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UPM-CALC/SEM2/2016-17/CEL2106/MATERIAL 3

CEL 2106
COMMUNICATION FOR PROFESSIONAL DEVELOPMENT
SEMESTER 2, 2016/17

MATERIAL 3 (WEEK 5-6)


Composing Impressive Job Application Letters

A job application letter; sometimes referred as a cover letter is a one-page persuasive


document that explains how you would fit in and contribute to the success of a particular
organisation. Your cover letter gives you an opportunity to make a strong, positive impression
on an employer and increases your chances of being interviewed. A good way to create a
cover letter is to highlight your skills or experiences that are most applicable to the job or
industry and to tailor the letter to the specific organisation you are applying.

Cover Letter Outline

The outline below should guide you on how to write a job application letter.

(Senders address)_____
____________________

(Date)_____________

(Recipients name,_______
designation & address) ___

Dear (Mr. Mrs. /Miss )

(Subject)___________________________________________________________________________

Paragraph 1: Introduction Introduce yourself and your purpose of writing.___________________


__________________________________________________________________________________

Paragraph 2: Description of yourself (qualification, experience and strengths). _________________


__________________________________________________________________________________

Paragraph 3: Closing Attachment (resume & certs), contact info & express your gratitude. _____
_________________________________________________________________________________

Sincerely,

Signature
(Your name)
UPM-CALC/SEM2/2016-17/CEL2106/MATERIAL 3

Activity 1
Study the sample job application letter below.
a) Referring to the cover letter outline given earlier, discuss what is wrong with the letter.
b) Improve and rewrite the letter.

Sample Letter A
Roslan Fahrin Ali
No. 8, Jln. Russell 3
70400 Seremban
Negeri Sembilan
rfa333@hotmilk.com
7th February 2017

Mrs Marie Jenkyns


Personnel Manager
Ipoh General Hospital
30300 Ipoh
Perak

Dear Mrs Jenkyns

I am looking for a placement within a hospital environment from June to September of this
year. I am writing to you as I understand that Ipoh General Hospital may have appropriate
vacancies available. I have a strong interest in laboratory procedures and clinical diagnostics
which I understand are predominantly carried out at this hospital. As I live only 5 miles from
your site, travel and accommodation would not be a problem for me.

I first became interested in the hospital environment after a school visit to your site. I was
taken on a tour around the laboratories where the differing techniques used in testing clinical
samples for patients were demonstrated. Since then, discussion with my careers adviser has
confirmed my decision to aim for a career in this field.

Through my degree course, I have been able to develop my interest in biochemistry, whilst
improving my laboratory skills along with my numeracy skills. I have gained some experience
in HPLC and have good computing skills, having used several scientific databases. I achieved
68% in my first year examinations and am hoping to achieve a high 2:1 for my course work
this year. While at University, I have also been able to utilise my skills in working with people
through a variety of vacation jobs. My work at a busy insurance office was valuable in teaching
me the importance of ascertaining customers needs and providing clear and accurate
information.

I would be most grateful if you could consider me for any suitable positions. I will be available
for interview at any time and am at my home address in Seremban from late May onwards. At
all other times I can be contacted at my college address. Please find enclosed my CV where
you will find further information.

Yours sincerely

RoslanFrhn A.
UPM-CALC/SEM2/2016-17/CEL2106/MATERIAL 3

Using You View Language, Avoiding I Dominance and Using Persuasive Words
and Phrases

Writing an application letter is particularly tricky, and you could sound conceited or
overconfident if it is not written properly. For example, the overuse of the personal pronoun I
or the lack of a persuasive tone could cast a negative feel to the overall letter.

Sample Letter B
123, Jalan Kebudayaan 243300 Seri Kembangan
Selangor Darul Ehsan

19 March 2016

Customer Service Manager


MAYBE Sdn. Bhd.
Lot 97, Jalan Titiwangsa
40440 Kuala Lumpur

Dear Ms. Wong,

An application for the Post of Customer Service Representative

With reference to your advertisement as posted on Jobstreet.com website, dated 15 March


2016, (Ref. ID: CS300-oPac), I wish to apply for the position of Customer Service
Representative in your company.

