1.module Cover Letter [PDF]

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UNIT 3 JOB APPLICATION LETTERS CONTENT 3.1 Addressing a Job Application Letter (also known as Cover Letter) The main objective of preparing a job application letter is to get the recipient to read your CV (curriculum vitae). It should be clear, brief and straight to the point. Here the writer is simply telling the employer that he or she is worth having a look at. The application letter should be brief, no more than one page in length. It should be easy to read and scan through. It should include only the absolute necessary information. There are two types of job application letters which are: 1. Solicited Cover Letter: a letter written in response to a job advertisement or a referral. No special attention-getter because you have been invited to apply. 2. Unsolicited Cover Letter: a letter which you write to inquire about the possibility or a job opening. You need to start by capturing the attention and interest of your employer.



The style which the writer chooses is not important, there are many different styles of job applications and professional letters, and this comes down to personal preference. However usually on the top, whether it is on the right or left hand side, there 61



should be the writer’s address and the date. Following this, on the left hand side the writer should write the recipient’s address. Ensure that the name of the person, his/ her title, company name, and address are included. This is probably obvious, but make sure the spelling of recipient’s name is correct, nothing worse than receiving a letter incorrectly addressed or misspelled. It gives a poor first impression. 3.2 The Introductory Paragraph The first paragraph should simply state the reason why the writer is writing to the employer. If it is an advertised position, mention the position title and where it was advertised. If there is no advertisement on job vacancies then the writer should specify that he or she is applying for any current or future employment opportunities. One of the easiest ways to start this paragraph is with the following statement:



Pleasefind findenclosed enclosedmy myCV, CV,which whichI Iam amforwarding forwardingtotoyou youas asan an Please applicationfor forthe theposition positionof....... of....... application 3.3 The Main Body The main body of the letter should be two to three paragraphs at the most. Here is where the writer tells the employer what he/she has to offer and why the employer should read his/her CV. This is a good time to read the job advertisement again. In one paragraph (two at the most) the writer needs to summarise his/her experience and skills, at the same time it is a need to respond to the position requirements as in the advertisement. Analyse the career and summarise it in a few sentences, highlight what are the writer’s areas of expertise, or how many years in the industry he/she might have, or even the level that he/she has reached. This paragraph should direct the reader to the CV and should sell some unique points that the writer might have. A good way to start this paragraph is with a statement like this: 62



"You will see from my enclosed CV...." then go ahead and tell something about the career which will straight away get the employer’s attention. The next part of the body of the letter should be a brief description of the writer’s personal skills. He/she needs to read again the advertisement again and respond to the company’s needs. If the company is looking for someone with good co-ordination skills, then ensure he/she mentions something to that effect. Use adjectives like "demonstrated ability", "well developed", and "strong". 3.4 The Closing Paragraph The closing paragraph should ask for some actions from the recipient. This is where the writer asks for an interview. It should also state where and how the employer can reach the writer, and it should thank the recipient for giving the opportunity for the writer to apply. For instance, the writer may write something like this:



shouldyou yourequire requirefurther furtherinformation..... information..... should Finish the letter by adding a closing remark, either “yours sincerely”, “yours faithfully” or whatever the writer feels comfortable with and obeying general letter writing etiquette. Leave a few spaces for the writer’s signature and then place the full name. Before mailing the application letter, read it over again, making sure that it is perfect. Special attention should be given to ensure that:



the letter is



there are no grammatical or



not too long



spelling errors



the job requirements are fulfilled the application letter flows and easy to read



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Edit the letter many times and remember that the job application letter is just as important as the CV itself. The letter should invite the recipient to read the resume; in turn the resume should raise enough interest for the future employer to want to interview the writer. The interview is where the writer will demonstrate his/her skills and abilities.



3.5



Sample of Solicited Job Application Letter



A Solicited Letter



Daeng Azlan bin Abdullah



Writer’s name & contact information



Lot 231, Jalan Kemajuan 46350, Petaling Jaya



Date



Selangor Darul Ehsan. (03) 7728 8868



Recipient’s name & address [email protected]



23 March 2013



Salutatio n Title



Human Resource Manager Fazstar Global Sdn. Bhd. 13-09 Grounfloor (G01) Section 7 Business Centre 49200 Shah Alam Selangor Darul Ehsan.



