UNIT 7

WRITING A JOB APPLICATION

PREPARATION
BEFORE YOU START
 Read the advert closely so that you can tailor your application to the
requirements of the job
 Research the organization this will show prospective employrs that
you really are interested in tham

Composing the letter

GENERAL POINTS
 Keep it brief. You don’ t need to give a lot of detail. What you are
aiming for is a clear and concise explanation of your suitability for the
job
 Begin your letter or email ‘ Dear Mr/Mrs/Ms xxxxx’ if you know the
pesson’ name, or ‘Dear Sir or Madam’ if you don’t know thier name
 Avoid inappropriate language such as slang or technical jargon
 Use brief information sentences and short paragraphs
 Check your spelling, punctuation, and grammar carefully; Some
employers routinely discarde job applications that contain such
mistakes

STRUCTURE
The usual order of a job application letter or email is:
 The position applied for : give the title of the job as a heading, or refer
to it in the first sentence of your letter using the reference code if
there is one. This will ensure that your application gives directly to the
right person in the organization. You should also mention where you
save the job adverb or where you heard about the vacancy. If you
heard about it through someone already working for the compnay,
mention their name and position
 Your current situation: if you are working, briefly outline your
current job. Pick up on the job requirements outlined in the advert
and focus on any of your skills or responsibilities that correspond to
those requested. For example: if the advent states that management
skills are essential, then sate briefly what management experience

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 you have. If you are still studying , focus in the relevant aspects or
modules of your courses.
 Your reasons for wanting the job be clear and positive about why you
want the job. You might feel that you are ready for greater challenges,
more responsibilties, or a changeof job or organization.
 Closing paragraph: in your final paragraph you could say when you’d
be available to start work, or suggest that the company keep your
CV/resume on file If they decide you’re not suitable for the currect job.
 Signature: if you are sending a letter rather than an email, always
remember to sign it and to type your name underneath your
signature.

COVER LETTER WRITING TIPS

1. Keep it brief
Your letter should not go over one page. Use short paragraphs and bullet
points whenever possible. Avoid flowery or excessive words when fewer
words will get your point across equally well.
2. Be assertive and proactive
Explain what special skills and qualities you can bring to the job. Don’t
explain what the job will do for you. Avoid empty cliches, such as ‘ I am
aself-starter’ or “I am a people person”. Use active words and phrases.
3. Tailor the cover letter to the specific company.
Do not write generic praise about the school district. Be as specific as you
can demonstrate your knowledge of the district using its own website or
public information.
4. Revise your cover letter for each application
Different aspects of your background will fit different jobs. Focus on
relevant job experiences and skills. For example: an employer for a
science teaching position probably would not be interested in your
athletic skills.
5. When writing about a non-professional experiencea, translate them into
‘business speak’. Explain how your class-related, extra curricular, or
volunteer activities have prepared you for other knids of work.
6. Address your letter to an individual rather than a department.
Identify the proper addressee. Use formal language (Mr., Ms., Dr.) when
addressing them, and never just their first name – even if you know them
personally

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7. Apperances count
Use high -quality white paper; it is thicker than typewriter or printer
paper. Avoid elaborate or colored stationery. Print a clean final copy to
send , not a photocopy.
8. Let the employer be the judge of your skills
State our skills and qualifications, but do not tell the employer that you
are the best person for the job. It can apear arrogant and presumptuous.
Impress the employer with your skills, and let them conclude you are the
best person for the job.
9. Proofread
Check grammar and the spellings of names. Have somebody else read
your letter – they can pick up on things missing from your letter. Before
mailing, make sure you’ve included your resume and any other requested
items.
10. Follow up with a thank-you note
A thank-you note demonstrates your interest in the job and will help
them keep you in mind for the position.

COVER LETTER SAMPLE

The following is an example of an acceptable cover letter that will
accompany a resume to a potential employer. Be absolutely sure your letter
is as profesiional-looking as possible. Use a laser printer to produce it, and be
absolutely sure that it contains no spelling, grammatical, or punctuation
errors. These types of errors will doom your application process from the
very beginning.

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 December 10, 2004

Mr. Gerald Harshman

Director of Personnel
Phillips Research Company
3756 Morehouse Drives
Indianapolis, IN 46224

Dear Mr. Harshman,

I am interested in applying for the research statistician position that was

advertised in the january 8 issue of the Indianapolis Star.

As indicated by my resume, I will receive a BA degree in psychology from

Marian College in May, 1995. I believe that my background and experience in
statistics and research qualify me for this challenging type of work.

I would be most happy to meet with you at your convenience to further

describe my qualifications for and interest in this position. Letters of
recommendation are available from the references listed in my resume.