I will graduate with a Bachelors degree in Marketing with a focus on Management from
Universiti Putra Malaysia in October 2016. My formal education and working experience
have adequately prepared me with the skills and knowledge required for this position.I took
several courses such as Business Communication, Management Information and
Organizational Behaviour and obtained an A grade for these courses. Thus, it is safe to say
I have fully equipped myself with the fundamental knowledge needed in this field.

I have also gained valuable experience with my short stints as a customer service associate
with both call-centres and retail environments. My work within two high-volume customer-
support call centres for a major telecommunications carrier and a satellite television
services provider required an efficient management of both people and time. I was able to
meet my call-volume goals, handling an average of 56 to 60 calls per day. In these positions,
I demonstrated the ability to resolve a variety of issues and complaints.
I also worked at the customer service desk for AEON BIG most recently, where my
responsibilities included handling customer merchandise returns and issuing refunds. In
addition to this experience, I gained considerable customer service skills during my part-
time employment as a waitress and restaurant hostess while in high school. Therefore,
handling your clients should not be a problem to me.
UPM-CALC/SEM2/2016-17/CEL2106/MATERIAL 3

These opportunities has provided me with a strong insight into people management which
I think is a vital requirement for a customer service representative, and its something I
believe, your company will greatly benefit from.

I participated in extra curricular activities during my campus life, which has strengthened
my communication and interpersonal skills. In addition to these skills, I also possess
leadership qualities and a passion for work in this field. I am sure that my education,
enthusiasm and experience would be extremely relevant to this position and your company.
I offer you the customer service, communication and problem-solving skills you are seeking.

Attached herewith are a copy of my resume and other relevant documents for your
favourable consideration. I look forward to attending an interview at any time convenient to
you.

Thank you.

Sincerely,

SUE
Sue Melvin

Adapted from http://career-advice.monster.com/resumes-cover-letters/cover-letter-samples/sample-cover-


letter/article.aspx

Activity 2

Revise the highlighted sentences in the job application letter above by using You view
language.

No. SENTENCE REVISION

I am sure that my education, enthusiasm and Certainly, you would benefit from an employee who
E.g. experience would be extremely relevant to this possesses the relevant education, experience and
position and your company. high commitment level that I have.

I have fully equipped myself with the


1 fundamental knowledge needed in this
field.

In these positions, I demonstrated the


2 ability to resolve a variety of issues and
complaints.

I also worked at the customer service


desk for AEON BIG most recently,
3 where my responsibilities included
handling customer merchandise
returns and issuing refunds.
UPM-CALC/SEM2/2016-17/CEL2106/MATERIAL 3

These opportunities has provided me


with a strong insight into people
4
management which I think is a vital
requirement for a customer service
representative.

Activity 3

Revise the sentences taken from the job aplication letter above by adding persuasive
language.

No. SENTENCE REVISION

Certainly, your company would greatly benefit from


Its something I believe, your company will
E.g. an employee who possesses the related skills to this
greatly benefit from.
job.

I was able to meet my call-volume goals,


1 handling an average of 56 to 60 calls per
day.

Therefore, handling your clients should


2 not be a problem to me.

and its something I believe, your


3
company will greatly benefit from.

I offer you the customer service,


4 communication and problem-solving
skills you are seeking.

Using The Correct Tenses

Sending a job aplication letter with your resume is a positive way to introduce yourself to a
potential employer. Even though a job aplication letter is only one or two pages long, it helps
a hiring manager assess your personality and job interests. When you write a job aplication,
the use of correct tenses can help greatly in getting the message across to potential
employers.
UPM-CALC/SEM2/2016-17/CEL2106/MATERIAL 3

Activity 4

Study the job application letter below. Replace the highlighted verb forms with the correct
tenses.

Sample Letter C
22 H Venture St.,
Diliman, Quezon City
Philippines

Mr. Vincent Chua


Hiring Manager
Bank of the Philippines Islands (BPI)
12/F Ayala Life-FGU Center, Ayala Ave.
Makati City 1226 April 17,
2016

Dear Mr. Chua,

I wrote this to express my interest for the position of Recruitment Assistant in your esteemed company.