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(Attn: Mr. James Lim)



Dear Sir,



Application for the Position of a Programmer.



I am writing to apply for the Programmer position advertised in the Times Union dated 20 State the position you are applying March 2013. As requested, I am enclosing a completed job application, my certification, my for resume and three references.



The opportunity presented in this listing is very interesting, and I believe that my strong technical experience and education will make me a very competitive candidate for this position. The key strengths that I possess for success in this position include: I have successfully designed, developed, and supported live use applications I strive for continuous excellence



The mid-section of your letter should state your skills & qualification



I provide exceptional contributions to customer service for all customers



With a Bachelor of Science in Computer Programming, I have a full understanding of the full life cycle of a software development project. I also have experience in learning and excelling at Thanking the reader new technologies as needed.



3.6



Writer’s signature & Sample of Unsolicited Jobname Application Letter



Kindly please refer to my resume for additional information on my experience. I can be reached anytime via my phone and email as stated above. Your immediate response is highly appreciated. Thank you.



Yours sincerely, Azlan (DAENG AZLAN BIN ABDULLAH)



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Abdul Muluk bin Abdul Malik 13 Lorong Pari-pari Sungai Sialang Writer’s Writer’s name & contact information 74400 Melaka. e-mail address: [email protected]



Date Date



1 January 2013 Human Resource Manager Adiwarna Corporation Jalan Kenanga 28050 Kajang Selangor Darul Ehsan.



Recipient’s Recipient’s name & & address address



Dear Sir/ Madam,



Salutation Salutation



Application for the Position of an Administrative Assistant.



Title



Today’s advertisement column in The Sun reports that your company is expanding its operation from Kajang to Melaka. Perhaps an administrative assistant is needed at the new premises. I think you might be interested to the qualifications and experience I have previously.



  



State the position you are applying for



Three years of working experience as a trainee administrator in CNR Holdings has provided the communication and management skills and knowledge. Skills in utilising software programmes like Power Point, Microsoft Word, Excel and Publisher besides operating photocopy and fax machines. Strong interest in dealing with people and good social and communication skills.



The mid-section of your letter should state your skills & qualification I believe your company offers the experience and opportunity for me to expand my talent and ability. My resume is enclosed for you to consider and refer. I hope you will inform me for the meeting arrangement soon. Thanking you in anticipation.



Thanking the reader



Yours faithfully, Muluk ABDUL MULUK ABDUL MALIK



Writer’s signature & name



Encl:Resume



Activity 1



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1.



Green Ocean Ltd. has advertised the position of a junior accounts assistant. You want to get an application form. As the due date of the submission of the form is just around the corner, you decide to make a call to ask for the form. Act out the part of the applicant and the receptionist with you friend. The conversation should be about the form and the details related to the position advertised.



2.



What is the difference between solicited cover letter and unsolicited cover letter?



Solicited Cover Letter



Unsolicited Cover Letter



Activity 2 Read the solicited letter provided below. Check the format and sentences used in the letter. Identify if there are any errors. Then, rewrite the revised letter on a piece of paper and compare your answers with your friends.



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1 April 2012



Maria Melissa Agus 234 Jalan Kenanga Taman Bahagia Kulai, Johor



e-mail address: [email protected] The Personnel Officer, Tariq Corporation, 84000 Jalan Sialang, Tangkak, Johor. Dear Sir/ Madam,



With reference to your job description for the post of trainee accountant in The News Straits Time, I want you to consider me. I wanna tell you that I am a 20-year-old college leaver who has just completed my diploma in Accounting. As so you know, I recently completed a two-month course on Microsoft Office in Open University. Besides, I attended a “Business Communication” workshop that now I know I am very good at dealing with people. I want you to examine the enclosed resume for details of my qualifications and experience, and give me a ring for more information. I can be contacted for an interview at 011-16272838 or through e-mail address above. Your sincerely, Maria Maria Melissa Agus Encl: Resume



