UNIT 1 APPLICATION FOR INDUSTRIAL ATACHMENT

UNIT 1

APPLICATION FOR INDUSTRIAL ATACHMENT

General Objectives :

1. To understand the format, content and language of application letters.
2. To be able to write a thank you letter.
3. To develop fluency and confidence in using the telephone.
4. To project a positive image of oneself when using a telephone.


Specific Objectives :

By the end of the unit, you should be able to :

1. write letters of application for Industrial Training.
2. use the correct format of a formal business letter.
3. use appropriate telephone skills to confirm the training.
4. greet and introduce oneself and others over the telephone.
5. make and respond to enquiries.
6. write appropriate thank you letters pertaining to the attachment.

1.  LETTER OF APPLICATION FOR

ATTACHMENT FOR INDUSTRIAL

TRAINING

1. LETTER OF APPLICATION FOR ATTACHMENT FOR INDUSTRIAL TRAINING

 INPUT

You are an Information Technology student and you are required to undergo a six-month industrial training during your course of studies,

1.    what are your criteria in choosing your industrial attachment place ?

ii)       what will you do if you want to enquire whether the company will accept any trainee?

Once you have decided on your industrial training place, you could write a letter to the respective company to find out if the company would allow you to have your training there. Below is an example of  letter of application for a training place. Take note of the format.

61  Jalan Sekolah Taman Paguh Jaya 13500 Permatang Panjang Pulau Pinang                        (1) The Human Resource Manager Computer Systems Sdn Bhd Wisma CSE Jalan Berjaya, Section 17 46200 Petaling Jaya Selangor                                (2)                                   24 July 2001      (3) Dear Sir                                 (4) Application  For Training Place            (5) I am a second semester Certificate in Information Technology course student of  Kota Linggi Polytechnic.  I would like to enquire if I could have my industrial training in your company. I am especially interested in programming and web page designing. As your company is a leading IT solutions and services provider, I believe I would gain invaluable experience if I were to train in your company. Furthermore, your company is highly  recommended by my seniors who had benefited from your excellent training programme. I would be very grateful if your company could accept me as a trainee. Enclosed is the letter of verification from the Industrial Training Officer of  Kota Linggi Polytechnic as well as my  SPM and first semester examination results. I would appreciate it very much if you could reply as soon as possible. Yours faithfully                                    (6) Pamela Devi (Pamela Devi Chandran)                    (7)   Encl 3                                                  (8)

Figure 1.1

The letter on the previous page ( Figure 1.1) is a formal letter. It follows a standard format.  

Do you know the format used in this letter ?  
Yes… it’s the Complete Block Format.  

So…what  are the features of this format ?

Let’s read the explanation on the following pages.











The Complete Block Format is a commonly used format for formal correspondence, nowadays.
This format has three main features which make it different from the others :

1. No punctuation is used except for the body of the letter.
2. Every line/paragraph begins at the left margin except for the date.

3.   The paragraphs of the letter are not numbered.

To know more about this format, let’s read the explanation below and at the same time please refer to Figure 1.1 on page 3.

1.    Sender’s address

Need not write your name on top of your address.

For example :

             Karen Yeoh Zhe Yii                                 Not necessary

                      3-07-C Desa Sri Aman

                      Jalan Siakap

                      13510 Bukit Tambun

                       Pulau Pinang.

       

If you are writing on behalf of a company, you are going to use a piece of paper with a letterhead.  A letterhead usually has the company’s name, address, telephone number, fax number and the company logo.  For example :

MAPLE  INN 18 Jalan Halim Shah,  30200 Ipoh, Perak Darul Ridzuan, Malaysia. Tel : (605) 2888888  Fax : (605) 2888999  Website : www.maple.com.my                                                            Your Ref :                                                         Our Ref   :                                                       Date        :

       

2.     The Receiver’s Name and Address          

The receiver’s name and address written in the letter and envelope should be the same.  Address the person with Mr, Mrs, Miss, Madam, Encik, Datuk, Tan Sri, Dr, etc. if the name of the person is known.

3.     The Date

There are a few points to remember when writing the date.  

