Job application process and steps

1. JOB APPLICATION PROCESS
APPLICATION LETTER

2. This lesson
will cover:
What is an Application letter?
Importance of Application letter
Writing an application letter (Basic
formatting & Content of your application
letter)
Language formality

3. What is an
Application
letter?
A CV or a job application form
should always be accompanied
by a short application letter to
draw the employer's attention to
key points in the CV and to
highlight your suitability for the
job.

4. We write an
Application
Letter to:
create an impactful
first impression.
show commitment
and enthusiasm in
getting the job.
share more
information that you
cannot fit into your
CV.
highlight your best
and latest
accomplishments.
showcase your
writing skills.
boost
your resume/CV.
fulfill certain job
requirements.

5. Basic formatting of an
Application letter
• DO NOT PLAGIARISE by simply taking off from
samples online. A template is only a jumping-off
point. You can, and should, make any changes
to the template that you want.
• 1 page only. Highlight only key points the
advertisers want from you.
• Should be three or four paragraphs at most. If
you need to, you can adjust the margins to fit
your letter in a single page.
• Use a full block format with open
punctuation
• Times New Roman, size 12
• Make sure all the required information is
included
• Proofread the letter. It can be easier to double
check if you print out a copy or read it out loud.

6. What is Block
Format?
• In block format, everything including your
contact information, the date, the
employer's contact information, the body of
the letter, and the greeting and closing, is
all left justified. It gives a clean and
professional look to your letter.
• In block format, the letter is single spaced,
with the exception of a space between
each paragraph (as well as a space above
and below the date, and above and below
the salutation and signature).

7. What is Open
Punctuation?
It involves a minimal use of punctuation
throughout the body of the letter. Due
to the inability to review spelling and
grammar content electronically, the
open punctuation style has become
more and more accepted.
There is no colon or comma in the
salutation and there is no comma in the
complimentary closing. For example:
Dear Ms. Swift
Yours sincerely

8. Sender's Address
WRONG
123, Lorong Riveria 3D1,
Taman Riverdale,
94300 Kota Samarahan,
Sarawak.
RIGHT
123, Lorong Riveria 3D1
Taman Riverdale
94300 Kota Samarahan
Sarawak
• Do not put punctuation marks at the end of each line
• Do not make spacing between each line

9. Recipient's Address:
Example:
Human Resource Manager*
(CHECK THE ADVERTISEMENT FOR THE RECIPIENT)
KTLD Travillion Commercial Centre
Jalan Padungan, Seksyen 54
93100 Kuching
If the advertisement has a
name of the receiver,
include the name.
If not, check for position of
the reciever.
If not, direct the letter to
Human Resource Manager

10. Appropriate
Date
• Remember, when looking for a job
advertisement, it is preferable the
date the advertised vacancy is
within three months of the time
you are writing the cover letter.
• It is advisable to find the most
recent job advertisements (within
one month).

11. Correct Salutation
• If you know the advertiser contact details:
o Dear Mrs Proctor
o Dear Ms Mazreena
• If you do not know the advertiser contact
details:
o Dear Sir or Madam
• Make sure to check the advertisement for
contact details

12. Heading or Subject Line
• Use the following phrase with NO UPPERCASE, bold, no
underline:
Application for the Position of Sales Cum Executive
• Alternatively, use UPPERCASE, no bold, underlined
APPLICATION FOR THE POSITION OF SALES CUM
EXECUTIVE

13. Complimentary
Close
• If you know the advertiser
contact details:
o Yours sincerely
• If you do not know the advertiser
contact details:
o Yours faithfully

14. Signature &
Sender's Name
• Your signature must be done using
either black or blue coloured pen.
• Write your full name at the end of the
letter.
• Make sure to have a digital copy of
your signature kept online.

15. CONTENT OF APPLICATION LETTER

16. Statement or expression of interest in the job
• State source of the job advertisement (where, when)
Sample:
I am writing in response to your advertisement in the September
edition of Telemarketing Magazine and would like to be
considered for one of the Trainee Consultant posts mentioned
(alternatively, for the position advertised).

