UHL 2432

English For Professional

Communication
WEEK 6
CHAPTER 1
JOB SEARCH SKILLS

Expected Outcomes

• Demonstrate the ability to use a range of methods to search for

employment opportunities and identify possible sources of support.
• Read job requirements and skills in job searching.
• Write a resume using the format instructed by the lecturer.
• Write a cover letter according to the format taught.
• Produce a video resumé using grammatically correct sentence
structures.
W6 1st Meeting W6 2nd Meeting

1.5.2 Cover letter 1.5.2 Cover letter

W6 1st Meeting

1.5.2 Cover letter

Cover Letter
A cover letter is a document A cover letter typically
sent with your resume to provides detailed
provide additional information on why you are
information on your skills qualified for the job you are
and experience. applying for.

Effective cover letters explain

the reasons for your interest
in the specific organisation
and identify your most
relevant skills or experiences
What is a Cover Letter?

1. It highlights key points in your resume.

2. Expresses your interest in a position.

3. Shows off your qualifications to a prospective

employer.
The Convincing Cover Letter
Why Cover Letters Get Screened Out
Description

●
You may need a job desperately, but the more desperate you seem, the faster opportunity will run from you. Be warm and don not over explain everything.

No Signature

●
Sign your name at the close of your cover letter using black pen. Script fonts on the computers are lovely, but they are no substitute for your own hand written
signature.

Career Goals Out Of Sync

●
Maybe you eventually want to become a massage therapist but for now you need work in advertising. Your prospective employer does not need to know that in
your cover letter. In fact, listing unrelated career goals is one reason so many cover letters and resumes are screened out.
The Convincing Cover Letter
Why Cover Letters Get Screened Out

Getting Too Personal

●
Employers do not need to know the details of your personal life unless they relate to the job at hand. e.g. you’re a parent
applying to a children’s aid organization and want to demonstrate that your empathy comes from your personal experience.

Not Using First Person

●
Write your cover letter in first person. That means referring to yourself with the pronoun “I” rather than
“she” or “he”. Writing in first person makes you sound confident and direct.
The Convincing Cover Letter
Why Cover Letters Get Screened Out
It is True, Sort Of

●
While , we all should put our job experience in the best possible light, never make up qualifications. At best, you will feel guilty and undeserving of the job when
you do get it; at worst it could cost you the job and your reputation if your new employer discovers the inaccuracy.

Wrong Tone

●
Your prospective employer will likely form his or her first impression of you from tone of your cover letter. Have a friend read your letter to be sure the tone is
positive and pleasant.

Deadly Typos

●
Don’t misspell the hiring contact’s name or title in the address in the greeting or on the envelope. In fact, don’t misspell anything at all
Types of cover letter

1. hard copy correspondence that are divided into three general types:

●
The application letter which responds to a known job opening
●
The prospecting letter which inquires about possible positions
●
The networking letter which requests information and assistance in your job search

2. e-mail correspondence
Format of a Cover Letter (hard copy correspondence)

Contact Information

Employer Contact Information

Date of writing the cover letter

Cover Letter Salutation

Body of Cover Letter

Cover Letter Closure

Cover Letter Signature

Format of a Cover Letter
(e-mail correspondence)

Your Contact Information

Date

Employer Contact Information

Email Cover Letter Contact Information

The template of a cover letter includes
three main contents or components:-
1. Opening paragraph–The opening paragraph should include:

●
a) proper salutation
●
b) the purpose of applying for the position
●
c) the details applying for the position

2. Main body–The main body paragraph should include:

●
a) elaboration on your skills for the position
●
b) your education for the position
●
c) your experience for the position
●
d) your training exposure
●
e) your explanation on how you will be valuable to the company

3. Closing paragraph–The main body paragraph should include:

●
a) little explanation on your resume
●
b) your requests for interview with specific contact details (state either address or hand
 Sample format Incorporating
of a Cover Letter Fully Blocked
for UHL2432- Style with Open
email format Punctuation in
(test format in writing a cover
Week 7) letter
Subject :
●
State the purpose / position that you are applying
●
Details of application ( the name of the source + the date the ad has been advertised)
●
Details on education: UMP + Degree in... + CGPA (Optional)

From :
●
1 Technical skills (from ad) with evidence / elaboration
●
1 Soft skill ( from ad) with evidence / elaboration
●
1 technical (mentioned or not mentioned in the ad) / 1 soft skill (mentioned or not mentioned in the ad) with evidence or elaboration

To :
●
Mention of resume attached / video resume (provide link)
●
Request for interview

Date :
●
Full name
Phone number
Email address
LinkedIn URL [optional]

CC/BCC : [Optional]

Dear Ms. / Mr. + name

APPLYING / APPLICATION FOR THE POST OF...

