COMSATS University Islamabad, Virtual Campus

Terminal Exams/ Assignment # 5

Spring 2020

Name: Mahnoor Zaheer Reg no: FA19-BSE-053

Question # 1

For all questions find the assignment uploaded/emailed by your moderator.

Question 2: Describe the structure of a memo in order to clarify how it is

different from an email. Mention both similarities and
differences.

Answer: This is the structure of Short Memo.

MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:

I'm writing to inform you that [reason for writing memo].

As our company continues to grow … [evidence or reason to support your opening paragraph].

(Body of the memo)

Please let me know if you have any questions. Thank you for your prompt attention to this.

Best regards,
The Manager

Header:

In your header, you'll want to clearly label your content "Memorandum”, so your readers know exactly what
they're receiving. Then, you'll want to include "TO", "FROM", "DATE", and "SUBJECT".
This is the structure of Long Memo:

MEMORANDUM

To:
From:
Date:
Subject:

I'm writing to inform you that [reason for writing memo].

Executive Summary:
Opening Segment/introduction:
Background:
Discussion:
Analysis:
Attachments:
Recommendations:
Closing segment:

Header:
A basic header has a “To:” line, a “From:” line, a “Date:” line, and a “Subject:” line.
The subject line should be informative rather than generic because it needs to capture the addressee’s
attention straight away.

Executive Summary:
One of the most important sections of your memo is the executive summary. For a 3-page memo, the
executive summary is roughly 1 paragraph and should summarize your key points. This is your whole memo
in a paragraph.

Opening Segment/introduction:
The purpose of a memo is usually found in the opening paragraph and includes: the purpose of the memo,
the context and problem, and the specific assignment or task.

Background:
This is the section where you will introduce all relevant background information to the issue at hand.

Discussion Segments
The discussion segments are the longest portions of the memo and are the parts in which you include all the
details that support your ideas.

Analysis:
The analysis section commonly includes an examination of possible strategies or policies.
Necessary Attachments:
Make sure you document your findings or provide detailed information whenever necessary. You can do this
by attaching lists, graphs, tables, etc. to your memo.

Closing Segment:
After the reader has absorbed all your information, you want to close with a courteous ending that states
what action you want your reader to take.

Difference between memo and email:

Email Memo
Audience Internal and External Internal
Salutation Yes No
Signature (at the bottom of the Yes (Electronic signature file with No (but you can write your initials
document) useful contact information) next to the FROM line)
Complimentary Closing Yes (Can be casual or professional) No
Header Opens with TO, FROM, Subject Opens with TO, FROM, Subject line
line, CC and BCC but also have date line and no CC or
BCC
Opening statement It usually opens with receiver’s It gets directly to the point
name to express friendliness
Formality Emails are less formal than memos Memos are more formal and
professional

Similarities between email and memo:

Email
Descriptive Subheads Yes, it contains subheadings
Visual Enhancement Yes (for important details)
Indentation Yes (it improves readability)
Nature Informal and concise
Memo
Memo also contain subheading
Yes (for important details)
Yes (it improves readability)
Informal and concise

Question 3: 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.

Answer:

Traits of technical writing

 Accuracy
Accuracy refers to the truthfulness and the variety of a given statement. This memorandum is accurate to
getting the facts straight and there are no grammatical mistakes in this memorandum.
o Example
As noted in the employee handbook, section 2.4., all employees are responsible for:
• Using on-the-clock hours for company projects only.
• Limiting their online interactions while on the clock to clients and fellow employees within

 Accessibility
It means the ease by which the readers can locate the information they seek. To make the memorandum
accessible the writer has used bullets which makes easy for the user to read the important messages.

 Conciseness
Technical writing is supposed to be clear, so the writer has conveyed his message in the shortest way
possible, so the reader keeps reading till the last line.
o Example
This is to remind all employees that Internet use on company time is prohibited.

 Clarity
A tech writing document needs to have a single reading that the reader can understand. The writer has
achieved clarity in memorandum by using familiar words and making effective sentences.
o Example
Please refrain from checking your personal email.

 Audience recognition
This aspect is based around the audience, and how well they understand the writing. In this memorandum
the writer is involving audience as this has to be read by different departments, so he used the tone for
multiple people.
o Example
Internet use on company time.

Seven C’s of communication:

 Clarity
This memorandum contains simple and familiar words that any audience can easily understand.
o Example
Please refrain from checking your personal email, social media accounts, or messaging platforms while on
the clock.

 Concise
In this memorandum the writer has make sure that he sticks to the point and keep it brief. This
memorandum does not contain any useless or meaningless words.
o Example
This is to remind all employees that Internet use on company time is prohibited.

 Concrete
This memorandum contains concrete message, so the audience has a clear picture of what the writer is
telling them.
o Example
As noted in the employee handbook, section 2.4., all employees are responsible for:
• Using on-the-clock hours for company projects only.
• Limiting their online interactions while on the clock to clients and fellow employees within the company.

