TOPIC 9 COVER LETTERS AND RESUMES
13 OUMH2203_topic09
LEARNING OUTCOMES
By the end of this topic, you should be able to:
1. Describe the format for writing cover letters;
2. Apply the AIDA formula when composing cover letters;
3. Explain the differences between solicited and unsolicited letters; and
4. Write different types of resumes.
INTRODUCTION
This topic provides you with useful guidelines for writing a cover letter. It
introduces you to expressions that can be used for different parts of a cover letter
and gives you the format for writing different types of resumes.
9.1 COVER LETTER
The letter of application is the cover letter for your job application. Ideally, the letter
should be one to two pages in length and should be accompanied by a resume or
curriculum vitae (CV). The cover letter, which should be brief, serves to:
Draw attention to relevant qualifications and work experiences listed in the resume;
Make a match between what you have to offer and the potential employer's
needs;
Persuade your potential employer to consider your application carefully; and
Support your request for an interview.
9.1.1 Guidelines for Writing a Cover Letter
When writing a cover letter, the following should be taken into consideration.
(a) First Paragraph
Use one of the following to draw the reader's attention to what you want to
offer and the job/position you are applying for:
Summarise the job opening;
Name the job opening; or
Ask about the availability of a job opening.
(b) Middle Paragraph(s)
Use one of the following in each of your middle paragraphs to persuade the
reader to invite you to an interview.
Education;
Work experience;
Ability to work with others and/or alone;
Interest in your field;
Interest in the company; and
Responsibilities in previous positions.
(c) Closing Paragraph
In the last paragraph, you can request an interview, stating that you will be
happy to come to the employer's office whenever convenient. Make it easy
for the reader to follow up by providing your telephone number and e-mail
address.
ACTIVITY 9.1
When applying for a job, you would normally attach a cover letter with
your resume. What is the purpose of a cover letter?
9.1.2 Useful Key Phrases
Below are some useful key phrases you can use in your cover letter to apply for a
position that has been advertised:
I am writing to you in response to your advertisement for ...
I wish to apply for the position of /
As you can see from my enclosed resume, my work experience and
qualifications match the requirements for this position.
I look forward to an opportunity to speak with you in person.
I can be contacted at 03- xxxx xxxx or at the address above.
Please accept this letter as an expression of interest in the position of ...
I am enquiring about the prospects of employment in the Credit Division of
your bank. An article in the xxxx stated that the bank is rapidly expanding
and/
I have enclosed a copy of my resume for your review.
I believe I possess the right combination of / skills.
My current position has provided me with the opportunity to ...
I would welcome the opportunity to meet with you to discuss my
potential contributions to your company.
I look forward to an early reply.
ACTIVITY 9.2
Sample Cover Letter 1 in the following page was written in response to
an advertisement in the newspaper. Based on the guidelines for writing
a cover letter, answer the following questions/do the following tasks:
(a) The word order in the cover letter has been jumbled up.
Rearrange the words/groups of words so that the letter reads
correctly.
(b) How is the cover letter similar to a "persuasive" letter? How does
it use the AIDA (Attention-Interest-Desire-Action) formula
described in Topic 6?
Aloysius Tan Kim Hock
14, Jalan USJ2/4
Taman Crystal
Subang Jaya
46000 Petaling Jaya
12 April 201_
Mr Yeap Hin Lee
Personnel Manager
Logistics Inc.
1516, Persiaran Kelab Emas
47200 Klang, Selangor
Dear Mr Yeap,
Application for the Position of Chief Supervisor
In response to your advertisement for a Chief Supervisor specialising in
Port Regulatory Law / am writing/ which appeared in the New
Settlement Times on Sunday, April 12. / I / As you can see from my
enclosed resume,/ match the requirements for this position / my
experience and qualifications.
I / that I graduated from the Malaysian Marine School in Malacca /would
like to point out/ I was hired directly upon graduation/ with a Diploma
in Port management / due to my expertise in port authority regulations.
During the four years that I worked for Gudang and Co., / in our region.
/further deepened /my knowledge of regulatory laws/ I / My
employer / wanted to promote me to head the team of assistants /
also thought highly of my abilities / after my first year of employment.
I/ to personally discuss / look forward /the position with you./ to an
opportunity /I/ within the next five days to arrange an interview./ will
call you.
Sincerely,
Aloysius Tan Kim Hock
Enclosure
There are two types of letters of application: solicited and unsolicited. A solicited
letter is one where you are responding to a position advertised. An unsolicited
letter is one where you express interest in a position at your own initiative and
take a chance on being hired.
ACTIVITY 9.3
1. Read the following unsolicited Sample Cover Letter
2. The main verbs/verb phrases have been removed. Complete the letter by placing
the missing verbs/verb phrases in the correct position for each of the
numbered sentences.
