TE2091 SEM2 1S

Flow of a meeting
Welcome speech by the chairperson

Confirmation of previous minutes
Discussion of items in agenda
Discussion of other matters
Closing/adjourned

TE2091-02-IS WIM/TE2091/22014/S02 45

Terminology of Meeting

Ad hoc For the purpose of (from Latin)
Adjourn To hold meeting until a later late
Advisory Providing advice or suggestion, not taking action
Agenda A schedule of item drawn up for discussion at a meeting
AGM Annual General Meeting – all members usually eligible to attend
Apologies Excuses given in advance for inability to attend at a meeting
Bye- Laws Rules regulating an organization’s activity
Chairperson Leader or person given authority to conduct a meeting
Collective A convention by which all committee members agree to abide by a majority
responsibility decision
A group of people usually elected or appointed who meet to conduct
Committee agreed business and report to a senior body
Agreement by general consent, no formal vote being taken
Consensus Set of rules governing activities of voluntary bodies
Constitution Call a meeting
Convene Having the power to act upon decisions
Executive
Extraordinary A non-routine meeting for a specific purpose
Meeting
Ex officio Given powers or rights by reason of office
Honorary post A duty performed without payment e.g. Honorary Secretary
Lobbying A practice of seeking members’ support before a meeting
Minutes The written record of a meeting
Motion The name given to a proposal when it is being discussed in a meeting
Mover One who speaks on behalf of a motion
Nem. Con. No one speaking against (from Latin)
Opposer One who speaks against a motion
The name given to a submitted item for discussion (usually written) before
Proposal a meeting takes place
On behalf of another person
Proxy The name given to a motion which has been passed or carried; used after
the decision has been reached
Resolution Committee official responsible for the internal and external administration of
a committee
Secretary A system of voting in secret
Without a day (from Latin) ;e.g. adjourned sine dine
Secret ballot A committee has an indefinite term of office
Sine dine One who supports the proposer
Standing committee Committee official responsible for its financial records and transactions
Seconder All being favor
Treasurer When two sides are deadlocked, a chairperson may record a second or
Unanimous casting vote to ensure a decision is made

Vote, casting

TE2091-02-IS WIM/TE2091/22014/S02 46

Roles of Participant

The group leader should know the precise purpose of the upcoming meeting. The following are
steps that should be taken in his/her preparation.

A1 Review the problem and determine the precise purpose.
2 Take some time to write out what you think is the central
purpose of meeting.
3 By phrasing the question, the leader is already answering this
question. Do we really need a meeting or can a decision be
made via telephone, memos, letters, video teleconferencing or
email.

B4 Decide who should participate
5 In regularly scheduled meetings, the participant will be
similar. Specialist might also be called in for their expertise or
a facilitator to assist in the deliberations.

C 6 Arrange for meeting date, time and place
7 Be exact and precise as to time, date and location.

D 8 Create an agenda
9 The leader has the responsibility to set the agenda. An agenda
is the roadmap of what will be covered in the meeting. That
information can be sent in advanced or distributed at the
meeting. However the former is recommended.
10 Be clear when putting on the agenda.

E11 Distribute the announcement for the meeting
12 Send out the announcement for the meeting if you have decided
on the main questions for discussion, laid out the agenda for the
meeting, and decide on who, what, when and where.

F13 Check on physical arrangements
14 Select the seating pattern.
15 Determine what kinds of materials are needed in the room.

TE2091-02-IS WIM/TE2091/22014/S02 47

Language of meeting

At the beginning, the chairperson greets and calls the meeting to
order before progressing to the acceptance of the minutes. Below
are the relevant functions and language expressions.

Function Language Expressions

To greet members and call the meeting to Good morning/afternoon/evening.
order
The meeting is now called to order.
Ladies and gentlemen, I declare the meeting open.
Right, shall we get started?
Let’s get down to business, shall we?

To confirm minutes of the previous meeting Are they any amendments to be made in the
previous meeting?

To discuss minutes of the previous meeting Are they any matters arising from the minutes?

To request for acceptance of minutes Would someone move that the minutes of the last

meeting to be accepted?
Who would like to propose the minute to be Will
someone propose the minutes to be accepted? I,

To propose the minutes to be accepted ………. propose the minutes of the meeting to be
accepted. (very formal)
I propose the minutes of the meeting to be

accepted (less formal)

To request for the confirmation of proposal Who would like to second it?
Can someone second the proposal?

To confirm the proposal I ………. second it. (very formal)
I second it. (less formal)

TE2091-02-IS WIM/TE2091/22014/S02 48

After the minutes have been accepted, the chairperson will
direct the meeting to the main objectives of the meeting. Some
examples of the language expressions in relation to the function
are shown below.

