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

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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
enclosedmymyCV,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:

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"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)

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Section 7 Business Centre

49200 Shah Alam

Selangor Darul Ehsan.

 (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
new technologies as needed. Thanking the reader

Writer’s signature &

3.6 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,

65
Azlan

(DAENG AZLAN BIN ABDULLAH)

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]

1 January 2013 Date

Date

Human Resource Manager

Adiwarna Corporation
Jalan Kenanga Recipient’s
Recipient’s name &
& address
address
28050 Kajang
Selangor Darul Ehsan.

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 Writer’s signature &

ABDUL MULUK ABDUL MALIK 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
e-mail address: Taman Bahagia
[email protected] Kulai, Johor

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.
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  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

 National University of Singapore,
organisation. I graduated in May 2010 from
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

 on my education background and
obtained from UTM, Johor Baharu. For details
work experiences I enclose herewith my CV.

 in my CV, I believe a good balance in
As (c)____________________ (reflect)
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.

Activity 4 I feel I have much to contribute to your company. I would consider myself to
Below are
be extracts
a very of enthusiastic
a job application
and letter. Complete
ambitious person thewhoblanks with the
persistently

correct (f)____________________
form of the word given in (display) a keen
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

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  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
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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-a-
cover-letter.html

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