CSEC – SECTION B – PAPER 2

Section B consists of ONE compulsory question – informative discourse (exposition). This question will require
candidates to respond to given stimulus material. The response may take the form of an email, letter, report,
notice, or article. The question will change from year to year but will focus on the skills of communicating
factual information concisely.

MEMORANDUM/MEMO - MEMORANDA (PLURAL)

A memorandum is a brief written message used for communicating within an organisation. Memos are typically
used for fairly short messages of one page or less, however they can be longer. A memo is usually concerned
with a specific topic. It is used to:

- Convey information - Ask for information - Give instructions - Make reports

1. MEMORANDUM - THE BLOCKED STYLE 2. MEMORANDUM - THE INDENTED STYLE

MEMORANDUM MEMORANDUM
(3 line spaces) (3 line spaces)
TO: TO: DATE:
FROM: FROM: REF: (optional)
REF: (optional) (2 line spaces)
(1 line space between sub -
DATE: SUBJECT:
titles)
(2 line spaces) (1 line space)

SUBJECT: Paragraph 1: I am writing to inform

you…(reason for writing the memo)
(1 line space)
(1 line space between paragraphs)
Paragraph 1: I am writing to inform you…(reason for
writing the memo) Paragraph 2: (if necessary, give background
information about the issue. Give a short summary of
(1 line space between paragraphs)
the actions that would be implemented and support it
Paragraph 2: (if necessary, give background with evidence or logical reasoning.)
information about the issue. Give a short summary of
Paragraph 3: (Suggest/restate the action
the actions that would be implemented and support
the reader should take)
it with evidence or logical reasoning.)
Paragraph 4: (Close the memo with a
Paragraph 3: (Suggest/restate the action the positive or warm summary)
reader should take)

Paragraph 4: (Close the memo with a positive or warm (4 line spaces)

summary)

(4 line spaces) AUTHENTICATION INITIALS: (A memo is not usually

signed, but your initials can be used to authenticate it)

AUTHENTICATION INITIALS: (A memo is not usually

signed, but your initials can be used to authenticate it)

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 EXAMPLES OF BOTH TYPES OF MEMORANDA

MEMORANDUM(1linespace between
MEMORANDUM
each sub-title)

TO: All members of Staff TO: All members of Staff DATE: 23rd November 2020
FROM: Mr. Yohance Gibson, Principal FROM: Mr. Yohance Gibson, REF:
Principal
REF:

DATE: 23rd November 2020 SUBJECT: Facilities Update

I am writing to inform you that over the next

SUBJECT: Facilities Update few weeks our kitchen area would be under
construction as we re-model.

As we continue to grow it is necessary to

I am writing to inform you that over the next few provide more communal dining space and we are
weeks our kitchen area would be under construction grateful to our Maintenance Team for leading this
as we re-model. project. If you have any questions regarding the project
you can access the report on our ELF system. In the
As we continue to grow it is necessary to provide
meantime, we apologise for the inconvenience.
more communal dining space and we are grateful to
our Maintenance Team for leading this project. If you In between the weeks December 1 – 31, please
have any questions regarding the project you can use the kitchen on the second floor if you would need to
access the report on our ELF system. In the use a microwave. The usual snacks and sodas would be
meantime, we apologise for the inconvenience. stocked there also.

In between the weeks December 1 – 31, please use Thank you for your cooperation.
the kitchen on the second floor if you would need to
use a microwave. The usual snacks and sodas would
be stocked there also.

Thank you for your cooperation. Y.G

Y.G

PRACTICE:

Ms. L. Harry, Head of the Science Department, found Martin Lawrence, a student of Form 5X, in the Physics Lab
destroying school property. She reports the matter to the Dean of Discipline Ms. C. Bascombe. As the Dean of
Discipline, write a memo to the members of staff about the situation involving Martin Lawrence. Include in your
body;
- Your reason for writing
- Background information if necessary
- The action taken
- Warm summary (30 marks)

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 WRITING A NOTICE

WHAT IS A NOTICE? - A notice is a written announcement in a place where everyone can read it. It is a formal
means of communication.
PURPOSE
The purpose of a notice is to:
- announce or display information to a specific group of people
- to inform… - to congratulate… - to invite…
- to promote an event … - to warn… - to remind…
- to highlight… - to make a request… - lost and found…

FORMAT OF A NOTICE
A notice should be written using the following format:

Name of the Organisation issuing the notice

NOTICE The title
Date
Heading to introduce the subject of the notice

The Body: it must answer the questions: what, when, where, who, whom, why and how.