1. Do not use short forms like 3/6/00 or 3-6-00. Spell out the month of the date in English and not in Bahasa Malaysia.    

For example :  June  NOT   Jun     

2. No comma or full stop after the date. There is no need to write ‘rd’/ ‘th’ (3rd/ 5th ) .

For example :   18 June 1974

4.   Salutation

To address  a person whose name you don’t know.

Dear Sir

I don’t know who to write to. I’m going to address this letter to the company. What should I use for the salutation ?

Dear Sirs

  

                                                         

I’m confused !!!!! When should I use Dear Sir/Madam and  in what situation  do I use Dear Madam ?

Use  Dear Sir / Madam, if you’re writing a letter to someone whose gender you don’t know.  If the letter is directed to a woman whose name you don’t know, just write  Dear Madam.











Remember …..
Don’t  write the initials and the first name in the salutation.

     Dear  Mr  Y.W. Chia            Dear Mr Chia           

Dear  Mr Paul Newman    Dear Mr Newman     

Dear Dr John Kildare    Dear Dr Kildare       

       

5)       The Subject Heading


You should type the subject heading below the salutation. Remember to capitalize the first letter of  each word except for function words. For example :

   Dear Sir

   Application for the Post of Data Entry Clerk

1.      The Complimentary Close

The complimentary close ends the letter in a polite way.  It should match the salutation.

Receiver’s Name and Address	Salutation	Complimentary Close
Jepson Sdn Bhd 34 Jalan Perda 1 Bandar Baru Perda 13500 Seberang Perai Pulau Pinang	Dear Sirs	Yours faithfully
The Training Manager Siltron Ltd. Lot 5439 Tasek Industrial Estate 31200 Ipoh Perak	Dear Sir	Yours faithfully
Mr Junaidi b. Zohor Cekap Engineering Ltd 1188 Jalan Udang Ketak Taman Segambut 53000 Kuala Lumpur	Dear Mr Junaidi	Yours sincerely

2.         Signature

Remember to sign your name after the complimentary close and type your name below your signature.  For example :

Yours faithfully

Juita

Juita bt Adnan

8)        Enclosure

You should mention if you have attached documents with your letter.  Indicate it with  ‘Encl’ or ‘Enc’ below the signature.  Do not forget to write the number of enclosures.  For example :

Yours faithfully

Juita

Juita bt Adnan

           Encl 2

ACTIVITY 1

There are 10 errors in the following letter. Identify the errors and correct them according to the complete block format that you have learnt earlier.

MR Terence Chow 37 lintang Mahsuri , 14000 Pulau Pinang 24/7/2001 The Training Manager K-Four Sdn bhd 13500 Seberang Perai Pulau Pinang. Dear sirs xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxx 2.xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx               xxxxxx 3.xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx               xxxxxx Your Sincerly

You have learned the format of formal letter. Let’s look at the content for a letter of application for industrial training.

Below is an example of  this letter. Read the letter and answer the following questions.

61  Jalan Semangat Taman Gong Badak 43500 Dungun Terengganu T&P Moulding Sdn Bhd Jalan 6/23 Taman Industri ACKU 46200 Kuala Terengganu Terengganu                                                                            7 July 2002       Dear Sir      Application  For Training Place             I am a third semester Diploma in Mechanical Engineering (Manufacturing)  student of  Dungun Polytechnic.  I would like to enquire if I could have my industrial training in your company. I am especially interested in designing and moulding manufacturing using CAD/CAM programme. As your company is an established company in the field of mould production, I believe I would gain invaluable experience if I were to train in your company. Furthermore, your company has been recommended by my seniors who had benefited from your excellent training programme. I would be very grateful if your company could accept me as a trainee. Enclosed is the verification letter from the Industrial Training Officer of  Dungun Polytechnic as well as my  SPM and first semester examination results. I would appreciate it very much if you could reply as soon as possible. Yours faithfully                                     Mohd Halim Baharin (Mohd Halim Baharin)                      Encl 3

Introducing oneself 2.__________________ 3.______________________________________ 4.__________________ 5. __________________

Figure 1.2

ACTIVITY 2

a) Read the letter above and answer the following comprehension questions.

