Skillmax_Unit4_CoveringLetters

Skillmax reSource guide 2012 Pathways to Employment UNIT 4 Skillmax resource guide covering letterS 2 Skillmax reSource guide 2012 SKILLMAX Skillmax reSource guide 2012 3 UNIT 4: COVERING LETTERS contents Welcome to unit 4 4 learning outcome e3 5 Background to covering letters 6 What is a covering letter? 7 activity 1 7 activity 2 8 understanding the importance of research and preparation 9 constructing a covering letter using appropriate layout 11 activity 3 12 activity 4 13 checklist for covering letters 14 organising information in logical and cohesive paragraphs using formal language and technical terms 15 activity 5 15 activity 6 18 activity 7 19 activity 8 20 relating qualifications and experience to a specific job advertisement 21 activity 9 21 Writing speculative letters 26 activity 10 26 Writing covering letters in email applications 28 activity 11 29 activity 12 assessment task 29 answers 30 glossary for covering letters 34 4 Skillmax reSource guide 2012 SKILLMAX Welcome to unit 4 unit 4 focuses on preparing covering letters. You will examine different covering letter formats and appropriate positive vocabulary. You will also analyse different covering letters and how well they respond to particular job advertisements. assessment there is one formal assessment task in unit 4. You will prepare a covering letter (activity 12) to accompany the résumé you prepared in unit 3. Your teacher will use the criteria listed in learning outcome e3 to assess your covering letter. Skillmax reSource guide 2012 5 UNIT 4: COVERING LETTERS learning outcome: cSWe iv (e) e3 Prepare a covering letter to accompany résumé assessment criteria conditions and methods of assessment 3.1 Write a coherent, logically structured covering letter of approximately one page in length 3.2 use appropriate layout, eg address, date, salutation, job reference 3.3 use appropriate staging, eg opening, outline of relevant skills and experience closing 3.4 refer to attachments 3.5 demonstrate suitability for the position sought 3.6 use appropriate register, eg professional, confident, persuasive 3.7 use coherent and logically structured paragraphs 3.8 link ideas cohesively and logically by using appropriate references and conjunctions 3.9 use vocabulary and grammatical structures appropriate to formal language, eg passive, complex noun groups, complex sentences with dependent clauses 3.10 use vocabulary appropriate to technicality of content 3.11 use accurate spelling and punctuation letter is: • approximately one page in length • in response to an authentic advertisement • word processed learners may use: • dictionaries • spellcheck appropriate attachments are included. Sample task learners prepare covering letters for their résumé modified in cSWe iV (e) e2: Modify résumé in response to job advertisement requirements. 6 Skillmax reSource guide 2012 SKILLMAX Background to covering letters a cover letter is the introduction to a prospective employer. as it is the initial contact it has to make an immediate impact. it is important to remember that the quality of your written job application will determine whether or not you are invited to attend an interview. it is not necessary for the written application to be long, but it is important that it is easy to read, has all the relevant information and gives a good impression of you. a well-written and well-presented covering letter helps to ensure that a prospective employer will consider reading your résumé and this will increase your chance of obtaining an interview. researching the company and the position is a vital part of preparing to write a successful covering letter. employers create job advertisements so they can identify suitable applicants for the position and screen out those who do not fit the job. every application for employment should include a customised covering letter regardless of whether the application is mailed, faxed or emailed. information in the covering letter should be specific to the position advertised. it is important to study the advertisement carefully and address any/all specific criteria mentioned. This involves outlining qualifications and training, experience and key skills relevant to the position, even if the information is also included in the résumé. a covering letter must include personal examples of how you meet the requirements of the position and demonstrate a positive, enthusiastic attitude to work. a covering letter should reflect what you can do for the employer and not what the employer can do for you! Skillmax reSource guide 2012 7 UNIT 4: COVERING LETTERS What is a covering letter? activity 1 discuss the following questions in groups. Write your answers in the space provided. then discuss your answers as a class. 1 What is a covering letter? 2 When do you write a covering letter? 3 Who is going to read the covering letter? 4 What is the purpose of the covering letter? 5 What information would you include? 6 Does the covering letter have the same purpose in your country of origin? 7 What advice would you give someone writing a covering letter? 8 Skillmax reSource guide 2012 SKILLMAX activity 2 look at the diagram below and discuss what is involved in writing a covering letter. Why? Application in response to an ad (Remember the key purpose of a cover letter is to help the employer decide whether to invite you in for an interview – and indeed whether or not to read your résumé). How? List skills and achievements Research company and position Match skills to the requirements of the position (Your cover letter should be tailored to each different job you apply for.) Formal style Concise paragraph Some point form Match skills/expertise with company's needs Cover essential, desirable and implicit criteria Give examples of previous experience and achievements Formal Persuasive Personal Confident tone/registercontentformat ing ing Skillmax reSource guide 2012 9 UNIT 4: COVERING LETTERS understanding the importance of research and preparation To write a successful covering letter, it is important to understand the necessity for thorough research and preparation. a research the employer You need to find out as much about the employer as possible, for example: • is the employer a private company or public corporation? • What major products or services does it