May 2023 - Page 10 of 12

How To Write A Cover Letter For A PQQ

Completing a Pre-Qualification Questionnaire (PQQ) in itself is a challenge. It involves days, if not weeks of difficult and time-consuming paper work. So, you are done with weeks of hard work on the PQQ, you have completed it, collected all the required legal policy documents and have signed all the relevant Appendices.

Now, the final task remaining is to write a cover letter before you send your documents to the company for review.

The PQQ letter matters a lot. For, it’s the first thing that is read in your proposal.

It needs to be impressive and should make your proposal stand out amongst the others. It should be written in such a way that the company should think, “I want to read more about this.” A PQQ covering letter needs to be professionally written and it should be very precise without getting into the unwanted details. In other words, it should have only what’s required and what works for you. It should portray a professional image of your hard work and your company.

There are a few things that need to be kept in mind whilst writing a cover letter. There are the things that are professionally required of your company to adhere to and it shows that you take your work seriously.

A cover letter should always be written on your company’s letter head. This gives it a professional look and helps in providing credibility to your proposal.

Use your company or organisation’s VAT registration number, if your company is VAT registered. The quality of paper used for this purpose should be very good and the print quality should be great too.

You sure don’t want to let your hard work on the PQQ down by the quality of paper or print used for your cover letter.

Write the contract reference and the title for your PQQ covering letter as a header in bold ad underlined. Always choose the title for your cover letter with utmost care.

You shouldn’t sound like a typical salesman. No-one likes the hard sell!

The letter should introduce your company in a precise and professional manner explaining how you are suitable for the tender convincingly.

The address of the procurement team needs to be written clearly as in the PQQ specification documents. Also, you should write your personal details such as phone number and email address which is helpful in case the procurement team requires contacting you. Also, write an index for the list of accompanying documents. Never forget to sign the letter.

Nuts and Bolts of Effective Cover Letters

As a job seeker, you shouldn’t overlook the importance of a cover letter. When written strategically it increases your chances for consideration and provides an opportunity to highlight your individuality.

A cover letter is much more than stating, “I read the job announcement on ABC Job Board, please accept this letter as an application of interest”. It’s a statement that tells the reader what they can expect from you if hired while also providing reasons you are interested in working for their organization specifically.

The challenging part is determining what information to include. After all, all the juicy information is outlined on the resume. What could you possibly add to the cover letter that will add substance to your qualifications?

Keep in mind that the resume and the letter have different purposes. A resume demonstrates that you can do the job, it highlights your past accomplishments, while a cover letter points out the extent to which you match the job requirements for a specific a company and how you will fit in.

A well-written letter gives you an advantage over your competition because it provides another opportunity to showcase your experience and qualifications.

Cover letter basics can be mastered by following the pointers below.

Sell! Sell! Sell!

A cover letter is more than just a business letter; it is a sales letter. Begin with a strong introduction, layout the benefits you offer and establish credibility by showcasing your accomplishments.

Write as you speak.

Use a professional conversational tone, but sound as though a real person wrote it. Many people fall into the trap of using big words to communicate and the writing comes off as stilted. Instead, write in a straightforward manner that entices the reader to review the resume. The words you choose should demonstrate enthusiasm for the position, company, and industry.

Write from the reader’s perspective.

Action words should not be reserved for the resume. Begin as many sentences with a power word. Don’t use a passive voice. Since it’s a cover letter, it’ll be impossible avoid using “I” as a sentence starter once in a while, but be mindful of your usage and limit it to just a few. If you have four sentences in a row starting with the letter “I”, mix it.

Don’t rehash your resume.

Be creative when presenting your qualifications and accomplishments. You don’t want to bore the reader by simply repeating the information you included in your resume. Find different ways to communicate the same message. The best way to do this is by selecting three to five major selling points and highlighting them in the body of the cover letter. Doing so will entice the reader to do more than just glance at your resume.

