UNIVERSITI TUNKU ABDUL RAHMAN

FACULTY OF SCIENCE
(Perak campus)

Appendices
for
Industrial Training
Student Handbook
Content

Appendices for Student Handbook

Appendix-A: sample letters/documents for the references of students

A1. Sample Cover Letter for Student to seek industrial placement (sample a)
A2. Sample Cover Letter for Student to seek industrial placement (sample b)
A3. Sample Cover Letter for Student to seek industrial placement (sample c)
A4. Sample Resume format (students are advised to use their own format)
A5. Sample letter for Acceptance of Offer
A6. Sample letter for Rejection of Offer
A7. Sample Letter (with Checklist) for submission of documents
A8. Sample Letter of Undertaking & Indemnity for UTAR Given By Student
A9. Sample Letter of Undertaking & Indemnity for UTAR Given By Parents/
Guardian
A10. Sample Letter of Indemnity & Undertaking for the Company Given By Student
A11. Sample Letter of Indemnity & Undertaking for the Company Given By
Parents/Guardian

Appendix-B: important contact particulars and submission checklist

B1. Important contact particulars
B2. Sample Letter (with Checklist) for submission of documents

Appendix-C: guideline on weekly/monthly logs and final report writing

C1. Log reports and final report guidelines
A1 Sample Cover Letter for Student to seek industrial placement (sample a)

<Date>
<Name of Company>
<Address of Company>

To Whom It May Concern:

Dear Sir/Madam,

Ref: To Apply for Industrial Training Attachment

I am a year # student pursuing the (Name of Course> at Universiti Tunku Abdul Rahman, and
wish to apply as a trainee for Industrial Training in your company.

Your company is very suitable to me in terms of my area of interest and your location.

It is a requirement that I spend three months in an industry prior to the final year programme.

As your company is not among those contacted by the University, I have obtained permission
from the Dean to submit my application to you directly.

I enclose herewith the letters from the University and my particulars.

I shall be most grateful if my application is considered favourably.

Thank you.

Yours faithfully,

Student's name
A2 Sample Cover Letter for Student to seek industrial placement (sample b)

<Date>

<Name of Company>
<Address of Company>

To Whom It May Concern:

Dear Sir/Madam,

Dear [Sir/Madam],

Application for Industrial Training Placement At [name of company]

I would like to apply for the position of Industrial Trainee at your company.

[provide reasons why the company should accept your application]

[provide the duration of attachment]

I enclose my resume for your consideration.

Thank You.

Yours truly,

[name of applicant]
[address of applicant]

Encl. Resume and Copies of Transcript

A3 Sample Cover Letter for Student to seek industrial placement (sample c)

<Date>
<Name of Contact Person>
<Designation>
<Name of Company>
<Address of Company>

Dear Sir/Madam,

As a student doing Bachelor of <course> at <Name of Faculty>, Universiti Tunku Abdul Rahman,
I am seeking for opportunity to do my industrial training in the area related to my course of study.
From the research I have conducted on … [Name of Company] …, I am interested in pursuing …
[ name of position] … intern position. … [Briefly describe your interest in this company]…

[Highlights two or three key experiences and/or academic achievements that directly relate to the
qualifications the employer is seeking]. [Show proves that you have some of the key skills for the
position].

Attached is my resume for your review. I would like the opportunity to further discuss
with you the …[name of job]… internship and my qualifications. Please let me know if I can call
your office to see if we might arrange a convenient time to meet. I look forward to talking with you.

Thank you for your consideration.

Yours sincerely,

Student’s signature
Name
A4. Sample Resume format (students are advised to use their own format)

RESUME

Full name (you may use prefix to indicate gender e.g. Ms. or Mr.)

