CHAPTER 6

LEARNING OBJECTIVE

After completing this chapter, students should be able to:

 Define and Explain Resume Writing and Job Application

 Explain Types of Resume

 Identify and Explain Format and Styles of Resume Writing

 Understand and Prepare Job Application Letters

 Understand and Prepare Application Follow -Ups

6. JOB APPLICATION AND RESUME
Searching for Job Vacancies
I. To conduct a successful job search, you need to understand how employers approach
the recruiting process.

II. The below diagram describe the approach most employers take to find new employees.

Most preferred Least preferred

1 2 3 4 5

Look for Rely on contact Hire an Review Select

someone and personal employment unsolicited resumes
inside the recommendation agency or resumes through
organization search firm advertising
III. Based on the employers approach in finding potential employees, there are various
ways of finding a vacancy:
A. Checked with friends and relatives to see if they know of any vacancies.
B. Called up or made enquiries with the companies even though they have not
advertised.
C. Visited a relevant job placement section or agency.
D. Netting the job on the web such as jobs and recruitment sites
(www.jobstreet.com.my, www.jobsdb.com and http://hotjobs.yahoo.com), online
version newspapers and magazines and employer websites.
E. Searched in newspaper, magazines, trade journals and yellow or business pages.

6.1 Resume Writing and Job Application

I CV/resume is a personal summary of an applicant’s background, experience, training
and skills.

II. A CV should contain items like an applicant’s career objective, employment record,
references, formal education and other information that would highlight the applicant’s
abilities, such as professional membership, awards, publications, etc.

III. Why do we need a resume?

A. Without a resume that sells your qualifications in terms of the employer’s needs, you
will never have an opportunity to sell yourself at an interview.

IV. Planning your resume.

A. Because an employer typically spends two minutes or less reading a resume, you
have very little time to explain why you are the best person for the job.
B. You must selectively choose what to say, how to say it, and how to arrange it on the
page so that it can be read quickly but thoroughly.

V. Standard information in a resume

A. Personal information
B. Objective – job being sought after

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 C. Education
D. Experiences
E. Personal information related to the job
F. References

VI. Guide to resume writing

A. Personal information
1. All your contact information should be placed at the top of your resume, such as
name, address, telephone, email and web site address.
2. Avoid nicknames
3. Use permanent address
4. Use your parents’ address, a friend’s address, or the address that you plan to use
after graduation.
5. Use a permanent telephone number and include the area code. If you have an
answering machine or voice mail, record a neutral greeting.
6. Add your e-mail address. (Choose an e-mail address that sounds professional).
7. Include your web site address only if the web page reflects your professional
ambitions.

C. Career Objective
1. An objective tells potential employers the sort of work you’re hoping to do:
a. Be specific about the job you want. For example: To obtain an entry level
position in a financial institution that has opportunity for advancement
and professional growth.
b. Tailor your objective to every job you seek.

D. Education
1. New graduates without working experience should list their educational
information first.
2. Your most recent educational information must be listed first.
3. Include your degree (MBA, BBA, Diploma in Banking, etc), major, minor and
institution attended.
4. Add your Grade point average (GPA) if it is higher than 3.0.
5. Mention academic honors.

E. Work Experiences
1. Briefly give the employer an overview of work that has taught you skills.
2. Use action words to describe your duties.
3. Include your work experience in reverse chronological order – put your last job
first and work backward to your first job.
4. Include:
a. Title of position
b. Name of organization
c. Location of work
d. Dates of employment
e. Describe your work responsibilities with the emphasis on specific skills and
achievement.

F. Personal information related to the job

1 You may want to add:

3
 a. Key or special skills or competencies.
b. Leadership experience in volunteer organizations.
c. Participation in sports.

G. References
1. Ask people if they are willing to serve as references before your give their
names to potential employer.
2. Provide at least two references.
3. Include:
a. Full name
b. Designation
c. Address
d. Contact number & email.

6.2 Types of Resume

I. Chronological resume
A. The most common way to organize a resume.
B. Preferred by employers.
C. Easy to understand.
D. The work experience section dominates & is placed in the most prominent slot -
immediately after the name, address & the obj.
E. Start with your current job & travels back in time.
F. It lists dates, job titles, employer & employer’s location for each job.
G. Under each listing, describe your responsibilities & accomplishments.
H. Students graduating: write your educational qualifications 1st, focusing the attention
to your academic credentials.
I. 3 key advantages:
1. Employers are familiar with it & an easily find info.
2. It highlights growth & career progression.
3. It highlights employment continuity & stability.

