COMSATS University

Islamabad
Second Sessional Examination
Fall 2020
Subject: Report Writing Skills Course Code: HUM102
Time 1 Hour Total Marks: 30
Allowed:
Student Name: _Sidra Neem_ Registration Number: _FA19-BBA-209 (C
Campus: _Lahore Moderator Name: ____Iqra Sajid____________
Declaration:I hereby declare that the paper submitted is the sole result of my own honest endeavors and that I
abide by academic integrity. If found guilty of violating the above, I shall be liable to procedures and consequences
thereof, as prescribed by the rules and regulations of COMSATS Institute of Information Technology.

Section A – Short Questions

Question 1 [5 marks, CLO1]

What is the purpose of a Cover Letter when you are applying against a job advertisement?

A cover letter is a brief one-page letter sent along with the résumé to potential employers. The
purpose of the cover letter is to present yourself to potential employers and to let them know
what position you are interested in and why you would be a good fit to the position and
company. Since it is usually the first impression you make on the employer, you want it to be
your best.
the cover letter consists of three paragraphs
1- Introductory: This paragraph introduces yourself along with why and for which position
you are applying.
2- 2nd Paragraph gives information about your skill, strengths, education, qualifications and
experience.
3- 3rd and final paragraph is to close the letter by requesting for interview.

Question 2 [5 marks, CLO1]

How Courtesy differentiates from consideration in the 7 C’s of communication.

In courtesy we do not see our perspective but focuses on the other’s feeling. In Courtesy we not
only use please and thankyou but also apply socially it means we use expressions. It is politeness
that grow out of respect and concern for others.

In consideration we show importance and care. In communication like consideration importance

must be shown to reader to make them feel good for that in consideration we use “You” rather
than “I” to show important

In general, it is better to use “I” when

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 You disagree with someone
You are irritated and hide your irritation

Section B – Long Questions

Question 3 [10 marks, CLO2]

Compare the structure of letter and memorandum to highlight their similarities and
differences.

A memorandum is generally used for internal communication between executives and

subordinates or between the officers of the same level of an organization. It is also called as
inter-office memorandum.

A Letter is the mode of communication through which people interact at distance and discuss
matter of common concern which may be a query, some confusion or other subject matter

Structure of Memorandum and Letter:

A memorandum is considered the primary source of correspondence within an organization,

just as a letter is the primary corresponding document between organizations. In this way, memo
is an informal type of report, whereas a letter may be a formal report.
Whereas Some organizations have their own printed memo format and template. In case there is
no printed memo form, then they write a memo or interoffice correspondence at the center and
top of the page. Memo must be brief and simple. If memo is long, then it may be sent as an
attachment. The information should be directed.

The structure of the letter consists of a Heading, Inside Address, Greeting, Subject, Body,
Subscription and signature.

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 Question 4 [10 marks, CLO3]

Suppose you are HR Manager and have conducted interviews for different positions at
COMSATS University Islamabad. Compose a bad-news letter to be sent to applicants who
have been rejected. Your letter should start with a thank you note for applying, followed by
the reasons for not selecting the candidate. It should conclude with a positive note of
contacting the candidate whenever the services are required.

Mr. Head HR XYZ

Human Recourse Department
Comsats University, Islamabad Cap
1 December 2020
Mr. ABC
Garden Town
Brooklyn St.

Dear Mr. Carter,

Thank you for interest and applying in our Institute. It was great interviewing you.
You did your very well and responded very confidently which is a strong skill. We regret to
inform you that you are not selected by Screening committee for this position as we had many
people for this position at interview with strong background in this field and we were
considering one with more year background. We are afraid that you did not have that much
experience for this job. We hope that you keep update yourself for other new opportunities with
our Institute.
We are extremely sorry to inform you of this but we wish you well in your pursued of career
opportunity. If there is any opening with your match, we will get back to you. It was nice having
you and we wish you the best.

Regards
Mr. Head HR XYZ
Human Recourse Department
Tel: 456-9709
Fax: 450-4584
Email: HR@cuiislamabad.edu.pk

Good luck!

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