Pir Mehr Ali Shah

Arid Agriculture University, Rawalpindi

Office of the controller of Examinations
Final Exam (Theory) / Fall 2020 (Paper Duration 24 hours)
To be filled by Teacher

Course No.: ENG-715 Course Title: Technical and Business Writing

Total Marks: 30 Date of Exam: 11 th February, 2021
Degree: MCS Semester: 2 nd Section: A
Marks
Q. No. 1 2 3 4 5 6 7 8 9 10 Obtained/
TotalMarks
Marks
Obtaine /30
d
Total Marks in Words: Thirty
Name of the teacher: Ms. Asma Masood
Who taught the course: Signature of teacher / Examiner:

To be filled by Student

Registration No.: 20-ARID-417 Name: UMAIR FAZAL

Answer the following questions.

Question No: 1
Answer: Instructions are written or spoken instructions for carrying out a process or
executing a task in business writing, scientific writing, and other types of composition. It is
called instructive prose, too.
Usually, step-by-step directions use the second-person perspective (you, your, yours). In the
active voice and the imperative mood, commands are typically conveyed: Directly address
the audience.
Instructions are also written in the form of a numerical list, so that the sequence of tasks can
be easily understood by users.
Visual elements (such as photographs, diagrams, and flowcharts) that explain and clarify the
text are frequently used in successful instructions. Pictures and recognizable symbols can
depend entirely on instructions intended for an international audience.
Whether you are explaining how to make coffee or how to assemble a car engine,
instructions appear to follow a straightforward step-by-step sequence. Here are the basic
instruction features:

 Clear and correct title

  Introduction with history data
 List of necessary pieces, tools, and conditions
 Steps Sequentially Ordered
 With graphics
 Knowledge on defense
 Conclusion that signals task completion

Checklist for Writing Instructions

1. Use short paragraphs and short sentences.
2. Arrange, in logical order, your points.
3. Make the statements specific to you.
4. Use the mood of imperativeness.
5. At the beginning, placed the most significant item in - sentence.
6. Say in each sentence one thing.
7. Choose the words carefully and, if you can, avoid jargon and technical terminology.
8. If you think a statement could puzzle a reader, offer an instance or an analogy.
9. Test your finished draft for presentation reasoning.
10. Do not omit or take shortcuts for steps.

Invite one or more people to follow your directions in order to test the consistency and
transparency of a set of instructions. To assess whether all steps are performed correctly in
a reasonable period of time, track their progress. Ask this test group to report on any
concerns they may have experienced and to give recommendations for enhancing the
instructions once the procedure has been completed.

Question No: 2
Answer:
INFORMAL REPORT
Usually, informal reports are internal reports, which will go to other staff members and
department heads. They are also used by the organization for papers that will circulate.
Personal pronouns and contractions are used by them. It is generally much shorter than a
structured report, although the report can be many parts long. It does not have a content
tab. It is also possible to format informal reports just like a memo.
FORMAL REPORT
You would need a structured report if you are writing a report for upper management or for
another company. For research papers in higher education, structured reports are often
used. Formal reports are more lengthy and well learned. Formal records are impersonal, and
personal pronouns and contractions are rarely used. On different pages, summaries are
found and typically have more than one heading. A plan can also be accompanied by
structured reports. If your report is more than five pages long, provide a page of material. It
can include a cover letter or memo.
Organizing based on Audience Analysis
For shorter messages, the logic of report arranging is the same as the logic discussed in
Module 2. The audience is evaluated the same way by reports. The difference lies in the
scope of the required details. One of the most important aspects when making a report is
thinking about the audience, or the stakeholders. It is important to bear in mind that your
audience might be wider than you expect (remember the discussion of types of
stakeholders from this module earlier): for several reasons based on their particular job
functions, your prospective readers have an interest in the content of the study.
Think about the intent of the report (these sections will draw inspiration from the
structured sections used in formal reports, which we will address in detail later) in relation
to your audience in order to decide which kinds of sections you can include in your informal
report.