First Paragraph

2nd paragraph

Closing paragraph

Yours faithfully/ Yours sincerely/ Sincerely

Email Etiquette Tips for Job Seekers

1. Set up a job search email account. 

●
When you're looking for a job, it's a good idea to set up an email account just for job searching. That way your professional email won't get mixed in with your personal mail.

2. Use professional/ proper email address.

●
Be sure you have an email account name that is appropriate for business use, i.e. [email protected] rather than [email protected].

3. Use this email account for all your job search communications.

●
Use this account to apply for jobs, post your resume, and connect with your contacts. Be sure to check your account frequently so that you can respond immediately to
employers who are interested in hiring you. Also set up your job search email on your smartphone so you can get notifications instantly.
Email Etiquette Tips for Job Seekers

4. Don't use your work email account. 

●
Many companies monitor email communications, and you don't want to get caught job searching from work. Don't use your work email address for job searching
or networking.

5. Choose a simple font. 

●
Avoid ornate, difficult-to-read fonts. Use a basic font like Times New Roman, Arial, Cambria or Calibri. Don’t use color in your text, either. Use size 10 or 12 point, so
that the email is easy to read, without being too big.

6. Send your email to a specific person. 

●
When possible, send your email to a contact person, rather than a general email box.
●
Address your email to Dear Mr./Ms. + Name .
●
If you don't have a name, address your email to Dear Hiring Manager or simply start with the first paragraph of your message.
Email Etiquette Tips for Job Seekers

7. Use a clear and informative subject line. 

●
Your email message needs a subject line. If you leave the subject blank, the email is probably going to end up in a spam mailbox or be deleted.
●
Make sure you list the position you are applying for in the subject line of your email message, so the employer knows what job you are applying for.
●
In less than 60 characters, you might want to include your full name and the job title in the subject as well. Examples of appropriate subject lines:
●
Subject Line: Chemical Engineer Position / Your Name
●
Subject Line: Application of IT Engineer Position
●
Subject Line: Application for Internship Placement
●
Subject Line: Application for the Post of Site Engineer

8. Explain Why You Are Writing:

●
Be clear about why you are writing and the purpose of your email message. Include this information early on in
the email. The reader is much more likely to respond if they know, at a glance, why you’re reaching out to them.
Email Etiquette Tips for Job Seekers

9. Write like it's a business letter. Use “business formal language”.

●
In general, your email messages should look a lot like business letters. They should include words, not acronyms, slang or emoticons. The email letters should be written in full sentences and
paragraphs. Begin with a salutation, and end with a send-off and your signature.
●
The only difference between an email and a business letter is that in an email you don’t need to include the employer’s contact information, the date, and your information in the top left corner.

10. Keep it brief. 

●
People tend to skim, or even ignore, very long emails. Keep your email brief and to the point.
Email Etiquette Tips for Job Seekers

11. When you apply for a job via email, copy and paste your cover letter into the email message or
write your cover letter in the body of an email message.

●
If the job posting asks you to send your resume as an attachment, send your resume as a PDF or a Word document.
●
Choose a file name that includes your name so that it will be easier for them to track and manage it.
●
Example: Type of the file + Full name
●
Resume_Yasmin Hashim
●
Cover Letter_Yasmin Hashim
Email Etiquette Tips for Job Seekers

12. Include a signature. 

●
Include an email signature with your contact information, so it's easy for the hiring manager to get in touch with you. Including a link to your LinkedIn profile is a good way to
give the hiring manager more information on your skills and abilities.
●
Below is a sample professional email signature:
●
FirstName LastName
Email Address
Phone
LinkedIn Profile URL (Optional)
Email Etiquette Tips for Job Seekers

13. Proofread and Edit.

●
Make sure you proofread your email for grammar and spelling errors. Clear writing is just as important in an
email as it is in a business letter.