Date of birth (attach your

recent photo)
Address

Telephone

Email

Academic achievements

Course :
Major :
Minor :
CGPA :

STPM : Grade Aggregate

SPM : Grade Aggregate

Language spoken and written (indicate level of proficiency)

Computer skills (indicate level of proficiency)

Extra curricular activities (indicate level of participation)

Working experience (indicate salary if significant)

Resume dated
A5. Sample letter for Acceptance of Offer

Student’s Name
Address
E-mail

Date:

Contact Person
Name of Company
Address

Dear [Name of Contact Person]

Re: Acceptance of Offer for Industrial Training

Thank you for your offer of employment as an Industrial Trainee at your company ….[Name of
Company]…. .

As we discussed on the phone this ….[morning/afternoon]…., I am delighted to accept your offer

and look forward to working with ….[Name of Company]…. .

You indicated that I will be receiving an allowance of RM ….[Amount of Allowance]…. per month,
and will have initial duties reporting to ….[Name of Supervisor]…. . As your offer stated, my
training will be from ….[Start Date]… to ….[End Date]…. .

I will call you before I start my Industrial Training to see what information or materials I may need.
In the meantime, please let me know if I can provide you with any information.

Again, thank you for offering me this exciting opportunity.

Sincerely,

Student’s Signature
Name
Address
A6. Sample letter for Rejection of Offer

Student’s Name
Address
E-mail

Date:

Name of Contact Person

Address

Dear ….[Name of Contact Person]…. :

Re: Rejection of Offer for Industrial Training

I wish to express my sincerest appreciation to you for including me in the interview process as
you seek candidates for your Industrial Trainees position. It was a privilege and a pleasure to
meet with you and the members of your staff.

I believe that training at your company is a great opportunity and would be an excellent
experience. However, with all due respect, as I explained when we spoke this …..
[morning/afternoon]….., I am unable to accept your industrial training placement offer. I have
decided to accept another offer which I believe very closely matches my training interest at this
point in time.

Thank you so much for the time and effort you have given to me. I wish you and the staff of
….[Name of Company]…. the best of success.

Yours sincerely,

Student’s Signature
Name
Address
A7. Sample Letter (with Checklist) for submission of documents
Date

Deputy Dean, Student Development

<Name of Faculty>
<Faculty Address>
Universiti Tunku Abdul Rahman

Dear Sir

SUBMISSION OF DOCUMENTS FOR INDUSTRIAL TRAINING

I _______________________ NRIC No_ ________________ Student ID No. _______________,

(to state student’s name)
pursuing a Course of Study: <Course Name>, <state Year & Semester> refer to the industrial training
from <date> to <date> given to me by the Company <to state the company name, company number
and address>

I hereby submit the following documents: (Put a
tick in the appropriate boxes)
 The Important Contact Particulars
 A copy of the Company’s letter of offer for industrial training
 Letter of Undertaking and Indemnity for the University given by the student
 Letter of Undertaking and Indemnity for the University given by the student’s parents/guardian
 Letter of Indemnity for the Company given by the student
 Letter of Indemnity for the Company given by the student’s parents/guardian

(Whenever applicable) A Cover Note or Duplicate Copy of Insurance Policy for:

 Additional insurance coverage of Group Personal Accident Insurance
 Death [please specify limit of coverage RM ]
 Permanent Total Disablement [please specify limit of coverage RM ]
 Personal Liability Insurance [please specify limit of coverage RM ]
 Medical Insurance [please specify limit of coverage RM ]
 Hospitalization & Surgical Insurance [please specify limit of coverage RM ]
 Any other insurance policies as advised by the University
[please specify type(s) ……………………………….. and limit(s) of coverage RM ]
 Any other insurance policies as stipulated by the Company
[please specify type(s) ………………………………… and limit(s) of coverage RM ]

Thank you.

