WRITING EFFECTIVE COVER LETTER

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WRITING EFFECTIVE COVER LETTER
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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.

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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.

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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.

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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 what kinds of jobs are available.

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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

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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

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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.

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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.

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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.

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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.

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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

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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.

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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

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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

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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.

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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.

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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 employers needs NOT yours.
• Do not sound desperate but interested.

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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.

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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.

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yea yea !!