Sample Cover Letter 2
Aloysius Tan Kim Hock
14, Jalan USJ2/4
Taman Crystal
Subang Jaya
46000 Petaling Jaya
Mr Yeap Hin Lee
Personnel Manager
Logistics Inc.
1516, Persiaran Kelab Emas
47200 Klang, Selangor
Dear Mr Yeap
Application for the Position of Chief Supervisor
Please accept this letter as an expression of interest in the position of Area Sales Manager.
(1) I enclosed a copy of my resume for your review (have). (2) I familiar with the
requirements to succeed in the sales profession and believe that I possess the right
combination of marketing and management skills (am).
(3) In my current position I coordinate two local area sales teams. This provide me the
opportunity to work in a high-pressure team environment where it is essential to be able
to work closely with my colleagues in order to meet sales deadlines (has provided).
Thank you for your time and consideration. (4) I the opportunity to personally discuss
my potential contributions to your company with you (would welcome). Please
telephone me at (603) 3522-0259 after 4pm to suggest a time that we may meet. (5) I to
your reply (look forward).
Sincerely,
Aloysius Tan
Aloysius Tan Kim Hock
Enclosure
2. Read Sample Cover Letter 2 again and answer the following
questions:
(a) What is the position applied for?
(b) What are the qualifications and work experience necessary for
this job?
(c) What makes this applicant special?
(d) How is the potential employer expected to make contact with
the applicant?
(e) Do you think the applicant has impressed his potential
employer? How?
9.2 RESUME
A resume is a document that contains a record of your qualifications, work experience
and achievements. It is a summary of your personal data, including your educational
background, skills, qualifications, work experience, references, hobbies and interests.
It is also sometimes referred to as a curriculum vitae (CV).
A well-designed resume presents information in sections with headings. There
are three types of resumes:
(a) Basic resume
Comprises all the normal parts of a resume but is simpler and shorter.
Suitable for school-leavers or those who have little work experience.
(b) Functional resume
Uses a different order of presentation to highlight a wide range of skills and
work experience. Starts with the most recent work experience that matches
a potential employer's needs, followed by subheadings to highlight job
functions. This type of resume uses the advertisement as a guide for specific
functions, e.g., supervisory, marketing, training.
(c) Specific resume
Prepared for a specific job with emphasis on qualifications, skills and
experience which are particularly relevant to the job. Presents experience in
terms of criteria advertised. Highlights strengths with action words (verbs)
such as achieve, adapt, initiate, install, prepare, report, research, supervise,
inspect and make.
ACTIVITY 9.4
What is the purpose of highlighting your skills and work experience in
your resume?
ACTIVITY 9.5
Study the format of the following three resumes. Based on your
understanding of resumes, state the type of resume that each represents.
1. _________________ 2. _________________ 3. _________________
Name Name Name
Address Address Address
Telephone Telephone Telephone
Date Date Date
Employment Objective Employment Objective Employment
State reason for wanting job State reason for wanting job Objective
State reason for
Employment experience Educational qualifications
wanting job
Present employment history, Present in one of three
starting with most recent to ways: (a) reverse Educational
first position. Give title of each chronological order, (b) in qualifications
position, brief description of order of those most List all certificates,
each job function, particularly relevant to the position or subjects covered,
those relevant to the position (c) in order of importance, awarding institution.
applied for and indicate specific for example, degree,
achievements or initiatives diploma or trade Work experience
Mention all work
accomplished. certificate.
experience including
Educational qualifications Skills experience voluntary, part-time
Fully identify qualifications, Emphasise particular skills and student vacation
awarding institution, details of and relate to the position. work.
course subjects; present in Draw attention to any
Achievements
reverse order, emphasise reference by the potential
State special
qualifications important to employer to these skills.
achievements in
potential employer.
Work Experience school and other
Activities and interests Date/Position/Duties organisations.
Present evidence of /Responsibilities
Activities and interests
interpersonal skills, other held and achievements
Highlight interests
relevant skills, community
Personal Interests and and special skills.
involvement or sporting
interests. Hobbies Arrange from most
Highlight activities which recent to least recent.
Professional memberships involve ability to mix with
Referees
Highlight membership in other people as well as
Provide names and
professional associations. capability to work alone
contact numbers of
Referees Referees/references individuals who have
Provide one professional and Provide names and contact agreed to recommend
work-related referee and numbers. Send your skills and recent
another who will provide photocopies of written work.
character reference. An academic references and keep original
reference is also useful. copies for the interview.
? The various sections in this topic provide guidelines for writing effective cover letters and resumes.
? The formats of these types of correspondence, as well as the content of the various sections of each document, are also discussed.
? Various activities are included in the topic to help you develop skills in writing cover letters and resumes that could attract prospective employers.