II. Functional resume

A. This format emphasis on skills and accomplishment.
B. This format stresses individual areas of competence(capability)- useful for people
who are just entering the job market, want to redirect their career, @ have little
continuous career-related experience.
C. 3 advantages:
1. Without going through job descriptions, employers can see what you can do for
them.
2. You can emphasize earlier job experience.
3. You can de-emphasize any lack of career progress @ lengthy unemployment.

III. Combination resume

A. Combines the best features of the chronological & functional formats.
B. Presenting your skills & abilities in an effective manner, and at the same time
presenting job chronology.
C. Not commonly used.
D. Disadvantages:
1. Tends to be longer.
2. Can be repetitious.

4
 E. Advantages:
1. You can emphasize your abilities, skills, and accomplishments.
2. You can avoid the attention on your lack of recent work experience.

Sample of resume in Chronological Resume

AZHAN BIN ASH’ARI
A102 Block A, Perdana Condominium
Jalan PJU 8/1 Bandar Damansara Perdana
47820 Petaling Jaya
Selangor Darul Ehsan
03-88763040
azhan@yahoo.com

CAREER OBJECTIVE
Management position in a multinational Consultant Company.
Sample of chronological format
EMPLOYMENT HISTORY
XYZ Corporation, Johor Bahru, Johor (Janury 2005 – Present)
Project Management Consultant
 Create the PCD Database using Microsoft Access.
 Direct sales and revenues data gathering.
 Obtain a 20% reduction in sales personnel.
 Liaison to Corporate Sales and Database Managers.

ABC Sdn. Bhd, Kuantan, Pahang (January 2002 – January 2005)

Business Intelligence Manager
 Created and implemented the company market intelligence system.
 Trained the company personnel in Competitive Intelligence System.
 Managed primary research market groups.

KBB Sdn Bhd, Kota Bahru, Kelantan (Janury 2000 – January 2002)
Project Resource Planner
 Project manager for RM 35 million electric system upgrades.
 Scheduled energy sales of RM 2 million.
 Increased electric sales by 35%

EDUCATION
Master in Business Administration, December 2002.
Universiti Kebangsaan Malaysia, Bangi
Bachelor in Business Studies – July 2000
Universiti Technologi Mara, Shah Alam.

SOFTWARE SKILLS
Microsoft Office
Lotus Smart Suite
Online Search Engines

REFERENCE
Norshila Amin Johnson Yap
Sales Manager Marketing Executive
Sales & Customer Service Department Marketing Department
Masusita Sdn Bhd Hutaci Sdn Bhd
Petaling Jaya Seri kembangan
03 – 7777 4444 Sample of Functional Resum 03-34224567
Shiela_123@gmail.com Johnson_yap@hotmail.com
5
Sample of resume in Functional Resume

AZHAN BIN ASH’ARI

A102 Block A, Perdana Condominium
Jalan PJU 8/1 Bandar Damansara Perdana
47820 Petaling Jaya
Selangor Darul Ehsan
03-88763040
azhan@yahoo.com

CAREER OBJECTIVE
Create and manage a market research department in the e-learning software industry.

EDUCATION
July 1997 – July 2000 : MARA University of Technology, Shah Alam.
Diploma in Business Studies – July 2000.

January- June1997 : Competitive Intelligence Certification

SKILLS
Marketing
Created and implemented an e-learning competitive intelligence system.
 Directed salesforce in targeting niche market.
 Obtained RM100 millions capital funding for software development.

Sales
Expert in motor system upgrade packages involving wireless communication for remote stations.
 Successfully marketed upgrade packages to municipal councils.
 Increased sales by 20%.

Management
Staffed and trained newly created Corporate Planning Department.
 Interviewed, hired and trained staff; conducted performance appraisals and initiated a
personnel qualification system.
 Conducted team meetings and maintained cooperative liaison between management and
staff personnel.

EXPERIENCE
ABC Sdn. Bhd December 2004 – Present
XYZ Sdn. Bhd March 2002 – December 2004
KMN Sdn. Bhd July 2000- March 2002

REFERENCE
Norshila Amin Johnson Yap

Sales Manager Marketing Executive

Sales & Customer Service Department Marketing Department
Masusita Sdn Bhd Hutaci Sdn Bhd
Petaling Jaya Sample of Combination Resu Seri kembangan
03 – 7777 4444 03-34224567
Shiela_123@gmail.com Johnson_yap@hotmail.com
6
Sample of resume in Combination Resume

AZHAN BIN ASH’ARI

A102 Block A, Perdana Condominium
Jalan PJU 8/1 Bandar Damansara Perdana
47820 Petaling Jaya
Selangor Darul Ehsan
03-88763040
azhan@yahoo.com

CAREER OBJECTIVE
Create and manage a market research department in the e-learning software industry.