Yours sincerely

Student’s Signature
Name:
Contact Address:
Contact Phone Nos:

Enclosures: ( )

ACKNOWLEDGEMENT
I, ……………………hereby acknowledge receipt of the above documents from the above named
student

Industrial training Coordinator’s Signature:

Name of Coordinator:
A8 Sample Letter of Undertaking & Indemnity for UTAR Given By Student

Date:
Deputy Dean, Student Development
<Name of Faculty>
Universiti Tunku Abdul Rahman
Address

Dear Sir

INDUSTRIAL TRAINING UNDERTAKING AND INDEMNITY

I, ………………………………………………NRIC No Student ID No _____________

(to state student’s name )
am pursuing a Course of Study Year &
Semester________________ <hereinafter referred to as “I”> refer to the industrial training from
<date> to <date> given to me by the Company
___________________________________________<hereinafter referred to as “the Company”>
(to state the company name, company number and address )

I, hereby declare and agree to abide by the University’s terms and conditions for industrial
training.

I further declare and confirm that the University shall not be held responsible in the event of any
misfortune or accidents and/or personal injuries whether fatal or otherwise involving me.

I shall undertake full responsibility of all the consequences should any other person or body
suffer
such accidents and/or personal injuries and/or damage to property as a result of my negligent act
or omission during the course of industrial training.

I shall indemnify and keep indemnified the University against any liability, demand, claim, loss or
lawsuit in respect of personal injuries to me and/or to anybody and/or property damage arising
out of or caused by my negligent act or omission during the course of industrial training.

I hereby acknowledge and confirm that I have been cautioned to obtain additional insurance
coverage for the current Group Personal Accident (for students) Insurance and to obtain the
necessary insurance coverage for Medical, Hospitalization and Surgical and Personal Liability
Insurance coverage for any accidents or personal injuries or perils or losses or damage caused
to persons or body or property during the period of the industrial training.

I further declare that I shall obtain, maintain and keep these insurance polices valid throughout
the period of the industrial training.

Upon notification by the Company, I shall obtain and keep valid the necessary insurance policies
(please specify insurance policies and limits of coverage) as stipulated by the Company
throughout the period of industrial training. (optional paragraph)

I shall undertake to uphold the good name of the University and abide by the code of conduct of
the University, the Company, the industry and any other relevant rules and regulations at all
times during the course of my industrial training. I shall not hold the University responsible for my
misconduct or wrong doing at all times during the course of my industrial training.

I further undertake not to breach the terms and conditions of the contract for industrial training
between myself and the Company.

I enclose a copy of the Company’s letter of offer for industrial training.

Yours sincerely

Student’s Signature
Name:
Contact Address:
Contact Phone Nos:
Email:
Enclosure: ( )
A9. Sample Letter of Undertaking & Indemnity for UTAR Given By Parents/ Guardian
Date:

Deputy Dean, Student Development

<Name of Faculty>
Universiti Tunku Abdul Rahman
Address

Dear Sir

INDUSTRIAL TRAINING UNDERTAKING AND INDEMNITY

We, ………………………………… ……the parents/guardian of …………………………………………..

(to state parents/guardian names and NRIC Nos.) (to state student’s name, NRIC No, Student
ID No. Course of Study, Year & Semester)
<hereinafter referred to as “the undersigned parents/guardian”> refer to the industrial training from <date>
to <date> given to our son/daughter by the Company (to state the company name, company number and
address ) <hereinafter referred to as “the Company”>

We, the undersigned parents/guardian shall ensure that our son/daughter shall abide by the University’s
terms and conditions for industrial training.

We, the undersigned parents/guardian hereby declare and confirm that the University shall not be held
responsible in the event of any misfortune or accidents and/or personal injuries whether fatal or otherwise
involving our son/daughter.

We, the undersigned parents/guardian shall undertake full responsibility of all the consequences should any
other person or body suffer such accidents and/or personal injuries and/or damage to property as a result of
our son/daughter’s negligent act or omission during the course of industrial training.

