SECTION A (10 MARKS)

Complete the information about formal reports. Choose the appropriate words/phrases
from the ones given in the box.

objectives

transmittal

recommendations

abstract

eye-catching

lists

organised

methodology

preface

acknowledgement

discussion

Title

When writing a formal report, the choice of format as well as the parts of the
report
must be carefully planned. These are some general things you should know when you
want to write a report.

In order tho help the readers understand your message clearly, the content of your
report should be _____1______ in a logical way. A formal report usually begins with a
_____2_____ page.

It contains the heading, the name of the person to whom the

report is being submitted, your name, and date. This is how you attract attention to
your writing. This section should reflect what you have done and should bring out any
_____3_____

factor of your work for good impact. Then, the _____4_____ is an

optional element in a formal report. Next, letter of _____5______ is a brief covering

letter. It may contain the objectives , scope and other highlights of the report.

After

that, the ____6_____ section is a thank you note which contains the names of the
persons who contributed to the production of your report. The _____7______ should be

short and contain the essence of the report. It contains the findings and some
attention-grabbing results if any.

You should let your reader know right away what to expect from the report. Most
reports start with an introduction section.

Highlight the aims and _____8_____,

discussing scope and limitations of the report. Describe the reports organization, so
that the reader can skip straight to a specific section if needed.

The section on

_____9_____ summarises the processes of data collection, the procedures, and the
criteria of survey.

Next, you should write the main part of the report which is ____10____ ; as it
presents the data that has been collected in an organized form which focuses on facts
and findings of the report.

Finally you should conclude by presenting a summary of

discussion, results, implications and recommendations.

appendices, references and also bibliography.

Bear in mind to put

SECTION B (10 MARKS)

Read the following statements about resumes. Write T for True or F for False
statement.
No

Statements

1.

The standard parts of a resume include the heading, position sought,

career objective, education, work experience, specific skills,
achievements, activities, interests and references.

2.

The success of employment search depends a lot on the candidates

ability to design a persuasive resume and effective cover letter.

3.

A resume is a written summary of your education, experience, skills,

special traits, and achievements.

4.

Your resume should begin with a statement expressing your career

objective.

5.

Combination resume is the most common reesume style.

6.

A professional summary is a one-sentence statement listing the

applicants most important qualifications, essential skills, and work
experience.

7.

A well-written persuasive resume tailored to a specific job position

immediately grabs the attention of an employer.

8..

There are four acceptable resume styles: chronological, functional,

professional, and combination resume.

9..

Work experience should be given in reverse chronological order, by

listing the most recent employment first.

10.

Functional resume focuses on education and work experience.

Answer

SECTION C (10 MARKS)

1. Complete the table on E-Mail Messages with the appropriate word/phrases from the
list given below:

No.
1.

Conversational tone

easy attachment

flexibility

Quick distribution

low cost

speed

Easy upward communication

concise

correct

Descriptions
Messages can be sent to more than one person at the
same time and it makes distribution immediate and trouble
free.

2.

Can be sent quickly unlike regular mail

3.

Promotes easier communication, less formal and free to

choose any style that suits the content.

4.

While using e-mail, the sender may edit, revise, modify

without printing and copying it. He/She can easily reshape
the messages before sending them.

5.

The tone of e-mail messages is usually formal and

conversational.

6.

Resumes, scanned copies, transcripts, files, photographs

and others are easy to affix.

Criteia of E-Mail

2. Match the descriptions of a good memo in column A with its characteristics in

column B using the words given.
Clarity

Informal tone

Unity of theme

Conciseness

A : Descriptions
1.

A memo should contain only essential information.

2.

A conversational or personal tone may be used in

memos.

3.

A memo should only deal with one topic.

4,

A memo must be clearly written because an unclear and

vague memo will confuse the reader and causes delay
and inaction.

SECTION D (10 MARKS)

1. What are the four styles of a business letter format?

i.