The writer’s signature

Name
Designation

SAMPLE QUESTION:
The residents of Swetes Village have been experiencing water shortage for nearly 3 years. You are planning to
hold a meeting of your village members. Write a notice in about 50 words inviting the residents to attend the
meeting to protest against the water shortage. You are Karen Joseph, President of the Swetes Village Residents’
Welfare Association.

Swetes Village Residents’ Welfare Association

NOTICE
23rd November 2020

Water Shortage in the Village

A meeting of the residents of Swetes Village would be held in the Town Community
Hall on Thursday 26th November 2020 at 6. p.m. to discuss and protest the water
shortage in the village. All members are requested to attend the meeting. For further
details please contact the undersigned.
J. Statham
Jason Statham
President

PRACTICE: You are President of your school’s Peer Counsellor’s Club. Write a notice of about 50 words inviting
names of persons who would like to participate in the mini concert that you are planning in aid of an elderly
home, Shady Pines, in your school community. Items may be in the form of solo or group singing, mono-acting,
magic show or dance performances. Auditions for the most suitable performances would be held during lunch.
(30 marks)
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 WRITING AN E-MAIL
E-mails are messages distributed by electronic means from one computer user to one or more recipients via a
network. Recipients of formal e-mails may include; teacher, business contact, government agency, (future) boss.

DO DO NOT
- Use a professional email address - Do not email when you are angry
- Be clear in subject line and match message - Avoid exclamation points
- Briefly introduce yourself to new recipients - Do not send one-liners (“Thanks”; “oh ok”)
- Keep it short and get to the point - Avoid using shortcuts: emoticons or slang
- Maintain privacy - Do not share sensitive information

FORMAT OF AN E-MAIL

From: (Who is sending the email- [email protected])

To: (Who you are sending the email to- [email protected])

Cc: (Who you want to send a copy of the email to- [email protected])

Bcc: (You add someone you want to send the email to privately without everyone seeing who this person is-
[email protected])

Subject: (What the email is about- Requesting Dance Classes)

Body of the e-mail

Formal salutation
· Dear Mr Jones: (If known)
· Dear Sir/Madam: or To Whom it May Concern (if unknown)

Introduce yourself and purpose for writing

· For example, when writing to a potential employer, you might say: "My name is Earl Rivers. I'm
contacting you to apply for the administrative assistant position listed on CareerXYZ.com."

To-the-point message
· Be direct but polite · Keep it brief · Use formal language

Include necessary attachments

· For example, include a note like “I am attaching a copy of my resume and portfolio, in PDF format.”

Complementary close
· Yours respectfully
· Yours sincerely

PRACTICE:
1. You are the captain of the football team. A key member of your team has been injured and you need a
replacement. Send an email to a prospective new team member in which you request him to join your team. In
your email, outline the position he will play as well as any other relevant information.

2. You have been awarded a scholarship to the University of the West Indies. You wish to obtain more
information about what the scholarship covers - accommodations, courses, etc. Write an email to the University
Registrar, Admissions requesting the information you need.
(30 marks)

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 WRITING A REPORT

WHAT IS A REPORT? - A report is an account of a project, process or an incident usually presented in detail. It
is written for a particular purpose and audience. Reports are written to present facts. There are various types of
reports which include; Police, Statistical, Missing person, Club project, Eyewitness, News, School, etc
Reports are expected to be:

Objective – not based on personal feelings or opinions; unbiased

Accurate – factual/based on facts
Comprehensive – including required details
Helpfully organised – information is placed in logical order/sequence

SIMPLE REPORT OUTLINE

The simple report is generally written in the format of a formal letter, with the inclusion of a title after the
Greeting. The title is centred and underlined.