1. What is the purpose of the letter ?

     ___________________________________________________________________________

2.  Who will write this type of letter ?
     ___________________________________________________________________________

1. Is it necessary for Mohd Halim to mention his name in the content of the letter ?

___________________________________________________________________________

2. Why do you think Mohd Halim needs to state the reason(s) for choosing the company ?

___________________________________________________________________________

5. Why is it important to enclose the verification letter from the Industrial Training Officer?
     ___________________________________________________________________________



b) Match the numbered words/phrases below with the given appropriate meaning :

                                                   (2)                              (3)
                                       
                send with                  thankful     
        (1)                                        gain                                                     

                enquire               
                                       (5)                           enclose

                                                            grateful       
                                     (4)
               
                                    company

                    firm

                               acquire   

     find out   

c)  The writer has used some polite expressions in his letter. Underline the polite expressions  
     found in the letter.   Can you suggest other appropriate polite expressions ?




d) There are 5 main points in the letter. The points are given below but they are not in the right sequence. Write your answers in the blanks provided in the letter (Figure 1.2 on page 10).




            MAIN POINTS

• Close letter politely
• State purpose of letter
• State reason(s) for choosing the respective company
• Mention enclosures
• Introduce oneself

ACTIVITY 3

a) Match the sentence parts in Column A to those in Column B to form meaningful
   sentences.
 
         Column A                            Column B

I am a second semester			I was informed that your company provides excellent training programme.
I enclose a recommendation letter			I could have my industrial training in your company.
I am looking forward to			a favourable reply from your company.
I would like to enquire if			your company for my industrial training.
I am interested to be trained in your company because			Certificate in Computer Science student of  Kota Bahru Polytechnic.
My Industrial Training Officer has recommended			from the head of  Mechanical Department.

b)  Put the sentences that you have formed in Activity 3(a) into the  respective  headings.   
    The first one has been done for you.

Introduce Oneself

I am a second semester Certificate in Computer Technology student in Kota Bharu Polytechnic.

State the purpose of letter

______________________________________________________________________________________________________

State the reason(s) for choosing the respective company

___________________________________________________________________________________________________________________________________________________________________________

Mention enclosures

_________________________________________________

Close letter politely

____________________________________________________

    ANSWER  KEY

1.  LETTER OF APPLICATION FOR INDUSTRIAL TRAINING

Activity 1

There are 10 errors in the following letter. Identify the errors and correct them according to the complete block format that you have learnt earlier.

(1) Name not needed 37 Lintang Mahsuri ,     (2) Use capital ‘L’        (3) No comma at the end of the name of the road 14000 Pulau Pinang       24/7/2001                       (4) Date – should be at right hand side and written as 24 July 2001 The Training Manager K-Four Sdn Bhd            (5) 13500 Seberang Perai Pulau Pinang .                (6) Full stop not needed Dear Sir                        (7) xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxx 2.xxxxxxxxxx               (8) No numbering               3.xxxxxxxxxx            (9) No numbering Yours sincerely            (10)

 Activity 2

a)

1. To apply for a place for industrial training

2. Students applying for industrial training

3.  No, because he has written his name at the bottom of the letter.

4.  To convince the company that Mohd Halim is really interested to be trained in the company.

5.  To verify that Mohd Halim is a student of the polytechnic.


b)

                send with                  thankful     
                                                gain                                                     

                enquire               
                                                                  enclose

                                               grateful       

               
                                    company

                    firm

                               acquire   

     find out   

c)

         I would like to enquire…..

I would be grateful…..

I would appreciate it very much…..

d)

     (1)   Introduce oneself

(2)   State purpose of letter

(3)   State reason(s) for choosing the respective company

(4)   Mention enclosures

     (5)      Close letter politely

Activity 3(a)

I am a second semester			I was informed that your company provides excellent training programme.
I enclose a recommendation letter			I could have my industrial training in your company.
I am looking forward to			a favourable reply from your company.
I would like to enquire if			your company for my industrial training.
I am interested to be trained in your company because			Certificate in Computer Science student of  Kota Bahru Polytechnic.
My Industrial Training Officer has recommended			from the head of  Mechanical Department.

Activity 3 (b)

1. Introduce oneself  :   
    I am a second semester Certificate in Computer Science student of Kota Bahru Polytechnic.


2. State purpose of letter :

I would like to enquire if I could have my industrial training in your company.