provide? • How many people does it employ? • Where is the employer located? You can find the answers by: • visiting the company website • reading recruitment brochures, annual reports and product profiles • speaking to people from the company or in the same industry • accessing reference periodicals such as Business Who’s Who, Kompass, Graduate Opportunities etc B research the position and its requirements Your covering letter should indicate that you have a clear understanding of the position and its requirements. You can familiarise yourself by: • reading about the job in JobGuide (www.jobguide.com or www.jobguide.deewr.gov.au) • analysing the requirements in the job advertisement • reading the Statement of duties in the information package • ringing the company to clarify the requirements • talking to others in similar positions or industries 10 Skillmax reSource guide 2012 SKILLMAX c analyse the job advertisement refer to Unit 2: Reading job advertisements. • analyse the job requirements by making a list under the headings What the employer wants and What i can offer. • make notes about what you will write. • decide what your selling points are for this job and make a list. • When possible, always address your letter to a person, not an organisation. if no name is given in the ad, use your initiative to telephone the company and ask for the name of the manager or Human resource manager. • Be sure to ask for the correct spelling. • if necessary, ask Is that Mr or Ms? • Telephone the company and speak to the contact person for further information about the position. This will help you decide what to write in the letter. d Write a well-presented letter • use appropriate layout. • use a4 paper and a good printout. • Write as many drafts as necessary. • avoid errors in spelling and punctuation. • use a dictionary or spellcheck. • edit your letter before sending it (get someone else to check it for you). • make sure the overall appearance of your letter is neat and easy to read. e Prepare your job application package • attach photocopies of any references, transcripts or certificates to your cover letter. Never send originals. • keep copies of everything you send including the job advertisement as preparation for your interview. • keep a diary handy of all your applications so that you know which employer is calling and about which particular position. Skillmax reSource guide 2012 11 UNIT 4: COVERING LETTERS constructing a covering letter using appropriate layout a covering letter should be no more than one page. The justification is to the left of the page and there is minimal punctuation in addresses and dates. The stages are clearly defined. There can be some flexibility in the layout, for example, in the position of the date. Study the format below. No/Street Suburb State Postcode email Fax (if applicable) Phone/mobile no date Name of person to whom you are sending this letter Title of this person company or business name address (or mailing address) of the company Suburb State Postcode Person’s email (if applicable) company’s fax (if applicable) dear mr/mrs/ms Surname or Sir/madam re: Subject/application for….. First paragraph refer to the job you are applying for, where and when it was advertised including job reference number, if stated. Middle paragraphs/body of letter The middle changes with each application. it should however: • mention your qualifications, training, experience, technical and personal skills, relevant to the job as advertised; this indicates that you know what the job actually involves, shows you meet all the requirements listed and convinces the employer that you are interested and able to do the job • refer to your attached résumé for further information, academic transcripts and copies of references (and anything else you have included with the letter) • indicate that you know something about the company's products and/or services Last paragraph • re-express your interest in the job and why you are suitable • indicate that you are available for an interview at the employer's convenience Yours sincerely (name known) or Yours faithfully (Sir/madam) Your signature Your name typed enc: academic transcripts/two references 12 Skillmax reSource guide 2012 SKILLMAX activity 3 the list below also shows the important stages in a covering letter but in the wrong order. match these parts to the format on page 59. Write the numbers of the parts on the format. 1 Greeting 2 Date 3 Name of recipient 4 Closing 5 Availability for interview 6 Signature 7 Name of sender 8 Address of sender 9 What documents are enclosed – with the exception of résumé (which is referred to in the body of the letter) 10 Address of recipient 11 Relevant technical skills 12 Relevant personal skills 13 Mention of enclosed résumé for further information 14 Title of recipient 15 Experience, training and achievements 16 Opening - interest in position/mention of advertisement 17 Subject line/Application for 18 Summary of suitability for the position Skillmax reSource guide 2012 13 UNIT 4: COVERING LETTERS activity 4 look again at the list on page 60 and write the correct number beside the corresponding parts in the covering letter below. could you improve the layout of the letter? 5/12 Hebersham road mt druitt NSW 2770 m: 0418 234173 3 September 2009 ms Sue Plateroti Food Services Site manager royal Prince alfred Hospital camperdown NSW 2050 dear ms Plateroti re: application for the position of Secretary in the Food & Services department Further to the telephone conversation i had with you yesterday concerning the position of secretary in the Food & Services department advertised in the Sydney morning Herald on august 29 2009, i am writing to confirm my interest in applying for the job. With reference to the criteria mentioned in the advertisement, i would like to highlight my relevant skills and experience. • 10 years experience as a secretary using mS office package for office administration • Typing speed 60wpm with 99% accuracy • accustomed to working as part of a multicultural team • able to work long flexible hours unsupervised • excellent communication skills in english With my strong background in the secretarial field, as well as being a person from a non- english speaking background, i feel confident i can make a strong contribution to the department. To