14. Send a test message. 

●
Before you send your email, send the message to yourself to check that the formatting works. Also, make sure
that any files you attached are easy to open. If everything looks good, resend the email to the employer. 
Email Etiquette Tips for Job Seekers
• Sources / Taken and adapted from:
• https://www.thebalancecareers.com/email-etiquette-tips-for-job-seek
ers-2062199
• https://www.monster.ca/career-advice/article/formal-language-in-job
-hunting-emails
• https://www.thebalancecareers.com/how-to-name-your-resume-and-
cover-letter-2063300
• https://www.indeed.com/career-advice/resumes-cover-letters/how-t
o-send-an-email-cover-letter-with-example
 Incorporating
Sample Fully Blocked
format of a Style with Open
Cover Letter Punctuation in
writing a cover
for UHL2432
letter
Applicant’s address
●
Name (optional)
●
Address
●
Contact number
●
Professional E-mail address

Date
●
Ms. / Mr. + Full name
●
Position/post
●
Department (optional)
●
Company’s address

Recipient’s address
●
State the purpose / position that you are applying
●
Details of application ( the name of the source + the date the ad has been advertised)
●
Details on education: UMP + Degree in... + CGPA (Optional)

Dear Ms. / Mr. + name

●
1 Technical skills (from ad) with evidence / elaboration
●
1 Soft skill ( from ad) with evidence / elaboration
●
1 technical (mentioned or not mentioned in the ad) / 1 soft skill (mentioned or not mentioned in the ad) with evidence or elaboration

APPLYING / APPLICATION FOR THE POST OF...

●
Mention of resume attached / video resume (provide link)
●
Request for interview

First Paragraph
●
Signature
●
Name

2nd paragraph

Closing paragraph

Yours faithfully/ yours sincerely

 Incorporating Fully
Blocked Style with
Open Punctuation in
writing a cover letter
Fully Block Style with Open Punctuation

The fully blocked layout is now the Open punctuation is often Although fully blocked layout is
most widely used method of used with the fully blocked used by many organisations,
display for all business documents. some still prefer to adopt their
layout. Again this reduces
This style has been commonly used own in-house style for document
since the mid 1970s. It is thought typing time because there is
no need for any unnecessary layout. That is fine too, as long as
to look very business-like and
you remember the golden rule of
sleek. This layout reduces typing full stops and commas. Open
consistency. It is not a good
time as there are no indentations punctuation means missing
for new paragraphs or the closing practice to use one layout today
out all non-essential full stops and another one tomorrow, or
section. Fully blocked layout simply
and commas, for example at leave one line space between
means that every line is aligned to
the left margin. No paragraphs are the end of each line of the paragraphs in some letters and
indented, no headings are centred address, after the salutation two in others. Be consistent.
– everything starts at the left. and closing section. Consistency is good.
Activity 2

Study the sample layout of a business letter and answer the questions that follow.

1. Who is the sender?

2. What is his/her position?

3. Who does he/she work for?

4. Who is the receiver?

5. Is the receiver male or female?

6. What is the reference?

Pre-Cover Letter Business

If you have a company or employer in mind, do some research regarding their policies
and principles.

Review websites, brochures, pamphlets and any other pertinent materials you can find
about the company.

Before you begin writing your letter, take some time to brainstorm. Make a list of
reasons why you’re the ideal candidate.
A Few Things to Keep in Mind

Do not over use “I” Instead, use the word “you” .

Avoid writing more than one page.

The point of the cover letter is to flesh out your resume’s selling points not to
repeat the same things that appear in your resume.
 Begin with…
Proper salutation

●
It is important to include an appropriate salutation at the beginning of the cover letter.

Write your name, complete contact address, and email address

●
Real name: En. Ahmad bin Nazri ~ Dear En. Ahmad / Dear Mr. Ahmad
●
Real name: Mr. Lee Wee Liew ~ Dear Mr. Lee
●
Real name: Ms. Kalpana A/P Vijay ~ Dear Ms. Kalpana
●
Real name: Pn. Fatiha Atika binti Ramlan ~ Dear Pn. Fatiha Atika / Dear Ms. Fatiha Atika

Cover Letter Salutation Examples

By any means necessary, find the name of the recipient/the person you should write to. If you do not know the
name, you may use: Dear Human Resource Manager (*but as last resort option only)
Opening Paragraph

