Sarhad University, Peshawar

(Department: Civil Engineering Program: BE (Civil)

Examination: Final Term Spring 2020
Course & Course Code : Technical Report Writing & Its
Presentation, ENG323 Total Marks: 50 (50% Weightage)
*Student Name: Imtiaz Ali Khan Instructor: Mahvish Nisar
*Registration # SU-17-01-074-036
IMPORTANT INSTRUCTIONS FOR THE STUDENTS:
Answer All Questions in the same Question Paper under each question/section subsequently. Before uploading, save the
same file in this format MID EXAM_DEPARTMENT_COURSE_Student Name_Reg#.doc
Upload it at your SUIT PORTAL before the deadline. Answer Sheet sent through EMAIL will not be accepted. The total
size of this file should not exceed 1MB at the time of uploading it at portal so don’t insert images. Just type the answers
under each question, avoid inserting images and follow the instructions at SUIT Portal.
Attempt All Questions. Marks for each question/section have been mentioned against each.

Q 1. Imagine that you are the Secretary of the students’ association of your university. Write a notice
giving the agenda of the first meeting convened to elect the office-bearers. The notice should contain
the dates of nominations and withdrawals, the time and date of election and place where it will be
held. (10)

Ans:
Sarhad University of science and Information technology Peshawar,
Dated 14th October 2020

Notice :

This is to inform that the first meeting convented to elect the office-bearers will be held at its office at
Sarhad university of civil engineering department on Thursday 16th October 2020 at 2 P.M. The dates of
nomination will start from 20nd October 2020 and last date to withdraw the nomination are 28th October
2020. The election would be held on 14th November 2020 at Sarhad university of engineering civil
department.

Your presence is solicitated.

A copy of the agenda of the meeting which are to be held at the said meeting is enclosed for your
reference and information.

Secretary of students association

Agenda :

1.) Election of office-bearers.

2.) Adoption and formulate the process and policies of education in the college.

3.) Nominations structure and rules to follow during the process.

4.) Fixation of the date and time of the election .

5.) Criterion to choose the office bearers.

6.) Nomination structure and law.

Place : Civil Department

Date : 14th October 2020

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Q 2. Why it is necessary to circulate the agenda well in time to all those who have a right to attend a
meeting. (10)

Ans:
1. Agenda is important for meeting as it delineates the issues to be discussed in the meeting. It helps the
members to come prepared with their issues and concerns, so as to make it effective. Agenda ensures
that meeting stays on track from the word go and no time is wasted. It ensures that there are no
distractions to the core issue.

2. Assignment of roles removes ambiguity during the meeting as everyone is sure of his /her roles. This
saves time and efforts and helps the meeting to stay on its schedule.Pre assignment of roles makes the
role keepers to coordinate and organise the meeting effectively.

3 The main distractions in this era of technology is smartphones and other electronic gadgets. Calls and
messages received during message keep the participants frequently distracting. Others are inability for a
projector to set up, power outages and external noises among others.

4 There should be a limit for late coming. An example is ten minutes' limit which enables a participant to
join before the real discussions sets up. Any participant arriving after this limit should not be allowed as
he /she would miss some vital discussions which hinder active participation. If these issues are repeated,
it will take valuable time of participants. If the participant tries to engage midway, there would be disruption
as he /she might not be fully aware of the discussions that took place till then.

Importance of Agenda:
The agenda of a meeting provides an outline of the entire meeting and gives an idea to the attendees
about what to expect from the meeting and the roles and responsibilities expected from the attendees. It is
an approach of planning and implementation in a uniform way about the formal representation of facts and
issues to the management of the firm and decision-making process.

Importance of Role Assigning:

It is important to assign the role in a meeting so that each and every person will know what is expected
from him or her and he or she can prepare themselves according to the roles and responsibilities allocated
to them. Sometimes, there is a requirement of facts and figures or pre-meeting preparation. Therefore,
role assigning helps the attendees to get a prior practice and mock preparation for the interview. Roles
specific to the progress of the meeting are required to manage the meeting as well as to maintain the flow
and manage the conflict between the attendee.

Common distractions of meeting:

Few of the common distraction of the meeting is irrelevant or out of the topic discussions, improper prior
research and data consistency with the discussion, distraction from physical factors such as ringing
cellphones or unnecessary surrounding sounds, interruptions due to the technical fault or from the
outsiders, etc.

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Q 3. Which of the following two openings of job application letter is better and why?

a) With reference to your advertisement for the post of Site Engineer in Dawn of 26 June 2020, I
beg to offer myself as a candidate for the same.

b) I feel my qualifications and experience suit the requirements of the post of Sit Engineer,
advertised by you in Dawn of 26 June 2020. (10)

Ans: Option B is better:

I feel my qualification and Experience suit the requirement of the post the site Engineer, advertised by you
in Dawn of 26 june 2020

I am writing this letter to you to apply for the position of (desired position) in your company (company
name). I came across the position via (mention job portal source) and wanted to apply for the same.

I have a degree in (the degree relevant to the desired position), and I have worked in the field before for
over (number of months/years of experience) at (current or company name). During my time as (current or
last position), I have learned valuable skills that appear relevant to the position desired by your company.

In my current position as (current position), I have achieved an exponential growth in the field by
increasing overall (sales or marketing) statistics by at least (percentage).

I have learned that I enjoy working in this field and that I can prove to be a valuable asset with my present
skill set. I enjoy working with like-minded people, and I am a team player. The challenges that the (desired
position) offers is big, and I am sure that with an expert team I can take these challenges head-on.

Thank you for your time and for considering me as a candidate. I have mentioned my contact number and
email id in my resume and will send a follow-up email next week if further information is required.

Yours sincerely,
(Imtiaz Ali Khan)

Option B is better because in option B the person show his qualification and experience.

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Q 4. Correct the grammatical, style and punctuation mistakes in the following sentences: (10)
i. Leave a margin of 3 inches.
ii. If a man can group his ideas, he is a good writer.
iii. Keep your sentences reader centered.
iv. The best salesmen have terrific egos they know how to exploit them.
v. Humility is the mark of scholarship.

Ans:
1) Leave a margin of 3 inches.

Correct sentence : Leave a margin of 8 centimeters.

Error type: Semantics. That means the 3 inches in the sentence can be altered by using 8cm .
(Internationally use of cm is preferred)

2) If a man can group his ideas, he is a good writer.

Correct sentence : If a man can group his ideas, he is the better(best) writer .

Error type: Superlative adjective error.

3) Keep your sentences reader centered.

Correct sentence: keep your sentence reader centered.

4)The best salesman have teriffic egos they know how to exploit them.

Error type : punctuation and style.

Correct sentence: The best salesman have teriffic egos, they know how to exploit us.

5) Humility is the mark of scholarship.

Error type : Punctuation

" Humility is the mark of Scholarship."

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Q 5. Write 10 mistakes in the slide given bellow: (10)

Ans:
 The following mistakes were noted :

1- The Topic is not well defined.

2- The main heading is tilted, it should be linear.

3 - The logos ( like hotdog ,rabbit) is used unnecessarily.

4- Grammatical errors in bullet points.

5 - Background should be White instead of Blue.

6 - The graph is not to scale and the Y-axis is not well defined.

7 - Improper fonts are used.

8 - The bullet points are not explained properly.

9- The physical significance of graph is not known.

10- Entire slide is useless.

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