AE501 COMMUNICATIVE ENGLISH 3

WRITE COVER LETTERS

What is a ‘cover letter’?

• A Cover Letter is a letter of application which accompanies a resume (or cv).

• The purpose of a cover letter is to introduce yourself to a prospective employer, bring
attention to your enclosed resume and create a desire in the employer to have an
interview with you.

Things to be considered:

• A cover letter is essentially a business letter and thus should follow the protocol of a
business letter.

• A cover letter should consist of whatever the job advertisement requested for, example
if they ask for a photo or photocopy of IC please add it to the cover letter or if they are
looking for specific competencies, please list them all in the cover letter.

• The cover letter is also where you have to validate that you have the competencies
they are seeking in the job advertisement and substantiate with evidence/experience.
If you have the space, it is good to provide more competencies that you think might be
important for the job which they did not ask for. Avoid fabrication.

• Keep the letter relevant. Ensure you are able to mention how you will and can use your
competencies (substantiated with evidence) to contribute to the job.

• Always share in the cover letter what position you are applying for, what is your status
now (working or studying and where at), and where and when did you view the job
advertisement.

• Always conclude with a request to meet i.e. “I am keen to meet up with you to share
with you more on what I can contribute to your company at your most convenient

Page 1
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

time.” After that, please ensure that you have left your contact number and email for
easy reference.

Important items in the cover letter are:

• Introducing yourself
• Highlighting your strength
• Gaining an interview

Normally, the cover letter is written in response to a particular job advertisement. Therefore, each
letter needs to respond to the requirements of the job advertised.

A cover letter is a business letter written by

an applicant stating his/her interest in the job
advertised.

The purpose of writing the letter is to convince

the employer that you are the right candidate
for the position.

Page 2
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

FORMAT OF A COVER LETTER

**Salutation should agree with the

receiver’s name

Purpose: to inform the receiver the purpose of

the letter

E.g:
APPLICATION FOR THE POST OF JUNIOR
ACCOUNTANT

Application for the Post of Junior Accountant

To indicate to the receiver that

additional papers are
enclosed with the letter

E.g: Enclosure
Enc.

Page 3
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

**Salutation

Mr.AnasHasrizal
Manager
Manager MRCB Holding
MRCB Holding
Address MRCB Holding 41000 Klang
41000 Klang
41000 Klang Selangor
Selangor
Selangor
Salutation Dear Mr.Hasrizal Dear Sir Dear Sirs
Complimentary
Yours sincerely Yours faithfully Yours faithfully
close

There are two different types of cover letters;

a. solicited
b. unsolicited

What is a Solicited Cover Letter?

A solicited letter is a letter of Application for an advertised job. Basic points covered in a solicited
letter include:

1. Attention getter.
2. Position you seek.
3. How you learned about it.
4. Your qualification.
5. How can you help in the growth of the company or the organization.
6. Request for an interview.

Page 4
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

The elements of a Solicited Cover Letter

[Your name in full as reflected in resume]

[Address Line 1]
[Address Line 2]

[Date]

[Name of Hiring Manager]

[Designation of Hiring Manager]
[Name of company]
[Company Address Line 1]
[Company Address Line 2]

Dear [Salutation] [Surname of hiring manager],

RE: Application for XXX Position

[Paragraph 1]
This paragraph should introduce you to an employer in a relevant way. Try to
find a good ‘hook’ by stating how you can be relevant and contribute to the job.
It could also start with why you are interested in the job or company and what
interests you i.e. impressed with the opportunities they offer. State where you
had found out about the job (i.e. online [where], newspapers, mutual contact
etc) and the date which the advertisement was dated. Make the opening strong
and positive.

[Paragraph 2]
Explain in this paragraph what you can offer to the job in terms of your
previous skills, interests and qualifications. Back them up with the relevant
experience. Explain to the reader what makes you the best person for the
vacancy. To understand what they are looking for, carefully
read and understand the job advertisement. Ensure you are able to cover
most of the competencies and skills they have stated in the advertisements.