EDUCATION
July 1997 – July 2000 : MARA University of Technology, Shah Alam.
Diploma in Business Studies – July 2000.

January- June1997 : Competitive Intelligence Certification.

RELEVANT COURSES
Computer Programming Company Accounting
Business Communications Personal Sales and Marketing
Economics Small Business Management
Organizational System Management Research Methodology

WORK EXPERIENCE
Practical Training, Matsushita Sales Sdn. Bhd (November - December 1999)
 Involved in preparing monthly and year end accounts.
 Promoted the sales for the Sales and Customer Service Department.
 Helped out in the Computer Programming section.

EXTRA CURRICULAR
Treasurer, Business Society Club, Universiti Teknologi Mara (Jan-Dec 1998)
 Prepared club’s financial statement and report.
 Collected club’s annual fee.

Player, Soccer Club, Sekolah Menengah Abu Bakar, Pekan (Jan-Dec 1996)
 Represented school in Pekan District Soccer Tournament 1996.
 Awarded as school’s best soccer player 1996.

SPECIAL SKILLS
 Sound knowledge of Computer Programming and Database Management System.
 Fluent in three different languages.
 Enjoy relating with people.

REFERENCE
Norshila Amin Johnson Yap
Sales Manager Marketing Executive
Sales & Customer Service Department Marketing Department
Masusita Sdn Bhd Hutaci Sdn Bhd
Petaling Jaya Seri kembangan
03 – 7777 4444 03-34224567
Shiela_123@gmail.com Johnson_yap@hotmail.com

7
Resume checkup

I. CONTENT
A. Is based on self, career, and job analyses.
B. Includes qualifications compatible with job requirements.
C. Includes only relevant ideas.
D. Presents qualifications truthfully and honestly

II. ORGANIZATION
A. Headings are arranged in appropriate sequence.
B. Experiences are listed consistently, either in time sequence or in order of
importance.

III. STYLE
A. Omits personal pronouns.
B. Uses action verbs.
C. Uses past tense for previous jobs, present tense for present job.
D. Uses positive language.
E. Uses simple words.
F. Uses correct grammar

IV. MECHANICS
A. Is printed on high quality, neutral-coloured paper.
B. Is balanced on the page.
C. Includes page numbers except the first.
D. Uses indentation, underlining, capitalization, font changes, graphic lines or borders to
enhance overall impact.
E. Positions headings consistently throughout.

Things to avoid in resume

I. Don’t include personal information such as:

A. Your age
B. Your marital status
C. Your problems finding a job
D. How difficult your life is

II. Don’t include details about your physical shortcomings such as:
A. Any disabilities.
B. You can’t drive.
C. You’ve survived some trauma.
D. How you’ve been victimized.

III. Don’t include details that show you in a bad light such as:
A. Any type of negativity.
B. Self-ridicule.
C. That you’ve never had a job before.

IV. Don’t include your height, weight or photo (unless this information is specifically
requested by a prospective employer).

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V. Don’t rumble on about how much you used to make in your past jobs.

VI. Don’t mention family members and their employment.

VII. Avoid long description of job responsibilities

A. While I am open to the nature of an assignment, I am decidedly disposed that it be
so oriented as to at least partially incorporate the experience enjoyed heretofore and
that it be configured so as to ultimately lead to the application of more rarefied facets
of financial management as the major sphere of responsibility.

VIII. Make special request

A. Please call me after 5.30 because my employer does not know I am looking for
another job.
B. I procrastinate – especially when the task in unpleasant.

IX. Avoid writing unrelated career objectives

A. My goal is to be a meteorologist. But since I have no training in meteorology, I
suppose I should try stock brokerage.

X. Do not include physical disabilities

A. Minor allergies to house cats and dogs.

XI. Do not state personal interests

A. Donating blood – 20 gallons so far.

XII. Make small typos that can change the meaning

A. Education: College, June 1880 – 1984
B. Work experience : Dealing with customers’ conflicts that arouse.
C. Develop and recommend an annual operating expense fudget.
D. Instrumental in ruining entire operation for Midwest chain operation.

