UNIT 7 JOB APPLICATIONS

UNIT 7 JOB APPLICATIONS

7.1 Introduction

Words & Expressions:
Be sure you know all these words. Click to learn how each word or phrase is pronounced:

job seeker	: người tìm việc
legitimate [adj]	: hợp pháp
prospective [adj]	: tương lai, sắp tới
speculative [adj	: tích trữ (hồ sơ xin việc gửi trước, khi cần nhà tuyển dụng sẽ gọi)
vacancy [n]	: vị trí còn trống

    Newspapers, trade journals and magazines are the most common source of job opportunities, although the Internet is becoming an increasingly popular medium. However, many vacancies are never advertised, and are often filled by active job seekers who have made their availability known to prospective employers by submitting a speculative application.

Hot tip: When using the Internet make sure that you send personal information to legitimate sites. Some sites advertise non-existent jobs simply in order to obtain and sell information about applicants.

7.2 Responding to an advertisement

Words & Expressions:
Be sure you know all these words. Click to learn how each word or phrase is pronounced:

grateful [adj]	: biết ơn
recruitment [n]	: sự tuyển dụng
trial [n]	: sự thử nghiệm

    Job advertisements are usually placed by an employer or by a recruitment agency. The application process is the same, and you may be invited to request an application form for completion, or to submit a written application.

7.2.1 Requesting an application form

    You may be asked to contact the employer by phone or in writing to request an application form. If you write, you only need to give brief personal information, unless instructed otherwise by the employer. This should include your address, email and phone number. Make sure that you quote any job references or job descriptions shown in the advertisement, and don’t forget to include an address block if you send an email.
    Here are some examples:

1. Appointment ref. HAN/1044/F

I read your advertisement in this month’s edition of the Saigon Times for the position of Assistant Financial Controller in your Hanoi office. Would you kindly send an application form to the address shown above (or the following address, or the address shown below).

I look forward to hearing from you.

b.    With reference to your advertisement in today’s Vietnam News, I would like to apply for the post of Office Administrator, and would be grateful if you could send me an application form for completion.

I look forward to hearing from you.

Hot tip: Although the term job is used in this unit, the word is not often used in a formal context. It is preferable to use words such as post and position when writing about specific jobs, or vacancies, appointments or opportunities when writing in more general terms.

7.2.2 Applications in writing

    When a job advertisement asks for applications in writing, you should always send a CV (curriculum vitae), which should include your personal information and details of your education, qualifications and employment. (In section 7.4 we will look at CVs, and in section 7.6 we will look at covering letters, which say why you are applying for the job and why you’re the right person.)

7.3 Application forms

Words & Expressions:
Be sure you know all these words. Click to learn how each word or phrase is pronounced:

accurate [adj]	: chính xác
chronological [adj]	: theo trình tự thời gian
conscientious [adj]	: tận tâm, chu đáo
dedicated [adj]	: tận tâm, tận tuỵ
eccentric [adj]	: lập dị, kỳ cục
ethnic [adj]	: (thuộc) dân tộc
initiative [n]	: sáng kiến, sự khởi xướng
merit [v]	: xứng đáng
motivation [n]	: động cơ thúc đẩy, động lực
optional [adj]	: tuỳ chọn
recall [v]	: hồi tưởng, nhớ lại

    Application forms are preferred by some organisations because they want specific information. If you receive a form in the post, make a copy before you do anything else so that you can do a trial completion. You can then transfer the information to the original form, after double checking that you have done everything correctly.
    Here are some examples of headings in a typical application form.

7.3.1 Personal details

    This is usually the first section and the simplest section to complete. You will be asked to provide basic details, which will include your name, address, email, contact number, age and date of birth. Other details are optional, and should be provided only if the application form requests the information. This could include such details as nationality, current salary, marital status and children, but it’s unusual to ask for details of other relatives or ethnic origin. The questions contained in application forms vary according to the laws and social customs of different countries.

7.3.2 Education

    This is another fairly easy section to complete, but make sure you provide the information the employer asks for. You will probably be asked to list the names and addresses of high schools, colleges or universities you have attended, the dates, and the academic qualifications you gained when you were there. The dates should be shown in chronological order, working backwards from the most recent period. At this stage, don’t send copies of degrees, etc., unless instructed to do so.