3. State reason(s) for choosing the respective company

i)  I am interested to be trained in your company because I was informed that your company

   provides excellent training programme.

ii)  My Industrial Training Officer has recommended your company for my industrial    

    training.

4. Mention enclosures
  I enclose a recommendation letter from the head of Mechanical Department

5. Close letter politely
   I am looking forward to a favourable reply from your company.    

1.2  CONFIRMATION BY TELEPHONE FOR INDUSTRIAL ATTACHMENT

1.2 CONFIRMATION BY TELEPHONE FOR INDUSTRIAL ATTACHMENT

If you are a Certificate student, you are required to undergo your Industrial Training in your third semester. For the Diploma students, they may have to do it in their fourth semester. However, before you can do that, you would have to choose a particular company where you want to do your training. There may be several reasons for choosing the firm : a short distance from where you live or perhaps a relative recommended it to you. Later, you would be required to call up the company to confirm your industrial training place.

When making enquiries using the telephone , remember to …

1. Be polite and introduce yourself : name, place of studying, place of origin , etc.
2. Enquire if you are talking to the right company.
3. Enquire if you could speak to the person in charge (i.e. Human Resource Manager)
4. Ensure that your voice can be heard at the other end.
5. Be short and concise : it is rude to waste a person’s time by asking too many questions.

Here are some expressions to use when making a telephone call :

FUNCTIONS	EXPRESSIONS
Beginning a phone call	Hello, is that Mattel Electronics ?
Introducing yourself	I am Mursyid Mohammed from  Seberang Perai Polytechnic.
Asking to speak to someone	May I speak to Karen Lau, the Human Resource Manager ?
Enquiring about a particular matter	I would like to know about … (my industrial training place at your company )
Checking the details	Is it confirmed…( that I will start my training on July 8, 2002 in the Accounting Department ?)
Making further enquiries	May I know …(the name of my supervisor at the factory/company ?)
Thanking the other person	Thanks a lot for your help.
Ending the call	Goodbye.

ACTIVITY 1

      You are going to listen to a telephone conversation about making confirmation

       for  an industrial training place. After listening, fill in the table below with

      information from the dialogue.

Name of caller
Human Resource Manager
Company’s name
First day of training
Department attached
Supervisor’s name

  

ACTIVITY 2

   What do you say when you encounter  the situations below ?

  e.g. You called a company to set up an appointment with the Manager. However, he is

         not available. What do you say to the secretary ?

          “ Could you arrange my appointment with him whenever he is free ?”

    

1. You agree to the date for you to report for your training given by your supervisor.

     How do you respond ?  

________________________________________________________________

    ________________________________________________________________

2. You are setting up an appointment  for an interview for your industrial attachment.

     The HR Officer has arranged an interview date for you. However, you have another

     appointment on the same day. How do you arrange for another date ?

________________________________________________________________

    ________________________________________________________________

3. You wanted to call your industrial training place at Hotel Continental. However,

     you  were connected to Hotel Central. What do you say to the receptionist when

     you realized your mistake ?

     ________________________________________________________________

    ________________________________________________________________

4. You call up the company where you are going to have your industrial training to find out the directions to that place.

_______________________________________________________________________

    _______________________________________________________________________

5. The supervisor that you have to report to is not around. Leave a message to the telephone operator.

     _______________________________________________________________________

    _______________________________________________________________________

6. You call up the company to change the date to report for your industrial training. Give suitable reasons for changing the date.

    _______________________________________________________________________

    _______________________________________________________________________

ACTIVITY 3

Work in pairs. Practise making confirmations and changing date to report for industrial training. Student A will play the role of polytechnic student while Student B is the HR Manager.

SITUATION 1

           

       Student A    Student B

Introduce oneself and ask for confirmation regarding Industrial Training

           

Confirm that the student is going to undergo Industrial Training at the factory




Ask for the date and person to report to



Give a date and name of person to report to.




Say thanks.



End the conversation.




                      SITUATION 2


    Student A    Student B
Introduce oneself  and ask for confirmation of  Industrial Training
   



Suggest date and person to report to




Apologize and say “no”.
Give reasons. Suggest another date.





Confirm new date.

End the conversation.
   