Please contact me at: Marian College

3200 Cold Spring Road
Indianapolis, IN 46222-1977
317-929-0456

Thank you for your attention,

Sincerely,

Tim Ellinger

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 UNIT 8
JOB INTERVIEWING

INTERVIEWING
Interviewing is one of the most important steps in the job seeking
process. An interview is generally the first face-to face between a candidate
and potential employer and is a situation where making a strong impression
is important. Interview preparation can be important to help a candidate
perform a peak. Studying up on interview techniques, looking at an interview
sample Q and A and even learning the ropes of salary negotiation beforehand
can prove helpful. When candidates perform well in their first meeting with a
potential employer, an interview follow-up may be requested. Considering
some positions call for multiple interviews, brushing up on techniques can be
very important for landing a sought-after position.

INTERVIEW PREPARATION
Interview preparation involves the steps a job candidate takes prior to
meeting with a potential employer face-to-face. Preparation can include a
number of critical points. Many job candidates prepare for interviews by
making sure their intended appearance is professional. They also brush up on
interview techniques, run through interview sample Q&A sessions to hone
their answers and even work on their salary negotiation skills. While a
resume or CV can get a candidate in the door, personal interviews are often
necessary to land a final offer. With this in mind, interview preparation is
critical for the job seekers. The better prepared candidate is for an interview,
the more likely it is he or she will come across as professional, on top of
things and confident.

JOB INTERVIEW GENERAL TIPS

 Do not smoke, chew gum, eat garlic beforehand
 Wear suitable interview clothes
 Take copies of your CV with you
 Arrive on time on your job interview
 Any application handed before interview begins, are to be filled in as
accurately as possible, make sure they match the information in your CV
and cover letter

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 Always greet the interviewer by his/her last name and try to pronounce
it correctly
 Have a good warm handshake
 Look alert and interested .Scan the room once and then keep your eyes
on the interviewer
 Wait until you are offered a chair before you sit down
 Stress your achievements
 Always conduct yourself professionally and if something beyond your
control occurs, show a sense of humour
 Be enthusiastic and show it in your replies and body language
 Answer the interview questions by more than a simple yes or no but try
not to go over the 60 second limit
 Avoid at all cost complaining about your current or former employer in
your job interview
 Do not answer questions about politics and religion if the job is
completely
 Do not raise salary discussions on your first interview—this is usually
done on the second interview. Make sure you do your wage research
beforehand.

Your answer to the initial opening statements in the job interview are
important, these are called “ice breakers”.
Sometimes the interviewer will ask whether you had difficulty finding
the company premises. Your answer should be brief and polite. Yhe
interviewer is merely being polite—if you had problems in finding the
premises he/she doesn’t need to know that.

Use replies such as:

- I am fine thank you, and you?
- I am very well thank you

These replies express a careless attitude:

- So, so
- OK
- Not so well

There are various kinds of interviews:

- One to one job interview
- Panel job interview

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- Group job interview
- Phone job interview
- Lunch job interview

ABOUT NONVERBAL EXPRESSIONS:

a. Facial expression during an interview
Facial expression during an interview can either add or contradict
what you say to the employer. Your facial expressions need to be in sync
with your voice and tone the entire interview. Here are some tips which
may help:
 show positive facial expressions during an interview
 smile – this shows you are happy and comfortable to be at the
interview
 look interested – avoid looking bored, stone-faced or distracted; keep
your focus on the employer during the interview as it shows you are
connected with the process
 show enthusiasm – your eyes can show all kinds of emotion. During
an interview facial expressions need to show enthusiasm and
interest in not only the position, but also the employer and their
company

b. Eye contact
Eye contact is one thing that employer’s will look for from the
moment they first see you. This is a critical part of facial expressions
during an interview. Appropriate eye contact will show the following:
 Interested
 Attentive
 Approachable
Some things to avoid concerning eye contact:
 Do not stare
 Do not let your eyes wander
 Do not avert your eyes
Use positive enforcement gestures such as nodding while listening
which can demonstrate being connected to what the employer is saying
as well as alertness.

c. Hand signals
Another nonverbal expression which many people overlook is the
use of their hands. Beyond facial expressions during an interview, hand

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 movements can show a variety of emotion and a lack of being connected
with the employer. Some of the more noticeable hand signals you would
want to avoid include:
 Closing and opening your hands – this shows nervousness as you
seem to be trying to find something else to do
 Tapping fingers or hands – this also signals nervousness and possibly
fear
 Scratching – this shows boredom and a lack of interest
 Rubbing – this appears as you would rather be some places else
 Clenching fists – this shows an anger issue
 Hands folded in front of your face – this appears as if you are hiding
behind yourself
 Hands showed a pockets – this appears as if you are trying to get
away with something

Being connected during the interview is more than just the vocal tone
and level; it is also the facial expression during the entire interview process
as well as any other nonverbal signals from the moment you enter the
building until you leave the building.

WHEN YOU HAVE TO BE SILENT IN THE INTERVIEW

Knowing when to be silent in the interview can help you a great deal.
Being an excellent communicator counts in your favour, but there are a few
instances where it is to say nothing.