Function Language Expressions
Stating purpose of meeting
The purpose of today’s meeting is …..
To discuss the items on the agenda The first problem we have to consider is …..
attention Perhaps we should first look at …..
We are here to discuss …..

The first item on the agenda that needs our

Let’s discuss item..…
Shall we discuss item ..…

After the meeting progresses, the chairperson and members
may express their opinions. The manner they are expressed
depends on the emphasis that the speaker may want to give in
response to the issues being raised and discussed. This
function and its related language expression are given below.

Function Language Expressions
To express opinion
I definitely / certainly think that …..
I’m convinced/sure/positive that …..
I strongly believe that …..
I consider/feel that …..
In my opinion …..
To my mind …..
As I see it …..
From my point of view …..
I tend to think that …..
I’m inclined to think that …..
I think that …..

TE2091-02-IS WIM/TE2091/22014/S02 49

Function In the course of a meeting, one can agree or disagree to an
To agree opinion. In disagreeing, one may want to be a tactful and polite.
The following language expressions may be used.
To disagree
Language Expressions

I certainly agree with you.
That’s good idea.
I totally accept that.
I agree to what you’ve just said.

I beg to differ.
I don’t agree at all.
I can’t accept with you but …..
I accept that but …..
That’s good idea/ point but …..
I can see your point of view but …..

Besides agreeing and disagreeing, the members may give
suggestions, seek clarification or even interrupt the conversation.
The language expressions are shown below.

Function Language Expressions
To give suggestion
I would like to suggest that …..
How about …..
Let’s consider …..

To seek clarification Could you repeat what you have just said?
I’m sorry; I didn’t quite follow what you have said about …..

Could you tell us more about …..?

To interrupt Excuse me; may I interrupt you for a moment?
If you don’t mind, could I say something about …..?

TE2091-02-IS WIM/TE2091/22014/S02 50

Function During a meeting, there are occasions when the chairperson
To keep order may have to direct the members to the objectives of the
meeting. This happen especially if a member has moved away
Function from the subject of the discussion. The language expressions
To ask for opinion are shown below.

Language Expressions

We seem to be losing sight of the main point. The question is
Could you keep to the subject please?
Let’s not get sidetracked. The issue being discussed is …..
We can’t all speak at once; ….., would you like to speak first?

….., would you mind addressing your remarks to the chair,

Could we hear ………. Views first?

Other than directing the discussion or keeping order, the
chairperson may invite opinions from members. The language
expressions are shown below.

Language Expressions
What do you think, ……….?
Do you have any other views, ……….?
Do you agree, ……….?

After a discussion of an item on the agenda, the chairperson
may have to direct the members to the next item. Some useful
language expressions are shown here.

Function Language Expressions
aTonopthroegrress from one item to
The next item is ……….
Shall we move to item …..
Let’s move to the next item on the agenda.

TE2091-02-IS WIM/TE2091/22014/S02 51

Function Often there is a need for consensus in a meeting. A common
To call for a vote procedure is for the chairperson to call for a vote. The
language expressions are shown below.
Function
To invite discussion Language Expressions
To raise an issue for
discussion Can we have a show o hands?
Could we take a vote in this matter?
Function
To end the meeting The last item on the agenda is usually Others Matters. It allow
and…. members to raise others matters that are not listed on the agenda.
your…… The chairperson will invite members to raise questions or issues
for discussion. The language expressions are shown below.

Language Expressions
Does anyone have any other matters to raise?
Would anyone like to raise any other
Is there anything else to discuss?
Any further pints to be raised?

Lately, we are having this problem.
I would like to direct attention to ……….
This matter needs to be looked into ……….

When the meeting has come to an end, the chairperson may
thank the on. The language expressions are shown below.

Language Expressions

The meeting is now adjourned. Thank you.
I declare the meeting closed. Thank you, ladies

That concludes our business today. Thank you for

Well, I think that covers everything. Thank you very much.
That’s all for today. Thank you.

TE2091-02-IS WIM/TE2091/22014/S02 52

2.3.2 Minutes

INFORMATION:

Minutes of Meeting
Minutes are a written record of what took place at a meeting. An
accurate written record is essential not only for those who attend
the meeting but also for those who were absent. Minutes should
be written in the past tense using third person and reported
speech.

What is the purpose of minutes?

Minutes are written as an accurate record of a group's meetings,
and record decisions taken. They are useful because people can
forget what was decided at a meeting if there is no written record
of the proceedings. Minutes can also inform people who were not
at the meeting about what took place.

Who writes the minutes?

It is normal practice for one person at each meeting to be given
the task of writing the minutes. It may be the same person each
meeting, or the task may be rotated.

What do the minutes contain?