    ANSWER  KEY

1.2  CONFIRMATION BY TELEPHONE FOR INDUSTRIAL ATTACHMENT


Activity 1

1.Laila Yassin
2. Daniel Chua
3. Inventec Computers
4. 1st July 2002
5. Software Department
6. Mr Pandian


Activity 2
1. Thank you. I look forward to meeting you on that day.
2. Could you arrange another  date for interview ?
3. I’m sorry. I thought it was Hotel Continental
4.I’m not sure about the directions to your company. Could you give me the directions to your   
   company ?
5.Could you please tell him that Maria Salihan from Dungun Polytechnic called , regarding   
    industrial training ?
6. I’m sorry  I cannot make it on that day. This is because I’ll be taking my final exam at that
   time.

Activity 3

Situation 1 :

Student A – Hello, good morning. I am Tania Darwin from Jitra Polytechnic. I am  
                   calling to enquire about my industrial training at your company.
Student B – Let me check the list of trainees. Umm…we do have your name here.
                  You’ll be training in the Accounting Department.
Student A – That’s great. May I know the date and the person I have to report to ?
Student B – You have to report on 8th July 2002 and your supervisor is Mr Edward  
                   Maniam.
Student A – Thanks for the information.
Student B – You are welcome. Goodbye.





Situation 2 :

Student A – Hello, good morning. I am Serina Redzuwan from Dungun Polytechnic.
                   I would like to confirm my Industrial Training.
Student B – Let me check the list of  trainees first. Umm…it says that you have to
                   report on 1st June 2002 and your supervisor is Mr Mohsin.
Student A – Oh dear… there’s a slight problem. I’m afraid I can’t come on 1st June as
                   I have to attend a medical appointment. What about 2nd June, then ?
Student B – 2nd June…that would be a Tuesday…alright. You can report on 2nd June,
                  2002 at 8 a.m at our office.
Student A – Thanks for your help. Goodbye.

1.3  THANK YOU LETTERS

1.3  THANK YOU LETTERS

 INPUT

Look up for “Thank You” cards in a shopping mall and copy down some of the expressions being used.  Discuss their use in the class
1.
2.

Below is a “Thank You” letter that you might write after you have undergone your industrial training.

2-05-C Desa Sri Jaya 13700 Seberang Jaya Pulau Pinang Mr Chia Wei Han Manager TJC Computer Sdn. Bhd 2-09 Jalan Perusahaan Prai 2 13 500 Kawasan Perindustrian Prai Pulau Pinang                                                                                                                                          23 July 2001 Dear Mr Chia THANK YOU I would like to express my sincere thanks to everyone at TJC Computer who has made my industrial training a very happy and rewarding one. When I joined your company on 12 March 2001, I was half-way through my certificate course in Information Technology  and had no working experience. I feel this wonderful experience has helped me to understand the theoretical aspects of my course much better. One of the most important things that I have learned from TJC Computer is teamwork. You are very lucky to have such dedicated workers in your team. I am especially grateful to Encik Danial Mohammad my supervisor who has been very patient and generous with his knowledge throughout my training. Thank you again for providing this working environment that has nurtured my interest in the computer field. I will be graduating in December this year and I would really hope to come back to TJC Computer and be part of your team.  I do hope you will keep my records until then.  I will keep in touch with you regularly. Once again, thank you very much. Yours sincerely AzreenAlif (Azreen Alif)

Figure 1.3

ACTIVITY 1

A.  Read the letter above (Figure 1.3) and answer the following questions.

1. What is the purpose of this letter?

_____________________________________________________________________

2. When would you write this letter?

_____________________________________________________________________

3. Who would write this letter?

_____________________________________________________________________

4. To whom is the letter addressed?

_____________________________________________________________________

5. What does the writer hope to do after his graduation?

_____________________________________________________________________

6. What has the writer learned from his industrial training?

_____________________________________________________________________

7. Explain the phrase “nurtured my interest in the computer field”.

_____________________________________________________________________

B.  Find a word or phrase in the letter above (Figure 1.3) which means:

1. well-worth                     =   ___________________
2. particular parts of something          =   ___________________
3. giving time, effort and loyalty to a job    =   ___________________
4. conditions                    =   ___________________
5. stay in communication            =   ___________________

FOCUS ON FUNCTIONS

What should you say in a “Thank You” letter?

