Applying for a Job - Cover Letter & Resume Preparation

Applying for a Job - Cover Letter & Resume Preparation

A job application letter is written to apply for a specific position. It is a persuasive message that sells the applicant's talents to a prospective employer. It persuades the reader to believe in his/her suitability for a particular position. It is basically a self promotion instrument used by the applicant to boost his/her professional value and career prospects.

Although the basic objective of every job application is to draw a clear connection between the job one is seeking and one's qualifications, it serves several specific purposes. It:

        Introduces the applicant to the hiring organization

        Introduces the applicant's resume

        Highlights the applicant's positive personal traits and achievements.

        Shows how the applicant's special talents will benefit the organization.

        Emphasizes how the applicant is right for the job by matching the requirements.

        Asks for an opportunity to be interviewed by the organization.

So, writing a job application letter may involve a careful self-analysis. The applicant should evaluate his/her academic and professional qualifications, learned and intuitive skills, special traits and strengths, experience, career goals and interests. Moreover, he/she will have to research the company for organization to know their needs so that he can match his personal strengths to employers' needs and job requirements.

Bio-Data, CV and Resume

Bio-data, CV and Resume are basically the same things, i.e. they provide the same information but in the different format. The bio-data must contain father's name, sex, marital status, etc. The CV should target to the objective related to the post applied for. There is no need to write the marks or evaluative academic information. In a resume, there is chronological order of the academics required along with marks and percentages.

Sample job application letter:

Write a letter of application for the post of a Junior Engineer to the Divisional Engineer, Mambalam Division, Chennai Telephones, 786, Anna Salai Chennai - 35. Attach a suitable bio-data with the application.

20.01.14

Aravind samy. S 3/325, Lotus St., Vallabai patel nagar Coimbatore The Divisional

Engineer Mambalam Division Chennai Telephones 786, Anna Salai Chennai - 35

Dear sir,

Your advertisement for the post of Junior Engineer in 'The Hindu' dated 17.01.14 interested me as I am confident that I possess the requisite qualification and skills.

I am a B.Tech Electronics and Communication Engineering graduate. I completed my degree with a 9.5 CGPA from College of Engineering, Gundy in the year 2013. I did a project in VLSI Designs during my final year. It won the best project award in an inter-University competition. I have attached my resume for the other details of my qualification and skills.

I hope that my qualification and skills will merit your consideration. I would be happy to attend a personal interview to further discuss my skills.

Thanking you yours truly, Sign

Encl: Resume

Resume

Aravind samy. S 3/325, Lotus St., Vallabai patel nagar Coimbatore Mobile: 9880040200

Email: samy aravinds@gmail.com

Objective:

To begin my career as a Junior Engineer in a dynamic environment where I have opportunities to get experience and expertise and to further enhance my career prospects.

Education:

May 2013 B.Tech. Electronics and Communication Engineering, College of Engg. Gundy, 9.5 CGPA.

April 2009 H.Sc in K.M. Boys Higher Secondary School, Avadi, Chennai; 95% Project

Done:

Did a project in VLSI Designs, which won the Best Project Award in "Tech Fest," an inter university technical symposium held in JNK Technical University, Delhi in 2012.

Computer Skills:

Languages

: C, C++, Java

Operating Systems

: Unix, Linux, Windows

Application

:                                                  MATLAB, Oracle,  Web

Co-curricular Activities:

         Presented a paper titled, "Recent Developments in Mobile Networks" in the Fourth

International Conference on Communication Networks held in Malaysia, in 2012.

            One of the Organizing Committee members of the technical symposium "Convergence" conducted by our college in August 2012.

Extra Curricular Activities:

        Student Secretary for University Sports Club.

        Captain of the Foot ball team.

            Won several medals and trophies in foot ball in Zonal and

State Level.

Experience:

May 2013 - till date: Junior Engineer, SMT Communication Systems, Chennai-

85.           Personal Details:

Date of Birth                         : 15.03.1992

Father's Name                       : Sundar. K

Marital Status                       : Single

Languages Known                   : Tamil, English, Hindi, German

Interests                                : Reading books and Blogging on Foot ball

References                             : 1. Dr. Anu Durairaj

HOD, Dept. of ECE,

College of Engg. Chennai - 35.

2. Mr. Peter Francis

Manager, SMT Communication Systems Chennai - 85.

Different forms of resumes

Resumes are like advertisements. As such, it’s important to decide which type of

"ad" – in this case, format – you will use before you begin the resume writing process. Depending on the type of job you are applying to, different resume formats may apply. The four standard types of resumes include 1) chronological, 2) functional, 3) combination, or 4) targeted. Below are definitions of each type and recommendations on

which format works best. Once you have developed your resume, post it online at

America’s Job Exchange and begin your job search today.

Chronological Resume:

What is it - Chronological resumes are the most commonly used format. They list work history in chronological order, starting with your most recent job down to your earliest. This resume is preferred by most employers because it provides a quick snapshot of work history, with most recent positions up front.