Organizing Your Report

If your audience is supposed to respond to your message in a neutral or positive way, your
conclusion or suggestion should be given near the start of the study. Your study will,
therefore, be set out like this. You should write the introduction, history, or issue section
first. Your findings or suggestions come next. These are backed up by the section on help or
reasons, which describes information, data, or performance. Usually, the final section is
some sort of further discussion, review, or description. Remember that it can be beneficial
for your readers to introduce these sections with a descriptive heading, particularly if the
sections consist of several paragraphs.

If the audience is supposed to respond negatively to your post, towards the end of the
article, the conclusion or suggestion is given. Based on the analysis and reasoning
presented, this alternative organization encourages the reader to draw a similar conclusion
to yours. Your report will then be set out in this way: you will first write your introduction,
history, or question. The next section will be the section on support or reasons, outlining the
evidence, information, or findings that led you to your conclusion. Next, discussion, review,
or description will be included. These parts are where the logical or emotional claims that
may affect the comprehension of the reader are made. Then your study ends with your
observations or recommendations.

Question No: 3
Answer: Web design refers to the design of websites on the internet that are displayed.
Instead of software development, it typically refers to the user interface aspects of website
development. Web design used to focus on the design of desktop browser websites, but
design for mobile and tablet browsers has become increasingly relevant since the mid-
2010s.
Sensitive and adaptive design are two of the most popular approaches for designing
websites that perform well, both on desktop and mobile. Content moves dynamically
depending on screen size in responsive design; in adaptive design, the content of the
website is set in layout sizes that fit typical screen sizes. To preserve user confidence and
interaction, retaining a layout that is as consistent as possible between devices is crucial. In
this respect, as responsive design can present challenges, designers must be careful to
relinquish control over how their work will look. If they are also responsible for the content,
they may enjoy having the benefit of full ownership of the final product although they will
need to expand their skillset.

Identification Of Targets: Where I collaborate with the customer to decide what goals the
new website needs to achieve. That is to say, what its function is. The designer needs to
define the end goal of the website design in this initial stage, typically in close cooperation
with the client or other stakeholders.
Resources for the identification stage of website goals
 Personas of audience
 Creative brief a creative brief
 Analyses of rivals
 Attributes of the Brand
Definition Of Scope: Once we know the objectives of the site, we can identify the project's
scope. I.e. what web pages and functionality the site needs to achieve the objective and the
timetable for building them out.
Scope creep is one of the most prominent and challenging issues plaguing web design
initiatives. With one aim in mind, the customer sets out, but during the design process this
gradually expands, develops, or changes entirely, and the next thing you know, you are not
only designing and constructing a website, but also a mobile app, emails, and push
notifications.
Scope description software
 A Contract
 Chart of Gantt (or other timeline visualization)
Sitemap and wireframe creation: We can begin to dig into the sitemap with the scope well-
defined, determining how the content and features we defined in the specification of the
scope would interrelate.
For any well-designed website, the sitemap provides the framework. It helps give web
designers a good understanding of the information architecture of the website and
describes the relationships between the different pages and elements of content.
Without a sitemap, building a location is like building a house without a blueprint. And it
never turns out well.
Creation of content: Now that we have a broader image of the website in mind, we can start
developing content for the individual pages, still keeping in mind search engine optimization
(SEO) to help keep pages centered on a single subject. For our next point, it is important
that you have real content to work with.
Content serves two essential purposes:
Objective 1: Content drives action and interaction.
First, content inspires readers and drives them to take the required steps to achieve the
goals of a platform. Both the material itself (the writing) and how it is portrayed influence
this (the typography and structural elements).
Objective 2: SEO
Content also increases the visibility of a platform for search engines. Search engine
optimization, or SEO, is defined as the method of developing and optimizing content to rank
well in search.
Visual elements: We will start to work on the visual brand with the site design and some
content in place. This might already be well-defined depending on the client, but you may
also be determining the visual style from the ground up. With this process, tools such as
style tiles, moodboards, and element collages can help.
Finally, it's time to build the site's visual style. Existing branding features, colour options, and
logos, as stipulated by the consumer, will also form this aspect of the design process. But it's
also the stage of the process of web design where a successful web designer will really
shine.
Images are now taking on a more critical role than ever before in web design. High-quality
photos not only give a professional look and feel to a website, they also convey a message,
are mobile-friendly, and help create confidence.

