A5003/Unit 4 _______________________________________________________________________________

ENGLISH FOR TECHNICAL PURPOSES 5 A5003

UNIT 4

Writing a Covering Letter

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UNIT 4

Writing A Covering Letter

GENERAL AIM You should be able to write a covering letter to accompany your curriculum vitae when you want to apply for a job. SPECIFIC OBJECTIVES At the end of the unit, you should be able to: 1. write an appropriate Covering Letter (to accompany a Curriculum Vitae) using an acceptable letter format and style 2. clearly state the purpose of writing in the covering letter 3. quote correct reference number wherever applicable, such as for jobs advertised in the newspapers 4. where appropriate, draw attention to salient points such as experience and skills in relation to the job requirements (as stated in the Curriculum Vitae) 5. write Covering Letters for unsolicited job applications as well as for jobs advertised 6. identify grammatical, spelling and typing errors in the Covering Letter and correct them

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In Unit 3 we looked at Curriculum Vitae (CV). When you send your CV, you should send a Covering Letter along with it.

What is a covering letter? What will happen if you send your CV without a covering letter?

What do you think is the purpose of a covering letter? Think of at least 3 reasons: a. b. c.

Special Note Covering letter is used in British English, while Cover letter is used. in American English. BEFORE YOU READ Have you ever sold a product before? In what ways is applying for a job the same as selling a product?

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Task 4.1

Now read the following Covering Letter and answer the questions that follow:
1 SS15/10A Subang Jaya 49500 Petaling Jaya Human Resources Manager Seven Happiness Travel Sdn Bhd 11 Floor Suite 4 Wisma Ayam Rakus 22 Jalan Wang Ladang 59400 Kuala Lumpur Dear Sir/Madam Recruitment Advertisement for Tour Promoter, The Star, 25 December 2000 I would like to apply for the above-mentioned position. I am a recent graduate from the Business Department of the Ohio State University in the USA, where I obtained a Bachelor's Degree with Honours in Business Administration. While I was studying there, I was active in several clubs and organizations, including The Young Entrepreneur's Society, The Geography Club, and The Asian Students' Association, in which I served for three years as Treasurer and one as Vice-President. Further studies, activities, and work experience are detailed in my enclosed curriculum vitae. Before returning to Malaysia, I travelled extensively in Europe for four months on a Eurail Pass, which I enjoyed very much and learned a lot from. Now that I have returned, I would like to use my knowledge in a position where I can travel some more. I am available at your convenience for an interview. Please feel free to call me at the above number. I look forward to hearing from you. Yours faithfully

2 January 2001

Rosita Kumari Wong

(Adapted from The Star, May 18, 1998)

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Thinking aloud 1. 2. 3. 4. 5. What job is Rosita applying for? What are her qualifications? Does she have any work experience or skills? Are her qualifications and skills relevant to the post applied for? What is her reason for applying for the job?

Now read the following article taken from a newspaper and see if your opinion is the same as the writers. Reading Passage

Turn Qualifications into Employer Benefits

In this letter, Rosita Kumari Wong is attempting to make a sale. Her product? Herself. Imagine that you are the Human Resource Manager who has to decide whether or not to grant Rosita an interview. Based on what you read in her letter are you likely to give her a call? Probably not. While Rosita spends a fair amount of time promoting her qualifications, she does little to explain how they will work for the potential employer. Don't let this happen to you. Begin your job application letter with a catchy opener that addresses your potential employer's needs. Then, in the limited space available to you, explain how two or three of your key qualifications can be beneficial to the employer. Let's go through Rosita's letter and see where she might have done better. Seven Happiness Travel is obviously in need of a tour promoter, but Rosita's letter does not acknowledge that need. Her opening, which could have started her potential employer thinking about what she could offer, turns out instead to be very boring. The words sound like they're coming from a letter format rather than from a dynamic young woman who could make a difference in the business. It's obvious from Rosita's letter that she is a fresh graduate with little or no work experience in the travel industry. However, this does not mean that she has nothing to offer. Her activities during and after school suggest that she has a strong academic background, leadership experience, and travel experience. These could have been transformed into benefits if she'd taken the time to think about how the employer might have used them. I am a recent graduate from the Business Department of 0hio State University in the USA, where I obtained a Bachelor's Degree with Honours in Business Administration. Rosita obviously knows something about business, and her employer would have seen the value of this if she had written:

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The specialised training that I received in small business management and customer service at the Ohio State University, where I graduated with Honours in Business Administration, will ensure that your travel clients get the best possible standard of service available. Additionally, Rosita has experience in leadership and working with people: I was active in several clubs and organizations, including The Young Entrepreneur's Society, The Geography Club, and The Asian Student's Association, in which I served for three years as treasurer and one as Vice-President. This valuable experience is empty, however, until she puts it to work for her employer: I gained valuable experience in leadership and working with people through active involvement with several clubs and organisations. People skills like these are essential in promotional work, and I can easily apply these skills in a position with your agency. Finally, Rosita overlooks one of her most important features that Seven Happiness could benefit from she has travel experience: Before returning to Malaysia, I travelled extensively in Europe for four months on a Eurail Pass, which I enjoyed very much and learned a lot from. Unfortunately, she presents this feature in a ho-hum-so-what manner. As it stands, her travel experience is no more than a fact. This is something that she has done. Big deal! Lots of people travel. What Rosita should have done here is demonstrate how this experience sets her apart from just another backpacker: Because I love travel, I enjoyed a four-month tour throughout Europe before returning to Malaysia. My recent training in business compelled me to pay special attention to the operations of the European tourism industry. I obtained and recorded a wealth of valuable information and ideas that I am eager to put to work for your agency. The overall problem with Rosita's letter is that she's paying more attention to herself than she is to her potential employer. She's likely to get this job only if her skills in self-promotion transfer over to tour promotion. Employers reading through curriculum vitaes packed with qualifications and experience are like customers scrutinising knobs and buttons on a stereo control panel. Unless a good sales representative is nearby the most valuable features never get transformed into user benefits. Your covering letter is your sales representative. Herein lies your opportunity to show potential employers how your qualifications work for

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them. Your awareness of employer needs shows them your interest. Your highlighting employer benefits shows them you can get the job done.

By John J. Hagedorn
Task 4.2

(Adapted from The Star, May 18, 1998)

Based on the reading passage, Turn Qualifications Into Employer Benefits, choose the correct answer from the options A, B or C. 1. According to the writer, what is the main problem with Rositas letter ? A. she does not promote her qualifications. B. she does not have the right qualifications. C. she does not say how her qualifications can be useful for the potential employer. 2. What does the writer mean by, Turn qualifications into employer benefits? You should: A. only apply for a job which you are really qualified for. B. apply for a job which you think you like and one that will give you a bright future. C. should explain how your qualifications can contribute towards the company. 3. Coming from a letter format means Rosita A. did not use a correct letter format. D. did not highlight her strong points in her letter. E. wrote her letter based on a commonly used sample letter. LANGUAGE ACTIVITIES Vocabulary Choose the best answer from the two options. 1. catchy opener (a) interesting introduction 2. addresses (a) where you live 3. beneficial (a) useful (b) correct opening format (b) take into account. (b) usefulness

4. make a difference in the business (a) contribute positively towards the business (b) change the nature of the business

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5. strong academic background (a) good qualifications

(b) graduate from a famous university

6. leadership experience (a) experience in leading a team (b) experience in being led 7. overlooks (a) misses (b) looks at something 8. ho-hum-so-what manner (a) boring way (b) interesting way

9. backpacker (a) traveller on a small budget (b) someone who travels with something on his back 10. potential employer (a) a person whom you will be working for (b) a person who will work for you

Task 4.3

In pairs, rewrite Rositas letter, taking into account the writers advice.

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INPU T
The Covering Letter
The letter that will accompany your CV is called a Covering Letter. Your CV is less likely to change when you apply for different jobs. The content of the Covering Letter, however, may vary according to the job you are applying for. For example, if you have a Diploma in Accountancy and you are applying for the post of 'Sales Representative', you may say:
As the sales representative position will be located in Kuala Lumpur, I believe I have a clear advantage because I have my own transport and I can find my way with ease within the Klang Valley. In addition to that, I have obtained 15 credit hours of marketing related courses with A grades. I also possess excellent communicative and interpersonal skills, the direct result of my active involvement in a number of sports and club activities at the polytechnic.

Thinking Aloud In groups of 3 or 4, discuss what you would write if you were applying for a post directly related to your field of studies.

