AE501 TP2C e N6 new

WRITE COVER LETTERS What is a ‘cover letter’?

• A Cover Letter is a letter of application which accompanies a resume (or cv).

• The purpose of a cover letter is to introduce yourself to a prospective employer, bring attention to your enclosed resume and create a desire in the employer to have an interview with you.

Things to be considered:

• A cover letter is essentially a business letter and thus should follow the protocol of a

business letter.

• A cover letter should consist of whatever the job advertisement requested for, example

if they ask for a photo or photocopy of IC please add it to the cover letter or if they are

looking for specific competencies, please list them all in the cover letter.

• The cover letter is also where you have to validate that you have the competencies

they are seeking in the job advertisement and substantiate with evidence/experience.

If you have the space, it is good to provide more competencies that you think might be

important for the job which they did not ask for. Avoid fabrication.

• Keep the letter relevant. Ensure you are able to mention how you will and can use your

competencies (substantiated with evidence) to contribute to the job.

• Always share in the cover letter what position you are applying for, what is your status

now (working or studying and where at), and where and when did you view the job

advertisement.

• Always conclude with a request to meet i.e. “I am keen to meet up with you to share

with you more on what I can contribute to your company at your most convenient

AE501 COMMUNICATIVE ENGLISH 3

AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

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time.” After that, please ensure that you have left your contact number and email for

easy reference.

Important items in the cover letter are:

• Introducing yourself

• Highlighting your strength

• Gaining an interview

Normally, the cover letter is written in response to a particular job advertisement. Therefore, each

letter needs to respond to the requirements of the job advertised.

A cover letter is a business letter written by an applicant stating his/her interest in the job advertised.

The purpose of writing the letter is to convince the employer that you are the right candidate for the position.


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FORMAT OF A COVER LETTER

To indicate to the receiver that additional papers are enclosed with the letter

E.g: Enclosure Enc.

**Salutation should agree with the receiver’s name

Purpose: to inform the receiver the purpose of the letter

E.g: APPLICATION FOR THE POST OF JUNIOR ACCOUNTANT Application for the Post of Junior Accountant


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**Salutation

Address

Mr.AnasHasrizal

Manager

MRCB Holding

41000 Klang

Selangor

Manager

MRCB Holding

41000 Klang

Selangor

MRCB Holding

41000 Klang

Selangor

Salutation Dear Mr.Hasrizal Dear Sir Dear Sirs

Complimentary

close Yours sincerely Yours faithfully Yours faithfully

There are two different types of cover letters;

a. solicited

b. unsolicited

What is a Solicited Cover Letter? A solicited letter is a letter of Application for an advertised job. Basic points covered in a solicited

letter include:

1. Attention getter.

2. Position you seek.

3. How you learned about it.

4. Your qualification.

5. How can you help in the growth of the company or the organization.

6. Request for an interview.


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The elements of a Solicited Cover Letter

[Your name in full as reflected in resume]

[Address Line 1]

[Address Line 2]

[Date]

[Name of Hiring Manager]

[Designation of Hiring Manager]

[Name of company]

[Company Address Line 1]

[Company Address Line 2]

Dear [Salutation] [Surname of hiring manager],

RE: Application for XXX Position

[Paragraph 1]

This paragraph should introduce you to an employer in a relevant way. Try to

find a good ‘hook’ by stating how you can be relevant and contribute to the job.

It could also start with why you are interested in the job or company and what

interests you i.e. impressed with the opportunities they offer. State where you had found out about the job (i.e. online [where], newspapers, mutual contact

etc) and the date which the advertisement was dated. Make the opening strong

and positive.

[Paragraph 2]

Explain in this paragraph what you can offer to the job in terms of your previous skills, interests and qualifications. Back them up with the relevant experience. Explain to the reader what makes you the best person for the

vacancy. To understand what they are looking for, carefully read and understand the job advertisement. Ensure you are able to cover most of the competencies and skills they have stated in the advertisements.