We, the undersigned parents/guardian shall indemnify and keep indemnified the University against any
liability, demand, claim, loss or lawsuit in respect of personal injuries to our son/daughter and/or to anybody
and/or property damage arising out of or caused by our son/daughter’s negligent act or omission during the
course of industrial training.

We, the undersigned parents/guardian hereby acknowledge and confirm that we have been cautioned to
obtain additional insurance coverage for the current Group Personal Accident (for students) Insurance and
to obtain the necessary insurance coverage for Medical, Hospitalization and Surgical, and Personal Liability
Insurance coverage for any accidents or personal injuries or perils or losses or damage caused to persons
or body or property during the period of the industrial training.

We, the undersigned parents/guardian further declare that we shall obtain, maintain and keep these
insurance polices valid throughout the period of the industrial training.

Upon notification by the Company, we, the undersigned parents/guardian shall obtain and keep valid the
necessary insurance policies (please specify insurance policies and limits of coverage) as stipulated by the
Company throughout the period of industrial training. (optional paragraph)

We, the undersigned parents/guardian shall ensure that our son/daughter uphold the good name of the
University and abide by the code of conduct of the University, the Company, the industry and any other
relevant rules and regulations at all times during the course of industrial training.

We, the undersigned parents/guardian further confirm that the University shall not be held responsible for
our son/daughter misconduct or wrong doing at all times during the course of industrial training.

We, the undersigned parents/guardian shall ensure that our son/daughter shall not breach the terms and
conditions of the contract for industrial training.

We enclose a copy of the Company’s letter of offer for industrial training.

Yours sincerely

Parents’/Guardian’s Signature:
Name of Father:
Name of Mother:
Name of Guardian:
Contact/House Address:
Contact Phone Nos:
Enclosure: ( )
A10. Sample Letter of Indemnity & Undertaking for the Company Given By Student

Date

Name & Designation

Name of the Company
Address

Attention: (to state name and designation of Contact Person of the Company)

Dear Sir

LETTER OF INDEMNITY FOR INDUSTRIAL TRAINING

I, ...................................... NRIC No. ................................ Student ID No. ......................................

(to state student’s name)
Course of Study: ......................................Year & Semester: ......................................
Period of Industrial Training: From <date> to<date>
<hereinafter referred to as “I”> refer to the above industrial training given to me by your Company.

In consideration of your Company affording the above industrial training, I shall be liable for and
indemnify your Company against any liability, demand, claim, loss or lawsuit in respect of
personal injuries to me and/or to anybody and/or property damage arising out of or caused by my
negligent act or omission during the course of industrial training.

I shall undertake full responsibility of my action and behaviour at all times during the course of
industrial training. The University shall not be liable for my misconduct or wrong doing.

I enclose a letter from the University stating that registered students are currently covered by
Group Personal Accident (for students) Insurance which has a maximum compensation sum
insured of RM45,000-00.

Upon notification by the Company, I shall obtain and keep valid the necessary insurance policies
(please specify insurance policies and limits of coverage) as stipulated by the Company
throughout the period of industrial training. (optional paragraph)

I further undertake not to breach the terms and conditions of the Company’s contract for industrial
training.

Yours sincerely

Student’s Signature
Name:
Contact Address:
Contact Phone Nos:

Enclosure: ( )

cc: Deputy Dean, Student Development

<Name of Faculty>
Universiti Tunku Abdul Rahman
Address
A11. Sample Letter of Indemnity & Undertaking for the Company Given By
Parents/Guardian

Date

Name & Designation

Name of the Company
Address

Attention: (to state name and designation of Contact Person of the Company)

Dear Sir

LETTER OF INDEMNITY FOR INDUSTRIAL TRAINING

We, ………………………………… ……the parents/guardian of …………………………………………..