Tips!
Focus on your strengths how your skills and knowledge are relevant to the post applied for

Points You Should Remember

When you write a covering letter, dont just fill up the covering letter with your qualifications and work history. Use the covering letter to sell your strengths and your suitability to the position. If the employer wants more details he/she can always refer to your curriculum vitae. In the covering letter you: Indicate the job you are applying for State your interest in the position

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Focus on how you will meet the employers needs - Describe your work experience, special projects and qualifications in a way that tells your potential employer how well you will perform on the job DO NOT write more than ONE page Write your covering letter by first analysing the job both the stated and expected needs and determine the most important skills the employer is looking for and then immediately address how you will meet the employers needs.

BEFORE YOU READ Refer to Shamilas curriculum vitae in the earlier section. If you were Shamila and would like to apply for the post below, how would you put in your covering letter?

Technical Designer
Were looking for a young, dynamic and creative designer to join our fast growing organization. The right candidate should have: at least a Diploma in Civil Engineering experience in structural design ability to use computerized designing software ability to work independently and meet tight deadlines We offer a competitive remuneration package to the right candidate. Interested candidates please send your full CV to the Human Resources Manager at the following address before 15 October. Professbina Sdn Bhd Lot 123 Oakland Industrial Park 70200 Seremban Negeri Sembilan

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Task 4.4

Complete the following letter by referring to Shamilas CV.

12 Persiaran Gunung Rapat 3 Taman Mewah 31400 Ipoh The Human Resources Manager Professbina Sdn Bhd Lot 123 Oakland Industrial Park 70200 Seremban Dear Sir ______(1)_______for the post of Technical Designer Your advertisement for the post of Technical Designer on the 20th of September in The Star caught my attention. I was drawn to the advertisement by my strong interest in ____(2)_____. I am a final-semester student pursuing a _____(3)______ Engineering (Building) at the Ungku Omar Polytechnic, Ipoh. I ____(4)____ with ________(5)__________ during my six-month industrial training and gained experience in the designing of single, double as well as multi-storey structures manually and by using ____(6)_____ software. Drawing plans using the AutoCAD 2000 was one of the many skills that I acquired during my practical training. My training supervisor had on a number of occasions commended me for my ability to learn new things ____(7)_____ and my attention to details. I am selfmotivated, ____(8)____ and am able to meet ____(9)____. I therefore am confident that I will be able to make a direct and immediate contribution to your department. I started my industrial training with a monthly allowance of RM300.00. A month later, my allowance was increased to RM400.00. I mention my salary history to show that I am an achiever and that I was recognised for my accomplishments even during the relatively short training period. I enclose a copy of my curriculum vitae, which details my ____(10)_____ and ______(11)______. I look forward to discussing with you regarding your organizations needs and how I might contribute to its future success. You can reach me at the above address or at 05-3125773. Thank you for your time and consideration. Yours ______(12)_______

8 October 2001

Shamila Somasundram Enclosure: Curriculum vitae

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Task 4.5

LANGUAGE FUNCTIONS The following language functions are not in the correct order. Refer to Shamilas letter and put them in the correct order. a. b. c. d. e. f. g. h. i. Request for interview Highlight of personal qualities Reference to the post applying for Formal close Ending the letter with a positive note Special achievements Enclosure Highlight of experience and skills relevant to the post applying for Mention qualification

More useful language expressions: Although there are nine distinct moves in Shamilas letter, it does not mean that you need to have all of them. Basically you will need to do the following: LANGUAGE FUNCTIONS a. b. c. d. e. f. g. Have an interesting opening paragraph State how your qualifications, experience and skills can benefit the company Mention your special achievements Mention your enclosed CV Request for an interview End the letter positively Add a formal close (Yours sincerely or Yours faithfully)

Task 4.6

Match the following sentences with the language functions above: i. I am applying for a position with your company because I know you will find my background and drive interesting. ii. Thank you for your time and consideration.

