SECTION A (10 MARKS)

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

objectivestransmittalrecommendationsabstract

eye-catchinglistsorganisedmethodology

prefaceacknowledgementdiscussionTitle

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 toyour 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. Bear in mind to put

appendices, references and also bibliography.SECTION B (10 MARKS) Read the following statements about resumes. Write T for True or F for False statement. NoStatementsAnswer

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.

SECTION C (10 MARKS)1. Complete the table on E-Mail Messages with the appropriate word/phrases from the list given below:

Conversational tone easy attachment flexibility

Quick distribution low cost speed

Easy upward communication concise correctNo.DescriptionsCriteia of E-Mail

1.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.

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 Correct tone A : DescriptionsB: Characteristics

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. __________________________________________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) Section ASection C (2)

1.Organized1.Conciseness

2.Title2.Informal tone

3.Eye-catching3.Unity of theme

4.Preface4Clarity

5.TransmittalSection D (1)

6.Acknowledgementi.Block format

7.Abstractii.Modified block format

8.ObjectivesIiSemi-block format

9.MethodologyIvSimplified format

10DiscussionSection D (2)

Section BPersonal Letter (accept any relevant answer.)

1.True1It is an informal letter.

2.True

3.True

4.False2Does not follow any set pattern of writing. Or

Free to choose any style or pattern.

5.False

6.True

7.True3Varied in language, style, tone presentation and content

8.False

9.True

10.FalseBusiness letter

Section C (1)1.It is a formal letter/formal written message.

1.Quick distribution

2.Speed

3.Easy upward communication2.It is more structured and follows a set pattern in form and style.

4Flexibility

5.Conversational tone

6.Easy attachment3.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 ) Programme:

Section ASection C (2)

1.1.

2.2.

3.3.

4.4

5.Section D (1)

6.i.

7.ii.

8.Ii

9.Iv

10Section D (2)

Section BPersonal Letter

1.1

2.

3.

4.2

5.

6.

7.3

8.

9.

10.Business letter

Section C (1)1.

1.

2.

3.2.

4

5.

6.3.