Page 5
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

[Paragraph 3]
Bring in other competencies and skills (backed up with experiences) that
are not requested in the job advertisements but would help complement the
skills listed above i.e. teamwork skills, customer service etc.

[Paragraph 4]
Explain why you are interested in the job and company. Research on the
company and share how you view the job will fit your plan, interests etc. This
is where you share with them that you want the job. Use a positive closing
statement, saying what you would like to happen next i.e. “schedule a
meeting at your most convenient time to share with you how I can best
contribute to your company”. Remember to add in your contact information
here (email and contact no.)

Yours sincerely,
[3-4 lines in between]
[Your Name]
Enclosed: Resume

Page 6
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

Below are samples / examples of a solicited cover letter:

SAMPLE 1

1234 Benbow Road

75250 Melaka

18 January 2013

Mr. Jenny Mellon

Midwest Technology Company
4500 Perak

Dear Ms. Mellon,

Application for the Post of Systems Analyst

I am applying for the position of systems analyst advertised 10 January 2013 with
the placement service. The position fits my qualification, experience, career
interests and expertise.

According to the advertisement, the position requires experience in computer

systems, financial applications software, and end-user consulting. I am a major in
management information systems and have training on mainframes,
minicomputers, and microcomputers. I also have experience with a number of
software programs and applications. I have 5 years of practical experience as a
programmer. During this job, I got exposure to complex computer programming
and operations. Additionally, I worked in ABC company assisting in computing
operations where I gained some practical knowledge. Enclosed is my resume that
provides more details on my qualifications, experience and expertise.

My background and career goals perfectly match your job requirements. I am

confident that I can perform the job effectively. Furthermore, I have read and

Page 7
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

heard about your company and have strong desire to work with this company
with excellent reputation and working environment.

I request you to please consider me for a personal interview to discuss my

qualifications and the job opportunity. Please give me a call at 555-6344. The
best times to reach me are before 10 a.m. or after 4 p.m.

Thank you for your consideration. I look forward to talking with you.

Sincerely,

Ray
(Ray Prasad)

Enclosure

Page 8
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

SAMPLE 2

42, JalanManggis
Taman Maju Indah
72520 Malim, Melaka
Phone: 012-56565656

May 25, 2012

Personnel Director
Astra Hotel
54000 Bangsar
Kuala Lumpur

Dear Sir,
Application for the Post of Receptionist

I am very happy to give response to your advertisement of receptionist position

published in jobstreet.com. I really want to occupy this job. My qualifications
closely meet requirements mentioned in your advertisement.

I have experienced in working as hotel receptionist during my six month

internship. I have worked at First World Hotel. I registered guests as they arrive,
controlled and monitored booking and reservations, performed good service for
guests, performed greeting and welcoming to guests and completed bills properly.
I got good appreciation from guests due to my polite attitude.

I have good communication skills that allow me to welcome guests and perform
helpful attitude. I am able to use computer and familiar with various

computer programs. I have strong leadership and organizational skills. My self-

discipline is my principal.

Page 9
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

I have enclosed my resume along this letter. I hope that it can explain my skills
and experience. I am very glad to meet you for interview section. You can contact
me at 017-7267622 or send information to my email address at
[email protected]. Thank you for your attention.

Yours faithfully

Vanda
(Vanda Luisa)
Enclosure: Resume

However, the above samples are only applicable for candidates who have work experience. For
a fresh graduate, you may refer to the following sample:

Page
10
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

12, Jalan TTU 4

Taman TasikUtama
73500 Ayer keroh
Melaka

July 24, 2012

Mr. Dustin Luke

Local Communication Corp.
13200 BatuFerringhi
Pulau Pinang

Dear Mr. Luke

Application for the Post of Junior Electrical Engineer

I am a diploma student of PoliteknikMerlimau, Melaka and I would like to apply for

the position of junior electrical engineer in your highly esteemed company. I have
seen your advertisement for this job opening from the News Straits Times.