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iii. I am a competitive person professionally. Having exercised the talents and skills required to exceed goals and set records as a Sales Executive with Kimball Sdn Bhd, I believe in measuring performance by results. iv. you requested. I am enclosing my resume and a recent photograph as

v. Two years as the elected President of the English Language Club has enabled me to develop strong leadership abilities and good interpersonal and communication skills. I can easily apply these people skills as your Personal Assistant. vi. I look forward to discussing our mutual interest at an interview convenient to you.

vii. I read your advertisement in the NST with great interest. I am confident that you will be convinced that I am the right candidate after you have read this letter. viii. With a successful track record in both new and used car sales, I believe I am ideally suited for the position you advertised. ix. A young and dynamic team worker with good accounting skills is the background I would bring to your organization. x. It would be a pleasure to give you more information about my qualifications and experience at a time convenient to you. xi. I notice from your advertisement that you are looking for a young and creative fashion designer. In addition to the qualifications stated in my enclosed resume, I have over two years experience in designing clothes for a leading boutique.

xii. I would like to put my two years of experience in Hotel Catering to work for Emperor Hotel. xiii. xiv. xv. xvi. I look forward to hearing from you soon.

I have IT background and good interpersonal and communication skills, which I am eager to put to use in your organization. I feel certain that I can contribute positively to your company. I look forward to a meeting you at your convenience. In addition to the qualifications stated in my enclosed resume, I have experience in working as an M & E Technical Specialist in a wellknown multi-national company. I was involved in supervising 20 M & E technicians in a RM 2 million project in Rawang Industrial Park.

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xvii. With my training and hands-on experience, I know I can contribute to your company, and would like to speak to you about it in person. When may we meet? xviii. I was twice awarded employee of the month award in the relatively short period of a year. xix. My background in Banking and Finance as well as hands-on experience as a trainee in Southern Bank for six months will make me an ideal candidate for the post of Junior bank officer.
xx.

I have been very active as a member of the Askar Watania (Territorial Army), and have risen from the rank of a private to a Corporal in less than a year.

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Task 4.7

Discuss in pairs and compare Shamilas letter with the letter below written by Siva Sundram. Name at least two differences. Pay attention to style, presentation and language functions. Discuss the strengths of the style of each letter. Be prepared to present in front of the class.

Tips!

Useful Language Expressions for your presentation

There are basically two main differences. The first is, .. The second is, .. In our opinion, the strengths of the first letter are . We believe that the second letter has a very interesting style because .
Dear Sir Application for the Post of Systems Analyst the NST 21 Jan 2002 With proven expertise in business and information systems, I would bring excellent experience increasing productivity while containing costs to your MIS team. Below are some of the highlights of my background: 3 years managing information systems on Mainframe, Mini, UNIX and PC Networks within a manufacturing environment. Fluent in C, FORTRAN, COBOL, and PASCAL programming languages. Both conversion and system upgrade experience. Established complete work flow re-engineering process that resulted in 200% increase in productivity.

I would like to discuss in greater detail the valuable contributions I would bring to your MIS team. I shall contact you in a few days to find out what your current and future needs might be. Your time and consideration is appreciated. Yours faithfully

Siva Sundram

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Task 4.8

LANGUAGE ACTIVITIES The following sentences are taken from the letters written by Rosita, Shamila and Siva. Write similar sentences based on your own background. The first one has been done for you Rositas letter (improved version)
I gained valuable experience in leadership and working with people through active involvement with several clubs and organisations.

Example:

I gained valuable experience in leadership and working with people through active involvement in the English Language Club as its President. Your sentence: I gained valuable experience in leadership and working with people through active involvement in ___________________________________.

Shamilas sentence:

Drawing plans using the AutoCAD 2000 was one of the many skills that I acquired during my practical training. Example: Handling customer enquiries and complaints was one of the many skills that I acquired during my practical training. Your sentence: ____________________________ was one of the many skills that I acquired during my practical training. Sivas sentence: Below are some of the highlights of my background: 5 years managing information systems on Mainframe, Mini, UNIX and PC Networks within a manufacturing environment.

Your sentence: Below are some of the highlights of my background:

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Task 4.9

Fill in the blanks in the following letter with appropriate expressions. If you have difficulty you may choose the words from the list given on the next page.
Dear Sir, Application for the Post of Customer Service Executive (E-Commerce department) The Star 12 Jan 2002 A motivated worker with a strong ______(1)______ in Computer applications and customer service is the ______(2)_____ that I would bring to your ____(3)_____. I am _____(4)_____, able to focus on the task with proven reliability to get the job done. Two years as the customer service _____(5)_____ with Kimball Sdn Bhd has helped me develop extensive _____(6)_____ in building relationships and mediating problems or issues to find acceptable solutions. I am _____(7)_____ in using Microsoft Office and I excel at writing clear understandable reports and letters. I am _____(8)______ to use Internet software creatively and was _____(9)______ in setting up the on-line customer service Web page. I have good understanding of E-Commerce, and have always been in contact with the fast-changing world of IT. I have well-developed organizational and time management _____(10)_____. I work well on my own, but always contribute to the team as a whole. I have developed work habits that will make me _____(11)_____ attention to detail, pride in doing good work, _____(12)_____ telephone and interpersonal skills, plus good conflict resolution abilities. I would like to meet with you to discuss the valuable _____(13)_____ I could make to your company. I can be reached at 05-555-0111. Your _____(14)_____ and time is most _____(15)_____. Yours faithfully,

