COVER LETTER AND RESUME

 

PARK COLLEGE OF ENGINEERING AND TECHNOLOGY

DEPARTMENT OF ENGLISH

HS 8251 TECHNICAL ENGLISH

(Learning material)

COVER LETTER/RESUME/CV

COVER LETTER

A covering letter (or cover letter) is a formal business letter that accompanies a CV/ resume or an application form. It sets a stage for the resume and introduces your resume to the prospective employer.

In Britain and North America a cover letter is usually typed on a single page.

A good cover letter uses formal language and presents some key argument for why your application should be taken seriously.

As with every letter, check the spelling and grammar carefully. Typos and carelessness in the letter can cause the receiver to stop reading and discard your resume.

State the purpose of the letter in the first paragraph. State the job title you seek, the company’s name and how you heard the job opening.

In the next paragraphs highlight the accomplishments in your work history or education that make you especially suited for the job. Indicate your interest in the job and show enthusiasm. Finally end the letter with a statement of your availability for interview and willingness to provide references.

Letter format

The two standard formats for business letters are the blocked and the modified block with indented paragraphs.

BLOCKED

The blocked style is the simplest.

Here all the elements are aligned to the left of the margin.

There is open punctuation.

Punctuation marks are not used for the elements of a letter.

Start every part of the letter and every paragraph in the body of the letter at the left margin and skip one line between parts and paragraphs. Use open punctuation (no punctuation) for the parts. Of course punctuation marks are essential in the body of the letter.

 

MODIFIED BLOCK

Heading is aligned to the right.

Complimentary close is again aligned to the right.

 

 

Block form ( lay out)   ………….. …………… ……………heading   …………..   date   …………… …………….. ……………. Inside address   ……………. Salutation   …………………………………………. …………………………………………. ………….body( first paragraph   …………………………………………. …………………………………………. ………….body( second paragraph)   ………………………………………….. ………….body( third paragraph   ………….closing ………….hand written signature …………typed signature

Modified block form( lay out)   Heading                         ………………..                                        ………………..                                         ………………….   Date                                   …………………   ……………….. ………………… ………………….. Inside address   ………………….Salutation         ……………………. ……………………….. …………….Body( first word indented)          ………………………………. ………………………………….  .. ……………..body( second paragraph)           ………………………………. …………………..body ( last paragraph)   Closing                       …………………… Signature                    …………………….

 

 

 

FORMAT OF A COVER LETER (block type)

 

………………. ………………. ………………. ……………….    1. Sender’s address   ………………..   2. Date line   ………………. ………………. ………………. ……………….    3.’ To’ address or inside address   ………………..   4. Salutation or greeting   ………………     5. Subject line   ………………..    6. Reference line                                 7. Body ……………………………………………………………………………… ………………………………………………………………………………. ………………………………………………………………………………. ………………….. ( paragraph 1)   ………………………………………………………………………………. ………………………………………………………………………………. ………………………………………………………………………………. ………………….. ( paragraph 2)   ………………………………………………………………………………….. ………………………………………………………………………………….. ………………………………………………………………………………….. ………………..    ( paragraph 3)   ………………………………………………………………………………….. ………………………………………………………………………………….. ………………… ( last paragraph)   ……………….   8. Closing ………………..  9. Hand written signature of the sender ………………   10. Typed name and title of the sender ……………….. 11. Enclosure

 

1. Sender’s address: It should contain complete address of the sender such as door number, name of the street, locality, telephone number, mobile number, and email address. All lines should be in flush with the left margin. It should not contain your name.

2. Date line: Type the date of the letter directly below the sender’s address. Use the American style (March 5 2019) or the international style (5 March 2019). Don’t write the date as 5.3.2019or 5/3/2019 or5-3-2019 as it creates confusion among the eastern part as well as the western part of the globe. People from the eastern part of the globe interpret 5.3.2019 as the fifth of March 2019 and at the same time people from the western part of the globe interpret it as third May 2019.

3. To address or inside address: Skip one line after the date. Align the receiver’s information with the left margin.

4. Salutation or greeting: Skip one line after the address. Align the greeting with the left margin. The most common greeting is ‘Dear sir’ or Dear followed by the formal name. Possible greetings are:                         

                                    Dear Sir

                                    Dear Madam

                                    Dear Sir/Madam

Dear Mr. Arun

Dear Human Resources Manager

5. Subject: (optional) Skip one line after greeting. It can be placed even before ‘greeting’

6. Reference: Quote the source of information

7. Body of the letter:

            Skip one line after reference. The body of the letter has three or four main divisions.

            Skip lines between each paragraph. Don’t indent the first word of each paragraph.

Paragraph 1: State your purpose for writing. Say which job you are applying for and how/where you heard about it.

Paragraph 2: Outline your current job and responsibilities. Make it relevant to the post you are applying to.

Paragraph 3: State why you want the job and what you can bring to the company. It is important to say what you can do for them.