Cover letter
Resume
13 OUMH2203_topic09
LEARNING OUTCOMES
By the end of this topic, you should be able to:
1. Describe the format for writing cover letters;
2. Apply the AIDA formula when composing cover letters;
3. Explain the differences between solicited and unsolicited letters; and
4. Write different types of resumes.
INTRODUCTION
This topic provides you with useful guidelines for writing a cover letter. It
introduces you to expressions that can be used for different parts of a cover letter
and gives you the format for writing different types of resumes.
9.1 COVER LETTER
The letter of application is the cover letter for your job application. Ideally, the letter
should be one to two pages in length and should be accompanied by a resume or
curriculum vitae (CV). The cover letter, which should be brief, serves to:
Draw attention to relevant qualifications and work experiences listed in the resume;
Make a match between what you have to offer and the potential employer's
needs;
Persuade your potential employer to consider your application carefully; and
Support your request for an interview.
9.1.1 Guidelines for Writing a Cover Letter
When writing a cover letter, the following should be taken into consideration.
(a) First Paragraph
Use one of the following to draw the reader's attention to what you want to
offer and the job/position you are applying for:
Summarise the job opening;
Name the job opening; or
Ask about the availability of a job opening.
(b) Middle Paragraph(s)
Use one of the following in each of your middle paragraphs to persuade the
reader to invite you to an interview.
Education;
Work experience;
Ability to work with others and/or alone;
Interest in your field;
Interest in the company; and
Responsibilities in previous positions.
(c) Closing Paragraph
In the last paragraph, you can request an interview, stating that you will be
happy to come to the employer's office whenever convenient. Make it easy
for the reader to follow up by providing your telephone number and e-mail
address.
ACTIVITY 9.1
When applying for a job, you would normally attach a cover letter with
your resume. What is the purpose of a cover letter?
9.1.2 Useful Key Phrases
Below are some useful key phrases you can use in your cover letter to apply for a
position that has been advertised:
I am writing to you in response to your advertisement for ...
I wish to apply for the position of /
As you can see from my enclosed resume, my work experience and
qualifications match the requirements for this position.
I look forward to an opportunity to speak with you in person.
I can be contacted at 03- xxxx xxxx or at the address above.
Please accept this letter as an expression of interest in the position of ...
I am enquiring about the prospects of employment in the Credit Division of
your bank. An article in the xxxx stated that the bank is rapidly expanding
and/
I have enclosed a copy of my resume for your review.
I believe I possess the right combination of / skills.
My current position has provided me with the opportunity to ...
I would welcome the opportunity to meet with you to discuss my
potential contributions to your company.
I look forward to an early reply.
ACTIVITY 9.2
Sample Cover Letter 1 in the following page was written in response to
an advertisement in the newspaper. Based on the guidelines for writing
a cover letter, answer the following questions/do the following tasks:
(a) The word order in the cover letter has been jumbled up.
Rearrange the words/groups of words so that the letter reads
correctly.
(b) How is the cover letter similar to a "persuasive" letter? How does
it use the AIDA (Attention-Interest-Desire-Action) formula
described in Topic 6?
Aloysius Tan Kim Hock
14, Jalan USJ2/4
Taman Crystal
Subang Jaya
46000 Petaling Jaya
12 April 201_
Mr Yeap Hin Lee
Personnel Manager
Logistics Inc.
1516, Persiaran Kelab Emas
47200 Klang, Selangor
Dear Mr Yeap,
Application for the Position of Chief Supervisor
In response to your advertisement for a Chief Supervisor specialising in
Port Regulatory Law / am writing/ which appeared in the New
Settlement Times on Sunday, April 12. / I / As you can see from my
enclosed resume,/ match the requirements for this position / my
experience and qualifications.
I / that I graduated from the Malaysian Marine School in Malacca /would
like to point out/ I was hired directly upon graduation/ with a Diploma
in Port management / due to my expertise in port authority regulations.
During the four years that I worked for Gudang and Co., / in our region.
/further deepened /my knowledge of regulatory laws/ I / My
employer / wanted to promote me to head the team of assistants /
also thought highly of my abilities / after my first year of employment.
I/ to personally discuss / look forward /the position with you./ to an
opportunity /I/ within the next five days to arrange an interview./ will
call you.
Sincerely,
Aloysius Tan Kim Hock
Enclosure
There are two types of letters of application: solicited and unsolicited. A solicited
letter is one where you are responding to a position advertised. An unsolicited
letter is one where you express interest in a position at your own initiative and
take a chance on being hired.
ACTIVITY 9.3
1. Read the following unsolicited Sample Cover Letter
2. The main verbs/verb phrases have been removed. Complete the letter by placing
the missing verbs/verb phrases in the correct position for each of the
numbered sentences.