aid you in assessing my capabilities, i have enclosed my résumé. i can be contacted on the above mentioned mobile number and am available for an interview at any time. i hope to hear from you soon. Yours sincerely S J Bayad Salma Bayad 14 Skillmax reSource guide 2012 SKILLMAX checklist for covering letters You can use this checklist when editing and proofreading your covering letters. includeS aPProPriate StageS addresses of sender and receiver Name and title of receiver (dear mr Smith not dear mr John Smith) appropriate opening mention of experience, training and achievements relevant to essential criteria mention of technical and personal skills mention of enclosed résumé (for further information) Summary of suitability for position availability for interview and contact details appropriate closing Well PreSented uSing aPProPriate format Spacing Paragraphs Some point form length Stresses information relevant to essential and desirable criteria in body of letter gives concrete examples of experience does not overuse I at beginning of sentences Stresses what applicant can do for employer not what employer can do for applicant cHooSeS aPProPriate language (Refer to glossary at end of module) Standard phrases action verbs in the past tense Positive words Sentences are short and clear Paragraphs are linked cohesively and logically uses correct spelling, punctuation and grammar uSeS aPProPriate tone in letter Professional/formal level of formalitY Suited to tHe PoSition Persuasive enthusiastic Positive confident Skillmax reSource guide 2012 15 UNIT 4: COVERING LETTERS organising information in logical and cohesive paragraphs using formal language and technical terms activity 5 a read this covering letter for the advertisement on the next page, then analyse and comment on the letter using the checklist for cover letters on page 62. 8/73-75 Smith Street dulwich Hill NSW 2203 email: Tel: 20 october 2009 ms anna obradovic Security mailing Services Pty ltd Po Box 86 kingsgrove NSW 2208 dear ms obradovic i would like to apply for the desktop Publishing position advertised in the Sydney morning Herald on Saturday 17 october 2009 and i have enclosed my résumé for your consideration. i recently completed an information Technology course at Sydney institute of Technology, ultimo campus. While a student there, i studied word processing, desktop publishing as well as a number of other subjects related to computers. my work with the institute of Sisters of mercy of australia has given me local experience in preparing newsletters and brochures, designing a fax-cover template and a new logo for the organisation. This experience also enabled me to liaise with staff and clients in both spoken and written english. as an experienced desktop publisher in two leading Bosnian daily newspapers, i have worked in different software environments (mS Windows xP and Vista), using knowledge of different packages such as mS office, mS Publisher, coreldraw x4, adobe indesign cS3 and QuarkxPress. 16 Skillmax reSource guide 2012 SKILLMAX my skills include: • designing layout for brochures, newsletters, newspapers • amending layout including margins, spacing and columns, selecting fonts • integrating text with graphics such as logos, graphs and charts • Scanning and merging photographs with computer images • adjusting colourings on the computer With my sound knowledge and extensive experience in the area of desktop publishing i feel i could make a valuable contribution to your company. Thank you for your consideration of my application. if you require any further information, please contact me on the above telephone number or email address. i look forward to hearing from you. Yours sincerely DDjukic darko djukic B underline the essential criteria in the advertisement. deSkToP SuPPorT are you bored with your secretarial/administrative duties? Here is an excellent opportunity for an enthusiastic person with keen analytical skills and an eye for detail to gain entry into a desktop Publishing role. key responsibilities will include the scanning of logos, set-up of letters and forms and proofreading. essentially you will have knowledge of mS Word and experience using a desktop package, be able to type and have excellent communication skills. graphic design skills an advantage. interested applicants write to: anna obradovic Security mailing Services P/l Po Box 86 kingsgrove NSW 2208 Skillmax reSource guide 2012 17 UNIT 4: COVERING LETTERS c now complete the table below. What was required in the advertisement Essential criteria Technical skills Personal skills Desirable criteria What darko wrote in his letter Essential criteria Technical skills Personal skills Desirable criteria d How effectively did darko respond to the advertisement above? 18 Skillmax reSource guide 2012 SKILLMAX activity 6 • read this covering letter and job advertisement. • analyse the letter using the checklist. are any stages missing? • number the paragraphs in a different order to make the letter more logical and cohesive. • How would you change the letter to use more formal language? • rewrite the letter, also correcting any spelling and/or formatting errors. 63 Carnation Avenue BANKSTOWN 2200 20th August 2009 Mr Paul Clarke Paul Clarke Auto Centre 124 Seymour Road PARRAMATTA 2150 Dear Mr Clarke Re: Application for clerical assistant This is a letter of application for the positon of clerical assistant, advertised in the Sydney Morning Herald on Monday, 17th August. As a result of my training and experience, these are the skills I can offer you: sound key board skills (35 wpm), word processing ability using MS Word, as well as familiarity with general office procedures and bookkeeping. I gained these skills whilse undertaking a Clerical Skills course and doing work experience with Parramatta TAFE. Here I was responsible for answering the telephone and over the counter equiries, using word processing skills to produce letters and reports and general clerical duties such as filling, photocopying and sending facsimiles. The attached resume will provide you with more detailed information about my background. I am 19 years old and have held a driver's licence for the past year. I would welcome the opportunity of dealing with customers. I am outgoing and friendly and my ability to relate easily to people would