7.3.3 Other qualifications

    These qualifications may be non-academic, or they may relate to vocational training or courses taken to learn particular skills and knowledge. They might have been gained at university, or when developing interests in your spare time. The information could include such things as:
• A driving licence
• Anything that demonstrates computing skills
• Anything that demonstrates language skills
• Training or qualifications gained in association with a personal activity
• Training or qualifications in safety or first aid
• Voluntary work
• Overseas travel (not for holidays!)
• If you are still studying for a qualification, include it and say when you expect to finish

Hot tip: If you only have academic qualification gained at school or college, do not leave this section blank. Write Not applicable in case the employer thinks you failed to complete the form properly.

7.3.4 Employment

    Read this section very carefully and make sure you provide the information asked for, and make sure that it’s accurate. Read any instructions given and complete it exactly as the employer requests. You will usually be asked for your present employer's name and address, and what they do, as well as your position and duties. You may also be asked to state your salary.
    Some forms may ask for a complete employment history and, again, the dates should be shown in chronological order, working backwards from the most recent period of employment.
     If you have just left school or university, don’t be put off by finding a whole page to fill with previous employment history. Try to write something about work experience. You may have had a holiday or part-time job, but, if not, write a statement to say that you have no work experience but you’re looking forward to the chance to get some as soon as possible.

7.3.5 Hobbies and Interests

    Do not include activities that an employer might consider to be unusual or eccentric. You should include activities that suggests qualities such as commitment, motivation, enthusiasm, physical fitness, and, above all, transferable skills.

7.3.6 Personal statement

    If this section is included, take great care, because what you say will almost certainly determine whether or not you are called for an interview. Each employer will use different words, but here is an authentic example from a well known software company:
• In your own words, say why you are the best candidate for this position. Tell us about your personal objectives and achievements and add any other information that you consider relevant.
    The space on the application form for your summary may be too small, so there may be an instruction to Continue on a separate sheet if necessary. If not, simply write Please refer to the attached continuation sheet.
    Although it’s a difficult task, this is your chance to impress the employer and to stand out from the other applicants. Keep the information concise but interesting. Some important things to mention are:
• What attracted you to the advertised job
• Why you want to work for the organisation
• How your qualifications and experience are suitable
• How your training and skills match the job description
• Why you have the right personality for the job
• Evidence of your personality (as demonstrated by activities)
• Why the job is an important step in your chosen career
• Your long-term career objectives

7.3.7 Questions

    Some application forms may a include a section that asks you about experiences in your life, and how you dealt with them, This another way of finding out whether you have the particular skills the employer is looking for. In effect, you have to sell yourself to the employer to merit an interview. Here are some examples from authentic application forms:
• When on duty, you may have to deal with members of the public in difficult circumstances. Recall a situation when you had to deal with somebody who was angry, upset or threatening. Describe the situation, and what caused the problem. Say how you dealt with it and what the outcome was.
• Recall a time when you were part of a team, either in a sporting environment or in some other activity. Describe what the team did effectively together, and what they did badly. Give your reasons and describe your role in the team.

7.3.8 References

    Employers will expect you to provide references from people who know you in a professional capacity. Previous employers are always appropriate, as are school or university representatives. References from relatives or friends may not be accepted by an employer.
    You must be certain that anybody given as a reference is willing to co-operate, and that they will write a suitable reference. Discuss the contents with the person and encourage them to use positive vocabulary. Employers like to read descriptions that include positive words and phrases, such as:
    • adaptable, punctual, hard-working, dedicated, conscientious, shows initiative

Hot tip: If your application is hand-written, you can’t spell check it, so use a good dictionary.

7.3.9. Review of application forms

     When completing an application form, which of these statements is True, and which is False? Mark T or F in the box.
 1. Do a trial completion before completing the original form
2. It’s not necessary to answer every question
3. Double check the form for spelling and accuracy
4. Use positive words and phrases
5. Employers prefer references from relatives
6. Application forms always want details of your children
7. Don’t mention part-time or holiday jobs
8. Read the job advertisement carefully for key words

Answer Key

7.4 Applications on-line

    Many employers now accept applications on-line, which gives them a number of advantages, including cost savings and speeding up the process. It also demonstrates that an applicant has computer skills. Some employers may only accept on-line applications, so that the information provided can be automatically scanned for key words. The details required will be much the same as a hard copy, but there may be some minor variations.

7.4.1 Entering details

    Don’t complete the form on-line. Copy it onto a document first and do a trial completion. Spell check and double check that you have done everything correctly before transferring the information to the original, and then check the form again before submitting it to the employer. Most forms have mandatory fields which must be completed before the form can be submitted.