Explains the position you are Explains details applying over the
applying for. job position.
I am interested in the assistant position advertised in
XXX. I am currently employed as Legislative
Director for Assemblywoman XXXX, Chairperson of
the NYS Assembly XXX. I accepted this position
because of the emphasis on the writing and research
skills which are applicable to your requirements for
an author’s assistant (establishes a purpose). My
experience in the NYS Assembly has afforded me the
opportunity to become familiar with the consolidated
and unconsolidated laws of the State of New York. I
also have extensive experience in legal and policy
research (forms details applying for the position)
Body Paragraph(s)
Elaborates on skills for the position

Highlights education for the position

Highlights experience for the position

Highlights training exposed

Explains how you will be valuable to the company

In my position as Legislative Director for Ms. XXX, I am, heavily
involved in the current welfare and medicaid reform movement
(elaborates on skills for position). Earning the degree of YYY has
given me an excellent grounding for the position in the legislative
practices (qualification highlights education). I believe my experience
in the Legislature, and my research and writing skills qualify me for
consideration (qualification highlights experience). I also prepare her
personal legislation which deals with issues relative to her position as
Senior Member of the NYS Assembly Standing Committee on
XXXX (qualification highlights training). I will be valuable asset to
your company and use this as an opportunity to grow and further the
development of my skills in the field (explains how you will be
valuable to the company).
Closing Paragraph

Mentions resume

Ask for an interview with specific contact details. State either address or
hand phone number
To further acquaint you with the specifics of my background I am
enclosing my resume (mentions resume). I hope you will consider me
for this position as I can be reached at the above address or by phone
at (019) 2710000 (request for interview with specific contact details).
I look forward to meeting with you and discussing my qualifications
in more detail.
W6 2nd Meeting

1.5.2 Cover letter

Editing Cover Letter
 v. Phrases to use in writing cover letter

●
a) I am writing to you in response to your advertisement in the Washington Post, dated May 13th, 2015.
●
b) As you can see from my enclosed resume, my experience and accomplishments match this position’s requirements.
●
c) I would like to point out......(add text that is most relevant to the position.)
●
d) During my 5 yrs. with XXX, I initiated extensive improvements that resulted in garnering 30 more clients for the period ending....
●
e) I would appreciate the opportunity.... to meet with you to discuss my qualifications for your position, OR,...to speak with you in person.
●
f) Please accept this letter as an expression of my interest in the position of...
●
g) A copy of my resume has been enclosed for your review.
●
h) I believe that my skill-set matches perfectly with your requirements.
●
i) I possess the right combination of nursing skills to be an asset to your organisation.
●
j) I would welcome the opportunity to meet with you to discuss my potential contributions to your company.
●
k) I look forward....to hearing back from you....OR.....to your reply.
Activity 7
The cover letter below is Circle the letter of
divided into ten parts.
Each part has three the best statement
statements choices. for each part.
Activity 8
Good verbs can go a long way towards
giving your accomplishments. Incorporate
some of these powerful action verbs to
make your cover letter more appealing
http://www.students.ubc.ca/careers/inde
x.cfm?LinkServID=5BCAD8B9-C295-9743-
FD54DD95EF1CF4F5&showMeta=0
Additiona
l notes
 Use your keywords to build success

Keywords from the job ad gives you

all the information you need.
You can use your transferable skills to
bring success to your resume.

Key Words To Build Success

Making a list with your job position

objective on one side and yourThejobJob position objective Your Job history transferable
history transferable skills on the other will Skills
help you draw from all the positive job
history you have.
 Personal Keyword List

Experience Ability Success Responsibilities Roles Personal Attributes

Demonstrated skills in Trained in Promoted to In charge of Analyzed Committed to

Extensive academic Competent at Succeeded in Supervised Established Confident

Experienced in all aspects of Expert at Proven track record in Familiar with Formulated Enthusiastic user of

Knowledge of Working knowledge of Experience Employed to Initiated Thorough

involved/included

Experienced as Coordinated achieved Assigned to Managed Actively sought

Practical background in Organized Instrumental in Project managed Presented Motivated

Provided Technical assistance to Executed Delivered Mediated Created Influenced

Communicated Proficient in Imagined Translated Designed Persuaded

Do

1. Double and triple check before sending

2. Check for spelling errors and typos--
professionalisms a must
3. Don not go over a page.
4. Be sure to send both resume and resume cover
letter to the prospective employer.
References
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xzz23OiIhyov
)
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umcadministrationcourse.pbworks.com/f/unit+6+job+interview.doc
Thank you.