I have attached in this letter my curriculum vitae to be able to provide you with
some information on my educational background as well as my experiences in the
field of engineering. I had my internship at the Global Technologies in Malacca
and from that I was able to develop my skills and broaden my knowledge in this
field of my specialization. Having mentioned my qualifications, I believe that I
would be an asset to your company if ever I will be hired for the position.

I would be very happy if you could grant me for an interview at your most
convenient time. I will confirm my interview by calling your office tomorrow. I would
be very glad to be scheduled for an interview with you. Thank you.

Page
11
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

Sincerely Yours

Johan
(Johan Samad)

Enclosure: Resume

What is an Unsolicited Cover Letter?

An unsolicited cover letter is written to an employer that might not have a position posted but is
an employer that you have a strong interest in working for.

It can also be used if you receive, through your contacts, the name of someone that might be
looking to hire someone. In an unsolicited cover letter, you want to make it clear what type of
position you are looking for, your academic background and why you are interested in that
particular employer.

Sometimes there may not be jobs in the newspapers which you are qualified to apply for.

In this case you can write an unsolicited letter of application. Begin simply with an
introduction and then mention the job you wish to apply for.

Page
12
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

For example:

I am a recent graduate from Politeknik Ungku Omar with a Diploma in

Civil Engineering. I would like to apply for the post of Site Supervisor,
if there is a vacancy.

I would be interested in discussing with you the possibility of

employment as an Assistant Engineer with JD Sdn Bhd.

or begin with a question that states the purpose of your letter. For example:

Could you use a Polytechnic graduate with a Diploma in Food

Technology in your organisation?

You may also want to apply for a post in the company where you did your industrial training.
In this case, you may even call up the company and talk to the people you know first.

Mr. Calvin Lee, my supervisor during the industrial attachment I had at

SONY Electronics, has informed me that there is a vacancy for Technical
Supervisor. Having had a wonderful experience at SONY, I would like to
apply to be a full-time member of your staff.

If you call the company and they ask you to write in to apply for the job, you can try the
following:

Page
13
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

As requested by you during our telephone conversation on 2nd of May, I

am submitting my application for the post of marketing executive.

I had a wonderful experience at Cannon Marketing during my industrial

training from 23rd May till 30th December, 2000. I learned a lot and made
many friends, most of whom I still keep in touch with. I feel that I will have
no problem fitting in again and hence will be able to make an immediate
and direct contribution to the company.

Read the following sample of unsolicited letter of application.

647 Taman PD Utama

71000 Port Dickson
Negri Sembilan

20 May 2011

Ms Florence Ng
Department Manager
EFTG Industries Inc
Lot 6 JlnP/10
56100 Cheras
Kuala Lumpur

Dear Ms Ng

Application for the Post of Sales Executive

Page
14
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

I am writing in the hope that you are seeking an addition to your marketing team.
A new person can provide innovative approaches to the challenges of marketing.
I am an innovator of new ideas, an excellent communicator with buyers, and
have two years’ experience in marketing.

Presently, I am marketing computer products for a major supplier using radio and
news advertising. I have a reputation for putting forth the effort required to make
a project succeed.

Enclosed is my resume for your consideration. EFTG Industries, as I have found

out, has a reputation for excellence. I would like to use my talents to market your
line of quality technical products. I am most willing to discuss with you my talents
and how they can benefit your company. If you prefer, you can also contact me
in the evenings at 06-6478888.

Thank you and I look forward to meeting you.

Yours sincerely

(Karim Abdullah)

Encl 1 (Resume)

Page
15
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

COVER LETTER DOS AND DON’TS

Do not copy all

Do personalize your letter - the information in
call the company or look your resume, just
on its Web site to find the highlight important
correct contact. “To whom it points.
may concern,” doesn’t
sound like an important
correspondence

Do get to the point!