Jeffry Lim

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List of words for Task 4.9

successful organization skills appreciated

consideration background representative experience goal-oriented excellent contributions involved

foundation proficient able

BEFORE YOU CONTINUE Not all jobs are advertised. How would you begin your letter if there were no job advertisements? Would you consider going back to work for the company where you did your industrial training? How would you write the covering letter?

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INPU T
The letters you have read so far are solicited letters of application because there is a job advertisement and you are invited to apply for the job. Hence, the letters carry a reference to the job advertisement in their subject-headings. 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. 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:
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.

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BEFORE YOU READ What qualities would an employer look for in a sales personnel?

Task 4.10

Read the following unsolicited letter of application and answer the questions which follow.
647 Taman PD Utama 71000 Port Dickson Negri Sembilan 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 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 066478888. Thank you and I look forward to meeting you. Yours sincerely (Karim Abdullah) Encl 1 (Resume)

20 May 2001

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The questions below refer to the letter by Karim: 1. 2. 3. 4. Vocabulary Match the words given in list A below with the definitions in list B. List A Approaches Challenges Innovator Communicator Excellence List B the quality of being very good one who interacts with others well demands ways a person who introduces new ideas Has EFTG Industries Inc. advertised the job vacancy? Does Karim have the right experience? How does Karim advertise the products of his present company? Do you think Karims letter is effective? Give your reasons.

SUMMAR Y
You should take note of the following rules when you write your letter :
a)

Mention your strong qualities but do not boast or lie. Nobody likes a boastful person and you cannot pretend to know something which you have no knowledge of. For example, you should NOT say: I know all the latest computer programmes. If I am employed I will double the company's profits. I am the best.

b) Make sure you are easily and clearly understood. Remember that a business letter should be written in simple language. c) Be neat. d) Check your letter for mistakes.

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INPU T

Checking for Mistakes Covering Letters

As with the curriculum vitae, you should always check your covering letter for mistakes before you post it. This is very important because a letter full of mistakes creates a bad impression. Mistakes made in covering letters are quite similar to the ones made in curriculum vitaes. (Discuss with a partner and see if you could correct the underlined errors.) a) Spelling. (All spelling errors are UNFORGIVABLE) Bahasa Malaysia / English Spelling. For example: I left school in Januari 1998. I obtained distinctions in Matematik and Akaun. (Remember : Always use the spell-checker to check for spelling mistakes.) b) Punctuation/Typing Always leave a space after a punctuation mark. For example:
I am looking forward to hearing from you soon.Thank you. (wrong) I am looking forward to hearing from you soon. Thank you. (correct)

c) Grammar i) Subject-Verb Agreement. For example: The polytechnic train mid-level technicians .......... ii) Singular and Plural Nouns and their modifiers. For example: My hobby are reading and sports. I had many work to do. Tenses. For example: I sit for the SPM examination in 1988 and obtain Grade A. Active and Passive Forms. For example: I was worked in Ipoh in 1987. I transferred to the Penang branch in 1988.

iii) iv)

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v) vi)

Incorrect verb forms. For example: I working in Sanya Sdn. Bhd. I am do a lot of maintenance work. Infinitives. For example: Could you sent me ...........? I wish to applied for the post of ........ Prepositions. For example: I left PUO on 1989. I am interested in applying the post of ........ (missing preposition) Word Forms. For example: I wish to application for the post of ........... My interested are reading and sports. When I working for Sony I attending a course in ........

vii)

viii)

Task 4.11

Correct the following sentences (each sentence contains more than one error): 1. I writing to applied for the post of Engineer Junior. 2. I was saw your advertisement in the Star at 3 Disember. 3. I can attended an interview on any times convenience to you. 4. Could you please sent me an apply forms ? 5. I worked at Ipoh for two year before I move to Kuala Lumpur. 6. I enclosed my curriculum vitae and a recent photograf. 7. I promoted to my present position on 1988. 8. I hope you would considered my apply favourably. 9. Statistik and Komputer Study is my favourite subject. 10. I was done my six-months practical training at Sony Sdn Bhd.