7.4.2 Key words

    An automatic scanning procedure for key words may determine whether or not you are called for an interview. Read the advertisement carefully and study the words and phrases used in the job description. If, for example, you see must be able to work independently or must be able to work as part of a team, then use the same key words in your application.
    Here are some examples:
i) In my current position, I work independently...
ii) I enjoy working as part of a team...

7.5 Curriculum Vitae (CV) or Resumé

Words & Expressions:
Be sure you know all these words. Click to learn how each word or phrase is pronounced:

cluttered [adj]	: bừa bộn, lộn xộn
daunting [adj]	: làm nản chí
indication [n]	: sự biểu hiện, dấu hiệu
jargon [n]	: biệt ngữ, thuật ngữ
mandatory [adj]	: có tính bắt buộc

    The term CV is more common in British English, whereas North American organisations tend to refer to a resumé. In this course, CV will be used throughout.
    Unlike an application form, you are free to decide which details you wish to provide in a CV, and which format to use to highlight your particular skills and ability. There is no set format for CVs, but a typical application form gives a good indication of what most employers are interested in, and it’s therefore a good idea to use a similar layout for your CV.

7.5.1 What do employers want to know?

    The basic information will be almost exactly the same as an application form, but different employers will have different specific requirements. Some organisations give detailed advice of what they expect applicants to do. Here is an authentic example of the guidelines provided by a global leader in financial services:

Careers Selection Procedure We recruit a number of graduates each year to join the 140,000 people who work for the success of our clients in 142 countries. Every one of those people is different, but they all have two things in common: dedication to their chosen profession, and a desire to learn. You will have considered your career in the financial services sector and taken the decision to apply to a world leader in this field. This is the first, vital step in your career, so take your time and prepare a CV that is relevant, concise and complete. Your CV must include the following details: • personal details: name, address, telephone number, e-mail address, date of birth, marital status • education • qualifications • language skills • professional experience • personal experiences • interests or activities • two referees In addition, your CV, or a covering letter, should demonstrate: • your motivation to join us • your interest in our professional services activities • your orientation towards teamwork • your desire for continuing education • your communication and language skills • your reasoning skills • your appropriate technical knowledge for the vacancy in question

     The second list of requirements may seem daunting, but they can be summarised in a single phrase: Show us that you can do this job and that you would fit in well. If you can demonstrate that then you will have shown your ability to communicate in an effective and concise way.

     Do note that in these guidelines the employer does not ask about, or for, any of the following:

• Gender
• Number or ages of children
• Health details
• Nationality
• Salaries earned or expected
• Reasons for leaving previous positions
• Photograph
     Don’t feel tempted to include details that you have not been asked to provide.

Hot tip: Don’t just construct one CV and send the same information for each job you apply for. Follow the employer’s instructions or guidelines, read the key words in the job description, and then adapt your basic CV accordingly.

7.5.2 CVs: Important points

Construct your CV to be:
• Accurate - tell the truth
• Relevant - relate your achievements to the position for which you are applying
• Positive - emphasise the things you are good at
• Interesting - get the reader's attention with the CV's content and Layout
DON’T do the following:
• Say why you left a previous job (unless specifically asked to by the employer)
• Criticise a former employer
• Criticise former colleagues
• Use negative language
• Claim skills you don’t possess

7.5.3 Presentation of your CV

    Again, there are no set rules about what your CV should look like. Some guidelines follow, but again you should be prepared to adapt the layout to follow instructions, or if you feel that a different style of presentation would be more effective.
• The document should be no longer than 2 pages
• Use a word processor. If you don't have a computer, borrow one!
• Print on only one side of each page
• Use black ink on best quality white (A4) paper
• Don’t use fancy fonts or change fonts
• Head different sections in bold type and use bullet points and spaces to help the reader find specific information quickly
• Show your name and full contact details at the top of the first page
• Use clear and simple English, and avoid jargon. If you are applying for a technical job make sure that a non-technical person is also capable of understanding your CV
• Don’t use abbreviations or acronyms that the reader may not understand
• Leave lots of white space and wide margins, so it doesn't look cluttered
• Make sure there are no errors

7.5.4 Review of CV construction

    When constructing a CV, which of these statements is True, and which is False? Mark T or F in the box.
  Be frank and say what you’re not good at
It’s better to write your CV by hand
Don’t assume that the employer will understand abbreviations and acronyms
Always explain why you want to leave your current job
Only write on one side of each page
Make your CV look more interesting by using brightly coloured paper
Use plenty of technical language and jargon
Always attach a photograph

