WRITING EFFECTIVE COVER LETTER
UHL2112/Sem1-05/06_HK
OBJECTIVE
At the end of this topic, you should be able to: understand what a cover letter is. know the importance of cover letter. know the content of cover letter. draft and develop a cover letter. write an effective cover letter.
UHL2112/Sem1-05/06_HK
• • • • •
What is Cover Letter?
• A marketing tool – it sells you • Explains to the potential employer how you will help the company • An opportunity to introduce yourself, present your qualifications, and show the search committee that you are a potential candidate for the position.
UHL2112/Sem1-05/06_HK
Importance of Cover Letter
The ultimate goal is the interview. To gain an attentive audience for your resume, making it an important employment communication tool.
A cover letter is very important because: • It gives you the opportunity to draw the employers’ attention to your specific qualifications. • It provides a sample of your written communication skills to demonstrate your intelligence and help to establish your credibility and professionalism.
UHL2112/Sem1-05/06_HK
Types of Cover Letter
A referral • When someone has suggested that you contact a specific person at a company about job possibilities. A response to an ad • When you answer to a job posting or announcement – the most common cover letter. An unsolicited letter • When you do not know anyone at the company and have no idea whatUHL2112/Sem1-05/06_HKare available. kinds of jobs
Content of Cover Letter
Typically, the content of a cover letter is composed of: • • • • The Subject Heading The Opening Paragraph The Pitch Paragraph The “Why you need to Choose me” Paragraph • The Last Paragraph
UHL2112/Sem1-05/06_HK
The Subject Heading
This should be straight to the point and identify the post that you are applying for. The common style for the subject heading is to bold it and capitalize all the letters.
• APPLICATION FOR THE POST OF MECHANICAL ENGINEER OR • APPLYING FOR THE SENIOR TECHNICAL ENGINEER POSITION
UHL2112/Sem1-05/06_HK
The Opening Paragraph
This paragraph states
• your reason(s) for writing • the position for which you wish to be considered • a statement indicating where and when you saw the job advertisement.
UHL2112/Sem1-05/06_HK
Examples
I am writing to you in response to your advertisement for a Production Engineer which appeared in The New Straits Times advertised on June 15, 2005. OR I am interested in applying for this post as advertised in The Star on June 15, 2005. OR I wish to be considered for the post of Senior Technical Engineer as advertised in The Star dated June 15, 2005.
UHL2112/Sem1-05/06_HK
The Pitch Paragraph
• Provide some insights about yourself with reference to past accomplishments and qualifications that are relevant to the position you are applying for • The objective of this part is for the reader to see you as a viable candidate for the job.
UHL2112/Sem1-05/06_HK
Example
I graduated with a degree in Mechanical Engineering from University College of Engineering and Technology, Malaysia (UCET) in 2002. During my industrial training, I worked with Gambang Industries Incorporation, a leading manufacturing in west coast of Malaysia. In the Quality Department of the company, I obtained valuable experience as my duties included the design of control mechanism for heavy machinery. After the training, I was also given the opportunity to work as their apprentice mechanic during the semester breaks. I was also active in various students’ activities at the university. I was the Secretary in the Students Representative Council.
UHL2112/Sem1-05/06_HK
‘Why Should you Choose me’ Paragraph
This paragraph should summarize
• the reason(s) why you would be an asset to the prospective employer • what are the benefits of hiring you
UHL2112/Sem1-05/06_HK
Example
The kind of work in which your company is engaged in particularly interests me, and I would welcome the opportunity it would afford to utilize my training. Furthermore, I am certain that my educational background and experience in the relevant field will prove to be a benefit to your organization.
UHL2112/Sem1-05/06_HK
Closing Paragraph
• Not just a closing • A chance for you to request or suggest for the next step like an interview or a phone conversation • About where to go from here • About opening the door to further contact
UHL2112/Sem1-05/06_HK
Examples
• My full particulars are shown on my enclosed curriculum vitae. I shall be happy to attend an interview at any time, and look forward to hearing from you soon. OR • I am enclosing my resume for your reference, and I would appreciate an opportunity for an interview so that we might discuss my qualifications and experience in greater details. OR • My resume and copies of relevant certificates have been enclosed for your reference. I look forward to meeting you at an interview at anytime convenient to you
UHL2112/Sem1-05/06_HK
Format for Cover Letter
Example
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Use of Language
• Keep your sentences short and your paragraphs concise. • Be aware of the power of short words and concise sentences. • Keep it simple, state the facts and focus on the message you are sending out rather than the manner in which you send it.
UHL2112/Sem1-05/06_HK
Tips to Write Cover Letter
• Check if applications should be handwritten. If it is not indicated, ensure that your application is well-typed and neatly presented. • Be short and concise. Leave details for the curriculum vitae. • Be specific about details. Do not use vague expressions.
UHL2112/Sem1-05/06_HK
Tips to Write Cover Letter
• Use friendly and NOT familiar tone without sounding boastful. • Do not make claims that are not truthful. • Preferably a one page letter broken down to 3 – 5 focused paragraphs. • Focused on the employer’s needs NOT yours. • Do not sound desperate but interested.
UHL2112/Sem1-05/06_HK
What not to do!
• Send a resume without a cover letter • Discuss salary unless the ad or job listing requires it. • Repeat information that appears on the resume, except in the briefest, introductory manner. • Generalize about personal qualities or past job titles.
UHL2112/Sem1-05/06_HK
What not to do!
• Give unnecessary personal information. • Include anything that you will not be able to explain during the interview. • Send Xerox copies. • Staple or use paper clip items.
UHL2112/Sem1-05/06_HK
yea yea !!
UHL2112/Sem1-05/06_HK