Paragraph4: Give other relevant information and when you are available for the interview.

8. Closing: Skip one line after the last paragraph. Use suitable phrases like , yours faithfully or yours sincerely for cordial closure. The phrase, ‘yours sincerely’ goes with the salutation, dear + name

9. Hand written signature of the sender: Leave four blank spaces for your signature.

10. Typed name and title of the sender: Type your name in capital letters followed by your title.

11. Enclosure or copy information: Skip one line after your typed name and title

 

Sample cover letter: 1

Write an application for the post of denior accounts clerk.

15/17 R G Puthur street P N Puthur post Coimbatore District Pin: 641041 Phone: 0422 2437947 Mobile: 9443898886 Email: garun@live.co.in   5 March 2019   The Manager Personnel ACC Cement Companies Private Limited Madukkarai Cement Works Madukkarai post Coimbatore 641001   Dear Sir/Madam   Sub: Application for the post of senior accounts clerk Ref: Your advertisement published in ‘The Hindu’ dated 28 February 2019   I write this letter to apply for the post of senior accounts clerk advertised in ‘The Hindu’ dated 28 March 2019   As you will see from my enclosed CV, I am currently employed as an accounts clerk in a medium sized printing firm. In addition to my normal book keeping duties, I am responsible for invoicing and checking up late payments. I also deal with credit checks on potential customers.   I am committed to pursuing a career in management accounting and am currently studying for further professional qualification by distant learning. I am particularly  interested in your post as it would enable me to gain experience  of working in a larger company with opportunities for professional training and development that this brings. I addition to my skills and experience as an account clerk, I would bring to the post a proven ability to deal successfully and tactfully with customers and clients.   I am available for the interview at any date of your convenience.   I look forward to hearing from you   Yours faithfully   ( G.ARUN)   Encl: CV

Sample cover letter: 2

Write an application for the post of a computer networking assistant

13/14 Bharathiyar street Jayalalitha colony Vadavalli Coimbatore Pin:641043 Phone:0422 2437947 Mobile: 9847832051 Email: anitha@yahoo.co.in   4 March 2019   The HR Manager United international Tidal park Coimbatore 643075   Dear Sir/ Madam   Sub: Application for the post of computer networking assistant Ref: Your advertisement appeared in ‘The Hindu’ dated 25 February 2019   I am responding to the position advertised in ‘The Hindu’ dated 25 February 2019 for a computer networking specialist with Microsoft certified professional certification. I am enclosing my resume for your consideration.   At my previous company, I was responsible for supporting the Coimbatore and Salem regions. This December, I will graduate with my B.E, degree in computer net working system from the Government College of Technology, Coimbatore. I am anxious to find a position with a large company like yours that needs the skills I posses.   I want to emphasise my concentration in programming languages and my versatility between platforms. In particular, I have written several C++ programmes and successfully posted them from a window- based to a Macintosh.   I look forward to an interview at your convenience.   Yours faithfully   (G.Anitha)   Encl: Resume

Possible opening of a cover letter:

 

1. I would like to be considered as a candidate for the assistant computer programmer position advertised in…………..( name of the daily) dated………….. (Date)

2. I was very much interested to see your advertisement for a technical officer in today’s ‘Evening Mail’ and would like to be considered for the post.

3. Your advertisement for a production manager in the December 15 Journal caught my attention since your requirement closely parallels my working experience. I should like to be considered for the post, which sounds interesting and challenging.

4. The sales position with your company advertised in yesterday’s’ POST’ sounds just the kind of thing I have been looking for. I hope that my CV will convince you that I am well cut out such a position.

5. I am writing to apply for the post advertised in today’s ‘Malai Malar.

6. I was delighted to see your add for a computer software engineer in Sunday’s newspaper.

7. With reference to your advertisement in ‘The Hindu’ dated…... I would like to apply for the post of a Design Engineer in your company

 

A few possible phrases for the last paragraph:

1. My skills match your requirements and I would look forward to working in a reputed company like yours.

2. I look forward to hearing from you at an early date.

3. I request you to consider my application favorably.

4. I would be grateful if you could grant me an interview in the next few days.

5. I would be happy to meet you and provide first hand evidence of my abilities and attend an interview at your earliest convenience.

6. I am available for the interview for the next three weeks. Look forward to hearing from you.

 

 

RESUME./ CV

What is a resume?

A resume is a French word meaning ‘summary’

A resume is a technical specification that describes you, your education, related skills and experience in a format that is attractive and professional and distinguishes you from your classmates and others. A resume can run from one to two pages. It is suitable for fresher from educational institutions It is brief and concise. The main purpose of your resume is to help you get an interview.

Americans use resume.

 

What is a CV?

CV is the abbreviation for curriculum vitae. It is a Latin word meaning’ course of life’. It is a brief account of a person’s qualifications and previous occupations sent with a job application.

It is a brief written account of one’s past history. It runs from 2 to 8 pages. It is for experienced professionals.