I recently obtaining my Bachelors Degree in Business Administration major in Human Resource


Development Management (BSBA-HRDM) in the Polytechnic University of the Philippines (PUP), I wish
to bring my knowledge, skills and commitment to excellence to your companys innovative environment.

As a Business Administration student, majoring in HR management, I had become equipped with the
necessary knowledge that come with the position including manpower recruitment, workforce
organization, personnel training and compensation as well as legal provisions and other labor concerns.

My internship at San Miguel Corporation also equips me with the crucial skills to work with some of the
best professionals in the recruitment and human resources industry. Being a trainee had developed in
me enthusiasm and a true passion for human resources and has subsequently convinced me that
human resource management is my true calling. For additional details regarding my qualification and
expertise, please review my attached resume.

For additional details regarding my qualification and expertise, please review my attached resume.

Thank you for taking the time to consider this application and I look forward to hearing from you.

Sincerely,
(Jessica Mendoza)
UPM-CALC/SEM2/2016-17/CEL2106/MATERIAL 3

Activity 5

Write a job application letter based on the resume and job advertisment below. Then exchange
the letter with a partner and review on format, organisation, content, tenses, I dominance and
persuasive language.

JOB ADVERTISMENT
UPM-CALC/SEM2/2016-17/CEL2106/MATERIAL 3

RESUME

Name: Jamil Baharudin bin Bahari


Address: No. 13, Jln. Selasih, Tmn. Selasih Indah, 43500 Semenyih, Selangor
Email: jamilbahar@gmail.com
Mobile: 012-34567890

EDUCATION
Monash University
2011 - 2013
Bachelor of Business (Commerce)

Academic Achievements

2013: Commendation: Highest Academic Achievement in Business Law


2012: Invited into Golden Key Honours Society in recognition of above average results
2011: Commendation: Highest Academic Achievement in Statistics

PERSONAL ATTRIBUTES

Effective Communication Skills: Articulate communicator with an appreciation for the


different communication styles required when working with team members or customers.
Honest and Reliable: Strong morals and ethics ensuring honesty, reliability and ability to
responsibly undertake tasks.
Flexible: Understanding of the need for flexibility in order to support last-minute demands
and changes. Comfortable with changing environments and situations, ensuring ability to
remain flexible and adaptable at all times.
Time Management: Dedication to effective prioritisation and management of time by
allocating tasks and recording activities in diaries and daily to-do lists.

WORK EXPERIENCE
SMITH MANAGEMENT CONSULTANTS - INTERN JANUARY 2013 - MARCH 2013

3-month internship with management consultancy firm supporting small businesses with
guidance on business management and policy development.

Achievements and Contributions


Client Engagement: Worked with clients and provided general support under direct
supervision of Management Consultant. Managed client files and followed up key actions.
Business Administration: Assisted with general business administration tasks including
responding to incoming enquiries and preparing proposals for clients.
Report Development: Prepared reports following customer site visits and meetings.
Accurately reported outcome of meetings while identifying tasks and activities that required
follow up by client or consultant.
UPM-CALC/SEM2/2016-17/CEL2106/MATERIAL 3

Research: Undertook extensive research to develop an understanding of various


legislation and regulations relevant to clients' requirements. Collated research into client
files and firm's information library.
Business Development: Contributed to reviews of marketing opportunities for sourcing
new clients. Provided recommendations, including increased social media interaction,
which were received positively.

VOLUNTEER PLACEMENTS
Youth Rehabilitation Centre Ipoh 2010 - 2013
Provided support during various fundraising activities for local community group. Assisted at
events and gatherings including providing suggestions to help meet fundraising targets.
Personally attended various events, including spending time with homeless youth in Ipoh,
Perak.

Community Gardens Volunteer, Beranang 2011 -


Current
Worked in community gardens assisting members of the local community with planting and
caring for allocated sections. Assisted with setup and preparation of community garden,
including general repair and maintenance works.

PROFESSIONAL REFEREES

Joanna Siew Lan


Manager
Youth Rehabilitation Centre Ipoh
Phone: 05-67891011

Jalani Sidek
Maintenance Manager
Community Gardens Volunteer, Beranang
Phone: 03-45678910

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