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Learn how to write a compelling job application letter to land your dream job. Discover key principles and style tips, a checklist for success, and different types of application letters.
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PERSONNEL LETTERS Shirley Taylor
LETTERS OF APPLICATION(SURAT LAMARAN) A letter of application for a job is essentially a sales letter. In such a letter you are trying to sell yourself. The general principles of writing sale letters will therefore apply: Your letter must • arouse interest in your qualifications • carry conviction by your past record and testimonials • bring about the action you want the prospective employer to take - to grant an interview and eventually give you the job.
Style of application (Gaya lamaran) • Unless an advertisement specifies that you must apply in your own handwriting, or the post is purely clerical or bookkeeping, your application should be typed. A well-displayed, easy-to-read letter will attract attention at once and create a favourable first impression. • Some applicants write a long letter containing lots of information about education, qualifications Your curriculum and experience - this is not advisable as the information is not easy to locate and it can sound rather
Points of guidance Remember the purpose of your application is not to get the job, but to get an interview. • Ensure your application looks attractive and neatly presented; make it stand out from the rest. • Be brief; give all the relevant information in as few words as possible. • Write sincerely, in a friendly tone, but without being familiar. • Do not make exaggerated claims or sound boastful; simply show a proper appreciation of your abilities. • Do not imply that you are applying for the job because you are bored with your present one. • If your main interest is the salary, do not state the figure you expect. Instead mention what you are earning now. • Do not enclose originals of your testimonials; send copies with your application but take your originals along to the interview.
Checklist A busy employer has little time for long rambling correspondence. Avoid the temptation to include details in which the recipient is unlikely to be interested, no matter how important they may be to you. You should also avoid generalising, and instead be quite specific in the information provided. For example instead of saying 'I have had several years' of relevant experience in a well known firm of engineers', state the number of years, state the experience and give the name of the firm. When you have written your letter, read it carefully and ask yourself these questions: (a) Does it read like a good business letter? (b) Will the opening paragraph interest the employer enough to prompt the rest to be read? (c) Does it suggest that you are genuinely interested in the post and the kind of work to be done? (d) Is your letter neatly presented and logically structured? If your answer to these questions is 'Yes', then you may safely send your letter.
Application for an advertised post • Application letter When your application is in response to an advertisement in a newspaper or journal, this should always be mentioned in the opening paragraph or in the subject heading.
APPLICATION LETTER
Application for an advertised post (b) Curriculum vitae Your curriculum vitae (sometimes called a resume) should set out all your personal details, together with your education, qualifications and working experience. It should be displayed attractively so that all the information can be seen at a glance. It should not extend to more than 2 pages. Wherever possible, the information should be categorized under headings and columns.
CURRICULUM VITAE
Application using an introduction Sometimes your application will result from an introduction by a friend or colleague. In this case such| an introduction should be mentioned in the opening paragraph as a useful way of attracting attention.!
APPLICATION USING AN INTRODUCTION
APPLICATION FOR POST OF SALES MANAGER
Application for a teaching post This letter of application is sent by a trainee teacher to the Chief Education Officer of her local authority enquiring about suitable teaching posts.
APPLICATION FOR A TEACHING POST
Application for post of Data Processing Trainee In this letter the writer gives details of his education and qualifications in his letter instead of separate curriculum vitae. This style is useful when the applicant does not have a lot of previous wi ing experience to warrant a CV.
APPLICATION FOR POST OF DATA PROCESSING TRAINEE
Sales appeal to comfort An unsolicited application is the most difficult to write since there is no advertisement or introduction to tell you anything about the work or indeed whether there is a vacancy. In such a situation must try to find out something about the company's activities and then show how your qualificat and experience could be used.
SALES APPEAL TO COMFORT
TESTIMONIALS (SURAT KETERANGAN) As well as sending a copy of your curriculum vitae with an application letter, it is useful to send copies of any testimonials you may have from previous employers. The originals of such open testimonials are addressed TO WHOM IT MAY CONCERN. They are generally given by your previous employers if requested; you should always retain the originals and send photocopies only to prospective employers. There is no legal obligation for anyone to give a testimonial, but if one is written it must state only what is true otherwise the writer may become legally liable, either to the applicant for libel2, or to the employer if the testimonial is at all misleading. Any testimonial should follow the following 4-Point Plane: 1 state duration of employment and post(s) held 2 give details of the duties carried out 3 mention work attitude and personal qualities 4 finish with a recommendation.
Formal testimonial This testimonial was requested by an employee who worked at a company for a period of 8 years unless she took up teacher training.
FORMAL TESTIMONIAL FOR SECRETARY
Testimonial for Head of Department Here is another very favourable testimonial which was issued to someone who left a privati after completing a 2-year contract as Head of Department.
TESTIMONIAL FOR HEAD OF DEPARTMENT
FAVOURABLE REFERENCES Even if testimonials are provided at the time of sending an application letter, it is usual to state (either on your CV or covering letter) the names of one or two people who have consented to act as referees. Prospective employers may contact such referees either by telephone or letter to obtain further information about an applicant's work performance and character.
Letter taking up a reference • Ask for information about his work • Include specific details regarding ability • Give an assurance of confidentiality
LETTER TAKING UP A REFERENCE
Favourable reply The writer recommends the employee, very highly and without hesitation, feeling confident that he can carry out the duties required in the post stated.
Cautious reply The writer is very cautious, implying that the applicant lacks the experience needed: control of a department. However the writer is very careful not to come straight out and say this in so many words.
Enquiry letter requesting a reference In this letter another prospective employer requests information about the work and character of an applicant.
ENQUIRY LETTER REQUESTING A REFERENCE
Applicant's thank you letter • Those who have provided references will naturally be pleased to know how the applicant has fared 1 and whether successful or not. Applicants should therefore always inform and thank those who supported them.
APPLICANT’S THANK YOU LETTER
Enquiry using numbered points In this enquiry the writer is looking fof certain qualities. To make sure that each one is covered in reply, numbered points are used.
ENQUIRY USING NUMBERED POINTS
UNFAVOURABLE REFERENCES • If an employer is asked for a testimonial by an employee whose services have not been entirely satisfactory, the safest course of action is to tell the employee that their name may be given as a referee. • There is always a danger that unfavourable reports may be seen by unauthorised people so it is safer! to make such comments either over the telephone or in person instead of in writing. If an unfavourable I reference is put in writing, it should be worded with caution and restraint and with as little detail as| possible
A reference such as this would almost certainly prevent this prospective employee from getting a good post anywhere, but if the writer sincerely believes in what is said • then they should not fear to send it
Alternative unfavourable reference Perhaps a safer and wiser course would be to write in more general terms and to be less specific in criticism, as in this letter
INTERVIEW LETTERS • If a lot of applications are received for a post it is unlikely that all applicants can be interviewed, such cases a shortlist will be drawn up of those applicants thought to be most suitable for interne Letters should also be sent to the unsuccessful applicants.
Invitation to attend for interview • A letter inviting an applicant for interview should first acknowledge receipt of the application, and then go on to give a day, date and time for the interview. The name of the person the applicant should ask for should also be stated. Confirmation is often requested.