British use CV.

 

Biodata or bio data:

Biodata or bio data is a short form for biographical data and is a form of resume used when applying for certain jobs. A bio data focuses on the candidate’s personal information such as gender, race, age, and religion, and for this reason it is not commonly used in The United States.

 

Some tips for Writing a CV/ or Resume:

A well written, well produced appropriate CV ( British English) or Resume( American English) is vital for getting you to the interview stage for a job.

·         Adapt your CV/ resume so that it is appropriate for the job you are applying to.

·         Keep your CV short- no more than two pages.

·         Present yourself positively and accurately.

·         Make your CV attractive and easy to read: use capitals, bold type, spacing and underlining.

·         Choose a typeface such as Times New Roman, Arial or verdana.Use atleast 10pt.

 

 

 

 

 

 

BRITISH STYLE CV

Name               Arun Prasanth.G Address           40 Kamban Street  Udumalpet Tirupur District   Pin:664241 Telephone        0422 2437946        Mobile 9334896585 Email                arunprasanth@gmail.com       Objective        To find a role in a film or TV production company that will enable me  to acquire                         And develop the skills required for a career in film or television   Profile            An outgoing and articulate graduate with work experience in both television and                        Teaching   Education and qualification                          2015              MA  in media studies     Hindusthan College of Arts and Science                          2012-1015    BA in media sciences    PSG College of Arts and Science                          2010-2012    HSc    Kikani Higher Sec. School, Coimbatore                          2005-2010   SSLC  Corporation Boys School Coimbatore Work experience                         October 2017-June2018Language assistant in a secondary school Vellore.                         Taught English to large classes and small groups.                          Ran a film club and a holiday dance and drama club. Assisted with school                          Drama productions.                          September 2015-August 2016 Production assistant at Chennai AVM studio.                          Performed office and onset duties   Skills:              Languages: French- near native-speaker fluency                                             German- Can speak a little                          Good key board skills                          Familiarity with word, excel and film editing packages                          Clean driving license   Interests         Drama, both acting and directing; singing; regular volunteer at a local centre for                         homeless                                              References     Attached

Personal information You can omit the labels. There is no need to mention your age. religion or marital status. Don’t send a photo unless you are asked to.   Profile and Objective Some people do ot include this. But they do give an employer an idea of who you are.     Education Put the most recent first. Add prizes and awards. Omit primary school   Work experience Put this in reverse order Experience candidates: Put this before education and write more about your most recent post     Skills Your practical abilities Include exams passed Write more here if you are experienced   Interests Keep this short Include a sport creative and a communality activity if you can. References Give the names, titles, and addresses when you sent your CV either here or on a separate page

                                               

           

 

American style resume

These are similar to British style CV. But notice:

·         For new graduates your resume should be only one page.

·         Describe your work experience in terms of self motivation, team work. Organization, problem solving and enthusiasm

Provide your college or temporary address if you have one         Objective: To summarize your goals and customize your resume for specific positions. State a realistic short term goal and/  or job for which you are currently qualified         Use bold to highlight Key information

Arun Prasanth G Arun 1990@gmail.com Present address                                      Permanent address 15/14 Elango street                                89 Nethaji Street P.N.Puthur post                                     Gudimangalam post Coimbatore 41                                       Udumalpet 26   Objective:     To obtain an entry level position within an an                         international hospitality organization   Education :    Master’s in Business administration  ( MBA)                         2011-13 Anna University, Chennai                         B.A. in international hospitality 2008-2011                          Hindusthan College of Arts and Science,                          Coimbatore. Experience:    Travel agent September 2015 to present                          Hindusthan travels Coimbatore                          Organised adventure package tours for large                          Student groups. Trained and supervised new                          Staff members and maintained partner                          relationships                           Camp counselor June 2014- August2015                           Group leader for children aged 10-15   Honours:         Agent of the month   Asian extreme tours                            March 2014                           Voted most popular counselor Youth                             organisation 2014-15      Skills and         Fluent in French and English, conversational Interests:           Hindi. Enjoy web design in HTML and flash

 

 

 

LANGUAGE BANK

Action words Use action words to describe your achievements and make them look more dynamic. Examples: Achieved, administered, analysed, advised, arranged, compiled, conducted, created, designed, devised, distributed, evaluated, examined, executed, implemented, increased, introduced, managed, mentored, monitored, negotiated, organized, oversaw, prepared, recommended, reduced, etc.

 

 

 

Positive adjectives: Use positive adjective to describe yourself: Examples: Active, adoptable, committed, competent, dynamic, experienced, effective, efficient, enthusiastic, flexible, highly motivated, organized, professional, proficient, qualified, successful, etc

 

 

 

Other useful phrases: Skills Native  French speaker Near native command of English Good spoken and written Hindi Computer literate Familiar with HTML Experienced , trained facilitator   Personal qualities Work well as part of a team Work well under pressure Able to meet deadlines Welcome new changes Can- do- attitude