Be direct! Include the Do not use
title of the position long words to
you are interested in impress
and the move on to
your specific
qualifications
immediately

Do address the specific

position advertised
Do check spelling and
grammar

Cover Letter: Other things to take note of

• Keep the tone of the letter professional and befitting of the expectations of the employer.

• Ensure the letter is easy to understand and read. Avoid using jargons or acronyms. If you
are using acronyms, always state out its full title before adding in brackets the acronym to
facilitate easier understanding in subsequent paragraphs i.e. Politeknik Merlimau Melaka
(PMM).

Page
16
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

• Do read through your cover letter a few times (preferably not immediately) to look out for
spelling or grammatical inaccuracies.

• Ensure that your cover letter has the same font size and style as your resume text. Do
not let it go beyond one A4 page.

• Place your cover letter and resume in the same document to make it more convenient for
the hiring manager to view and print.

Cover Letter Tips

The cover letter should put the best light on your qualities and achievements. This is also true of
resumes and personal statements in job applications. Use words and phrases that will help you
create a positive impression.

Avoid unassertive phrases such as “I feel that” or "I think that."

Choose “action” words and phrases such as “achieve”, “experienced in”, and “provided
assistance to.”
Here are some more useful phrases for your cover letter and resume:

I first became interested in a career in ...

I have experience in ...
I am interested in ...
During my previous position, I ...
In this postition, I gained ...
I enclose my resume for your consideration.
Thank you for taking the time to consider my application.

Page
17
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

How to Make Your Cover Letter Stand Out?

• Be yourself. A “formula” approach is fine, but each letter should reflect your personality
and your enthusiasm. Let it shine through. Take pride in who you are and what you’ve
done. The reader is looking for a human being, a person who knows what he or she can
offer and can express it well.

• Clearer expression. Most people come close to expressing what they really want to say
but usually miss the target. Take the time to craft your words and sentences to mean
exactly what you intend and you’ll be in great shape. Ask others to review your
letter/résumé to ensure that you’re communicating what you want to say.

• Write in the active tense. Active verbs are the key when writing cover letters and
résumés. Instead of saying, “...my best attributes include team play and motivating
people,” say “I’m a dedicated team player who can motivate people…” The latter
promises a go-getter employee – someone who can take action instead of waiting to be
led by the hand.

Common Mistakes!!!

• Writing to a department or title. It’s always best to write to a real person with a real title.
The exception to this is when you’re answering an ad and specific contact information is not
provided.

• Using “Dear Sir.” Many cover letter readers are women. If you cannot get the name and
title of someone to write to, it’s safer to use either a job title or generic title like “Dear Human
Resources Manager,” or “Dear Sir/Ma’am.”

• Overusing “I.” It’s okay to refer to yourself, but not in every sentence. Remember to use
“you” even more. Show the “you” to whom you are writing that you’re more concerned with
meeting his or her needs than meeting your own.

Page
18
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

• Exaggerating your experience. Don’t “stretch” anything you say. Be completely truthful
while still presenting yourself in the best possible light.

• Forgetting to give the employer a way to contact you. Never forget to include your
phone number or email address or both. How will the employer let you know about your
upcoming interview if he or she can’t call and tell you about it?

• Forgetting to sign the letter or to attach your résumé.

Page
19
 AE501 COMMUNICATIVE ENGLISH 3 Chapter 6

References:

A5003 Module, English for Technical Purposes 5 (JPP, KPT)

A501 Module, Politeknik Merlimau, Melaka (December 2012)

http://www.ntu.edu.sg/CAO/Documents/Resume%20and%20Cover%20Letter%20Quick%20Gui
de.pdf

http://hubpages-hubber.hubpages.com/hub/Solicited-Application-Letter

http://www.writing-tipstoday.com/info/Resume-Writing/Cover-Letter-Tips.html

http://www.myfuture.com/careers/articles-advice/creating-your-cover-letter?

Page
20