SALARY NEGOTIATION
This is such an important part of the interview and also one of the
areas where most job hunters fall. First of all, don’t bring up salary at all.
What for the interviewer who will normally hint in that direction towards the
end of the interview.
You should never disclose a set figure. Even when the interviewer
presses you for a specific number, try to change it around so that they
provide you with a general idea.
You can for instance, ask what the current salary range for the
position is. What did you have in mind when you advertised the position? If
they still persist, rather answer that your previous or current salary cannot
be compared as it is for another position and you would rather they provide
you with a general salary range. If it boils down to just saying, “I’m not willing
to commit to a specific number or disclose a figure, then be it.” They will

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respect your answer as they know that giving a specific number puts you at a
severe disadvantage.
This is one instance where it is better to say silent in the interview as
giving a figure that is lower than they had in mind, will mean you are in for a
lower salary. If your figure is too high, it can cost you the job.

SEEKING EMPLOYMENT PROCESS

Even if you are really tired of the job hunting and desperate to get the
job, don’t tell them. This is a never ever! Employers want people who are in
demand, by telling them about your long job hunting process, you are saying
that no-one else wanted you why should they hire you? Rather focus on the
positive aspects of your current job or what you have been doing while you
were out of a job.
You must never let it show that you are not in demand. Tell them how
happy you are in your current job, and that the only reason why you have
applied for this job is because you fit the job description so perfectly. Your
goals and the employer’s goals are exactly the same. Rather stay silent in the
interview than babbling about your problems. They want go-getters and
people who are positive, not employees with problems.

STAY SILENT IN THE INTERVIEW RATHER THAN ASKING ABOUT WORK HOURS
You can ask about what hours are expected from you. But do not
mention that you want reasonable or flexi time. Rather have the interviewer
provide information about the hours. If the hours do not suit you at all, you
can indicate if you fee3l that taking the job with the particular hours is not
worth the while. If you start demanding even before you are employed, the
employer will be sceptical.

STAY SILENT IN THE INTERVIEW ABOUT YOUR PERSONAL INFORMATION

Never volunteer information that can be used to discriminate against
you. There is no reason to tell the interviewer you are pregnant or plan a
family in the next year, nor is there reason for telling them you have two
children aged 15 and 17.
This will definitely open the door of discrimination on the grounds of
age. Do not disclose your religion, sexual orientation and any specific beliefs.
Although the law prohibits discrimination based on any of the above, there
are ways for the employer to bypass the laws by stating you were not
compatible with the company, or experience not relevant, etc.

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 From the above information, you can see that there are times when it
is better to stay silent in the interview. Do not however, concentrate so hard
not to disclose information that you come across as secretive or as an
introvert.

ETIQUETTES IN JOB INTERVIEW

Etiquette is important. It has a lot to do with what sort of impression
you make on a potential employer
You should be clearly dressed, in office clothes. That can make an
interview a lot easier for you, too – if you can find some good clothes that you
like to wear, you can feel more comfortable, and you can be sure you look OK.

BEING POLITE
The quick way to talk yourself out of a job is to be rude or unfriendly.
Address people properly, and refer to them as ”Sir”, Mr., Ms., or Ma’am. That
is important in the profession, too. If someone’s called ‘Doctor’ or ‘professor”
you must refer toi them as ‘Doctor’ or ‘professor. It is actually rude not to do
that.

BEHAVIOUR
Always act naturally. The idea is that you show yourself able to handle
the situation. Do not slouch or get too casual. It is important that you look like
you are on the job, from the beginning.

PAY ATTENTION
You must concentrate on questions, Personality Test before an
interview, or any other interview situation. If you give the impression you
don’t understand, or worse you were not listening, it is fatal. Remember how
irritating it is when people do not pay attention to you, when you are
speaking.

BE PUNCTUAL
This is critical and an important aspect of job interview etiquette. You
can, and you should, arrive on time because you are usually given at least a
week’s notice of an interview. Always arrive early. It allows you to get
oriented, find your way around, and prepare for the interview.

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EFFECTIVE COMMUNICATION
Think about what’s been asked, and what you want to say. You should
make sure you are answering the questions properly, and that you
understood it correctly. If in doubt, a question, ask for clarification, if
necessary, rather than give the wrong answer.

CALL PHONES
Turn off the phone. There is no good reason why it should interrupt,
and it will infuriate some people if it does. It is genuinely rude.

KNOW YOUR JOB WELL

It is important to give an indication of your level of expertise and
knowledge and understanding of your job. This means supplying good quality
information when asked about your experience, qualifications, and skills. It is
crucial that an employer sees that you do have the competence and abilities
required.

ATTITUDE
Your personal attitude is a job criteria, to someone trying to assess
you as an employee. A positive person will appeal, a negative person will
repel. Anyone who seems uninterested, or lazy in their answers, is not a good
candidate.

(www. cvtips.com/interview/ed)

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