Before each meeting an agenda should be drawn up, detailing the
matters to be discussed at the meeting. A set of minutes should
normally include the following information:

 time, date and place of meeting;

 list of people attending;
 list of absent members of the group;

TE2091-02-IS WIM/TE2091/22014/S02 53

 approval of the previous meeting's minutes, and any matters arising
from those minutes;

 for each item in the agenda, a record of the principal points
discussed and decisions taken;

 time, date and place of next meeting;

 name of person taking the minutes.

Taking minutes

Minutes are an accurate recording in outline form of the actions
that occurred in a meeting. For informal meeting, the minutes
should be brief and simple. Formal meetings require more
complex minute. Skillful minute-taking is an art that takes practice
to develop. Here are some guidelines to follow:

 Get a copy of the agenda beforehand if you were not the person
who prepared it. If technical or unfamiliar jargon is used, find a
way to familiarize yourself with common terms. Minutes of past
meetings, handouts for the meetings and glossaries of relevant
subjects are appropriate sources.

 Take through notes.

 Record verbatim all resolutions, amendments, decisions and
conclusions. Records all important statements verbatim.

 Use eye-catching symbols to mark any item that may need action.

 Write a rough but complete draft as soon as possible after the
meeting. Do not add your own opinions. Be sure you have the
chairperson approve and sign the minutes before they are
distributed.

 Send handout to anyone who was absent from the meeting.

 Includes any follow up meeting information at the bottom of the
minutes, such as the date, time and location.

TE2091-02-IS WIM/TE2091/22014/S02 54

 Correct the minutes at the next meeting, if necessary. For formal
meetings, corrections are made on the official copy with red ink (if
possible) and initiated in the margin. Minutes should never be
erased or rewritten. If corrections are extensive, they should be
written on a separate page and attached to the original minutes. A
marginal note should be included at the side of the item in the
original minutes indicating a correction is attached.

Steps ;
Carry a notepad and a pen to the meeting.
1. Note all the attendees of the meeting.
2. Choose (if not already decided) an agenda for the meeting.
3. Take short notes of the key points discussed in the meeting.
4. Pay particular attention to special events and agreements: who
will do what by when.
5. If the agreement seems to you unclear, ask your chairperson to
read out your draft of who will do what by when. Ask for contact
information.
6. Before the meeting is over, make sure to ask any
questions about things that are unclear. You may not be
able to get the information later.
7. After the meeting is over, immediately draft the minutes of the
meeting while it is still fresh in your mind.
8. List the agenda, date, time, and place and attendees of the
meeting.
9. Number and list the key points of the discussion, and
actions agreed upon. Group similar topics under the same

TE2091-02-IS WIM/TE2091/22014/S02 55

heading (e.g. all points regarding "Company Picnic" would
go in one section).

Proofread your draft and mail to all the attendees. If there are
changes to be made, note them and bring a new copy of the
minutes to the next meeting.

Tips

 It is a good idea to sit as close as possible to the chair of the
meeting. He/she might have an important point to add and
get included in the minutes.

 Make note not only of the concerns, but also of any
accomplishments discussed in the meeting.

 You may list in the format of issue discussed ,persons
responsible, and the agreed date by which the issue needs to be
resolved.

 Make sure you have the correct name spellings, contact email
addresses and telephone numbers.

Remember, minutes are very important. They are saved and might
be referred to for years and years to come. If it is a legal matter,
someone's life may depend on it. The minutes of a meeting should

TE2091-02-IS WIM/TE2091/22014/S02 56

include the following (if they apply to your particular group and your
meetings):
 date, time and place of meeting 
 list of people attending, and any members who were absent 
 time the meeting was called to order 
 approval of the previous meeting's minutes, and any amendments 
 summary of reports, announcements, and other information
shared 
 proposals, resolutions, motions, amendments, a summary of
the discussion, and final disposition (if you are using formal
parliamentary procedure, record who made the motion and who
seconded it) 
 time of adjournment 
 next meeting date, time and location 
 signature of secretary and, if required, the chairperson. 

 Types of Minutes
TE2091-02-IS 1. Verbatim minutes

These are used primarily in court reporting, where everything
needs to be recorded word for word.
2. Minutes of resolution

Only the main conclusions that are reached are recorded, not a
note of the discussions that took place. These are usually used for
minutes of AGMs and other statutory meetings. It is important to
note the exact wording of any resolutions that are passed.
3. Minutes of narration
These minutes are a concise summary of all the discussion that
took place, reports received, decisions made and action to be
taken.

WIM/TE2091/22014/S02 57

The following is a sample of a meeting minute
Minutes of meeting
AURORA HOLDINGS plc
WELFARE COMMITTEE

MINUTES OF A MEETING OF THE WELFARE COMMITTEE HELD IN THE
CHAIRMAN’S OFFICE ON TUESDAY 21 OCTOBER 2007 AT 0830.