XIII. Avoid the following reason for leaving the last job:
A. Responsibility makes me nervous.
B. They insisted that all employees get to work by 8.45 every morning. Couldn’t work
under those conditions.
C. Was met with a string of broken promises and lies, as well as cockroaches.
D. I was working for my mom until she decided to move.
E. The company made me a scapegoat – just like my three previous employees.

6.3 Job Application Letters

I. Types of application letter
A. Solicited letter of application
1. It is written to apply for a specific job opening which has been announced or
advertised.
B. Unsolicited letter of application
1. It is written to apply for a position that has not been advertised or announced and
may or may not be opened.

9
The Contents of Job Application Letter

The application letter is usually divided into 3 parts:

 Opening paragraph
A. Include the following information in your opening:
1. Indicate that you are applying for a position.
2. Name and position for which you are applying.
3. Tell how you learned of the opening (solicited letter).
4. Identify your abilities (unsolicited letter).

B. Solicited letter
1. If you are writing in response to an advertisement, you might open your letter as
follows:
I am writing in response to your advertisement in the New Straits Times
dated 23 June 2005, in which you announce an opening for the post of
Marketing Executive with Maybank Berhad.
1. If you are writing in response to information given by an employee regarding an
opening in his or her company, you might write the opening in the following way:
Encik Kamil Hassan , your manager of Marketing Department, told me that
you were looking for a marketing executive. I am a recent graduate of
Universiti Teknologi Mara and became enthusiastic about the possibility of
working with Maybank Berhad.

C. Unsolicited letter
1. Focus in your abilities in the opening paragraph of an unsolicited letter of
application.
2. You might open your letter in the following way:
If you have an opening for an experienced marketing executive, please
consider my application.
3. If appropriate, demonstrate your knowledge of the company’s needs in an
unsolicited letter:
According to the February issue of The Edge, many major companies need
to fill position for a marketing executive. If your company has a need for a
marketing executive, I would like you to consider me as an applicant. I
believe that my marketing degree and a strong desire to succeed make me
qualified applicant.
II. Body paragraph
A. In the body, you should convince the employer that you are right for the job.

B. You should interpret the facts in your resume for the reader by demonstrating that
your educational preparation, work experienced, and/or qualification are relevant to
the job requirement.

C. Example of an effective body paragraph that focuses on the applicant’s work

experience:
As a quality control inspector, I worked with the plant manager to improve and
reduce costs. During my year in this position, my department was rated
number 1 in quality while costs went down by 10 percent.

10
 D. If you had not much experience, then concentrate on other qualification such as your
education, related activities and honors, ability to learn quickly and enthusiasm:
During my second year of college, I was awarded a Rotary scholarship. While
working toward my degree in marketing, I was a vice president of the
university’s business society. As vice president, I organized a motivation
camping to improve the academic performance of business students.
As a marketing executive, I will offer these same qualities of involvement and
commitment that I demonstrated while in university.
E. If you has had little work experience, you could highlights qualities that employers
value:
While studying for my degree in marketing, I worked on assignments that
allowed me to learn more about communication skills and promotion activities.
I will bring my diligence in completing my coursework to my work as a
marketing executive with your company. I work well with others and enjoy
being a productive team members
III. Closing paragraph

A. The closing paragraph should have a confident tone and ask for an interview.

B. Make it easy for the employer to contact you for an interview by providing your
telephone number. Note the following paragraph:

You will see from the enclosed resume that my education and experience
qualify me for this position. May I have an interview with you to discuss my
qualifications for the job? You may reach me at 03-77105423.

C. If contacting you would be difficult, consider the following closing:

I would appreciate the opportunity to discuss my qualifications with you.
Because reaching me at school is difficult, I will call you early next week to see
when we can arrange an interview.

11
 Sample 1: Solicited job application letter

123, Jalan Kolam Air Lama

Ampang Jaya
68000 Ampang
Selangor

18 January 2006

The General Manager

BASS Consulting Sdn Bhd
8th Floor Menara MNJ
6 Lorong P Ramlee
50250 Kuala Lumpur

Dear Sir

APPLICATION FOR THE POST OF MARKETING EXECUTIVE

I would like to be considered for the position of Marketing Executive which was
advertised in The Star dated 16 January 2006.

I have a Diploma in Business Studies, from Universiti Teknologi MARA. While

studying for my diploma, I worked on assignments that allowed me to learn more about
communication skills and promotion activities. I will bring my diligence in completing
my coursework, to my work as a marketing executive with your company. I was also
actively involved in many marketing activities during my studies. Therefore, I am very
confident that I have the ability to do the job outstandingly and I am very delighted to
apply my knowledge and skills in marketing at your company.

