As the first step, you have to write application letters; complete application forms or call the employer to apply for the targeted job vacancies.
Copies of all application letters, resumes, application forms and job advertisements should be retained for future reference
Making Phone Call to the Employer
Some job advertisements require you to call the employer directly to apply for a particular post. You should note the following techniques when calling the employer by phone:
Indicate clearly the post which you apply for and how you get the vacancy information
Be polite and maintain a
confident tone:
As the
employer can only rely on your voice and tone in making a preliminary
assessment, confident tone and expressions can always give a reliable
impression and the employer will consider it worthwhile to grant you
an interview. On the other hand, if you behave nervously during the
very short telephone conversation, the other party will become
skeptical about your dependability.
If the employer invites you to an interview, you should jot down all the details (e.g., date, time, venue, name and post title of the contact person) to avoid forgetting the appointment or muddling up the time or venues of different interviews
Be polite and avoid hanging up the phone before the other party does so. You should wait for him/ her to hang up first.
Avoid calling the employer in a noisy environment as this will cause interference during communication. Moreover, you may confuse the details of the interview or appear disrespectful towards the employer.
Writing Application Letter
Recruitment staff receive a large amount of application letters and resume every day but they only shortlist a small portion of candidates for interviews. Therefore, only application letters or resumes which give employers good impression can secure an interview for you.
Time
Act fast by mailing your application letter on the day of reading the job advertisement or on the next day
Appearance
Use clean paper and envelope and print the letter by a good quality typewriter or printer
If the employer requires the applicant to write the letter in his own handwriting, write it carefully and tidily
Do not use correction fluid or rubber to correct the mistakes. Prepare a new printout
Content
Write precisely and avoid sentences and paragraphs which are too long. Application letter and resume should be kept within one page and not exceeding two pages
Analyse the job advertisement. You should highlight the strengths you wish to introduce to the employer at the beginning of the passage and to emphasise that you are the most suitable candidate for the job
Use active voice if you are writing an application letter in English to strengthen the effect
Check the application letter carefully to avoid grammatical mistakes or using wrong words
Do not use the same content for all posts. Customise your application letters for individual organisations and posts. You may make reference to different samples of application letters but do not copy word by word.
Collecting Company Information
To write an application letter and resume which match the company’s requirements, you need to know more about the company. Otherwise, how can you convince the employer to single you out among the batch of candidates?
Job Information
Nature and duties of the job opening (study your past working experience, training records or other activities and incorporate the related parts in the application letter and resume)
Requirements on qualifications, skills, experience and knowledge (emphasise that you can match with the company’s expectation)
Salary level in the market
Company Information
Basic information (Is your last job in the same field?)
Company name, scope of business, business nature, product/ service provided
Company size (international/ local) and its state of development
Sales performance and financial conditions in the previous year
Parent company or subsidiaries
Future Development (Does the future development of the company match your expectation?)
Special achievement (e.g. prizes awarded)
Future dynamics of the company
Important events or policies affecting the company or industry
Other information
Name of the director(s) or general manager(s) of the company
Employment size
You may obtain the job and company information through the following channels:
Ask the industry practitioners or experienced persons
Refer to the annual reports if the employer is a listed company or government department
Pay attention to the media coverage about the company or industry
Enquire at the associations or professional bodies in fields like accounting, engineering, tourism
Browse the company’s or other related websites
Call the company directly and enquire politely if the information cannot be obtained through other channels
Approach the Careers Information Centre of the Labour Department
Notes:
Applicant’s address
Date
Write in the following sequence:
Name of the responsible officer
Post title of the responsible officer
Name of the organisation
Address of the organisation
Addressee
Address to the responsible officer as far as you can, e.g., Mr Lee
Title
State the relevant post
First Paragraph
State again the post you are applying for and explain how the vacancy is known
In the first paragraph of an unsolicited application letter, you should state the post or job area you are interested in and the reason for making self-referral
Content
List the relevant academic qualifications and experience to show that you are the best person for the post
Last Paragraph
Indicate your wish for an interview
Closing
Use “Yours sincerely” if you are addressing to the responsible officer; otherwise, use “Yours faithfully”
Sign your name below the closing remark and type your name under the signature
Enclosures
Resume and copy of certificates should be attached to the letter
Resume
Use point form to make it easy to read
Limit it to one to two pages
If the employer asks for the attachment of a photo, it is advisable to employ the professional service in taking a smart and confident photo to give the employer a good impression.
Notes:
Personal Information
Academic qualifications and work experience
In reverse chronological order
Main duties of past jobs
Extra-curricular Activities
Give the employer a more comprehensive picture of your personality and abilities
Skills
List the skills relevant to the post
References
List two to three references (e.g. teachers, relatives or ex-employers)
Their prior consent must be sought
If referees cannot be sought before sending out an application, the note “References: available upon request” may be put on the resume. You may continue to identify the appropriate persons after sending out the application.
Completing Job Application Form
Some employers require applicants to complete job application forms. Filling in a form may seem easy but you still need to pay attention to the following points:
Write with a black/dark blue ball pen
Write properly in block letters
Use a typewriter or a computer to print the information on the form, if possible
You should study the form and read the instructions before completing it. You can refer to your resume and cautiously decide on the information which need to be filled in to avoid making too many corrections on the form.
Write concisely when completing a form. You only need to fill in the necessary and relevant information. Other information can be simplified or left out.
If there is not enough space in the form, additional paper can be attached for providing supplementary information. Remember to put down the remark “please refer to the attachment” in the relevant section and mark on the attachment clearly which section it refers to (e.g. section 10 continued)
If there are sections on the form which are not applicable to you, you should write the words “Not Applicable” in the column to show that you are not omitting these parts
Check the information you provide carefully to prevent any mistakes
Remember to sign your name on the form
Remember to keep a copy of the application form for easy reference before attending an interview in future