You should use every tool at your disposal to secure an interview. Targeted cover letters add to your portfolio of qualifications and deserve as much consideration as a resume.

Business Letter Writing – Writing a Business Letter, Offline or Online II

Whenever you are writing about an action that the company, or a department, as whole is taking, use ‘we’, and whenever it is you personally taking the action, use ‘I’. In the examples above, the first is an action on behalf of the company, and the second is an action taken by you personally. “I will talk to my colleagues” is correct in that case.

When writing in a business style, you should do so in such a way that there is no possibility of ambiguity, and that your message is clear and easy to understand. Don’t make the mistake of believing that senior personnel in your, or any other, company is educated and can understand the nuances of vocabulary, grammar and punctuation. Most can’t. Most business leaders are not English language majors. All they want is clear writing that they can understand without having to reach for a dictionary. They also want clear information, and never make excuses: provide reasons.

For example,

“Dear Mr. Customer, I am sorry that your order is late. It will be with you shortly” is not acceptable, whereas “Dear Mr. Customer, We apologize for the lateness of your recent order. It was held up due to a problem with our production unit but will be with you by the 17th of this month” is more acceptable.

Business letters should never tell lies or prevaricate. They should be short and to the point, and make an honest statement of the facts. Lies and prevarication have a habit of biting you later, so leave them alone. Put yourself in the position of the person you are writing to and write accordingly.

Business letters relevant to internet businesses are no different, only that you must not assume that just because it is the internet then you need not be so formal. Many internet entrepreneurs are very educated people who run their internet business in the same way that offline businesses are run.

The best approach you can take when writing a business letter relating to either an online or offline conventional business is to stay formal, do not use too many long words and keep to the point. State what has to be said and no more. Businessmen want the facts, not the waffle.

What Does Spelling Have to Do With a Job Interview?

Not once have I been given a spelling test or a grammar test during a job interview (well, at least not when it wasn’t related to the job). What I didn’t realize until I became an interviewer myself is that a spelling test is standard component of the hiring process. And it happens before the job interview ever starts.

Would you believe that everyday hundreds of highly-qualified candidates are tossed out of the application review pile because they misspelled the company’s name or turned one run-on sentence into several paragraphs? In a 2009 survey of executives, 48% said that two or more typos could cost the applicant a job.

While it may not be important to the job, spelling is important to the hiring process. If you have not taken the create and submit a well-worded cover letter and resume, what does that say about your work ethic? The interviewer begins to doubt you and thinks, “If you couldn’t make sure this one document was correct, how are you going to perform on the job? Are you just going to skim over the relevant facts, not put in any extra effort, and say that mistakes aren’t a big deal?“

Given the choice between two highly-qualified candidates, one with several spelling mistakes and one with none, I will call back the person who had no mistakes. If you are that person, you get a job interview. If you are the misspeller, better luck next time.

Here are a few tips to help you avoid unnecessary rejection:

1. Use spell check as a guide, not an authority. Programmers try their best to code all the spelling and grammar rules, but English is tough and computers don’t know everything. Learn the difference between they’re and their, it’s and its, and be sure you are attaching your resume instead of attacking it.

2. Make sure the company name and position name are correct. Not only is spelling important here, but if you are using a template and forget to change the information, you’re going to be tossed out of the competition without a second glance.

3. Ask a knowledgeable friend to help. If your buddy is just as bad at spelling as you are, asking him to review your cover letter and resume isn’t the smartest move. Go to someone you view as an expert, whether that’s a coworker, parent, or resume review service.

Testimonial Samples for Student and Employee

Having a testimonial can increase the chances of getting the job. As there is strong competition among applicants, almost every job candidate requires testimonials for the job. Having the relevant experience under your belt you are required to show that you have proved your abilities in some organization. You can ask your previous employee to provide the testimonial of your services. If you are a student then a Principal/Dean can provide you the testimonial. Here are the both example testimonials that can help you stand out of the crowd.