Introduction Introduces account with the 4Ws in reasonable order (who, what, when, where)
Body Gives details of the what and sometimes why
Conclusion Explains the outcome or may give recommendations/suggestions for an outcome

SAMPLE QUESTION: There was an incident on the school’s recreation ground during a friendly cricket match
between female students when two male students interrupted and one’s action caused the injury of one of the
players. As the head boy of the school, write a formal report to be sent to the principal.

Room 12
Form 5S
St. Martin’s Secondary School

23rd November 2020

Mr. Yohance Gibson

The Principal
St. Martin’s Secondary School
Kingstown Park

Dear Mr. Gibson

Report on incident on the recreation ground on 20 November 2020

The incident on the school’s recreation ground occurred on 20 November 2020 at midday. The girls of Form One were
engaged in a friendly cricket match with the girls of Form Two when two male students interrupted the match and one
caused injury to one of the players.

In the middle of the match, Shane Williams, a student of Form Four and Gary Moore, a student of Form Three entered
the field and began heckling the girls. As Sasha, one of the players, ran to take a catch, Shane ran towards her, tripped
her and caused her to fall. Her mouth struck Shane’s boots and began to bleed. Gary tried to stop the bleeding with his
handkerchief, but he failed.

Mr Rohan Thomas, the Physical Education teacher was called to assist. He took Sasha to the school’s sick bay where she
was treated by Mr. Lystra Maingot, the school nurse. Mr Thomas then took Sasha home to her parents. There, an
explanation was given to the parents as to the cause of the incident. The Physical Education teacher, Mr Thomas, is
conducting an investigation of the incident.

Kobe Gurley
Head Boy
St. Martin’s Secondary School

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 LETTER WRITING

The most commonly used form of written communication is the letter. It is a direct or personal written or typed
message addressed to a person or organisation. A letter is written for both social (informal) and business (formal)
purposes.
The three general principles on which all letters are based are:
Clarity clearly expressed content that avoids ambiguity (vagueness).
Conciseness All irrelevant and uninteresting details are excluded
Courtesy Must be polite and courteous in tone; abusive language is objectionable (intolerable)

SOCIAL/ INFORMAL LETTER BUSINESS/ FORMAL LETTER

PRACTICE: Write a letter complimenting a business or company for its outstanding services or products. Be
specific about what you like and give details on your positive experience with the company.
(30 marks)
6|Page TYPES OF LETTERS

TYPE OF PURPOSE GUIDELINES

LETTER
Emphasise what the applicant has to offer the employer. Give
information on experience, qualifications, skills, personal qualities
and interests.

To introduce an applicant to a When writing:

Application prospective employer - State the purpose of the letter; e.g. I wish to apply for the
position of …. as advertised
- Provide background information on the applicant
- Request an interview
If e-mailing, enclose a resume or curriculum vitae (CV)
When writing:
- State the issue briefly but clearly
To convince the reader that - Identify the product or service
you have a valid complaint - Explain the problem
Complaint and to obtain a desired - Propose a solution
response - End the letter respectfully
Make sure that your tone is positive and courteous; not
quarrelsome, demanding or insulting.
Be sure to express how much you value the customer’s business
and concerns. Show that your company is fair and reasonable.

If you CAN solve the problem;

- Express your regret about the situation
- State the correction you will make
- End on a positive note by encouraging future business with
Response to a To tell the customer how you the company
complaint plan to handle the situation. If you CANNOT resolve the problem:
- Thank the customer for bringing it to your attention
- Express regret (not an apology)
- Clearly and concisely explain why your company is not at
fault.
- Clearly state that the company is denying the request, and
give reasons why. (Make this statement at the end)
- End on a positive note, try to keep goodwill for future
business transactions.
Enquiry To obtain information from When writing:
the recipient - State your purpose
- List your questions or requested action
- Encourage a prompt response
Response to To supply information in When writing:
enquiry response to an enquiry - Answer the questions as clearly and as concisely as
possible
- If you cannot answer the questions, explain the reasons
and offer to assist with alternative methods
- Close by expressing willingness to assist where possible.
Order Written to a manufacturer, State if order is placed in response to an advertisement. Include all
wholesaler or retailer to the information that the recipient would need to identify the
request products or services product, such as:
- Product name - model number
- Dimensions - capacity
- Material - quantity
- Price

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 STATISTICAL REPORTS

The Statistical Report gives an objective description of numerical data that are presented in a statistical table,
pie chart, bar or line graphs or histograms.