PRESENT: John Taylor

Jim Dobson

Roger Muller

Will Thomas
Wendy Sheppard
Georgia Thomas

1 APOLOGIES FOR ABSENCE

Apologies were received from Anthony Long who was attending a business conference.

2 MINUTES OF LAST MEETING

The minutes at already been circulated and the Chairman signed them as a correct
record

TE2091-02-IS WIM/TE2091/22014/S02 58

3 MATTERS ARISING

Will Thomas reported that he and Georgia had visited Rene Simpson in hospital on 16
October to deliver the committee’s basket of flowers and good wishes for a speedy
recovery. Rene said she hopes to return to work on Monday 4 November will be able
to attend the next committee meeting.

4 STAFF RESTAURANT

Jim Dobson distributed copies of the accounts for the half year ending 31 July. He
pointed out that a profit of $ 1300 was made over the first 6 months of the year. He
suggested that some of this be used to buy a new coffee machine as the present one is
old and unreliable. It was agreed that he would obtain some estimates and discuss this
further at the next meeting.

5 WASHROOM FACILITIES

Mr. Taylor announced that several complaints had been received about the female
toilets on the second floor. He had investigated the complaints and agreed that the need
upgrading. Several locks were reported to be faulty, plus chipped tiles and poor
decoration.

6 STUDY LEAVE FOR YOUNG TRAINEES

Mr. Georgia Thomas reported that examinations would be held in December for the
company’s trainees who presently attend evening courses at Cliff College. He
suggested that they should be allowed 2 weeks’ study leave prior to their examination.

The chairman pointed out that it was not within the committee’s power to make this
decision. She advised Mr. Dobson to write formally to the Board of Directors asking them
to include this item on the agenda of the November Board Meeting. An answer should
be obtained before the next meeting.

TE2091-02-IS WIM/TE2091/22014/S02 59

7. ANY OTHER BUSSINESS
There was no other business

8 DATE OF NEXT MEETING

It was agreed that the next meeting would be held on Wednesday 20 November at 0845.

.................................................(Chaiman)
.................................................(Date)

REFERENCES :

1. Shirley Taylor,2004, Model Business Letters, E-mails,(Prentice Hall)
2. Essential Communication Skills ,2000,- ( Longman )
3. Communication Skills, John W.Davies, 2001
4. The Formal of Writing and Speaking , Larry M.Robbins, 1996
5. Jabatan Pengajian Am, Politeknik Seberang Prai
6. http://elc.polyu.edu.hk.htm
7. http://en.wikipedia.org/wiki/Memorandum
8. http://en.wikipedia.org/wiki/Business_letter
9. http://en.wikipedia.org/wiki/Report
10. http://www.unc.edu/depts/wcweb/handouts/business.html
11. http://thestar.com.my/education/story.asp?file=/2009/9/20/education/4724429
12. &sec=education
13. http://www.usingenglish.com/resources/letter-writing.html
14. http://www.my-portal.org/index.php?option=com_content&task=view&id=16&Itemid=2
15. Workplace Communication, Uitm
16. Jabatan Pengajian Am, Politeknik Seberang Prai
17. Communication Skills, John W.Davies

TE2091-02-IS WIM/TE2091/22014/S02 60

INSTITUSI LATIHAN
JABATAN TENAGA MANUSIA
KEMENTERIAN SUMBER MANUSIA

MALAYSIA

CLUSTER NAME INFORMATION SHEET

NUMBER AND COMMON SUBJECT– SEMESTER 2
TITLE OF MODUL
TE 2091– TECHNICAL ENGLISH 2
LEARNING
EXPERIENCE 3.0 JOB APPLICATION
3.1 COVER LETTER
NUMBER OF THE 3.2 RESUME AND CURRICULUM VITAE
ASSIGNMENT 3.3 INTERVIEW

TERMINAL BY THE END OF THE LESSON, STUDENTS SHOULD BE ABLE TO
PERFORMANCE DEVELOP CONFIDENCE AND ENGLISH LANGUAGE FLUENCY IN
OBJECTIVE (TPO) 3 MAJOR AREAS. THE FIRST IS DEVELOPING SPEAKING SKILLS
BY IMPLEMENTING VARIOUS GENRES AND TECHNIQUES TO
ENABLING BE APPLIED IN REAL WORKING LIFE. SECONDLY, ENHANCING
OBJECTIVE (EO) WRITING SKILLS BY APPLYING THE RIGHT FORMAT BASED ON
THE INFORMATION TO PREPARE FORMAL DOCUMENTS. THE
THIRD IS CULTIVATING JOB APPLICATION SKILLS BY GUIDING
STUDENTS IN PREPARING AN APPROPRIATE COVER LETTER,
CURICCULUM VITAE AND PREPARATION FOR JOB
INTERVIEWS.

