sustainable relationships and engage customers by taking the extra mile
 Keep records of all conversations in our call center database in a comprehensible way
03233394622, Email: wishraj48@gmail.com

FUNCTIONAL RESUME (SKILLS SET)

VISHWAS HAIMRAJ.
Punjab colony Bilal Manzil, 5th Floor, Clifton Karachi. | 032333-946222 | wishraj48@gmail.com

Objective
 A highly organized and hard-working individual looking for a responsible position to gain practical experience

Core Qualification
 Background as an administrator of office operations & compensation (INTERNSHIP)
 Conflict Resolution - Works to resolve differences and maintain work relationships.
 Client Service - Responds to the clients and anticipate their needs
 Evaluation Skills - Evaluates according to accepted methodologies

Education
 IQRA University
 Bachelor of Business Administration (In progress) last semester CGPA: 2.74
DA Degree College for men’s
 Intermediate/ Higher Secondary (Pre-engineering Group 2015)
ST Anthony High School
• Matriculation (Science 2013)

Skills & Abilities

ADMINISTRATIVE
 To complete tasks related to managing a business. This involves responsibilities such as filing paperwork, meeting
with internal and external stakeholders, presenting important information, developing processes, answering employee
questions, and more.
Sales
 Adept at analyzing and solving problems, communicating ideas to all levels of management and working with sales
staff to understand sales issues and develop long-term programs to enhance productivity.
Communication
 Writing and presentation abilities when it comes to interacting over email, social media, video conference, or in
 person.

Leadership
 Management position or leading a project, to motivate others to complete a series of tasks, often according to a
schedule.
 Flexibility
 Risk-taking
 Team building
 Time management

Experience
HR-Intern | TATA Textile Mills | 01 July 2019- 31st July 2019
 Update our internal databases with new employee information, including contact details and employment forms
 Gather payroll data like leaves, working hours and bank accounts
 Screen resumes and application forms
 Schedule and confirm interviews with candidates
 Post, update and remove job ads from job boards, careers pages, and social networks
 Prepare HR-related reports as needed (like training budgets by department)

Resource Mobilization Associate (HR) & Marketing | The Hunar Foundation |12 June 2017- 26
July 2017 
 Updating contact data of the employees
 Updating Absent and leave data
 Scheduling interviews of candidates
 Coding the files, Filing documents
 HR-related task assigned
 Letter drafting

Executive Consultant | IGI Life INSURANCE |16 July 2018 – 28th Nov 2018
 Giving presentations to build their client base
 Attending networking events
 Hitting sales target
 Maintaining a customer database
 Visiting clients (when required)

 Customer Service Representative | Tag Group of companies |05 Jun 2017- 05 Sep 2017
 Follow communication “scripts” when handling different topics
 Manage large amounts of inbound and outbound calls promptly
 Identify customers’ needs, clarify information, research every issue and provide solutions and/or alternatives
 Seize opportunities to upsell products when they arise.
Task 1 - Read the letter and label the paragraphs with the headings below
Paragraph 1: Opening remarks reasons(s) for writing

Paragraph 2: age/present job/qualifications

Paragraph 3: Experience

Paragraph 4: Personal qualities

Paragraph 5: Closing Remarks

Task 2: Analyze Isabella’s cover letter. List five weaknesses and revise the letter.

Dear Sir,

This is concerning your advertisement in USA.gov for an internship position that I am promoted to
purpose my candidature. I would be excited to work for your esteemed firm. This internship would give
me much needed real-world experience to help in my career.

I have all the required qualifications mentioned in your Ad and more. I am holding the position of a
junior at Texas State University. San Marcos and an accounting major (with a minor in finance). I am
passionate about accounting and finance and see myself as a CPA and financial advisor down the lane. I
have taken intermediate I and II and worked as a financial advisor with Primerica Financial Services in
San Marcos. I would like to add:

That I have worked in Home Depot for four years. There I have got an opportunity to learn a lot. After
gaining all the experiences my heart is still in accounting and finance.
I am a born leader, reliable, motivated, and can show excellent composure in stressfulness conditions, I
fulfill all the required qualifications for the internship position, which will be filled on July 1. I assure
you that my motivation, passion, and strong skills will serve your company well.

Sincerely yours,

XYZ.

Task 3: Create a solicited and an unsolicited cover letter for the following position:

Solicited Cover Letter

th
28 May 2020
Mr. XYZ
Director of Human Resources
Staffing.managerhr@gmail.com
Lahore

Dear XYZ,

I am writing in regard to your advertisement of job opening of HR professional, appearing May 21 in

the employment section of advertisement, immediately caught my attention because as a candidate with
extensive experience and highly skilled in HR

“According to your advertisement, the job includes “assisting in the coordination of a wide range of HR
programs as well as analyzing results and tracking management things.” A recent internship at XYZ
Corporation introduced me to similar tasks. Assisting the HR manager enabled me to analyze the
promotion, selection, and overall management success of two products. My ten-page report examined
the nature of the current work, the employee's training, development, and career planning. In addition to
this research, I helped formulate a plan and answered consumers’ questions at a local program held at
our company.”

Concentrated course work in training and management, as well as proficiency in computer spreadsheets
and databases, has given me the kind of managing and computer training that probably demands in an
HR manager. Moreover, my recent HR training experience and participation in campus organizations
have helped me develop the kind of customer service and interpersonal skills necessary for an effective
manager.

After you have examined the enclosed resume for details of my qualifications, I would be happy to
answer questions. Please call me to arrange an interview at your convenience so that we may discuss
how my management experience, computer training, and interpersonal skills could contribute.

I Thank you for the time and consideration, and I look forward to hearing you.

Regards,

Vishwas Haimraj

Unsolicited Cover Letter

Lahore,
28th May 2020
Mr. XYZ,
Group Director of HR,
Staffing.managerhr@gmail.com

Dear Mr. XYZ,

In today’s newspaper, there was an advertisement that reports about your organizational plans to hire an HR
professional who could handle both admin and management and it occurs to me that you will be needing highly
motivated, self-starting representatives and HR managers. Here are five significant qualifications we need in an
employee, who would deserve,

1. Should be a master's degree with a major in HR from HEC Recognize University.

2. Should have a hardcore experience of 5 years in large/local or multinational organizations.
3. Should be able to handle all the court matters and coordinate the legal issue of the company.
4. Should be able to handle union matters as per the guidance of senior management.
5. It should be between the ages of 35 to 45.

Through my career, I have demonstrated the highest level of service and commitment to the mission of any
organization I have worked for, can we talk about how I can put these qualifications, and to work for HR
position as it develops its management force. I’ll call during the week of June 15 to discuss your company’s
hiring and selection plans and the opportunity for arrange an interview.

Regards,

Vishwas Haimraj