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[Paragraph 3]

Bring in other competencies and skills (backed up with experiences) that are not requested in the job advertisements but would help complement the

skills listed above i.e. teamwork skills, customer service etc.

[Paragraph 4]

Explain why you are interested in the job and company. Research on the

company and share how you view the job will fit your plan, interests etc. This

is where you share with them that you want the job. Use a positive closing statement, saying what you would like to happen next i.e. “schedule a meeting at your most convenient time to share with you how I can best

contribute to your company”. Remember to add in your contact information here (email and contact no.)

Yours sincerely,

[3-4 lines in between]

[Your Name]

Enclosed: Resume


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Below are samples / examples of a solicited cover letter: SAMPLE 1

1234 Benbow Road

75250 Melaka

18 January 2013

Mr. Jenny Mellon

Midwest Technology Company

4500 Perak

Dear Ms. Mellon,

Application for the Post of Systems Analyst

I am applying for the position of systems analyst advertised 10 January 2013 with

the placement service. The position fits my qualification, experience, career

interests and expertise.

According to the advertisement, the position requires experience in computer

systems, financial applications software, and end-user consulting. I am a major in

management information systems and have training on mainframes,

minicomputers, and microcomputers. I also have experience with a number of

software programs and applications. I have 5 years of practical experience as a

programmer. During this job, I got exposure to complex computer programming

and operations. Additionally, I worked in ABC company assisting in computing

operations where I gained some practical knowledge. Enclosed is my resume that

provides more details on my qualifications, experience and expertise.

My background and career goals perfectly match your job requirements. I am

confident that I can perform the job effectively. Furthermore, I have read and


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heard about your company and have strong desire to work with this company

with excellent reputation and working environment.

I request you to please consider me for a personal interview to discuss my

qualifications and the job opportunity. Please give me a call at 555-6344. The

best times to reach me are before 10 a.m. or after 4 p.m.

Thank you for your consideration. I look forward to talking with you.

Sincerely,

Ray

(Ray Prasad)

Enclosure


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SAMPLE 2

42, JalanManggis

Taman Maju Indah

72520 Malim, Melaka

Phone: 012-56565656

May 25, 2012

Personnel Director

Astra Hotel

54000 Bangsar

Kuala Lumpur

Dear Sir,

Application for the Post of Receptionist

I am very happy to give response to your advertisement of receptionist position

published in jobstreet.com. I really want to occupy this job. My qualifications

closely meet requirements mentioned in your advertisement.

I have experienced in working as hotel receptionist during my six month

internship. I have worked at First World Hotel. I registered guests as they arrive,

controlled and monitored booking and reservations, performed good service for

guests, performed greeting and welcoming to guests and completed bills properly.

I got good appreciation from guests due to my polite attitude.

I have good communication skills that allow me to welcome guests and perform

helpful attitude. I am able to use computer and familiar with various

computer programs. I have strong leadership and organizational skills. My self-

discipline is my principal.


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I have enclosed my resume along this letter. I hope that it can explain my skills

and experience. I am very glad to meet you for interview section. You can contact

me at 017-7267622 or send information to my email address at

[email protected]. Thank you for your attention.

Yours faithfully

Vanda

(Vanda Luisa)

Enclosure: Resume

However, the above samples are only applicable for candidates who have work experience. For

a fresh graduate, you may refer to the following sample:

mailto:[email protected]


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12, Jalan TTU 4

Taman TasikUtama

73500 Ayer keroh

Melaka

July 24, 2012

Mr. Dustin Luke

Local Communication Corp.

13200 BatuFerringhi

Pulau Pinang

Dear Mr. Luke

Application for the Post of Junior Electrical Engineer

I am a diploma student of PoliteknikMerlimau, Melaka and I would like to apply for

the position of junior electrical engineer in your highly esteemed company. I have

seen your advertisement for this job opening from the News Straits Times.