Activity 3 The following is an advertisement which is not arranged under appropriate headings. Rearrange the items under the appropriate sub-headings. Communications Manager  Direct and lead the Centre in order to deliver professional, cost effective, and quality telesales functions. 68



 University graduate with over 5 years relevant experience.  Work closely with counterparts within the company to achieve the mission and objectives of the Centre as well as meet the objectives of the business units.  Develop the Centre into a successful operation centre.  Good team building and interpersonal skills.  Thorough productivity and quality management knowledge. Dear Sir/Madam,



I am a hard-working, (a)____________________ (commit), determined and



Responsibilities







Requirements



(b)____________________ (discipline) individual seeking a position in your organisation. I graduated in May 2010 from  National University of Singapore, Singapore with a master’s degree in English (Applied Linguistics). I am also a holder







of Bachelor of Education (TESL) specialising in English for Specific Purposes which I obtained from UTM, Johor Baharu. For details  on my education background and work experiences I enclose herewith my CV.







As (c)____________________ (reflect)  in my CV, I believe a good balance in academic



and



extra-curricular



activities



is



important.



Through



these



(d)____________________ (activity) I have (e)____________________ (develop) and strengthen my leadership qualities and team spirit. I have learnt to persevere



(Adapted from: Workplace English)



and to be patient under mental and physical pressure.



I feel I have much to contribute to your company. I would consider myself to Activity 4 be extracts a very of enthusiastic and ambitious person thewho persistently Below are a job application letter. Complete blanks with the a keen correct (f)____________________ form of the word given in (display) the brackets.



interest



in



business



and



(g)____________________ (possess) excellent communication skills. I am a very fast learner with high aspirations for the future. It is (h)____________________ (this) qualities that I believe would be an asset to your organisation to facilitate future growth.



69 I can (i)____________________ (make) Should a position be available myself available to meet you at your convenience. I look forward to hearing from you soon. (j)____________________ (thank) you in anticipation.



Yours sincerely, Hanim Hanim binti Kamarudin (012-786 3424) [email protected]



Activity 5 Think of a job that you would like to apply and prepare its job specifications. e.g.: My ambition is to be a teacher. The job specifications of being a teacher include: 



prepare teaching materials







prepare test and examination questions







master the subject content, etc…







……….







……….



e.g.: My ambition is to be a sales manager. The job specifications of being a sales manager include: 



lead sales team and develop new markets/products







good leadership qualities, communication skills, and flair for selling 70







organise training programmes for sales executives







……….







……….



Activity 6 Write a job application letter applying for any of the positions below.



MUTIARA MOTORS SDN. BHD.



We are interested in hiring people who are dynamic, hardworking and motivated to develop our company as a well-known international car trader. Here, we have a wide variety of job opportunities for you:



Promoter/Sales Assistant Technician Engineer Marketing Manager MUTIARA MOTORS SDN. BHD. Interested candidates are invited to apply online or write-in with comprehensive LOT 1733, JALAN SRI TEBRAU, resume. For enquiries, please email to [email protected]. 81000, JOHOR BAHRU.



Activity 7 71



Prepare an unsolicited job application letter as an Assistant Engineer at UM Land Berhad. REFERENCES Foo, K., Nor Azni, A., Noorzan, H.M.N., & Seng, T. C. (2008). Communication Skills for the Workplace. Selangor: August Publishing. David & Geoffrey, W. (1993). Correspondence about Employment in English for Business. Oxford: Made Simple Books. Vijayarajoo, A. R., Nair, R., & Menon, S. (2008). Workplace English (2nd. Ed.) Selangor: Prentice Hall. Zulida Kadir (2006). Technical Communication II: Teaching Module 1122. Batu Pahat: Kuittho. __________ (2011, December 23). Writing a Resume. Retrieved from http://writingaresume.info/i-need-help-with-writing-a-resume-and-maybe-acover-letter.html



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