DEVELOP CORRESPONDENCE APPROPRIATE TO THE JOB
SEARCH, INCLUDING RESUME PREPARATION, WRITING
APPLICATION LETTERS AND EXPOSING STUDENTS TO THE
CORRECT INTERVIEW TECHNIQUES

TE2091-03-IS WIM/TE2091/22014/S02 61

3.0 JOB APPLICATION
Instructional Aims:
The objective is to ensure the students are aware of the importance of writing the
cover letter which should be attached together with the resume.

3.1 COVER LETTER

3.1.1 Introduction to Job Application

From the employer's perspective, the application serves a number
of purposes. These vary depending on the nature of the job and the
preferences of the person responsible for hiring, as "each organization
should have an application form that reflects its own environment". At a
minimum, an application usually requires the applicant to provide
information sufficient to demonstrate that he or she is legally permitted to
be employed. The typical application also requires the applicant to
provide information regarding relevant skills, education, and previous
employment. The application itself is a minor test of the applicant's
literacy, penmanship, and communication skills - a careless job applicant
might disqualify themselves with a poorly filled-out application.

The application may also require the applicant to disclose any
criminal record, and to provide information sufficient to enable the
employer to conduct an appropriate background check. For a business
that employs workers on a part-time basis, the application may inquire as
to the applicant's specific times and days of availability, and preferences
in this regard. It is important to note, however, that an employer may be
prohibited from asking applicants about characteristics that are not
relevant to the job, such as their political view or sexual orientation.

For white collar jobs, particularly those requiring communication
skills, the employer will typically require applicants to accompany the form

TE2091-03-IS WIM/TE2091/22014/S02 62

with a cover letter and a résumé. However, even employers who accept a
cover letter and résumé will frequently also require the applicant to
complete a form application, as the other documents may neglect to
mention details of importance to the employers. In some instances, an
application is effectively used to dissuade "walk-in" applicants, serving as
a barrier between the applicant and a job interview with the person with
the authority to hire.

For many businesses, applications for employment can be filled
out online, and do not have to be submitted in person. However, it is still
recommended that applicants bring a printed copy of their application to
an interview.

Offering too much information gives the company a bigger
opportunity to find something they do not like. Please ask or find a copy of
the job ad before applying for a job to make sure you list your key skills
and expertise that matches the job you are applying for first on your job
application, resume and cover letter to help you not list too much
information. Companies are not allowed to ask certain questions in
person or on an application such as age, health status, religion, marital
status, about children, race, height, weight, or whom you live with.

TE2091-03-IS WIM/TE2091/22014/S02 63

3.1.2 Cover Letter Format

Name
Contact Information Address

Date The date usually goes under the address which is in the
top right. The format for the date is 11 February 2012.
There is no need to write 11th. The month and year
written out in full.

Employer Contact Name
Information Title
(if you have it) Company address

Salutation Dear Mr. / Ms. Last Name (leave out if you do not have
a contact)

First paragraph The first paragraph of your letter should include
information on why you are writing. Mention the position
you are applying for and where you found the job listing.
Include the name of a mutual contact if you have one or
you can start with I refer to your letter of…

Middle paragraph(s) The next section of your cover letter should describe
what you have to offer the employer. Mention
specifically how your qualifications match the job you
are applying for. Remember, you are interpreting your
resume, not repeating it.

Final paragraph Conclude your cover letter by thanking the employer for
considering you for the position. Include information on
how you will follow-up.

Complimentary close Letters that start Dear Sir/Madam and Yours
faithfully. Letters that are addressed to someone by
name end Yours sincerely

Signature Handwritten signature (for a mailed letter)

TE2091-03-IS WIM/TE2091/22014/S02 64

3.1.3 Writing a Cover Letter

Cover letter is a letter of introduction attached to document such
as a resume or curriculum vitae. A cover letter typically accompanies
each resume you send out. Your cover letter may make the difference
between obtaining a job interview and having your resume ignored, so, it
makes good sense to devote the necessary time and effort to writing
effective cover letters. Cover letter and resume usually provide all the
information which a prospective employer will use to decide whether or
not you will reach the next phase in the application process: the interview.
While your goal is an interview and, ultimately, a job offer, the more
immediate purpose of your cover letter in some cases may simply be to
gain an attentive audience for your resume.

There are three types of cover letters:

a) The application letter
which responds to a known job
opening

b) The prospecting letter
which inquires about possible
position

c) The networking letter
which requests information
and assistance in your job
search

Your cover letter should be designed specifically for each purpose
outlined above as well as for each position you seek. Do not design a
form letter and send it to every potential employer. Effective cover letters
explain the reasons for your interest in the specific organization and
identify your most relevant skills or experiences (remember, relevance is
determined by the employer's self-interest). They should express a high
level of interest and knowledge about the position

TE2091-03-IS WIM/TE2091/22014/S02 65

25 May 2013

Shahrul Wahidi b.Abdul Wardod
68-01-10, Flat Sri Sabah 3B
Jalan Cheras
56100, Kuala Lumpur

Human Resource Manager
Glomac Berhad Kelana Business Centre
47000 Petaling Jaya
Selangor Darul Ehsan

Dear Sir/Madam,

I wish to apply for the position above, as advertised on your website on 19 May 2013. I am very
interested in this position and believe that my education and employment background are
appropriate for this position.