The following functions are used in the above “Thank You” letter.

1. State your intention of writing the letter.
2. State what you have gained from the experience.
3. Convey your thanks to a particular person.  Give your reasons.
4. State your intention of joining the company.
5. Close the letter
6. Add a formal ending.

ACTIVITY 2

Match the sentences in Azreen Alif’s letter with the functions listed above.

Example : 1.  State your intention of writing the letter.

           “I would like to express my sincere thanks to everyone at TJC Computer
         who has made my industrial training a very happy and rewarding one.”

ACTIVITY  3

Match the sentences below with the list of functions above. Complete the incomplete  sentences with words of your own.

    Example :  5.  Close the letter
               “Once again, thank you very much for everything.”

Some functions can be matched with more than one sentence.

1. I would appreciate it if you will keep my records until then.
2. I feel this wonderful experience has helped me understand the theoretical aspects of my course much better.
3. My special gratitude to ……………., my immediate Supervisor throughout my training.
4. My sincere thanks to your willingness in accepting me as a trainee.
5. He has been very kind and accommodating.
6. I am looking forward to keeping in touch with you every now and then.
7. Once again, I would like to convey my sincere thanks.
8. One of the most important things that I have learned from …
9. I have a clearer understanding of my course now after this wonderful hands-on experience.
10. Yours faithfully      

FUNCTION	SENTENCE
1.  State your intention of writing the letter.
State what you have gained from the        experience.
Convey your thanks to a particular       person.  Give your reasons.
State your intention of joining the      company.
5.   Close the letter
6.   Add a formal ending

TASK

1. Find a company that you are going to apply for your industrial attachment.  Prepare a letter of application to be sent to the company.  
2. Imagine that you have been accepted by the company, work in pairs and prepare a dialogue requesting further information on your training.
3. Imagine that you have completed your training at the company.  Write a “thank you” letter to show your appreciation for being given the opportunity to train in the company.

    ANSWER  KEY

1.3 THANK YOU LETTER

Activity 1

A.

1. To thank the company for giving you the opportunity to train there and the opportunities to gain experience.
2. At the end of the industrial training.
3. The trainee/ Azreen Alif
4. Mr Chia Wei Han, the Manager of TJC Computers
5. He hopes to work at TJC Computers after his graduation.
6. He is able to understand the theoretical aspects of his course better as well as being able to work as a team.
7. It means “helped to develop his interest in  computers”.

B.

1. rewarding
2. aspects
3. dedicated
4. environment
5. keep in touch

Activity 2

1. State what have you gained from the experience.

“I feel this wonderful experience has helped me understand the theoretical aspects of my course much better.”

“One of the most important things that I have learned form TJC Computer is teamwork.”

2. Convey your thanks to a particular person.  Give your reasons.

“I am especially grateful to Encik Danial Mohammad, my supervisor throughout my training, who has been very patient and generous with his knowledge.”

3. State your intention of joining the company.

“I will be graduating in December this year and I would really hope to come back to TJC Computer and be part of your team.”

“I do hope you will keep my records until then.”

“I will keep in touch with you every now and then.”

4. Close the letter.

“Once again, thank you very much.”

6.   Add a formal ending.

     “Yours sincerely”

Activity 3

1. d
2. b, h, i
3. c, e.
4. a, f
5. g

           6.   j

SELF-ASSESSMENT

Self-assessment 1

You are going to write to the Human Resource Manager of  Pfzet Ltd, a circuit board manufacturer,  to apply for your industrial training. The address of the company is :  

Pfzet Ltd.

Lot 32, Jalan Perusahaan Perai 1

Kawasan Perindustrian Perai 1

13 300 Pulau Pinang

Choose 6 appropriate sentences from the list below to write your application letter.                   Use the Complete Block Format that you have learnt earlier to write out the letter.

• I have graduated from International Islamic University with a degree in Law.

• I would like to have my industrial training in your company.
• I  hope to be trained in your firm because your firm pays attractive allowance to trainees.

• I am a second semester student of  Ungku Omar Polytechnic.  At the moment I am doing a Certificate course in Manufacturing Technology.

• My choice  for industrial training is in your company because it is near my house.