Answer Key

7.6 Models and examples of correspondence

Words & Expressions:
Be sure you know all these words. Click to learn how each word or phrase is pronounced:

malaria [n]	: bệnh sốt rét
resourceful [adj]	: có tài xoay xở, tháo vát

7.6.1 Curriculum Vitae

    In this example, Nguyen Thi Thanh is submitting her CV with her application for a position as an Administrative Assistant, with a one year contract, in a project being run by the World Health Organization. The job involves working as part of an international team to promote and introduce malaria control in rural Vietnam.
    Read the CV and answer these questions:
a) Has Thanh previously been in full-time or part-time employment?
b) Which aspect of her work experience is likely to be of most interest to the W.H.O.?
c) Why is Thanh not looking for long term employment?

d) Why does Thanh emphasise her English language skills?

e) Which words or phrases in the CV have these meanings?
1. willing to listen to, or think about new ideas
2. doing work without wanting to be paid
3. expecting good things to happen
4. good at finding ways of doing things and solving problems

CURRICULUM VITAE OF NGUYEN THI THANH PERSONAL DETAILS Date of Birth:   19 January 1982 Address:         123 Ly Tu Trong, District 1, Ho Chi Minh City Tel:                 +84 (0) 8 2910405 Mobile:           0905 211009 Email:              thanhnt82@yahoo.com Marital status: Single EDUCATION 2000-2005  University of Medicine & Pharmacy, HCMC • BSc Pharmaceutical Management 1997-2000  Le Hong Phong High School, HCMC • High School Diploma (grade: Excellent) QUALIFICATIONS 2003-2005   Student representative on Academic Committee 2005            Business Management course - Hoa Sen College, HCMC • Diploma with distinction 2004 Computer Skills course - Hoa Sen College, HCMC • MS Word • Excel • MS Powerpoint • Website design • Inventory & stock control LANGUAGE SKILLS • English: Advanced level General English and Conversation. In addition, I have regular contact with foreign visitors in my voluntary work at Tu Du Hospital, which requires frequent use of spoken English. • Japanese: Sakura School level D (intermediate) EMPLOYMENT HISTORY Jan 2003 - Aug 2004: Data collection staff, TNS Company, HCMC (part-time) Mar 2000 - Nov 2002: Zozo Bakery, HCMC (part-time) • Zozo is a non-profit making organization which raises money to assist the welfare of underprivileged families. I started as a waitress and was then promoted to Assistant Service Manager responsible for organising the daily duty roster for service staff. VOLUNTARY WORK EXPERIENCE 2003 - present: Assistant at Hoa Binh Village, Tu Du Hospital, HCMC • This internationally funded project provides care facilities for young victims of Agent Orange, and undertakes research into the continuing effects of the spraying. 2003: International Visitors’ Guide, South-East Asia ParaGames, HCMC PERSONAL PROFILE • Enthusiastic, open minded, caring and resourceful. I'm optimistic, have a good sense of humour and get on easily with people of all ages and backgrounds. • I intend to return to university for postgraduate pharmaceutical studies, but would like to gain some practical experience of healthcare work first. • I greatly admire the W.H.O., and would welcome the chance to work with an organization in which I can develop the experience gained during my voluntary activities. OTHER ACHIEVEMENTS & INTERESTS • Song composition; 1st prize (popular music) in University competition, 2003 • Playing the guitar • Badminton and table tennis REFEREES 1. Professor Le Hoang, Head of Pharmaceutical Department, University of Medicine & Pharmacy, HCMC Tel: +84 (0)8 8558411      Email: lehoangyds@edu.vn 2. Dr Pham Thi Phuong, Superintendent, Hoa Binh Village, Tu Du Hospital, HCMC Tel. +84 (0)8 8395118      Email: peacetudu@hcm.vnn.vn

Answer Key

7.7 Covering letter

Words & Expressions:
Be sure you know all these words. Click to learn how each word or phrase is pronounced:

convince [v]	: thuyết phục
duplicate [v]	: sao lại, lặp lại
reject [v]	: loại bỏ

    Application forms and CVs should always be accompanied by a covering letter or email. The covering letter is a brief introduction to the rest of your written application, and is the first document that most employers will read. If it doesn’t sound good and look good, your application may go straight to the Reject pile.
    Your aim is to introduce yourself to the employer and encourage them to read on and find out more about you. It is also a demonstration of your written communication skills, because you have to convince the reader that you have valuable skills and the right personality for the job.
    Covering letters are just as important for e-mail applications. Employers comment that many candidates who apply by e-mail don’t take the time to send a covering e-mail and are therefore automatically rejected.