I am hardworking and dedicated and willing to serve in any state in Malaysia. I also enjoy
traveling and possess my own transport. I thus believe I am qualified to do the job well
if I am given the opportunity to prove myself.

I enclose a copy of my resume for your attention. I am willing to attend an interview at

any time convenient to you. I am looking forward to receiving a favorable reply from
you.

Yours faithfully

Azizah Anuar
Enclosure

12
Sample 2: Unsolicited application letter

123, Jalan Kolam Air Lama

Ampang Jaya
68000 Ampang
Selangor

18 January 2006

The General Manager

BASS Consulting Sdn Bhd
8th Floor Menara MNJ
6 Lorong P Ramlee
50250 Kuala Lumpur

Dear Sir

APPLICATION FOR THE POST OF SALES EXECUTIVE

I am looking for better opportunities to work in my field and your company is one of
the best work places in the industry. If you have an opening for a marketing
executive, please consider my application.

I have a Diploma in Business Studies, from Universiti Teknologi MARA. While

studying for my diploma, I worked on assignments that allowed me to learn more
about communication skills and promotion activities. I will bring my diligence in
completing my coursework, to my work as a marketing executive with your
company. I was also actively involved in many marketing activities during my
studies. Therefore, I am very confident that I have the ability to do the job
outstandingly and I am very delighted to apply my knowledge and skills in marketing
at your company.

I am hardworking and dedicated and willing to serve in any state in Malaysia. I also
enjoy traveling and possess my own transport. I thus believe I am qualified to do the
job well if I am given the opportunity to prove myself.

I enclose a copy of my resume for your attention. I am willing to attend an interview

at any time convenient to you. I am looking forward to receiving a favorable reply
from you.

Yours faithfully

Azizah Ariffin
Enclosure

13
6.4 Application Follow-Ups
- Types of follow-up letter:

A. Thank-you letter.

1. Express your thanks within two days after the interview, even you feel you have little
chance for the job.
2. In the letter, acknowledge the interviewer’s time and courtesy, be sure to restate the
specific job you are applying for, convey you continued interest and then ask politely
for a decision.

Sample of thank you letter

1150, Jalan Tembakau
Taman Jaya
47800 Petaling Jaya
Selangor Darul Ehsan

12 January 2008

Mrs. Azlin Hassan

ABC Corporation
34 Jalan Merak
67800 Klang
Selangor Darul Ehsan

Dear Mrs. Azlin

Thank You For Job Interview

After talking with you last Monday, I remain enthusiastic about the possibility
of joining your company as a Marketing Executive. Thank you for taking time
so much time to talk with me about it.

Now that you have explained the details of your operations, I feel quite
strongly that I can make a contribution to the sorts of productions you are
lining up. You can also count on me to be an energetic employee and a
positive addition to your crew.

I would appreciate if you could let me know your decision as soon as possible.

Yours sincerely

Ahmad Hassan
Ahmad Bin Hassan

14
B. Inquiry letter
1. A letter of inquiry is appropriate If you are not advised of the interviewer’s decision by
the promised date or within two weeks.

Sample of Job application inquiry letter

1150, Jalan Tembakau
Taman Jaya
47800 Petaling Jaya
Selangor Darul Ehsan

12 January 2008

Mrs. Azlin Hassan

ABC Corporation
34 Jalan Merak
67800 Klang
Selangor Darul Ehsan

Dear Mrs. Azlin

Inquiry of Job Interview Decision

With reference to our discussion on the 15 December 2007 about the position
for Marketing Executive in your company, you said you would let me know the
decision by the 10 January 2008. I would like the position very much, so I am
very eager to know the conclusion that you have reached.

To make matters more complicated, another company has now offered me a

position and asked me to reply within the next two weeks.

Since your company seen to offer a greater challenges, I would really

appreciate to know more about your decision hopefully by 30 January 2008. If
you need more information, please let me know.

Yours sincerely

Ahmad Hassan
Ahmad Bin Hassan

15
C. Request for time extension
1. It is written if you receive a job offer while other interviews are still pending.

2. Plan of letter requesting for a time extension.

a. Preface your letter with a friendly opening.
b. Ask more time, stressing your enthusiasm for the organization.
c. Conclude by allowing for a quick decision if your request for additional time is
denied.
d. Ask for a prompt reply confirming the time extension if the organization allows
it.