Who should use - If you have a solid work history, your experience is aligned with the job you are applying to, and you have no lapses between employment, use this format

Functional Resume:

What is it - Unlike chronological resumes, functional resumes focus on your skills and experience first. This type of resume de-emphasizes the dates in which you have worked. Employment history is secondary, and is listed under the details of your skills.

Who should use - If you have lapses in employment, are in the middle of a career transition, are a recent college grad with limited work experience, or have a diverse background with no clear career path, this is the most effective type of resume.

Combination Resume:

What is it - Combination resumes let you detail both your skills and experience, while also backing this up with a chronological listing of work history. Flexible in nature, the combination resume lets you tailor to the prospective job opening and tell hiring managers a story.

Who should use - Use this resume if you want to detail work experience to show hiring managers the type of employee you are.

Targeted Resume:

What is it - Targeted resumes are customized in detail to the prospective job you are seeking. Everything from your objective, your qualifications to educational experience mirrors the job requirements.

Who should use - These resumes are the most time-consuming, but can generate the

best results as the qualifications and experience you outline mirror the prospective job opening closely. Be careful, however When you develop a targeted resume you need to be as accurate as possible and not embellish career highlights simply to mirror the job.

Filling up a resume / cover letter

Make a great impression with a properly formatted cover letter

A properly formatted cover letter attached to your resume is a great way to show a prospective employer that you are interested in the job being offered—a cover letter may even give you a valuable advantage over other candidates. Whether you fill out an official application provided by the employer or you are asked to send in a resume, we recommend taking the time to write a cover letter. Remember, in addition to your resume, a cover letter is the first impression that a prospective employer will have of you—make it a good one!

Take time to present yourself professionally on paper

It is generally good practice to use a standard business letter format. Remaining within the one-page maximum, your letter should be printed on basic, white, letter-size paper and typed in a business-style font such as Times New Roman, Calibri, or Arial, usually in an 11- or 12-point size. Regardless of the industry in which you seek employment, we suggest avoiding fancy colors or lettering, as this may appear unprofessional. Remember that you want to encourage the prospective employer to review your resume with the mindset that you are a professional; you do not want him or her to be deterred by an overly casual approach.

How to format a cover letter

When you are formatting your cover letter, remember that you must include a header, an introduction, the body, and a closing. These sections can be separated into individual paragraphs. Looking at cover letter examples can sometimes help in the process of creating a properly formatted cover letter.

Header

At the top of the letter, include your name and complete mailing address; leave some space, then add the recipient's name, title (if any), and complete mailing address. Add the current date as a separate line.

For example:

Jane Doe

123 Spruce Avenue

Anytown, MI 12345

John Smith, Human Resources Manager

Acorn Merchandising

456 Maple Way

Anytown, MI 67890

23 June 2009

Following this, include a reference section (for example, RE: technical position at ABC Company). You may also wish to indicate by what means your letter was delivered, i.e., Via Fax, In Person, etc., again on a separate line.

Next, add your opening salutation; for example:

Dear Mr. Choi:

or

Dear Hiring Managers:

Please note that a full colon is placed after the name or title and not a comma, which is used only in casual writing.

Introduction

This section should briefly indicate the position for which you are applying; here, you can also thank the employer for an earlier conversation you may have had with him or her regarding the position or indicate how you heard about the position (i.e., from a website, a newspaper ad, etc.).

Body

Here, you will list your qualifications, experience, and any specific points of note, such as availability. You should also highlight your skills and characteristics as they pertain to the position. This part of the cover letter is all about showing the employer what you have to offer and why you're the right candidate for the job.

Closing

In the closing of your cover letter, thank the employer for his or her time in reviewing your application. You should also mention that you look forward to discussing the position in more detail with the employer in the near future. Ask him or her to "contact you at the number (or numbers) listed below," which will be placed after your signature at the bottom of the page.

The closing also includes the final salutation, which can be written as follows:

Sincerely,

or

Respectfully,

Note that in each case, a comma follows the final salutation. After the closing salutation, double-space and type your name. If you will be printing and mailing this letter, leave four lines between the final salutation and your typed name, which will give you room to sign your name. On the next line under your typed name, type your phone number(s), since you mentioned in your closing for him or her to contact you at the number(s) shown below.

It's important to provide a notation at the end of your cover letter stating there are additional documents in the envelope for the employer to review (i.e., your resume). The way to make this notation is as follows:

            Double-space after your contact phone number(s) and type the abbreviation Encl. (for one enclosure) or Encls. (for more than one). This section can also designate who else is receiving a copy of this letter and enclosures. This is done by double-

spacing and typing cc: File, or cc: Human Resources, if applicable. This should be the final item on the page.

Here is an example of how the closing salutation would appear with all of the above included after it:

Respectfully,

Jane Doe

Home phone: (xxx) xxx-xxxx

Cell phone: (xxx) xxx-xxxx

Encl.

cc: Human Resources