• Furthermore, I have been informed by my seniors that your company is the world leader in producing printed circuit boards.  I believe I will be able to learn a lot if I have my training in your company.

• During my studies at the polytechnic, I have learnt the theoretical aspects of manufacturing technology. Thus, I hope to have a chance to practise this knowledge in your company.

• Enclosed are my SPM examination results and a letter from the Industrial Training Officer to verify my status as a student in  the polytechnic.

• I send with this letter my resume and my testimonials from my former school.

• I look forward to hearing from you soon.

SCORE

11

Self-assessment 2

Fill in the blanks of the following dialogue with appropriate phrases given in the box below.


May I speak to        I look  forward to    I would like to know   
Just a moment        I’ll put you through…             I’m Laila Yassin
Is there anything else       may I know        Thanks for your help   
How can I help you?







Caller        : Hello, is that Matsushita Tool and Die?
Operator    : Yes. (1)_________________________________________________
Caller        : I’m Laila Yassin. (2)________________________Mr Daniel Chua,   
                         the Human Resource Manager, please ?
Operator    : Hold on.  (3)__________________________________________
Daniel        : Daniel Chua speaking.
Caller        : Hello, (4)___________________________________. I’m calling
                         from Seberang  Perai Polytechnic in Permatang Pauh .
Daniel        : I see. How can I help you ?
Caller        : I would like to know about my industrial training in your company. I

      applied two months ago and (5)___________________________ if I

             have been  accepted.

Daniel        : Let me check my documents… could you repeat your name ?
Caller        : Laila Yassin from  27, Taman Brown, Pulau Pinang. I’m a student of
          Diploma in Computer Technology in Seberang Perai Polytechnic.
Daniel        : (6)_______________________…umm…oh yes, we have your
                         name in our list of trainees for July 2002. You’ll be training in
                         the  Software Department.
Caller        : Thanks a lot. If it’s possible, (7)_________________ my
                         supervisor’s  name and the date that I have to report?
Daniel        : You’ll be put under the supervision of  Mr. Pandian. You’ll have
                          to start on 1st July 2002. (8)_______________________________
                        you would like to know?
Caller        : I think that’s all for now. (9)________________________________.
                        Goodbye.
Daniel         : Don’t mention it. (10)_____________________________________
                          seeing you then.

SCORE

10

Self-assessment 3

Complete the sentences with the most suitable answer.

Hello, _____ John Farnham speaking. is that it’s this is Do you know how I can ____ with him? get in touch get hold contact She is ____ another line right now. at on with Could I speak to Siva, from ____Purchasing Department ? a the – I’ve been trying ____ you. contact contacting to contact

6.Would you mind ___ her that I called ? tell to tell telling 7.____ me get him to call you in the           morning. Let Shall Would you like    8.Could you ____him to call me back ? say tell ask     9. Please ____ down a message write take note     10. Ali :  How may I help you ?           Tan:  Could you _____ me to the                    Manager ? connect link get

SCORE

10

Self-assessment 4

Complete the following letter.  Refer to the list of functions (on page 27) as well as the model letter labeled as Figure 1.3 (on page 26) to help you.  

5439, Lahar Yooi 13300 Tasik Gelugor Pulau Pinang Mr Nathan a/l Ayavoo Human Resource Manager Della Sdn Bhd 27, Jalan 1/1 Kulim Industrial Estate 06200 Kulim Kedah                                                                                                                                 15 December 2002 Dear Mr Nathan, THANK YOU I would  (1) _____________________________________________________________ .  When I  joined                                                                                                                                                   (state your intention of writing the letter) your company on (2) __________________ , I have just finished two semesters of my  certificate course in                                        (state any date) (3)_______________________________________________________. I feel this hands-on experience has                                                        (state any course of study) (4)____________________________________________________________________________________ (State what you have gained from the experience) One of the most important things that I have learned from the professionals at (5) _____________________                                                                                                                                                                  (give the company’s name) is trouble-shooting skills.  You are lucky to have such knowledgeable workers in your team.  I am especially grateful to (6) __________________, my immediate Supervisor throughout my  training.                                 (give any name) (7)___________________________________________________________________________________ (Give reasons for conveying your thanks to this person) I will be completing my course in (8) ________________________________________________________ .                                                       (State your intention of joining the company) I do hope you will keep my record for my future application.   (9) ____________________________________________________________________ . (close the letter) Yours (10) _________________ (11) ______________________ (12) (                                         )