Sample of letter requesting for time extension

1150, Jalan Tembakau

Taman Jaya
47800 Petaling Jaya
Selangor Darul Ehsan

12 January 2008

Mrs. Azlin Hassan

ABC Corporation
34 Jalan Merak
67800 Klang
Selangor Darul Ehsan

Dear Mrs. Azlin

Requesting For Time Extension

The Marketing Executive position for your organization seems like an

exciting challenge and a great opportunity for me. I am pleased that
you offered the position to me.

Due to another commitment, I would appreciate you giving me until 25

January 2008 to make a decision. Prior to our interview, I have
attended a follow-up interview with another company. I am interested
in your organization because of its friendliness and attractive work
environment. But I do feel obligated to keep my appointment.

If you need the decision immediately, I would gladly let you know.
However, if you can allow me the added time to fulfill the earlier
commitment, I will be very great full. Please let me know right away by
telephoning me at 03-77115232.

Yours sincerely

Ahmad Hassan
Ahmad Bin Hassan

16
D. Letter of acceptance
1. It is written within 5 days upon receiving the job offer that you want to accept.

Sample of letter accepting the job offer

1150, Jalan Tembakau

Taman Jaya
47800 Petaling Jaya
Selangor Darul Ehsan

12 January 2008

Mrs. Azlin Hassan

ABC Corporation
34 Jalan Merak
67800 Klang
Selangor Darul Ehsan

Dear Mrs. Azlin

Acceptance of Marketing Executive Position

I am delighted to accept the post of Marketing Executive in your

company with a salary of RM 2,500.

Enclosed are the forms you asked me to complete and sign. I will be
able to start work on the 25 January 2008.

The prospect of joining your firm is exciting. Thank you for giving me
this opportunity for what I am sure will be a challenging future.
Yours sincerely

Ahmad Hassan
Ahmad Bin Hassan

17
E. Letter declining a job offer.
1. A letter declining a job offered by a company.

Sample of letter declining a job offer

1150, Jalan Tembakau

Taman Jaya
47800 Petaling Jaya
Selangor Darul Ehsan

12 January 2008

Mrs. Azlin Hassan

ABC Corporation
34 Jalan Merak
67800 Klang
Selangor Darul Ehsan

Dear Mrs. Azlin

Declining a Job Offer

One of the most interesting interviews I have ever had was the one three
weeks ago at your company office. I am very flattered that you would offer me
the Marketing Executive position that we talked about.

During my job hunt, I have applied to seven highly rated firms like your own
and each other in its field. Both your company and another offered me a
position. Due to my desire to travel a lot and to work abroad can really be
satisfied by the other company, I have accepted that job offer.

I deeply appreciate the time you spend talking with me. Thank you again for
your consideration and kindness.

Yours Sincerely

Ahmad Hassan

Ahmad Bin Hassan

18
 F. Letter of Resignation
1. If you get a job offer and are currently employed, you can maintain good relations
with your current employer by writing a resignation letter.

Sample of resignation letter

Ahmad Bin Hassan

1159, Jalan Tembakau
Taman Jaya
47800 Petaling Jaya
Selangor Darul Ehsan

26 July 2007

Mrs. Azlin Azizi

ABC Corporation
34, Jalan Merak
67800 Klang
Selangor Darul Ehsan

Dear Mrs. Azlin

Tendering For Resignation

My sincere thanks to you and all the employees of ABC Corporation for helping
me to learn so much about serving the customers for the past 10 months. You
have given me untold help and encouragement.

You may recall that when you first interviewed me, my goal was to become a
Production Executive. Because of the opportunity has been offered to me by
other organization, I am submitting my resignation. I really regret leaving all of
you but I want to take advantage of this opportunity.

I would like to terminate my employment here one month from today but would
be willing to work an additional week if you want me to train a replacement.

My sincere thanks and best wishes to all of you.

Yours Sincerely,
Ahmad Hassan
Ahmad Bin Hassan

19
 CHAPTER 7

LEARNING OBJECTIVE

After completing this chapter, students should be able to:

 Prepare of Questions likely asked during interview

 Determine Preparation before, during and after interview

 Interpersonal skills

20
7. JOB INTERVIEW
I Definition:

A. A planned conversation with a predetermine purpose that involves asking &

answering questions.
B. Meeting of people face-to-face to accomplish a certain known purpose or to confer
about something.