(to state parents/guardian names and NRIC Nos.) (to state student’s name, NRIC No, Student
ID No.Course of Study, Year & Semester)
<hereinafter referred to as “the undersigned parents/guardian”> refer to the industrial training from <date>
to <date> given to our son/daughter by the Company (to state the company name, company number and
address ) <hereinafter referred to as “the Company”>

In consideration of your Company affording the above industrial training, we, the undersigned
parents/guardian shall be liable for and indemnify your Company against any liability, demand, claim, loss or
lawsuit in respect of personal injuries to our son/daughter and/or to anybody and/or property damage arising
out of or caused by our son/daughter’s negligent act or omission during the course of industrial training.

We shall undertake full responsibility of our son/daughter’s action and behaviour at all times during the
course of industrial training. The University shall not be liable for our son/daughter’s misconduct or wrong
doing.

We enclose a letter from the University stating that our son/daughter being a registered student is currently
covered by Group Personal Accident (for students) Insurance which has a maximum compensation sum
insured of RM45,000-00.

Upon notification by the Company, we, the undersigned parents/guardian shall obtain and keep valid the
necessary insurance policies (please specify insurance policies and limits of coverage) as stipulated by the
Company throughout the period of industrial training. (optional paragraph)

Yours sincerely
Parents’/Guardian’s Signatures
Name of Father:
Name of Mother:
Name of Guardian:
Contact/House Address:
Contact Phone Nos:
Enclosure: ( )

cc: Deputy Dean, Student Development

<Name of Faculty>
Universiti Tunku Abdul Rahman, Address
B1. : Important contact particulars

Faculty of Science (Perak campus)

Industrial Training: Important Contact Particulars

Name of Trainee: _________________________________________ Gender:_____________

Student ID:____________
Department: ______________Course:__________________
Year of Study:_______Semester:_____

Date(period) for Industrial Training: ______________

Correspondence Address (during industrial training):

__________________________________________________________________________
__________________________________________________________________________
Telephone/Hand phone no. : _______________________Email Address: _________________

Name of emergency contact person:

___________________________________________________________
Hand phone No. : _______________ Relationship : _____________

Name of UTAR supervisor:

___________________________________________________________
Hand phone No. : _______________ Fax No. : _____________ Email Address: _____________

Name of Company assigned:

_______________________________________________________
Address:
_______________________________________________________________________
Name of Company Supervisor:
________________________________________________________________
Telephone No. : _____________ Fax No. :____________ Email Address: __________________

Name of Company Manager (or contact person):

___________________________________________________________

Telephone No. : _____________ Fax No. :______________ Email Address:________________

Student must update the Faculty and the company upon any changes of the contact particulars
above as soon as possible.
B2. Sample Letter (with Checklist) for submission of documents

Date

Deputy Dean, Student Development

<Name of Faculty>
<Faculty Address>
Universiti Tunku Abdul Rahman

Dear Sir

SUBMISSION OF DOCUMENTS FOR INDUSTRIAL TRAINING

I _______________________ NRIC No_ ________________ Student ID No. _______________,

(to state student’s name)
pursuing a Course of Study: <Course Name>, <state Year & Semester> refer to the industrial training
from <date> to <date> given to me by the Company <to state the company name, company number
and address>

I hereby submit the following documents: (Put a
tick in the appropriate boxes)
 The Important Contact Particulars
 A copy of the Company’s letter of offer for industrial training
 Letter of Undertaking and Indemnity for the University given by the student
 Letter of Undertaking and Indemnity for the University given by the student’s parents/guardian
 Letter of Indemnity for the Company given by the student
 Letter of Indemnity for the Company given by the student’s parents/guardian

(Whenever applicable) A Cover Note or Duplicate Copy of Insurance Policy for:

 Additional insurance coverage of Group Personal Accident Insurance
 Death [please specify limit of coverage RM ]
 Permanent Total Disablement [please specify limit of coverage RM ]
 Personal Liability Insurance [please specify limit of coverage RM ]
 Medical Insurance [please specify limit of coverage RM ]
 Hospitalization & Surgical Insurance [please specify limit of coverage RM ]
 Any other insurance policies as advised by the University
[please specify type(s) ……………………………….. and limit(s) of coverage RM ]
 Any other insurance policies as stipulated by the Company
[please specify type(s) ………………………………… and limit(s) of coverage RM ]

Thank you.