17. Qualifications
• Your current/latest education
• Include name of programme, course, institution, and latest
CGPA
Sample:
I have recently graduated with a Bachelor's Degree in … from ….

18. Show how the applicant is able to contribute (in
terms of skills and abilities) to the company
• The skills – at least two
• Contribution to the company clearly stated
• See company’s requirements
Sample:
My strong educational background has adequately prepared me as I
am familiar with … (skills) and I believe I will be able to (contribution to
the company)
OR
I have excellent knowledge … (skills) ….

19. Work experience relevant to the company
• Include role and responsibilities
• Include duration of employment
A six-month company placement in France gave me the
opportunity to put some of the theory learned on my course into
practice, and to acquire a good working knowledge of French.
The post involved helping with the development of telemarketing
scripts for salespeople.

20. Highlight specific characteristics or qualities that
are of interest to the prospective employer
• Highlight your personality e.g.: hardworking, team-player,
creative
• Include examples of how these qualities are displayed
• Two to three characteristics would be enough
• Check job advertisement for highlights of characteristics or
qualities they look for
I am a team-player and trustworthy. I will be able to ….

21. State what it is about working for the
company that excites and appeals to you
From your corporate website, it appears that working for your
organisation would offer a stimulating and challenging career within a
highly competitive field.
OR
Your company has a great reputation in … (about the company's
product). I am extremely attracted by this opportunity and feel that I
have already acquired some of the skills and awareness necessary to
make an effective contribution to the company.

22. Request for an interview at the
employer's convenience
• Check the availability of the interview
• Include timeline/rough schedule of
when you will be available for
interview

23. Indicate supplementary
materials enclosed or
available upon request
Mention other documents that
you have attached with the
application (CV, portfolio, video,
etc.)

24. Thank the
prospective
employer for their
time/consideration
I am currently available for interview and
would welcome the opportunity to discuss
the post in more detail. I have attached my
Curriculum Vitae for your perusal. Copies
of certificates are available upon request. I
look forward to hearing from you.

25. Notes on Formal/Informal Language
• We use formal language in situations that are serious or that involve
people we don't know well. Informal language is more commonly
used in situations that are more relaxed and involve people we know
well.
• Contractions, relative clauses without a relative pronoun and
ellipsis are more common in informal language.
• We also often choose to use certain modal verbs to be more formal
and polite:
 Can I suggest you try this new model? (neutral)
 May I suggest you try this new model? (more formal)
 Might I suggest you try this new model? (very formal)

26. Compare
She has decided to accept the job. formal
She's decided to accept the job. Informal: She's = contraction
The girl whom I met in Singapore was interested
in working in Australia.
formal
The girl I met in Singapore was interested in
working in Australia.
informal: relative clause without the relative
pronoun whom
We went to Barcelona for the weekend. We have
a lot of things to tell you.
formal
Went to Barcelona for the weekend. Lots to tell
you.
informal: ellipsis (more likely to be written or
texted than spoken)

27. Put the words &
phrases below
into the correct
part of the table –
formal or
informal.

28. FORMAL INFORMAL
Commence Begin

29. CHOOSING THE RIGHT JOB ADVERTISEMENT

30. This unit will cover
• Job advertisements and descriptions

31. Have you ever looked for a job? What are the main
things you look at when reading job adverts?

32. Factors to consider when looking at a job
advertisement (for Assessment 1)
Allowed:
• If advertisement states the minimum qualification of Diploma
and above.
• Positions must be entry level position e.g.
• HR Executive, Science Officer, Research Officer, Marketing
Executive, (all kinds of) Engineer, Event Management Executive,
Graphic Designer, Creative Executive, Instructional Designer, Teacher,
etc.
• Work experience: 1-2 years or fresh graduates

33. Advertisement must contain the following:
• Name of company or organisation
• At least a brief job description
• Academic and other requirements
• Brief company background
• Address or email address of advertiser
• Name or designation and contact details of the person to receive the
application
• Information on the source of the advertisement is included

34. References
Abdul Hamid, S. (2019). Mastering English for Employment. (2nd ed.). Puchong: Cengage Learning.
Business Essentials B1. (2012). United Kingdom: Oxford University Press.