 Correct
This memorandum has corrected communication, so it fits all the kinds of audience. The correct
communication is also the error-free communication.
o Example
As always, we appreciate the time and effort you put into all that you do at XYZ Corp.

 Coherent
This communication of writer with the readers is coherent, its logical. All the points are connected and
relevant to the main topic and the tone and flow of the text is consistent.
 o Example
We trust that our employees will always maintain professional standards while on the clock.

 Complete
This memorandum has a complete message, the audience has everything they need to be informed.
o Example
Writer has reminded all the employees about the prohibitions during company time and in the end he
encourages the employees to follow the rules of the company.

 Courteous
Courteous communication is friendly, open and honest. In this text there are no hidden insults or passive-
aggressive tones.
o Example
If you have questions or concerns about these company policies, please direct them to Mahnoor Zaheer at
their email: mahnoorzaheer359@gmail.com.

Question 4: Suppose that the pandemic of Corona virus has ended as scientists have created its
vaccine successfully. As the Director General of WHO, compose a good newsletter to Media Head of
Fox News to state the good news. Begin with the good news, state details as to how this was
accomplished, give credit to people who created the vaccine. Shed some light on how the Corona virus
has changed the world. Conclude on a positive note.

Dr Tedros Adhanom Ghebreyesus

The Director General
World Health Organization
Geneva, Switzerland

June 08,2020

The Head
Fox News
Paris, France

Sir,

Subject: Pandemic COVID-19 came to an end with the efforts of a lot of people.

I am delighted to inform you that after a very long time the planet of ours is free from the menacing and life-
threatening virus i.e. COVID-19. All of us have gone through a lot of obstacles and adversities but in the end
it all became fruitful. Moments like this, reminds us that we’re all connected. We’re called upon to be our
best selves, with patience, understanding and compassion.

It is the result of the combined efforts of all the citizens, who took precautionary measures and acted
according to the instructions of the government, and most importantly our doctors and nurses, who worked
really hard day and night regardless of their own health, those who didn’t stop donating for the poor people
and looked after each other while maintaining the social distancing policy. I want to thank all of these
people because this is all possible due to their amazing work and efforts.
The covid-19 (corona) pandemic has created a truly unprecedented situation which affected us all. Our
hearts go out to anyone who’s been impacted by the virus, either directly or indirectly.
Response of people:

People around the world made sure that their loved ones can feel the warmth and love during the social
distancing period. Here we have some letters of the people to their loved ones:
Efforts of the scientists:

I would like to thank the scientists and the people who have helped them to create the vaccine of this deadly
virus. These people are the real heroes as the doctors who have been working and treating the people
affected by this virus. They worked their hearts out to make this world virus-free. They have adopted many
procedures to kill this virus, I would like to mention some of them so that everyone knows about their
tireless efforts.

Weaken the virus

Using this strategy, viruses are weakened so they reproduce very poorly once inside the body.

Inactivate the virus

Using this strategy, viruses are completely inactivated (or killed) with a chemical. By killing the virus, it
cannot possibly reproduce itself or cause disease.

Use part of the virus

Using this strategy, just one part of the virus is removed and used as a vaccine.
Impact of pandemic on the world:

The COVID-19 pandemic is considered as the most crucial global health calamity of the century and the
greatest challenge that the humankind faced since the 2nd World War.

Graphical Abstract

Cases of COVID-19 in some countries

Distribution of COVID in different countries

COVID-19 and global health

The emergence of COVID-19 in China at the end of 2019 has caused a large global outbreak and is a major
public health issue. COVID-19 was a major public health concern for the world's population and was a
leading cause of hospitalization and death, particularly for middle and old age people in the affected
countries.
Transmission dynamics of infection in people

. COVID-19 and economy

COVID-19 has severely demobilized the global economy. In order to restrict further transmission of the
disease in the community, many of the affected countries had decided to undergo complete lock down. Due
to the lockdown the world economy is completely crippled.

COVID-19 and global environment

Due to the unusual outbreak of COVID-19, almost every big and small cities is under partial of total
lockdown for a long period of time due to which air pollution, water pollution, climate change, ozone layer
depletion, global warming, depletion of ground water level, change of biodiversity & ecosystem, arsenic
contamination have decreased in number. Ecosystems are being greatly recovered

Conclusion:
Environment change is one of the biggest and most vital challenges of the 21st century. Despite all their
efforts to restore the nature during the last few decades, humans could only move a few steps forward. But
during the last few months, consequences of the pandemic have successfully recovered the environment to a
large extent that should set positive impact on global climate change. Whatever be the cause or origin, the
occurrence of COVID-19 has emphasized to improve the mutually affective connection between humans
and nature.

Yours sincerely,

Tedros Adhanom Ghebreyesus