II. Forms of job interview.

A. Directed interview
1. Ask questions in order within the specific time period.

B. Open-ended interview
1. Less formal, unstructured interview with open, relax format.

C. Stress interview
1. Interview to see how a candidate handles stressful situations.

C. One-to-one interview
1. This selection process will have been narrowed down and the company has
recognized you as the prospect.
2. Usually this interview will be carried out by department supervisor, but
sometimes with human resource personnel.
3. Be prepared to talk about yourself in detail, why you want the job and what you
can contribute to the company.
4. Before the interview carry out research into what the company is doing, and think
of some questions you want to ask. Do not tell information that the interviewer
doesn’t ask for.

D. Lunch interview
1. It is more casual than in an office.
2. Do not order food and order something that is a similar price range to the others
in attendance.

E. Screening interview
1. A brief meeting with the company used by them to weed out unqualified and
uninterested candidates.
2. Screening interviews occurs if there is a large numbers of job applicant, however
on the whole, candidates are rarely asked to attend them.
3. Interviewers are usually human resource professionals and the format is usually
that of straight questions and answers.
4. Confirm to the interviewer what they have read in your CV, do not deviate from
the truth.
5. Providing facts is more important than building rapport.

F. Telephone interview
1. Some companies use telephone interviews as a screening process to eliminate
the weaker candidates earlier on.
2. Telephone interview should be conducted in a professional manner as a
standard interview and the same rules apply.

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 3. The only difference is that your body language no longer applies.
4. Do not let the interviewer lead the conversation, if possible push for a face to
face meeting saying something like “I would appreciate an opportunity to meet
you in person so we can both better evaluate each other. I am free either
Tuesday afternoon or Wednesday morning. Which would be better for you?

G. Group interview
1. This interview is used to introduce the company and describe the job to an
assembled audience of candidates.
2. As this form of interview is not one-to-one, there is not so much pressure on an
individual candidate, however, the aim is to stand out from the crowd and be
noticed.

I. Committee/panel interview
1. Companies use this method when hiring for advanced position or if they are just
feeling nasty.
2. During committee interviews candidates are questioned by several company
personnel at once, this can be daunting but try to keep cool.
3. Be sure to impress all of the interviewers. Do not cater to just what one or two
want to hear.
4. When an interviewer addresses you with a question, respond to the person
question, while being conscious of how other will interpret what you are saying.

7.1 Preparation of Questions likely asked During Interview

. Prepare Questions and Answers:
1. Can you tell me briefly about yourself?
2. What do you know about our company?
3. Why do you want to work with our company?
4. If you are given the opportunity to work with us, what are the things that you can
contribute to the company
5. What are the criteria that best fit the person for this job? And why?
6. Why should we choose you from the other candidates who are applying for this
job?
7. What are your strengths and how do they help you in contributing effectively to
the company?
8. What is your ambition and vision in your life?
9. Expected salary? Can you accept our offer if it is lower than you expected?
10. Is there any question that you want to ask?

1.2 Preparation Before, During and After Interview

Preparation Before the Interview

I. Informational preparation
A. When searching for a job, you can start looking for vacancies in newspapers,
magazines and even through internet.

B. You can even acquire from your friends, working people and recruitment agencies
for a jobs.

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 C. You should elicit as much information as possible to make sure the job requirement
matches your skills, capabilities and interest.

D. Eliciting information:
1. The job title
2. A brief summary of duties
3. Brief indication of the person needed.
4. The salary range.
5. When the person is required.
6. The date application to be submitted
7. The address to be sent.
8. The method of application. For example, application forms obtained from or
submit a resume.

II. Psychological preparation

A. Study the company.
1. Points to learn about the company.
a. Full name of company.
b. Location (headquarters, branches, subsidiaries and other units)
c. Age and brief history.
d. Products and services.
e. Industry position.
f. Growth prospect of company.

2. Where to look for company information.

a. Company website
b. Competitors’ website.
c. Company publication.
d. Industry-related websites.
e. Blogs.
f. Periodicals.
g. Career center at your college.

B. Be prepared to answer all questions correctly and positively.

1. Have confidence in yourself.
2. Plan to look good.
3. Always be ready for anything.
4. Be courteous to everyone.

III. Physical preparation

A. Prepare neatly all the relevant documents.

B. Dressed properly to create a good first impression:

1. Ladies
a. Ladies should wear clothes that are suitable for work.
b. Baju Kurung or western Style clothes which are comfortable and project a
professional image are advisable.
c. Clothes which are too tight, short or revealing should not be worn.
d. It is best not to wear colours that re too bright or garish.
e. A little make-up helps but it is not necessary.
If make-up is used, be careful that it is not overdone.