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Task 4.12

Remember what you have learned.

Rewrite the letter of application below so that it addresses the employers needs. First of all analyse the employers needs: What are the assumed needs for the post of a sales assistant?
60 Jalan Ong Yi How 13400 Butterworth Pulau Pinang The Personnel Manager Human Resources Department P.O. Box 777 50879 Kuala Lumpur Dear Sir Application For The Post Of Sales Engineer I wish to apply for the above-mentioned post which you advertised in The Star newspaper on 17 October 2002. I passed my SPMV with grade two in 1993. After that, I worked with Supertone Electronic Sdn. Bhd. as a junior technician for six months. During my employment, I gained some experience in handling maintenance and repair work. After working there, I went to Ipoh to work as a part-time teacher in a private school. I taught English and Mathematics for about 3 months. I found teaching interesting and learned many things. I later continued my studies at the Sultan Abdul Halim Muadzam Shah Polytechnic for a two-year Certificate in Electrical Engineering. During my third semester, I did a sixmonth practical attachment at the Bits & Bytes Computer Center in Penang. My training there involved the marketing and sales of computer hardware and software. Upon graduation from the polytechnic, I got a job as a tester in Carsem Electronics During the eleven months there, I learned to handle test equipment. I later joined S & P Marketing and was responsible for promoting their new range of office automation equipment. I have excellent communicative and interpersonal skills and am familiar with Microsoft Word, PowerPoint and Excel. In December 1998, I was offered to further my studies at the Ungku Omar Polytechnic to pursue a one-year Integrated Diploma course in Electrical Engineering. I am now in my final semester, and will be graduating in November 1999. I believe my qualifications and work experience merit your favourable consideration for the post.

18 October 2002

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I am prepared for long-term commitment with Satrbuck Computers Sdn Bhd because I am ambitious and am attracted by the Excellent career advancement opportunities stated in your advertisement. I enclose herewith my curriculum vitae and a recent photograph for your kind perusal. I am available for an interview at any time convenient to you. I am looking forward to hearing from you soon. Thank you. Yours faithfully

Joanne Khoo

Hint: You can try summarising Joannes Khoos strengths by beginning with: The highlights of my educational background and work experience include: Or Let me summarise the strengths and skills I would bring to the job and how I would complement your existing team of professionals: Diverse sales experience, including marketing computer software and hardware, and office automation equipment

Task 4.13

Letter Writing

1. Imagine that you have just graduated or are about to graduate, write: a) a solicited letter (attach the job advertisement) b) an unsolicited letter (choose any relevant job), to apply for a job that matches your qualification and work experience. c) a letter to apply for a post in the company where you did your industrial training.

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SELF-TEST

Part A Read the following passage and fill in the blanks with the most appropriate word or phrase. If you have difficulty, choose from the list given on the next page.

Focus on Vocabulary

There are various ways of answering an .. (1) for a job. You may be instructed to phone to arrange an .. (2), obtain .. (3) and/or an .. (4). Alternatively, you may be instructed to send a full .. (5) which should be accompanied by a .. (6), or to write a full ..of .. (7). Whichever method is used, it is essential that prospective .. (8) should read the advertisement very carefully to ensure that they fully understand the type of .. (9), skills and .. (10) the employer requires. Prospective applicants should also note the .. (11) that they will have to perform, as well as the .. (12), salary, general conditions and .. (13) which the job offers. They should then consider carefully if the job is suitable for them and they are suitable for the job, comparing their previous experience and .. (14) with the .. (15) of the job, and also taking into account their future .. (16).

