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Writing A
Cover Letter
by
Ngeow Yeok Meng
A complete
job application consists of a cover letter and a resume. The cover letter is
meant to highlight your individuality or personality, and to make you stand out
from among hundreds of other applicants.
When there are more job seekers around than job vacancies, human resource
personnel tend to be more selective when short listing candidates for interview.
Hence, you should use the cover letter as a tool to win the heart of a
prospective employer. Market yourself to create a positive first impression in
the cover letter, so that the person will read your resume, shortlist you for an
interview, and offer you a job. A poorly written cover letter is likely to get
instant rejection from the employer given the current job market.
As there is no standard format for cover letter, you are encouraged to write a
particular cover letter, one at a time, to apply for the position of your
interest. Cover letter should not be generic, i.e. you should not use the same
cover letter for all the companies you wish to approach. This is because details
like where and when you learnt about the vacancy, why you are interested to
apply, what you have to offer to the company etc. are different for each of
these companies.
Generally, a well written cover letter should provide answers to what the
employers want to know:
-
Are you the kind of
person they are looking for?
-
Do you have the relevant
education, work experience and skills?
-
Can you handle the work
demands, based on the job description?
-
Have you shown a
commitment to this particular field of interest?
-
How well can you
communicate with others?
-
Are you a team player?
-
Have you any leadership
qualities?
Guidelines
for writing a cover letter:
-
Organise your thoughts
carefully
-
Express yourself clearly
and reasonably
-
Use strong action words
to describe your achievements
-
Use active rather than
passive voice
-
Avoid jargon
-
Avoid long sentences
-
Avoid bad grammar and
spelling mistakes
-
Limit the length to one
page only
-
Proof read before you
send via e-mail
Layout of a
cover letter
1.
The opening
o
Include your
name and address, the date, employer's designation and address, salutation and
subject.
2.
Introduction
o
Nominate the
job for which you are applying for.
o
Indicate the
source and date of the job information.
o
Mention
briefly your qualifications
o
Indicate your
interest, career objective or goal.
3.
Sales pitch
o
Highlight the
extent to which you match the requirements of the job.
o
State your
relevant experience gained from industrial attachments, projects, vacation or
part-time jobs.
o
Give a brief
summary of your educational achievements, experience, qualities, capabilities
and skills.
o
Outline any
further points in your favour related to the job and mention the attached
resume.
o
Mention your
interest in the organisation and your reason for applying for that particular
position.
4.
Request for
further action
o
Write that
you look forward to a call or letter.
o
State your
availability for interview.
o
Thank the
person for his or her time and consideration.
5.
The
complimentary close
o
Remember to
sign personally and include your name. State your enclosures such as your
attached resume, academic results or references.
Sample Cover
Letter 1
Ngeow Yeok
Meng
12-A, Jalan Kajang Mewah 10
Taman Kajang Mewah
Kajang 43000
Selangor
5
December 1998
The Human
Resource Manager
JobStreet Sdn Bhd
Suite 4.3, Wisma Maran
338, Jalan Tuanku Abdul Rahman
50100 Kuala Lumpur
Dear
Sir/Madam,
APPLICATION FOR THE POST OF CHIEF EDITOR
I refer to
your advertisement placed in JobStreet's homepage dated 2 December
1998
for the above position. Realising that Internet is no longer an alternative but
a necessity in the next millenium, I am keen to enhance my career in the content
development of web site of your company.
Allow me to introduce myself briefly. I gained basic knowledge of journalistic
reporting, feature writing and editing skills from my major in Media Studies
from the University
of Malaya. My present job as a senior editor in a news agency since 1994
provides me with work experience and on-the-job training in the above areas.
In 1997, I had the opportunity to write for Alta Vista, an Internet content
provider for the Asia Pacific region. The extensive knowledge I gained from my
research work on employment trend and labour market information has enlightened
me in many ways. I believe I can share my expertise with JobStreet in terms of
recruitment practices and human resource management if given the opportunity.
I'm also well-versed in HTML and Pagemaker 6.0 as I have been actively involved
in maintaining the web site of the news agency I serve. I'm able to meet
deadline promptly as a result of many years of working at a fast pace in this
agency.
The attached resume of mine will provide you more information about my work
experience. I'll be glad to attend an interview to furnish you with more
details. I can be reached via e-mail ngeow@mol.com.my.
Thank you for your time and consideration.
Yours faithfully,
-----------------------------
(Ngeow Yeok Meng)
Enclosed:
Resume, Academic Results, References.
Sample Cover Letter 2
Rosli
Abdul Hamid
13, Jalan 17/21
Sri Petaling
57000
Kuala Lumpur
5 December
1998
Mr. Geh
Thuan Hooi
Group Human Resource Manager
AE Technologies
7, Jalan 7, Cheras Jaya
Jalan Balakong
43200 Selangor
Dear Mr.
Geh,
RE:
APPLICATION FOR MANAGEMENT TRAINEE POSITION
I wish to
apply for the position of management trainee as advertised in JobStreet homepage
on the 1st December 1998.
I'm currently enrolled in the final year of a business administration course at
the Universiti Utara Malaysia, and will graduate in April 1999.
Your company's unique involvement and position in the manufacturing of precision
metal stampings and tooling has prompted me to apply for the management trainee
position in your organisation. I am very interested in pursuing a career in the
area of business administration. My academic transcript, which I have enclosed,
shows that I have completed a wide range of subjects that provide me with a firm
base of knowledge and skills relevant to the requirements of the management
trainee position.
I notice that the position you advertised requires two years of work experience.
Although I have not any work experience pertaining to the manufacturing
industry, I have gone through a five-month industrial training during my final
year of study where I was given tasks equivalent to a management executive. I
have performed well during the training which had helped me expose to various
managerial skills and practical knowledge.
My attached resume demonstrates my capacity to be a leader who is able to work
in a team environment, set and achieve long and short term goals, think
analytically and solve problems. I believe my knowledge and technical know-how
in the field of management will help me contribute a great deal to your company.
Above all, I possess the interest and determination to perform well in the
graduate position you are offering.
I look forward to meeting with you to discuss the position further. I can be
contacted on 012-2116888 between the hours of 9 a.m. to 9 p.m.,
and the following e-mail address: ahrosli@hotmail.com.
Thank you
for your consideration.
Yours
sincerely,
-----------------------------
(Rosli Abdul Hamid)
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