Question 1[10 marks, CLO 2]

Analyze in detail the given sample and identify the traits of technical writing as observed within the
document.

ANSWER:
INTRODUCTION TO TECHNICAL WRITING :
Every type of writing has a goal. Some forms of writing are geared to telling a story and other
forms are geared to expressing opinions. Technical writing is not intended for either of those
purposes. The main purpose of technical writing is to provide complex information to readers in
a way that they can understand and apply, even if they do not have prior knowledge of the topic.
 Technical writing explains how a particular object works or how to complete a task or
project.
 It is targeted to readers who are looking for information on a particular topic, such as how
to operate a computer or to provide detailed specifications on a new drug.
 Technical writing must be clear, concise, and easy for readers in the target audience to
follow, understand and act upon. These are key components of effective technical
writing.
1) Clarity:
Provided information is precise and concrete. But the memo is incomplete its mean that the
writer has incomplete ideas and failed to explain it. The reader has clear idea of the brochure
after reading it. Everything is clear and relevant to the topic. After Reading this letter the
audience will have clear idea and information needed for necessary actions to take. But somehow
there is some differences have been made so the idea of the people will gradually over later us un
perfect shape and easily understandable.

2) Conciseness:
This Memo not even an example of conciseness. It is not very worldly written. Ideas are well
arranged into small paragraphs that can be understandable by the audience easily. It does not
have long paragraphs that can be very difficult for the audience to read. It contains short and
concrete points for the receiver. But somehow in the last it does not have the precise ending I
mean like it is not clear in the last.

3) Accessibility:
This Memo has well accessible design. It has clear format, legible printing. This also have
graphical representation like diagrams. Formatted font, Highlighted text, and bold also make it
more Accessible. With all that provided information became more attractive but somehow
missing in the last part because the last part is important but they have missed it so the receiver
will feel difficulty in the end.

4) Audience Recognition:
This Memo is for all type of Audience from low-tech audience to High-tech audience. If your
writing style is not good the nobody will read your document and you document will be useless.
If the audience cannot understand your writing, then there will be no way that your document
will impact on their minds.

5) Accuracy:
Accuracy of Document is that how accurate the provided information is. This Memo is good but
as I know the in the last part the ideas are not briefly done but the writer has given everything
clear to the person who will read this will easily understand the thought of the writer and it, he
last part of the letter will become precise and accurate it will be easy for the reader to know more
about the writer, but overall latter was well explained.

Question 2[10 marks, CLO 3]

Compare and contrast the structure of problem-solving memo and internal memo proposal.

Answer:
1) Problem solving memorandum
Your memo should start with a problem statement. This is a quick summary of what the problem
is. Make sure you put this information in the simplest terms possible so everyone involved will
understand the problem. Find out possible causes of the problem. Your action plan can be geared
towards eliminating the causes

a) Define the problem

Diagnose the situation so that your focus is on the problem, not just its symptoms. Helpful
problem-solving techniques include using flowcharts to identify the expected steps of a process
and cause-and-effect diagrams to define and analyze root causes.
 Reviewing and documenting how processes currently work (i.e., who does what, with
what information, using what tools, communicating with what organizations and
individuals, in what time frame, using what format).
 Evaluating the possible impact of new tools and revised policies in the development of
your "what should be" model.

b) Generate alternative solutions.

Many alternative solutions to the problem should be generated before final evaluation. A
common mistake in problem solving is that alternatives are evaluated as they are proposed, so
the first acceptable solution is chosen, even if it’s not the best fit. If we focus on trying to get the
results we want, we miss the potential for learning something new that will allow for real
improvement in the problem-solving process.

c) Evaluate and select an alternative:

Skilled problem solvers use a series of considerations when selecting the best alternative. They
consider the extent to which:
 A particular alternative will solve the problem without causing other unanticipated
problems.
 All the individuals involved will accept the alternative.
 Implementation of the alternative is likely.
 The alternative fits within the organizational constraints.