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curriculum vitae ambitions career prospects experience duties letter of application personal

advertisement working environment qualities further details professional training

applicants requirements

application form interview covering letter

Part B Read the letter below and answer the questions which follow.
Dear Sir Are you currently looking for a software engineer who has a track record of winning awards for web page design competitions? Are you interested in a highly organised worker who will continually save you time? I have more than one and a half years of computing experience, including training as a computer programmer in 1999 with the Ipoh office of IBM. I will be receiving my Diploma in Information Technology this January from the Ungku Omar Polytechnic, graduating with a CGPA of at least 3.50 (max 4.0). I am confident that my combination of practical work experience and solid educational experience has prepared me for making an immediate contribution to Sime E-Commerce. Having trained with a leading firm in the IT industry, I understand the level of professionalism and communication required for long-term success in the field. I will be in Kuala Lumpur the week of 20 January. Please call me at 05-222-3456 to arrange a convenient time when we may meet to further discuss my background in relation to your needs. If I have not heard from you by 30 January, I will contact your office to inquire as to a potential meeting date and time. I look forward to meeting you then. Thank you for your time and consideration. Yours faithfully

Hamid Ibrahim

Decide whether the following statements about Hamids letter are TRUE or FALSE.

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1. This is an unsolicited letter of application. 2. Hamid is applying for the post of software engineer. 3. He has some experience in web designs. 4. Hamid has completed his Diploma in Information Technology. 5. He has contributed a lot to Sime E-Commerce. 6. Hamid is a disorganized worker. 7. The interview will be on the 20 January. 8. Hamid has 18 months experience in a computer firm. Part C ( )

( ( ( ( ( (

) ) ) ) ) )

For questions 1 10, choose the best answer from the options A, B, C and D. 1. Candidates must have the ability to follow oral and __________ instructions. A. writing B. written C. wrote D. write 2. A. B. C. D. Which of the following sentences is CORRECT? I am able to operated welding equipment. I am applying for the post of Sales Engineers. I have worked as a Technician Quality Control for two years. I am confident that I will be able to make an immediate contribution to your department. D. maintains D. Personality

3. We need someone to handle ____________ of our boiler. A. maintenance B. maintaining C. maintained 4. Write to the _______________ Manager if you want the job. A. Personal B. Personnel C. Person

5. When I _______ from the polytechnic in 1998, I worked as a technical specialist at INTEL. A. graduation B. was graduated C. have graduated D. graduated 6. I think that the ___________ in this company are/is limited. I have not seen anyone promoted in the past five years. A. professional development opportunities B. career prospects C. working environment D. remuneration packages 7. The company is looking for an ____________ engineer. A. experience B. experienced C. experiencing D. experiences

8. I ___________ a copy of my resume for your reference. I look forward to hearing from you soon.

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A. enclosed

B. was enclosing

C. enclose

D. am enclosed

9. 1 ___________ a three-year Diploma course in Mechanical Engineering in 1998. A. completed B. have completed C. complete D. was completed 10. My main duty was __________________ progress reports for my manager. A. preparation B. preparing C. preparing of D. prepare For questions 11 15, 3 words/phrases are underlined and marked A, B and C. Decide if any one of them contains an error (mistake). If you think that there is no error, choose answer D.
11.

I will be graduating with a Diploma in Mechanical Engineering this November. A Besides my academic background, I have hands-on experience in handling CNC B C and lathe machines. No Error D

12. One of my responsibilities included to handle the official correspondence of the A B C Club. No error D 13. Application for the post of Engineer Senior The Star, 20 January 2001 No error A B C D 14. I was in charge of trouble-shooting production equipment and preparing progress A B report. No error C D 15. Besides having sepcialised training in hydraulic and pneumatic systems, I am also A B able to trouble-shoot equipment production. No error C D

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SELF-TEST ANSWERS Part A 1. 4. 7. 10. 13. 16. advertisement application form letter of application personal qualities ambitions career prospects 2. 5. 8. 11. 14. interview curriculum vitae applicants duties professional training 3. 6. 9. 12. 15. further details covering letter experience working environment requirements

Part B 1 2 3 4 T T T F, he is still a student 5 6 7 10 F, he hopes that he can contribute F, in the first paragraph, he implies that he is highly organised F, he hopes an interview could be arranged T

Part C 1. B 2. D 3. A 4. B 5. D 6. B 7. B 8. A 9. B 10. B 11. D 12. C 13. B 14. C 15. B

How well did you do in the self-test?

You have just completed 39 questions. Use the following guide to see how well you have understood the unit: More than 35 correct 27 34 correct 21 26 correct Fewer than 21 correct Well done! Good! You have understood most of the unit. Still, you should try to find out why you got the answers wrong. You should revise the areas which you did not do well. Well, you should talk to your lecturer about the problems you face in understanding the unit.