Testing: You have all your pages by now and have described how they are presented to the
site user, so it's time to make sure everything works. To detect everything from user
interface problems to basic broken links, combine manual browsing of the web on a variety
of devices with automated site crawlers.
Test and page thoroughly to ensure that all links work and that all devices and browsers
load the website properly. Errors can be the product of minor coding errors, and although
identifying and repairing them is always a hassle, it's safer to do it now than present the
public with a broken site.

Launch: Once everything works nicely, it's time to prepare and implement the launch of
your web! This should include preparing both launch timing and plans for communication,
i.e. when are you going to launch and how are you going to let the world know? It's time to
bust out the bubbly after that.
Don't presume that this will go smoothly. Some elements that need repair can still be
present. Web design is a continuous and fluid process requiring constant maintenance.

Question No: 4
Answer: A memo, short for "memorandum," is a type of paper used in the same
organization to communicate with others. For reasonably short messages of one page or
less, memos (or memorandums) are usually used, but informal multi-page reports may
often use memo format.
A header containing DATE, TO, FROM, and SUBJECT lines distinguishes memos. Other lines
can be added as needed, such as CC or BCC. Instead of Topic, a RE ("Reference") line can be
used, but this usage is becoming more uncommon because "RE" is often mistaken as
"Reply" because of its use in email.
DATE: List the date of the delivery of the memo.
TO: List the names of the memo recipients. If there are many recipients, a group name, such
as "All Employees" or "Personnel Committee Members," is appropriate to use.
FROM: List the writer's name and work title (s).
Topic: Think of the SUBJECT line as the memo's title. Make it descriptive enough that the
subject can be found immediately by readers.
These headings may be double-spaced or single-spaced, and all capital letters also have the
SUBJECT line in them. In addition, the order of the items will differ. On these subjects, many
companies have their own style preferences. If not, double-spaced, in the order described
above, is the most common.
Usually, the memo text uses a block style, with single spaced lines, an extra space between
paragraphs, and no new paragraph indentions. However, if a report is extended to a few
pages in length using the memo format, double spacing can be used to enhance its
readability.
There are three simple ways to arrange office memos, each suitable for the most efficient
format of providing information:
The Direct Approach
First of all, the direct approach states the most important data and then goes on to help or
supplementary information. If you need to communicate routine information or pass on
organizational news, this strategy works well.
The Indirect Approach
Firstly, the indirect approach appeals to the reader or points out the factual elements of a
circumstance or problem and then states a conclusion based on the evidence presented.
When you want to get the attention of the reader before outlining your proposed plan of
action, this approach is particularly successful.
The Balanced Approach
The balanced approach blends direct and indirect approaches, and is particularly productive
when 'bad news' is the information you have.
Style and Tone
While memo reports and policy memos are examples of documents that have a more formal
tone, most memos would have a slightly informal yet still professional conversational style.
The audience of memos is those for whom the author works, so the style of writing typically
implies a relationship (and thus a certain lack of formality) with them; just bear in mind that
the relationship is a professional one, so that should be expressed in the writing. In addition,
the audience can include a number of readers, as with all workplace documents, and the
style and tone should be appropriate for all of their technical and authority levels.

Distribution Medium
In companies in which not all workers have access to email, memos can be manually
circulated via print media. Organizations that have email access can distribute memos as
email attachments.
In organizations where every worker (or every worker in the audience of the memo) is
reached by email, writers must decide whether to send a memo or an email message to
convey their information. In cases like this, three considerations should be taken into
account by writers: the essence of the letter, the depth/number of its data, and its
probability of being printed for easier reference.
For quick (and environmentally friendly) delivery, these types of messages should be written
in memo format and attached to an email message:
 Messages which have an official aura, such as new policies or policy revisions.
 Messages that provide a great deal of detail (such as instructions on how to calibrate
a complicated piece of machinery).
 Messages that involve reference away from a system (necessitating a print copy).
Generally, printing copies of emails uses a small form that is hard to read.