I have attached in this letter my curriculum vitae to be able to provide you with

some information on my educational background as well as my experiences in the

field of engineering. I had my internship at the Global Technologies in Malacca

and from that I was able to develop my skills and broaden my knowledge in this

field of my specialization. Having mentioned my qualifications, I believe that I

would be an asset to your company if ever I will be hired for the position.

I would be very happy if you could grant me for an interview at your most

convenient time. I will confirm my interview by calling your office tomorrow. I would

be very glad to be scheduled for an interview with you. Thank you.


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Sincerely Yours

Johan

(Johan Samad)

Enclosure: Resume

What is an Unsolicited Cover Letter?

An unsolicited cover letter is written to an employer that might not have a position posted but is

an employer that you have a strong interest in working for.

It can also be used if you receive, through your contacts, the name of someone that might be

looking to hire someone. In an unsolicited cover letter, you want to make it clear what type of

position you are looking for, your academic background and why you are interested in that

particular employer.

Sometimes there may not be jobs in the newspapers which you are qualified to apply for.

In this case you can write an unsolicited letter of application. Begin simply with an

introduction and then mention the job you wish to apply for.


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For example:

I am a recent graduate from Politeknik Ungku Omar with a Diploma in Civil Engineering. I would like to apply for the post of Site Supervisor, if there is a vacancy.

I would be interested in discussing with you the possibility of employment as an Assistant Engineer with JD Sdn Bhd.

or begin with a question that states the purpose of your letter. For example:

Could you use a Polytechnic graduate with a Diploma in Food Technology in your organisation?

You may also want to apply for a post in the company where you did your industrial training.

In this case, you may even call up the company and talk to the people you know first.

Mr. Calvin Lee, my supervisor during the industrial attachment I had at SONY Electronics, has informed me that there is a vacancy for Technical Supervisor. Having had a wonderful experience at SONY, I would like to apply to be a full-time member of your staff.

If you call the company and they ask you to write in to apply for the job, you can try the

following:


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As requested by you during our telephone conversation on 2nd of May, I am submitting my application for the post of marketing executive.

I had a wonderful experience at Cannon Marketing during my industrial training from 23rd May till 30th December, 2000. I learned a lot and made many friends, most of whom I still keep in touch with. I feel that I will have no problem fitting in again and hence will be able to make an immediate and direct contribution to the company.

Read the following sample of unsolicited letter of application.

647 Taman PD Utama

71000 Port Dickson

Negri Sembilan

20 May 2011

Ms Florence Ng

Department Manager

EFTG Industries Inc

Lot 6 JlnP/10

56100 Cheras

Kuala Lumpur

Dear Ms Ng

Application for the Post of Sales Executive


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I am writing in the hope that you are seeking an addition to your marketing team.

A new person can provide innovative approaches to the challenges of marketing.

I am an innovator of new ideas, an excellent communicator with buyers, and

have two years’ experience in marketing.

Presently, I am marketing computer products for a major supplier using radio and

news advertising. I have a reputation for putting forth the effort required to make

a project succeed.

Enclosed is my resume for your consideration. EFTG Industries, as I have found

out, has a reputation for excellence. I would like to use my talents to market your

line of quality technical products. I am most willing to discuss with you my talents

and how they can benefit your company. If you prefer, you can also contact me

in the evenings at 06-6478888.

Thank you and I look forward to meeting you.

Yours sincerely

(Karim Abdullah)

Encl 1 (Resume)


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COVER LETTER DOS AND DON’TS

Cover Letter: Other things to take note of

• Keep the tone of the letter professional and befitting of the expectations of the employer.

• Ensure the letter is easy to understand and read. Avoid using jargons or acronyms. If you

are using acronyms, always state out its full title before adding in brackets the acronym to

facilitate easier understanding in subsequent paragraphs i.e. Politeknik Merlimau Melaka

(PMM).

Do not copy all the information in your resume, just highlight important points.