A sample testimonial letter. (As an Employee)

An Experience Certificate

To whom it may concern

This is to certify that (NAME) has been in our service as an (JOB TITLE) from START DATE (YEAR) to END DATE (YEAR). During this period of service he/she worked diligently and honestly. His/her amiability of temperament, sincerity of purpose and honest absorption in the assigned job were some of the commendable traits of his personality that endeared him amongst us.

Through his/her work and conduct he satisfied us. He/she has a sound moral character. He/she has left our firm not due to any compulsion on our part, but on account of his own free will.

Employer

(Stamp & Signature)

Second Sample Testimonial Letter. (As a Student)

A Testimonial From An Educational Institution

This is to certify that (NAME) s/o (NAME) was a renowned player and student of our institution from START DATE (YEAR) to END DATE (YEAR) then he graduated from our college winning one of the top positions in Commerce. He/She got first class in B. Com.

About his contribution towards sports, we hereby state that he won many a commendatory certificate in various sports events. He excelled in Badminton and Hockey. He is quite hard-working and intelligent youth. We may emphatically say that he will prove out to be an asset to any enterprise where a position of trust and responsibility is offered to him.

I wish him all success in his life.

Principal

(College Stamp & Signature)

A Testimonial From the Major Contractor to Sub-Contractor Employee

Name

Designation

Company Name

Address:

Dear (Name),

Earlier this year we had the pleasure of working with you and your company on a project of (Name of Project) for our company. I am writing this letter to you to express my great satisfaction with the quality of the work completed and quality of the people from your company involved this project. You were extremely helpful from our first telephonic conversation through completion. Everything worked immediately and I am pleased with how things turned out. Please convey our appreciation to all of your team members. Feel free to use us as reference.

We wish you the best,

Sincerely,

(Name)

(Signature)

Law Librarian Cover Letter

A cover letter is a letter of introduction to the employer that persuades the employer to consider you further for a particular post. A law library provides necessary study and research material to the law students and staff members. A law librarian has to perform a large number of tasks in the law library. He has to provide research and examination assistance to the entire law faculty. They even help the students and staff in various types of legal research. So, we can conclude from here that it is not an easy job to perform. Only a highly qualified individual can work as a law librarian.

Now, given below is a sample law librarian cover letter for your help:

Your Name

Your Address

Your City, State, Zip Code

Date

Employer Name

Company

Address

City, State, Zip

Dear Mr. / Ms. Last Name,

With reference to your ad posting in The Daily Times Newspaper for the want of a Law Librarian, I hereby present my job application for the desired position. I have all the necessary qualifications and skills to be an effective law librarian. My strong professional background and skills make me an apt choice for this position. Therefore, I would be very grateful to you if you consider me for this important position.

I am an experienced individual in this field. I have a good amount of knowledge in providing necessary support to the staff and law students in various legal researches. I have exceptional creativity, flexibility, and teamwork abilities that are quite necessary in this field. I have done a Master degree in Library Science. This really provides me an edge over other candidates. I could really be of great benefit to your law institution.

I have ample amount of knowledge in all types of legal terminologies and providing guidance to the law students in choosing the right study material. So, if you feel that there is mutual interest then please contact me on the numbers given above. I really look forward to meet you as soon as possible. I have enclosed my resume along with this covering letter for your review.

Thanks for considering me for this significant position.

Sincerely,

Signature

Typed Name

How to Write a Cover Letter for a Job Application: 10 Easy Steps

Learning how to write a winning cover letter is easy and so important! We have 10 simple steps to show you how to write an awesome cover letter so that you stand out when applying for your next job. Apply for you next job with confidence.