Sample Cover Letter 2
Aloysius Tan Kim Hock
14, Jalan USJ2/4
Taman Crystal
Subang Jaya
46000 Petaling Jaya
Mr Yeap Hin Lee
Personnel Manager
Logistics Inc.
1516, Persiaran Kelab Emas
47200 Klang, Selangor
Dear Mr Yeap
Application for the Position of Chief Supervisor
Please accept this letter as an expression of interest in the position of Area Sales Manager.
(1) I enclosed a copy of my resume for your review (have). (2) I familiar with the
requirements to succeed in the sales profession and believe that I possess the right
combination of marketing and management skills (am).
(3) In my current position I coordinate two local area sales teams. This provide me the
opportunity to work in a high-pressure team environment where it is essential to be able
to work closely with my colleagues in order to meet sales deadlines (has provided).
Thank you for your time and consideration. (4) I the opportunity to personally discuss
my potential contributions to your company with you (would welcome). Please
telephone me at (603) 3522-0259 after 4pm to suggest a time that we may meet. (5) I to
your reply (look forward).
Sincerely,
Aloysius Tan
Aloysius Tan Kim Hock
Enclosure
2. Read Sample Cover Letter 2 again and answer the following
questions:
(a) What is the position applied for?
(b) What are the qualifications and work experience necessary for
this job?
(c) What makes this applicant special?
(d) How is the potential employer expected to make contact with
the applicant?
(e) Do you think the applicant has impressed his potential
employer? How?
9.2 RESUME
A resume is a document that contains a record of your qualifications, work experience
and achievements. It is a summary of your personal data, including your educational
background, skills, qualifications, work experience, references, hobbies and interests.
It is also sometimes referred to as a curriculum vitae (CV).
A well-designed resume presents information in sections with headings. There
are three types of resumes:
(a) Basic resume
Comprises all the normal parts of a resume but is simpler and shorter.
Suitable for school-leavers or those who have little work experience.
(b) Functional resume
Uses a different order of presentation to highlight a wide range of skills and
work experience. Starts with the most recent work experience that matches
a potential employer's needs, followed by subheadings to highlight job
functions. This type of resume uses the advertisement as a guide for specific
functions, e.g., supervisory, marketing, training.
(c) Specific resume
Prepared for a specific job with emphasis on qualifications, skills and
experience which are particularly relevant to the job. Presents experience in
terms of criteria advertised. Highlights strengths with action words (verbs)
such as achieve, adapt, initiate, install, prepare, report, research, supervise,
inspect and make.
ACTIVITY 9.4
What is the purpose of highlighting your skills and work experience in
your resume?
ACTIVITY 9.5
Study the format of the following three resumes. Based on your
understanding of resumes, state the type of resume that each represents.
1. _________________ 2. _________________ 3. _________________
Name Name Name
Address Address Address
Telephone Telephone Telephone
Date Date Date
Employment Objective Employment Objective Employment
State reason for wanting job State reason for wanting job Objective
State reason for
Employment experience Educational qualifications
wanting job
Present employment history, Present in one of three
starting with most recent to ways: (a) reverse Educational
first position. Give title of each chronological order, (b) in qualifications
position, brief description of order of those most List all certificates,
each job function, particularly relevant to the position or subjects covered,
those relevant to the position (c) in order of importance, awarding institution.
applied for and indicate specific for example, degree,
achievements or initiatives diploma or trade Work experience
Mention all work
accomplished. certificate.
experience including
Educational qualifications Skills experience voluntary, part-time
Fully identify qualifications, Emphasise particular skills and student vacation
awarding institution, details of and relate to the position. work.
course subjects; present in Draw attention to any
Achievements
reverse order, emphasise reference by the potential
State special
qualifications important to employer to these skills.
achievements in
potential employer.
Work Experience school and other
Activities and interests Date/Position/Duties organisations.
Present evidence of /Responsibilities
Activities and interests
interpersonal skills, other held and achievements
Highlight interests
relevant skills, community
Personal Interests and and special skills.
involvement or sporting
interests. Hobbies Arrange from most
Highlight activities which recent to least recent.
Professional memberships involve ability to mix with
Referees
Highlight membership in other people as well as
Provide names and
professional associations. capability to work alone
contact numbers of
Referees Referees/references individuals who have
Provide one professional and Provide names and contact agreed to recommend
work-related referee and numbers. Send your skills and recent
another who will provide photocopies of written work.
character reference. An academic references and keep original
reference is also useful. copies for the interview.
? The various sections in this topic provide guidelines for writing effective cover letters and resumes.
? The formats of these types of correspondence, as well as the content of the various sections of each document, are also discussed.
? Various activities are included in the topic to help you develop skills in writing cover letters and resumes that could attract prospective employers.
Cover letter
Resume
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