Yours sincerely

Student’s Signature
Name:
Contact Address:
Contact Phone Nos:

Enclosures: ( )

ACKNOWLEDGEMENT
I, ……………………hereby acknowledge receipt of the above documents from the above named
student

Industrial training Coordinator’s Signature:

Name of Coordinator:
C1. Log reports and final report guidelines

(A) Log Records

The work log records your work performed throughout your appointment with the company.
The content of your work log should include the following information:

1. Name of Company
2. Address of Company
3. Background of Company
4. Name of Supervisor(s)
5. Name of Supervising Lecturer (if any)
6. General duties
7. Assigned responsibilities
8. Date of appointment - Date of completion
9. Special conditions/requirements

Summarise all the assigned tasks for the week. You should include any vital information
pertaining to the development of the necessary skill sets, e.g. programming skills,
analysis skills, writing skills, etc.

Weekly Summary: Week 1

Weekly Summary: Week 2
…… and so on.

Content is up to you, i.e. open format. The rational:

1. To encourage development of personal style and approach to writing

2. Subjectivity in matching work with training/course/ambition/career
3. Subjectivity in grading

Write down the task given to you by your supervisor for each week and if there is
achievement (the part of the task you have completed) in the week, write it down too.

Summarise all the assigned and completed tasks for the month. Printout the monthly
summary, discuss and verify it with your immediate supervisor (i.e. your supervisor must
sign the monthly summary).

Monthly Summary: January

Monthly Summary: February
……. and so on.

(B) Final Report

Remember there is also the Final Report that should be submitted when you complete
your posting.

The Final Report documents your work experience throughout your appointment with the
company. Details of your Final Report should include the following information:

1. Name of Company
2. Address of Company
3. Additional information on the Company
4. Industry of the Company
5. Name of Supervisor (s)
6. Name of Supervising/Visiting Lecturer (if any)
7. Assigned duties
8. Assigned responsibilities
9. Date of appointment - Date of completion
10. Special conditions/requirements
11. Skills required to perform tasks
 12. Legal requirements, e.g. employment contract etc.
13. Language requirements/Interpersonal expectations
14. Appropriate appendices and references

Detail the experience at work. The following serves as the suggested format:

Strengths
Discuss your strengths at work.

Weaknesses
Discuss your weaknesses at work.

Opportunities
Discuss the opportunities that you discovered while at work, e.g. because of your skills.

Tasks Performed
Detail all the duties/tasks performed. Identify and state given responsibilities, any
shortcoming, and contributions from yourself to your work/company.

General
Relate your working experience with what you have studied/realised thus far. You should
explore and discuss the following:
• Courses that you attended during the period (if any)
• Analysis of your skills vs. training received (from the company and from degree
courses)
• Constraints that you faced at work /during the period
• Lessons that you learned
• Suggestions on how you would improve on your shortcomings
• Is the duration sufficient? For a meaningful experience…
• Interpersonal skills
• Teamwork
• Writing skills
• Technical skills
• Business knowledge
• Other skills and knowledge requirements /necessary for work or career
• Specific directions of the company (public information)
• Work Culture of the company and also of the industry
• Work Ethics of the company/industry
• The industry and its markets
• The industry and its governing operation standards (if any)
• The industry remuneration standards and employment conditions
• Expectation of the company /industry in general on employees
• Technicalities on the project that you worked on without breaching any term of
agreement with the company
• Your ambition/career aspiration now - on completion of industrial training
• Any information that you consider is useful for this report

Please be reminded you are not restricted to any report format or style. You are free to present
your own report format and style so long as you satisfy the stated requirements for reporting.