__________________________________________

ii

__________________________________________

iii

__________________________________________

iv.

__________________________________________

Correct tone

B: Characteristics

2. Write three answers each pertaining to the differences between Personal and
Business Letters,

Personal Letters:.
1. _________________________________________________________________
2. _________________________________________________________________
3. _________________________________________________________________

Business Letters:
1. _______________________________________________________________
2. _______________________________________________________________
3. _______________________________________________________________

SECTION E (10 MARKS)

The following statements taken from business letters are wordy, indirect and
discourteous. Paraphrase and rewrite them by leaving out unnecessary information to
make them more effective. Write your answer in the space provided below each
question.

1. So sorry for giving you such trouble with the shipment of the DIY garden table is
incomplete. Lets hope that I can get your continued business for all your future furniture
needs.

______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

2. I am happy to inform you that your studentss involvement in the programme for the
Old Folks Home was very successful. We are glad to have them here. Please
send more students in future activities.
____________________________________________________________________
____________________________________________________________________
___________________________________________________________________

3. We want to make it clear to you that we shall not be able to entertain any further
communication regarding your Blue H2O water filter. Your guarantee card expired last
week.
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________

4. I ordered a handphone from your company 3 weeks ago. According to your

website, I will get my order within 3-5 days of being sent, but I have yet to receive
the handphone. So, what actually happened to my handphone?
____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

5. It is strange that you took four months to write to us about a billing error on your
credit card statements. In view of this delay on your part, it would not be possible fpr us
to entertain your request of correcting the error within a week. You took four months to
point out the error and we will take at least one month to correct it.
_________________________________________________________________
____________________________________________________________________
____________________________________________________________________
Answer sheet (set 2)

1.
2.
3.
4.
5.
6.
7.
8.
9.
10

Section A
Organized
Title
Eye-catching
Preface
Transmittal
Acknowledgement
Abstract
Objectives
Methodology
Discussion

1.
2.
3.
4
i.
ii.
Ii
Iv

Section B
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
1.
2.
3.
4
5.
6.

True
True
True
False
False
True
True
False
True
False
Section C (1)
Quick distribution
Speed
Easy upward communication
Flexibility
Conversational tone
Easy attachment

Section C (2)
Conciseness
Informal tone
Unity of theme
Clarity
Section D (1)
Block format
Modified block format
Semi-block format
Simplified format
Section D (2)
Personal Letter (accept any relevant
answer.)
It is an informal letter.

Does not follow any set pattern of

writing. Or
Free to choose any style or pattern.

Varied in language, style, tone

presentation and content

1.

Business letter
It is a formal letter/formal written
message.

2.

It is more structured and follows a

set pattern in form and style.

3.

It is written in a conventional form for

a specific audience/needs.

Section E (10 marks)

Note: Please award marks according based on accuracy of information, importance

Of the facts given and grammar. (2 marks each)

1. We (would like to) apologise for the incomplete shipment of the DIY garden table.
We hope we can count on your continued business for all your furniture needs.

2. This is to inform you that your students involvement in the program for the Old
Folks Home was very successful. We look forward to their participation in future
activities.

3. We are not in the position to entertain any further complaints regarding your Blue
H2O water filter because your guarantee card expired last week.

4. I ordered a handphone from your company 3 weeks ago. According to your

website, I will get my order within 3-5 days of being sent. I would like to know
what happened since I have not received it yet.

5. We apologise for the billing error on your card credit statement. However you took
4 months to notify us about it. Therefore It would take at least one month for us to
rectify the error.

Answer sheet
Name:

ID No:

Tutor:

(Group
Section A

1.
2.
3.
4.
5.
6.
7.
8.
9.
10

Programme:
Section C (2)

1.
2.
3.
4
Section D (1)
i.
ii.
Ii
Iv
Section D (2)
Personal Letter

Section B
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

Business letter
Section C (1)

1.
2.
3.
4
5.
6.

1.

2.

3.