Do check spelling and grammar

Do get to the point! Be direct! Include the title of the position you are interested in and the move on to your specific qualifications immediately

Do address the specific position advertised

Do personalize your letter -call the company or look on its Web site to find the correct contact. “To whom it may concern,” doesn’t sound like an important correspondence

Do not use long words to impress


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• Do read through your cover letter a few times (preferably not immediately) to look out for

spelling or grammatical inaccuracies.

• Ensure that your cover letter has the same font size and style as your resume text. Do

not let it go beyond one A4 page.

• Place your cover letter and resume in the same document to make it more convenient for

the hiring manager to view and print.

Cover Letter Tips

The cover letter should put the best light on your qualities and achievements. This is also true of

resumes and personal statements in job applications. Use words and phrases that will help you

create a positive impression.

Avoid unassertive phrases such as “I feel that” or "I think that."

Choose “action” words and phrases such as “achieve”, “experienced in”, and “provided

assistance to.”

Here are some more useful phrases for your cover letter and resume:

I first became interested in a career in ...

I have experience in ...

I am interested in ...

During my previous position, I ...

In this postition, I gained ...

I enclose my resume for your consideration.

Thank you for taking the time to consider my application.


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How to Make Your Cover Letter Stand Out? • Be yourself. A “formula” approach is fine, but each letter should reflect your personality

and your enthusiasm. Let it shine through. Take pride in who you are and what you’ve

done. The reader is looking for a human being, a person who knows what he or she can

offer and can express it well.

• Clearer expression. Most people come close to expressing what they really want to say

but usually miss the target. Take the time to craft your words and sentences to mean

exactly what you intend and you’ll be in great shape. Ask others to review your

letter/résumé to ensure that you’re communicating what you want to say.

• Write in the active tense. Active verbs are the key when writing cover letters and

résumés. Instead of saying, “...my best attributes include team play and motivating

people,” say “I’m a dedicated team player who can motivate people…” The latter

promises a go-getter employee – someone who can take action instead of waiting to be

led by the hand.

Common Mistakes!!! • Writing to a department or title. It’s always best to write to a real person with a real title.

The exception to this is when you’re answering an ad and specific contact information is not

provided.

• Using “Dear Sir.” Many cover letter readers are women. If you cannot get the name and

title of someone to write to, it’s safer to use either a job title or generic title like “Dear Human

Resources Manager,” or “Dear Sir/Ma’am.”

• Overusing “I.” It’s okay to refer to yourself, but not in every sentence. Remember to use

“you” even more. Show the “you” to whom you are writing that you’re more concerned with

meeting his or her needs than meeting your own.


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• Exaggerating your experience. Don’t “stretch” anything you say. Be completely truthful

while still presenting yourself in the best possible light.

• Forgetting to give the employer a way to contact you. Never forget to include your

phone number or email address or both. How will the employer let you know about your

upcoming interview if he or she can’t call and tell you about it?

• Forgetting to sign the letter or to attach your résumé.


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References:

A5003 Module, English for Technical Purposes 5 (JPP, KPT)

A501 Module, Politeknik Merlimau, Melaka (December 2012)

http://www.ntu.edu.sg/CAO/Documents/Resume%20and%20Cover%20Letter%20Quick%20Gui

de.pdf

http://hubpages-hubber.hubpages.com/hub/Solicited-Application-Letter

http://www.writing-tipstoday.com/info/Resume-Writing/Cover-Letter-Tips.html

http://www.myfuture.com/careers/articles-advice/creating-your-cover-letter?

http://www.ntu.edu.sg/CAO/Documents/Resume%20and%20Cover%20Letter%20Quick%20Guide.pdf

http://www.ntu.edu.sg/CAO/Documents/Resume%20and%20Cover%20Letter%20Quick%20Guide.pdf

http://hubpages-hubber.hubpages.com/hub/Solicited-Application-Letter

http://www.writing-tipstoday.com/info/Resume-Writing/Cover-Letter-Tips.html

http://www.myfuture.com/careers/articles-advice/creating-your-cover-letter

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