7.7.1 Opening paragraph

    The wording of the first paragraph will depend on whether you are returning a completed application form, submitting a CV or making a speculative application.
i) Returning a completed application form: You should begin by thanking the employer for sending the form. Here are some examples:
a) Thank you for your letter of 12 June in connection with the post of Marketing Manager. I am returning the completed application form for your consideration...
b) Thank you for your letter of 18 September in which you enclosed an application form for the position of Secretary to the Personnel Director. I am now returning the completed form...
ii) Submitting a CV: If you are responding to an advertisement that requests a CV, make sure that your covering letter quotes any job references or job descriptions, and say that you have enclosed a CV. Here are some examples:
a) I am writing to express my interest in the position of Assistant Accountant, which was advertised in the Financial Times yesterday, and am enclosing my CV...
b) Appointment ref. PD/833
I would like to apply for the post of trainee in the Publicity Department, which appeared in this month’s edition of Spotlight, and am enclosing my CV...
iii) Speculative application: These are sent, together with your CV, to companies when there is no advertised vacancy. Their purpose is to to explain why you are writing and to advise an employer of your skills and availability. Here are some examples:
a) I am enquiring about opportunities you may have in the Marketing Department....
b) I understand that you will be opening a new branch in Hanoi next year, and am enclosing my CV for your consideration...
c) I am looking to join a company that values its customer services staff, and with whom I can build a long-term career...

Hot tip: If you send a speculative application, find out the name and title of the person responsible for recruitment in the field you are interested in.

7.7.2 Content of the covering letter

     After the opening paragraph, your covering letter should give extra information about any points that you feel require emphasis or explanation, but keep it concise and try not to use the same words used in your CV or application form.
     Your covering letters should always be tailored to suit the particular job for which your are applying. You must decide what is important, but a typical letter might use this sequence of information:
Dear (courtesy title & name)
(Position applied for and reference number may form a subject heading)
Paragraph 1: Why you are writing
• Conventional opening stating the purpose of the letter
• Where and when you saw the vacancy advertised etc.
Paragraph 2: Set the scene
• Who you are
• What you are doing now or have done recently
Paragraph 3: Why you can do the job
Focus on your qualifications and experience and say why you fit the job profile. Don’t duplicate the information in your CV or application form, but give evidence by mentioning:
• Key skills
• Personal qualities
• Relevant experience
• Achievements
Paragraph 4: Why you want the job
Write about enthusiasm, motivation, confidence and say:
• What attracts you to the job
• What attracts you to the organisation

Hot tip: Employers appreciate applicants who have made an effort to obtain background information about their organisation, so show that you have done some research.

Paragraph 5: Closing (see section 7.7.3 below)
• Confirm what you would like to happen next
• Say when you are available for an interview or meeting
• Offer further information
• Conventional close
Yours sincerely,
{signature}
Print Name
    You should also explain any unusual circumstances. For example, significant gaps in employment history, or a long period of time between the completion of studies and starting work, should always be explained.

7.7.3 Closing

    Your letter should close positively and suggest further contact. Here are some examples:
a) I would welcome the opportunity to discuss my suitability for the position at an interview and can be contacted during working hours on 08 8166554. Thank you for your consideration...
b) I look forward to hearing from you soon. If you require any further information, please let me know...
c) I would be pleased to meet you to discuss how my skills and experience would benefit your organisation...
d) I hope my CV shows that I have the skills and enthusiasm to join your graduate training programme. I am available for interview at short notice and look forward to hearing from you.

7.7.4 Presentation of covering letter

    Use a letterhead that shows your full contact details (address, phone, email, etc.) at the top of the page. Here are some guidelines about the layout:
• Try to limit your letter to one A4 page
• Use a word processor
• Print on only one side of each page
• Use black ink on best quality white (A4) paper
• Don’t use fancy fonts or change fonts
• The paper and font should match those used in your CV
• Leave wide margins
    Above all, make sure there are no mistakes. Don’t rely only on your spell checker as it won’t always pick up on errors, such as correctly spelt words used in an incorrect context. Use a good dictionary and proofread your letter, and then ask somebody to double check. If an employer receives a large number of applications, spelling and grammatical errors increase the chances of your application being rejected immediately.
    After reading your letter, the employer should be impressed by what you have to offer and be encouraged to find out more from your CV or application form. Overall, your letter should make you sound like a person that the employer would enjoy meeting at an interview.