2) Internal Memo:
The phrase “internal memo” is short for “internal memorandum.” Internal memos are used to
spread information as well as make mass requests of people in a company, department, or team.
Internal memos bring attention to problems, and they solve problems among myriad other useful
functions in an organization.
Just like any other memos, the internal memo template varies in format, but they must consist of
correct and accurate contents. An internal office memo should have a header and sub header
mainly To, From, Date and Subject. It is also optional to put a CC or a carbon copy of a co-
manager of the company, an internal Memo format should convey a body or the message with an
introduction, main points or discussion and a closing remark as optional. It should emphasize an
issue with clarity and the words used must be printed in a clean paper and the details must be
directed. An internal memo sample can be made up of few paragraphs or up to two pages
depending on the topic.
You probably learned about table manners, thank-you notes, and other forms of etiquette when
you were younger. Many people believe that the way you conduct yourself says a lot about who
you are in life, and by extension, in business. Although many companies have a casual dress
code, do not be quick to assume that protocol and established practices are not important. It
would be easy to misinterpret lack of formality as lack of professionalism.
Email has become the most accepted method of communication in most businesses, whereas text
messages, instant messages, and messages through social networks can also be commonplace
depending on the company. Since the use of these channels varies by company and even by
department, it is crucial to be aware of etiquette when using any of these methods of
communication.

Question 4[10 marks, CLO 4]

Suppose that vacancies have been announced under National Internship Program to gain one year
experience working as an assistant in different ministries. Compose a cover letter to express your
interest alongside highlighting your key points and qualification to present yourself as the best
candidate for the job. Your cover letter should have a proper introduction, pertinent details and an
expression of interest to offer your services.

Answer:
To: Provincial Minister

Local head of National

Internship Program
Islamabad, Pakistan
Jan 5, 2021

Dear Sir/Madam
Subject: Vacancies announced under National internship Program

Recently, I visit website of National Internship Program in which I saw that Govt announces
some vacancies to gain one-year experience working as an assistant in different ministries. I feel
very happy that it would be good chance for us to improve the skills. I am suitable for this
job/vacancy because I worked before in this type of job. I have some experience to perform this
job/vacancy. I have worked with some ministries due to which that was helpful for me.

I am graduated from COMSATS Abbottabad two years ago and perform the degree of Bachelor
of Software Engineering.my CGPA is 3.21 and I joined some of the societies in COMSATS
Abbottabad which are helpful for me in Communications skills; I got some certificates, I joined
some of the international conferences.
I am really interested in this job regarding practice in different ministries. Due to that my
communication skills are improved more and more. And that is experience of one year which is
great opportunities for all of us to improve the skills in that vacancies/job.
I will be waiting for your kind response.
Yours truly,
Name ABC
Ex-Student of
Institution name: XYZ

Question 3[10 marks, CLO 4]

Suppose that a Quarantine Centre is under constructed within the vicinity of your university and
you have been instructed to monitor the ongoing development at the construction site. As the
Director of your respective campus is asking for some recent updates, prepare a field report memo
stating the purpose of writing the memo at the outset. Provide an overview of the ongoing
development. You can give an estimate of the time it will take to reach the final stage at the
conclusion stage so that the official inauguration can be planned accordingly.

Answer:
Field report memo on constructing the quarantine Centre:
To: Director XYZ

From: elen

Date:05/01/2020

Subject: Quarantine Centre

Purpose: This memo presents of Monitoring at the construction site of Quarantine Centre

Overview: As Quarantine Centre is under constructed at the vicinity of COMSATS Abbottabad

so CUI management give me an instruction to monitor the ongoing development/project and
Director order me about recent updates, so some overviews are given.

There will be Corona situation in all over the world so in Abbottabad there need a quarantine
Centre for the patient of Corona so Govt take step to construct a Quarantine Centre for the
patient of Corona Virus at the vicinity of COMSATS Abbottabad.so there work has been starting
after the order of the Govt since yet. There are 40 workers at the constructed site where workers
working day and night to complete the quarantine Centre very quickly. Work has been
continuous till yet.

Estimate of time: Today is 15th day of working at the constructed site. Also, Govt and director
order us to complete the Quarantine Centre as soon as possible so we find an estimate that this
project will complete in 40 days and today is 15th days.

Results: Lastly, workers completed the project in 40 days.

Conclusions: This Quarantine Centre is helpful for patients of Corona Virus for recovering
itself. Also, this prevents people from the Virus.
Recommendations: If Govt orders to construct a Quarantine Centre at time so a lot of people
not suffered from the Virus, so I recommend that work fatly when you do.