WRITING EFFECTIVE COVER LETTER

							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
                    kinds of jobs
  have no idea whatUHL2112/Sem1-05/06_HKare available.
           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




      UHL2112/Sem1-05/06_HK
           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