2. I have worked in various IT implementation and projects across multiple regions
including Malaysia, India, Singapore and Thailand. I have been involved in full system
development life cycle processes for the above projects and obtained in-depth insurance
domain knowledge along the way.

3. My responsibilities include gathering user requirements, writing functional and technical
specifications, designing, coding, system roll-out, stressed testing, support and maintaining the
applications developed. I have strong background in software development and insurance
domain knowledge and believe that these skills would benefit in pursuing the mentioned
position.

4. I am also experienced in areas such as writing proposals and solutions, performing proof
of concept, leading development progress and conducting technical, system and end user
training

5. My qualifications make me well suited to be an IT Consultant in your company. I would
appreciate the opportunity to discuss this position with you, and look forward to answer any
questions you may have and to see if you need any other information from me such as a
company application form or transcripts. Thank you for your consideration.

Enclosed is a copy of my resume, which more fully details my qualifications for the position.

Yours faithfully,

………………………………………..

(Shahrul Wahidi B. Abdul Wardod)

TE2091-03-IS WIM/TE2091/22014/S02 66

3.2 RESUME AND CURRICULUM VITAE

3.2.1 Preparing Resume and CV
The word resume is generally used in North America. CV is short

for Curriculum Vitae, the Latin for “the course of life”. Resume is a brief
written summary of an individual’s education, work experience, and
accomplishments, usually for the purposes of finding a job.

The resume is typically the first item that a potential employer
encounters regarding the job seeker and is typically used to screen
applicants, often followed by an interview, when seeking employment.
The primary differences between a resume and a curriculum vitae (CV)
are the length, what is included and what each is used for. A resume is a
one or two page summary of your skills, experience and education. While
a resume is brief and concise - no more than a page or two, a curriculum
vitae is a longer (at least two pages) and more detailed synopsis.

TE2091-03-IS WIM/TE2091/22014/S02 67

Example Of Resume

TE2091-03-IS WIM/TE2091/22014/S02 68

Example of Curriculum Vitae

CURRICULUM VITAE

PERSONAL DETAILS
Name: Harris bin Saadon
Permenant Address: No 16 Lorong 57, Taman Seri Kuantan, 25250 Kuantan Pahang
Current Address: A-13-02 Changkat View Condominium Jalan Dutamas Raya 51200 Kuala Lumpur
Telephone No. : 012-3087988
Date Of Birth: 26th April 1981
Email Address: [email protected]
Age: 32 Years Old
I/C No: 8110426-06-5381
Race: Malay
Religion: Muslim
Nationality: Malaysian
Status: Single

TE2091-03-IS WIM/TE2091/22014/S02 69

EDUCATION

1. 1988-1993: La Salle Primary School Kuantan, Pahang.
2. 1994-1998: Tengku Ampuan Afzan Secondary School Kuantan, Pahang.
3. April 1999: Institute Kemajuan Ikhtisas Pahang (I.K.I.P)
4. 1999-2001: University Technology Mara (Uitm)

QUALIFICATION

1. 2000 – Diploma In Banking
2. 1999 – Certificate In Abe Business Administration
3. 1998 – Sijil Pelajaran Malaysia
4.1996 – Penilaian Menengah Rendah

STRENGTH
I consider myself to be energetic, open and enthusiastic, with excellent communication skills. In addition, I
enjoy interacting with diverse groups of people and collaborating on projects. I like to involve in a job
where I get the chance to deal with group of people. I strongly believe that this position would be a good
match for my interests.

SKILLS

 Microsoft Office ~ Microsoft Words and Excel
 Microsoft Outlook
 Microsoft Power Point (basic)

TE2091-03-IS WIM/TE2091/22014/S02 70

WORKING EXPERIENCE

1. VI PROPERTIES SDN BHD (VISION INTERNATIONAL PROPERTIES)

MAY 2011 – MARCH 2013 ~ SECRETARY TO MANAGING DIRECTOR CUM OPERATION
SUPPORT

 Carry out secretarial and PA functions and duties as directed and required by Managing
Director.

 Assist the Managing Director in all matters inclusive of personal matters, management,
administration and operation.