SCORE TOTAL SCORE  =                  43

12

                                                                                      

   ANSWER KEY TO SELF-ASSESSMENT ACTIVITIES

Self-assessment 1

½ mark ½ mark ½ mark ½ mark Paragraphing ½ mark ½ mark ½ mark ½ mark ½ mark

Lot 501 Kg Parit China Salor 15100 Kota Bharu Kelantan The Human Resource Manager Pfzet Ltd. Lot 32, Jalan Perusahaan Perai 1 Kawasan Perindustrian Perai 1 13 300 Pulau Pinang                                                         ½ mark            26 July 2001 Dear Sir Application for Industrial Training Place I am a second semester student of  Ungku Omar Polytechnic.  At the moment I am doing a Certificate course in Manufacturing Technology .I  would like to have my  industrial training in your company. During my studies at the polytechnic, I have learnt the theoretical aspects of manufacturing technology. Thus, I hope to have a chance to practise this knowledge in your company. Furthermore, I have been informed by my seniors that your company is the world leader in producing printed circuit boards.  I believe I will be able to learn a lot if I have my training in your company. Enclosed are my SPM results and a letter from the Industrial Training Officer to verify my status as a student in  the polytechnic. I look forward to hearing from you soon. Yours faithfully Mukhlis (MUKHLIS MOHAMMED) Encl 2

* Award 5 marks for the format and 6 marks for the content.

Self-assessment 2
1.  How can I help you                        2.  May I speak to
3.  I’ll put you through                        4.  I’m Laila Yassin
5.  I would like to know                      6.  Just a moment
7.  May I know                                    8.  Is there anything else
9.  Thanks for your help                     10. I look forward to


Self-assessment 3
1.C    2. A
3.B    4. B
5.C    6.C
7. A    8. C
9. B    10.A

Self-assessment 4

1. …like to express my sincere thanks to everyone at Della Sdn. Bhd.
2. Date you joined the company
3. State the name of your course
4. …helped me to understand the theoretical aspects of my course much better
5. …Della Sdn Bhd
6. Name of a person
7. He has been very kind and generous with his knowledge
8. Date you will be finishing your course/ …and I would really hope to join Della Sdn Bhd. and be part of your team.
9. Once again, thank you very much.
10. …sincerely
11. Your signature
12. Your name written in full

SELF-ASSESSMENT FEEDBACK

SCORE	REMARKS
36 - 43	Well done !  Move on to the next unit.
35 - 28	Good. Be more careful while answering. Please go     through your mistakes.
19 - 27	Pay attention to your weaker areas.
0 - 18	Please go through the unit again or see your lecturer.

APPENDIX 1.1

TAPESCRIPT for Unit 1.2 : Confirmation By Telephone

                                                                 For Industrial Attachment (Activity 1)

Caller        : Hello, is that Inventec  Computers ?
Operator    : Yes. How can I help you ?
Caller        : I’m Laila Yassin. May I speak to Mr Daniel Chua, the Human
              Resource Manager, please ?
Operator    : Hold on. I’ll put you through…

Daniel        : Daniel Chua speaking.
Caller        : Hello, I’m Laila Yassin. I’m calling from Seberang Perai Polytechnic
          in Permatang Pauh .
Daniel        : I see. How can I help you ?
Caller        : I would like to know about my industrial training in your company. I

      applied two months ago and I would like to know if I have been

 accepted.

Daniel        : Let me check my documents… could you repeat your name ?
Caller        : Laila Yassin from  27, Taman Brown, Pulau Pinang. I’m a student of
          Diploma in Computer Technology in Seberang Perai Polytechnic.
Daniel        : Just a moment…umm…oh yes, we have your name in our list of

 trainees for July 2002. You’ll be training in the Software Department.

Caller        : Thanks a lot. If it’s possible, may I know my supervisor’s name ?
Daniel        : You’ll be put under the supervision of  Mr. Pandian. Before I forget ,

 you’ll have to start on 1st July 2002. Anything else ?

Caller        : I think that’s all for now. Thanks for your help. Goodbye.
Daniel         : Don’t mention it.