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 Colours should be subtle and the make-up should look natural.
f. Do not wear too many chains and rings.
i. Ear rings should not be too big.
ii. Dangling ear rings are not advisable.
g. Nails should not be too long or very brightly polished.
h. Hair should be neatly combed or put up.
i. Remember you are not auditioning for a part in a movie.
ii. So, however attractive your hair may look, remember that your main aim
is to project a professional image.
i. Do not wear slippers or very high-heeled shoes as this may lead to
unfortunate incidents.
j. Carry an average sized handbag which can be comfortably put on the lap or
leaned against the leg of the chair.

2. Men
a. Men should wear dark coloured tailored trousers which are not too baggy or
too tight.
b. Shirts should be in light pastel colours.
i. Plain shirts are advisable but not a must.
c. Ties should not be too colourful or distracting.
d. Hair should be reasonably short and well-groomed.
i. Men should ensure they are clean shaven.
ii. Moustaches and/or beards should be well-trimmed.

e. Watches should be conservative in design and colour.

f. Accessories like rings or bracelets should be minimal and not worn if
possible.

C. Arrive at least ten minutes before the scheduled time for the interview.

D. Be attentive and always smile.

During the interview

I. The warm-up
A. It is the most important stage compared to the others as it provides the first
impression of candidates and establishes rapport for good social interaction
between both parties.

B. In this stage, body language is very important because you won’t have time to say
much in the first minutes or two.

C. The best way for a good warm-up are as follows:

1. Greet the interviewer by name with a smile, direct eye contact, and a firm
handshake.
2. Wait for the interviewer to ask you to be seated.
3. Sit erect and lean forward slightly to convey interest.
4. Be friendly and well mannered.
5. Attentiveness
6. Have easy and simple opening topic.
7. Always be calm and poised.

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 8. Smile and maintain eye contact.
9. Avoid any signs of nervousness.

II. The questions and answer stage.

A. In this stage, the interviewer will ask question relevant to the job requirement and
also elicit information about your background.

B. Among the key points during this stage:

1. Discussion relating to the contents in your resume.
2. Questions about your skills and capabilities.
3. Relevant topics related to the job requirements.
4. Any other areas that is of important to the organization.

C. At this stage you need to:

1. Deal with questions.
a. Let the interviewer lead the conversation.
b. Never answer a question before interviewer finished asking it.
c. Tailor your answers to make a favourable impression.
d. Do not limit your answer to ‘yes’ or ‘no’ answer.
e. Be sure to pause to think before responding to difficult question.
f. Do not hedge with your answer.
g. Keep your answers short and to the point.
h. Avoid using jargon to impress the interviewer because if you misuse technical
language, you will look foolish.
i. Explain how your qualifications relate to the job requirements using multiple
specific examples.

2. Listen to the interviewer.

a. Paying attention when the interviewer speaks can be as important as giving
good answers.
b. The nonverbal messages of the interviewer may tell you the real meaning of
what is being said.

3. Field discriminatory questions.

a. If the interviewer ask unethical and unlawful questions, you might:
i. Ask how the question is related to your qualification.
ii. Explain that the information is personal.
iii. Respond to what you think is the interviewer’s real concern.
iv. Answer both the question and the concern.

III. The close

A. Among the key points during this stage.

1. The interviewer may ask if you have any other questions. Possible questions to
ask the interviewer:
a. What duties are involved in this position?
b. Sounds like a wonderful position, what are the disadvantages?
c. Is there a probation period? If so, how long is it?
d. How do you evaluate employees?
e. How many people hold this sort of job in your company? How long, an
average, do they hold it?

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 2. Summarized the discussion or indicate with a gesture.

3. Will highlight the topics covered in the interview.

B. At this stage, you should.

1. Watch for signs that the interview is about to end.
2. Tactfully asked on the decision of your application.
3. If offered the job, either accepts or asked for time to consider the offer.
4. Thank the interviewer for his time, with a warm smile and a handshake.

After the Interview

I. After the interview, you can call the organization or acquire in writing, if there is no news
of the outcome of the interview.

II. If you have accepted another job, you should inform the organization of your decision.

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REFERENCES

1. Taylor, Shirley. 2005. Communication for Business. England: Pearson Education Ltd.

2. Bovee, Thill, 2008. Business Communication Today. Prentice Hall International,

(12th.Edition)

3. Mohd Azam Nair (2004). Language Practice for Business Communication. Kuala Lumpur:
Utusan Publication & Distributors Sdn Bhd

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