 Draft and prepare company memo, letter and notice.
 Identify and handle for incoming correspondences and calls.
 To report to the director and keep him informed of any important matters relating to the

operation of the company.
 Preparation and handling of meeting arrangements and agenda for the meeting
 Admin work and manage office operation (managing office supplies/office workstation).
 Assisting sales and marketing team for preparation of company event.
 Liaise with senior team on the related matters.
 Maintain credit cards and internet banking records and prepare / deliver accounting

reports in a timely manner
 To undertake special assignment and ad hoc duties as and when necessary.
 Coordinate for company internal events such as office outing, cocktail party, company

annual dinner, company trip and team building

Current Salary: RM3, 900

2. THIRD PARTY PLATFORM SDN BHD

JULY 2007 – DECEMBER 2010 ~ OFFICE SUPPORT EXECUTIVE

 Attend calls and make calls
 Typing and filing correspondence including emails, and letters
 Updating & Reporting of the details job
 Responsible for scheduling appointments
 General Correspondence & handling documents
 Admin work, manage office operation
 Travel arrangement
 Set-up and maintain client accounts (case to case basis)
 Website testing/checking (case to case basis)
 Liaise with other internal departments to effectively resolve client queries
 Continual education to ensure compliance with Australian Stock Exchange

(ASX)regulations

Last Drawn Salary: RM3, 000

TE2091-03-IS WIM/TE2091/22014/S02 71

3. RHB BANK BERHAD – KL COLLECTION MANAGEMENT CENTRE
MARCH 2002-JUNE 2003 ~ OFFICER, LEGAL COLLECTION SECTION

 Handling Non Performing Loan (NPL) Accounts
 NPL accounts with advance stage i.e. under legal action status
 Proceeding with legal action(civil & foreclosure) for all the non-
 Performing loan accounts.
 Dealing with lawyer on case to case basis
 Attend walk in and appointment borrower
 Preparing proposal for management approval
 Preparing monthly report
 Reschedule the loan

Last Drawn Salary: RM1, 700

CAREER OBJECTIVE

Seeking position in management, administration and any other related field which enable me to apply my
skill and experiences in order to gain additional knowledge for the growth of the company. Position
requiring innovative, challenging employment that will utilize my education and professional skills and
offer advancement opportunity.

REFERENCES

1. HAZLIN HARUN

Usaha Tegas Sdn Bhd
Level 37 Menara Maxis
KL City Center (KLCC)
50088 Kuala Lumpur
Tel: 012 6738394

2. NG KIM LEE

Third Party Platform Sdn Bhd
A-18-13 & A-18-13A (18th floor)
Menara UOA Bangsar
Jalan Bangsar Utama 1
59000 Kuala Lumpur
Tel: 016 4102069

TE2091-03-IS WIM/TE2091/22014/S02 72

3.3 Interview

An interview is a conversation between two or more people (the
interviewer and the interviewee) where questions are asked by the interviewer to
obtain information from the interviewee.

3.3.1 PREPARATION FOR JOB INTERVIEW

a) Before the Interview

 Start preparing for interviews long before you actually have
one scheduled.

 Schedule an appointment with a career services staff
member for a Mock Interview. Practice makes perfect!

 Know yourself and be able to articulate your skills, abilities,
strengths, weaknesses, values, current career and
educational goals

 Know the employer and be able to articulate research
about their products, services, operations and competitors.
On-line home pages and newsletters are good references.

 Review Interview Questions & Answers and prepare and
practice your answers.

 Prepare and layout your clothing and attire the night before
the interview. Make sure your clothes are wrinkle free with
a nice crisp look, shoes are polished and you are well
groomed.

 Get directions to your interviewing location prior to the day
of the interview - allow yourself plenty of time for traffic,
parking, and a bathroom break, that will allow you to arrive
at your exact destination 10 minutes ahead of time.

 Prepare additional copies of your resume, references and
transcripts in the event there are several interviewers.
Also, it would be helpful to know ahead of time if it is a
group or individual interview.

TE2091-03-IS WIM/TE2091/22014/S02 73

 Do not take a cell phone and/or pager to the interview.
Make whatever necessary arrangements so that you are
not disturbed during the interview

b) During the Interview
i. Presentation
You only get one chance to make a first impression
– make it professional.
 The first line person, whether it is the
receptionist, or the administrative assistant,
treat them with as much respect as the
interviewer.
 Display confidence with a firm handshake,
eye contact, and listen attentively.
 Show enthusiasm
 Have a positive attitude

ii. Converse
As you engage in your conversation with the
interviewer, remember that this is a two way street;
you are interviewing the interviewer, as well as
being interviewed.
 Allow the interviewer to lead and guide the
interview.
 Listen carefully to the questions and answer
each question thoroughly.
 Ask questions - learn as much as you can
about the position beforehand. However,
management style is usually information
you can find out during the interview. You
want to determine if this is truly a place you

TE2091-03-IS WIM/TE2091/22014/S02 74

would like to work (this is information that is
not found on the Internet).

iii. Non-verbal

Interviews can fail because of lack of
communication. Communication is more than just
what you say. Non-verbal communication often
speaks louder than verbal communication. Listed
below are some important non-verbal.