Provide your contact details at the top of the Cover Letter – make it easy for an Employer to contact you! These should not take up half the page either. Just list them in a couple of lines. Be sure to include your first and last name, don’t worry about your middle name, a contact phone number (don’t provide multiple numbers, just one will do), and your address.
Personalise the Cover Letter by using the Company name AND the name of the person in the company if possible. Take the time to address the letter to the person who will be reading it. This shows that you are prepared to pay attention to detail. Many people do not do this, so by making sure that you do, you are already showing that you are better than your competition!
State the job title and reference number of the job. The company may be filling more than one role. This is usually stated in the job ad. Look for it and use it. Again this shows excellent attention to detail and will suggest that you will be an efficient employee!
Customer your Letter and make sure you match the skills and experiences in the job ad. If the job ad asks for someone to be enthusiastic, make sure you tell them that you are enthusiastic. If it asks for someone with good people skills, make sure you state that you have good people skills. Use the same words that they have used. This is a sure-fire way to ensure that you tick the boxes and get short-listed.
ALWAYS state your key qualifications such as degrees, diplomas and certificates. If you have them you must boast about them! Sure they are in your Resume, but you MUST mention them in your cover letter too. Don’t leave them guessing, tell them your strong points.
ALWAYS state how many years of experience you have in a similar role. Don’t wait for them to figure it out from your Resume, tell them how many years you have. The more the better. You do not need to be exact, you can say things like over 5 years, or almost 3 years.
Describe your current job and the main duties you perform. Again try to match the duties to the duties that they have listed in their job ad where possible.
Sell Yourself! Include some compelling reasons why you are perfect for the job. Are you highly productive, a great communicator, highly experienced with skills that match the job perfectly?
In your closing sentence, you need to have a Call To Action – request an interview or a time to meet.
Finally, check your Cover Letter length. It should not be longer than 1 page.

Tips for Writing a Cover Letter for a Teaching Position

The teaching profession is a very competitive one and when applying for a new teaching post either as an experienced teacher or as a newly qualified teacher, making the right impression from the outset is vital. And the first impression, when applying for a teaching post, is made by the cover letter.

Many teaching posts require applicants to write long, in-depth personal statements to support their CV or application. However, where this type of statement is not specifically requested then a more standard cover letter should be written.

A top tip for writing a cover letter is to split the letter into three paragraphs. The first should be a short summary of the purpose of your letter and any enclosed attachments. This does not have to be complicated, simply a sentence to detail the exact post you’re applying for, perhaps where you saw the job advertised, and then what the rest of your letter will be aiming to do.

As an example;

I am writing to apply for the position of Year 2 Teacher, as advertised in the Primary School News. I am very keen to become part of your school community and I hope that my enclosed CV will demonstrate that I have the appropriate skills and experience to fulfill this role successfully.

Paragraph two should be the bulk of the letter and should aim to demonstrate how the vision and ethos of the school, and the requirements of the job specification and/or person specification, align with your aims and experiences. You should therefore write one or two sentences which demonstrate that you have knowledge of the school and its values, and then pull out a few significant points from your CV to illustrate how you would be suited to that post and to the school.

The final paragraph is simply a section where you can sign off and clearly point the reader to the ways in which you can be contacted, either by email, telephone or post. These details should be provided at the top of your letter, in the right hand corner. Always remember to provide as many different contact routes as possible. Your final paragraph can also allow you to reiterate once again how passionate you are about that specific role and/or school.

Once your letter is written, be sure to check the contents for spelling mistakes and grammar errors, as a teacher who can’t spell, or indeed, can’t ‘correct’ their own work, will not stand up well against the competition. Finally, format your letter to ensure that it does not exceed more than one page of A4; this can be achieved by decreasing the page margins, decreasing the font size and adjusting the paragraph spacing; always remember that for ease of reading, the font size should never fall below 11pt.

Your perfect cover letter is now ready to be submitted, and you should be on the way to securing your dream teaching post.

Job Placement Officer Cover Letter

A Job Placement Officer is a person who is responsible for providing candidates to the organization according to the requirements of employers. He or she is responsible for achieving job placement targets and providing effective delivery of employment services to the clients by sourcing vacancies and matching eligible clients to these vacancies.