The Statistical Report involves stating the trends or patterns seen in the table, as well as indicating when the
numbers do not necessarily fall within the general pattern or patterns. When writing a statistical report, one
should not restate the numbers or the information outlined in the table of statistics but rather, one should use
language in order to give a clear idea of the details seen in the table.

There are three patterns which numbers in a table of statistics may take; they are
- Increase: occurs when the figures get bigger; this may happen gradually as in three or four
successive figures.
- Decrease: occurs when the numbers gradually, or in an isolated instance get smaller.
- Consistency: When there is consistency, the figures are flat. There is no rise of fall in the numbers.
Then there is;

- Fluctuation: There are instances when the figures may rise and fall and rise again or when there is no
detectable pattern. In such cases we say the figures fluctuate. Fluctuation is not a pattern so one should
refrain from saying “pattern of fluctuation”.
- Significant Figures: these are separate pieces of information that stand out – they may be the lowest
or highest figures.

1. Use the title of the table to begin your report. For example, begin by saying:
“The table shows/presents/illustrates/represents the number of road fatalities in St. James over a three-year
period, from 2003 to 2005”.

2. Decide if you are going to start analyzing vertically or horizontally. For the purpose of this procedure,
we will start analyzing vertically. Go through each column and state what you see. Begin with the most
obvious details and gradually get more specific and technical. You could say,

“The number of vehicles involved in accidents increased over the stipulated period, with the figures in the final
year being more than twice that of the first year. The number killed saw a decrease in the second year and an
increase in the third year. However, the number killed in the third year more than doubled that of the first year
and almost tripled that of the second year. The figures for those injured present a decrease in the second year
however; the number injured in the final year doubled that of the second year. A similar pattern recurs for the
total killed and injured.”

3. Analyze the table horizontally in order to complete the task.

“In the first year, both the number of vehicles and the number injured were more than those killed, however,
the number of vehicles involved was twice the number killed. The number of vehicles in the second year almost
tripled the number killed and more than doubled those injured. In the final year, the number of vehicles more
than doubled those killed as well as those injured.”

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PRACTICE: Write a Statistical report based on the table below.

Population Trends in St. Patrick by Ethnic Group (X 1000 ) 1995-1999

YEAR CAUCASIAN AFRICAN EAST INDIAN CHINESE

1995 02.0 41 38 .05

1996 02.1 42 43 .045
1997 02.2 39 46 .06
1998 01.9 41 48 .051
1999 01.9 38 50 .048

2020 02.2 41 55 .07

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 CSEC SAMPLE QUESTIONS FOR SECTION B

1. Write a letter to the principal detailing a pressing problem facing the school. Explain what makes the
issue worthy of attention and suggest possible solutions.

2. Pretend you went to your favourite fast food restaurant and while there you received poor service. Write
a letter of complaint to the manager of the restaurant in which you describe in detail what happened and
how you would like the situation to be addressed.

3. You ordered a new phone online. However, when it arrived it was broken. Write a letter of complaint to
the company you ordered phone. Explain the condition of the phone when it arrived to you and what
you would like them to do about it.

4. Imagine that you are keeping a fundraising event for your school. Write a letter to a company of
your choice seeking sponsorship for your event.
Your letter should include information about the following:
• Description of the event
• Date of the event
• Time the event will begin
• Location of the event
• Statement of how the school will benefit from this venture
• Details of the type of sponsorship you are requesting

5. You purchased an item from a supermarket. On arrival home you noticed that the expiry date had
passed. You attempted to return the item but you were told that it was on sale and the manager refused
to give you a refund or replacement.

Write a letter to a consumer protection group or the editor of a newspaper in which you complain about the
quality of the product and treatment which you received.

Your answer will be assessed on how well you

- formatted your letter
- selected relevant and complete information
- organized and expressed the information in your letter
- used appropriate grammar, sentence structure, vocabulary, spelling
and punctuation.

Your letter MUST be in continuous prose.

Make sure to include all the details that would help in highlighting the matter. Your letter should include:

- Details of the complaint, for example:

- Date and time of purchase
- Cost of the item
- Specific condition of the item
- Response of staff

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