 Eye Contact – If you happen to look away
while listening, it displays to the interviewer
a lack of interest and a short attention span.
If you do not maintain eye contact while
speaking, it shows a lack of confidence in
what you are saying.

 Facial Expressions – Facial expressions
are very important non-verbal cues.
Something such as a smile can tell the
interviewer that you are a happy person and
delighted to be interviewed by the company.

 Posture – Posture sends out a signal of
your confidence and power potential. When
you are standing, stand up straight. When
you are seated, sit at the front edge of the
chair, leaning forward slightly.

 Gestures – Gestures should be very limited
during an interview. When you do use them,
make sure they are natural and meaningful.

TE2091-03-IS WIM/TE2091/22014/S02 75

iv. Wrapping up the interview
 Get a business card from the interviewer(s)
 Find out about the next step of the interview
process
 Thank the interviewer for their time and
consideration. Let them know that you look
forward to hearing from them.

c) After the Interview
Though you have completed the interview the
process is not over. You want to leave a lasting
impression on the interviewer. Listed below are
things that will help you to stand out once the
interview is complete.
 Send a thank you note to the interviewer
and any others that assisted you during this
process (administrative assistance,
receptionist, etc.)
 In the event of a second interview or an
interview with another company you will be
better prepared.

3.3.2 STEPS FOR “HOW TO PREPARE FOR JOB INTERVIEW”.

i. Your CV shouldn’t be more than 1 Page.
Why? All Employers are interested in your Education and

Experience. Mentioning too much information in your resume
makes you almost a bluffer.

ii. Take 2 to 3 hours to read about the company information and
products or services in their websites.
Try to understand about the company’s products and
services very well. Any employer will be very happy to hear about

TE2091-03-IS WIM/TE2091/22014/S02 76

their products and services and of course about their company
from a third person. Also it makes employer feels like you are very
motivated. Once again “Don’t go for an interview without knowing
about the company information and products or services.”

iii. Print your resume. Also photocopy all your certificates,
achieved awards and impressive documents.
Along with these documents take originals documents with
you to the interview.

iv. Don’t Be LATE for Interview!!!
Being late for an interview is the LAST THING you can do.

Always go a couple of hours earlier and spend some time in a
café nearby. Don’t knock on their door too early as well. If you
reach on time it is a sign of a punctual employee.

v. Don’t take your friends and family with you. You are not
going for a PICNIC.
Why? Is your friends and family applying for the job for
you? If you take friends and family with you it shows that you are
not capable person. It means you always need assistance to do
anything.

vi. Smart appearance will always show seriousness.
Attending interviews with rocky and disco appearance can

create question marks to employers. Even you are very skilful, it
doesn’t show seriousness about the jobs. Remember, no
employer would like to have an employee who doesn’t show
seriousness with the jobs.

vii. Now it’s about your skills.
TE2091-03-IS The only person who can help about this is you. I am sure

if you have done your related degree, certification, worked in the

WIM/TE2091/22014/S02 77

environment then it shouldn’t be a big deal. If you are not sharp
about your skills then forget about this interview. Truth is you
won’t be hired. Skill is the crucial point in the job role. Somehow
you must brush up on your skills if you think it requires

viii. Don’t get nervous. You must make your eye contact and
make yourself look very confident about the position.
Why should you be nervous? They’re not going to laugh at
you. Build up the confident and try to be as friendly as possible
with an appropriate manner. You’re getting paid for your service
and your professional service is very important for employers as
well.

ix. Don’t praise too much of yourself. Let them realize that how
good and cool you are.
“Me this, me that, everything me” is not going to help in a
job interview. Let employer ask you the question and find out
about you. Please answer only what they require. Remember, Too
much cooking can spoil the dish.

x. In the interview don’t try to pretend that you know everything.
Admit if you don’t know what employer is asking about.
Show them “I can learn or I will research about it”. Ask
them if they have any good suggestion about the topic. This
shows that you have very good attitude and can fit in the company
team.

TE2091-03-IS WIM/TE2091/22014/S02 78

EXAMPLE OF INTERVIEW QUESTIONS

i. Why you have applied for this job?
ii. Why particularly interests you about it?
iii. What makes you suitable for the job?
iv. What are you seeking in any job?
v. What plans do you have for your career?
vi. What talents / abilities will you bring to this organization?
vii. What are your strengths and weaknesses?
viii. How would you describe your own personality?
ix. What is special about you?
x. Give an example of your leadership abilities?

.

TE2091-03-IS WIM/TE2091/22014/S02 79