A sample of a Job Placement Officer Cover Letter is as under:

You’re Name

You’re Address

Your City, State, Zip Code

Your Phone #

You’re Email

Date

Employer Name

Company

Address

City, State, Zip Code

Dear Mr. /Ms. Last Name,

I am responding to your advertisement in the XYZ newspaper for the post of Job Placement Officer. I consider that my experience and interests match with your requirement and want to apply for the same position. I am pleased to submit my qualifications in the attached resume.

I am looking for a decent job that will utilize my six years of experience. Following are few highlights of my experience that strongly matches with the objectives that you are seeking:

1. Responsible for conducting job placement activities consistent with employment services.

2. Liable for negotiating employment opportunities with employers and promoting job seekers for vacancies.

3. Responsible for maintaining and reporting statistics relating to employment services to the supervisor.

4. Maintaining good relationship with employers, community groups and local centerline offices.

5. Liable for providing professional training and development program from time to time.

I am a focused, self-directed and competent person with lot of experience in this field. I am very efficient employee and I have dedicated myself completely to the placement related activities. I am a mature minded person with a high level interpersonal, analytical, communication and organizational skills. I am a very creative and innovative individual possessing a can-do attitude.

I have made numerous contributions to my previous organization. You will come to know about them after reviewing my resume. I have gained strong position in my previous company due to my excellent leadership qualities. I have even accelerated the achievement of my goals and positioned myself as a valuable resource in a variety of situations.

I am eagerly looking forward join your reputed company. I think my skill set and experience would be beneficial for the growth and integrity of your organization.

I would appreciate the opportunity to discuss how my education and experiences will be helpful and useful for you. Thanks for considering me and for taking out time for reading my cover letter.

Sincerely,

Your Signature

Your Typed Name

Cover Letter Tips

Cover Letter Tips Can Provide Valuable Pointers to Enhance Cover Letter Writing

In the case of a cover letter for a resume or a CV, then it is directed to the prospective employer that is looking to recruit the most suitable person to do carry out certain duties and assume certain responsibilities. This will be a crucial element in the employment application kit that represent the candidate. Therefore, an effective cover letter should convey a clear and accurate image of the applicant to the prospective employer. Writing a cover letter for even the most coveted and high profile job is not a difficult task, if the correct methods are applied. Therefore, it is essential to know few key cover letter tips that can enhance the quality of a cover letter.

1. It should be original and not copied. This is very important as it is something that most applicants do. It will be more effective if it was thought out and written by the applicant. The letter must be targeted and highlight the strengths and skills of the applicant.

2. Keep to the facts. It is not required to go in to great lengths when writing a cover letter. Ideally it should be limited to one page. It should be kept in mind that the person reading it has many other important works to attend to. Therefore, keeping it short and accurate will enable the reader to assimilate the key points. The main point to highlight is the fact that the applicant meets the job requirements specified.

3. If asked to specify the salary expectations it is better if a range is provided and not the amount expected. Unless specifically prompted, do not include this item within your letter as it is against the recruiting etiquette for an applicant to talk about remunerations prior to establishing whether he or she has the skills to meet the job requirements. .

4. Write in a positive manner. Be clear and concise. It will not be necessary to write about why the applicant has been unemployed for a while. Be confident in how it is being written, this will show the applicant’s personality to the reader.

5. Another important tip is that the stationary used to write the CL should be white with a matching white envelope, which should be crisp and the quality should be up to standard. No fancy fonts should be used in typing this sort of formal letters. Use black ink and not colors and will be more professional if printed on a laser printer.

6. It is recommended to always request for an interview.

7. Proofread the document. If a CL is free of errors of any kind, be it grammatical or spelling, it proves that the applicant is thorough, and this will reflect well on the applicant

8. Always keep copies of whatever is sent.

Apply these tips to enhance your writing skills. However, we understand that an effective cover letter will bring you that much closer to getting the job you want.