APPLICATION LETTER
Definition
A letter of application, also known as a cover letter, is a document sent with your resume to provide additional information on your skills and experience.
A letter of application typically provides detailed information on why are you are qualified for the job you are applying for. Effective application letters explain the reasons for your interest in the specific organization and identify your most relevant skills or experiences.
Your application letter should let the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow-up.
When writing an application letter for a job, follow these steps to make sure you include information about yourself and your professional experience that will appeal to a hiring manager:
🚩Review information about the company and position
It’s best to write a new application letter for each position you’re applying for, so you can include pertinent details and show your interest in the particular open role. Spend some time reviewing the company information, which you can likely find on the website, as well as the position listing. Compare your qualifications and experience with the list of skills in that posting. You may also want to think about specific experiences that have prepared you for the role, such as leading a team or managing a major event.
🚩Use a professional format
A job application letter should be more professional than a thank-you card or an email to a coworker or friend. The alignment of the document should include single spacing, one-inch margins and left alignment. It’s best to use a professional and traditional font, such as Times New Roman, in a size from 10 to 12 points. Try to keep your job application letter to one page. When a hiring manager reviews your job application letter, they will get their first impression of you as a potential employee, so take time to format it professionally and keep it concise.
🚩Create the heading
Use a formal business heading for your job application letter. The heading should include your name and contact information, the date and the company name and address. If you send your job application letter via email, you can eliminate your name and contact information from the header and put it at the bottom of the email after the signature instead.
Example header:
Your name
Your physical address
Your phone number
Your email address
Date
Name of hiring manager or supervisor
Title of hiring manager or supervisor
Company name
Company physical address
By including a professional and detailed heading, you can make it easier for the hiring manager to follow up with you regarding the position.
🚩Address the letter to the hiring manager
In your research, try to find the name of the person reviewing applications for the job. Address your letter to this person with a common business greeting, such as “Dear Mr./Ms.” and their last name. If you’re not sure of the name or gender of the individual reviewing your application, you can use the generic “To Whom It May Concern” or “Dear Hiring Manager.”
🚩Open the letter by describing your interest
In the first paragraph of your letter, mention the job title for which you’re applying and where you saw the position posting. Include your interest in the role and briefly state the main experience or qualification you have that makes you a good fit. This is the section that will draw in the hiring manager as the reader of your application letter, so it is important to appeal to that person quickly and succinctly.
🚩Outline your experience and qualifications
The next few paragraphs of your letter should highlight your experience, qualifications and skills, positioned in a way that aligns with the company’s goals and mission. For example, if you are applying for a job with a non-profit organization that provides educational opportunities to underserved community members, you could talk about your experience with non-profit organizations or educational offerings. Since a job application letter should stand on its own without a resume, it’s helpful to include details about your experience that relate to the position to which you’re applying.
🚩Include aspects of your personality
As you’re writing your job application letter, consider how you can incorporate aspects of your personality. A friendly and engaging letter is likely to appeal to the reader, especially when they can get an idea of how well you might fit with the team.
For example, in the situation mentioned above, explain in your letter you are good at connecting with children or how you value community spirit.
🚩Express appreciation
Before you sign off on your letter, express your appreciation to the hiring manager for reviewing your letter and considering you for the position. The hiring manager is taking time out of their day to read what you have written, so expressing your gratitude for that time spent is a polite and professional way to close the document.
🚩Close the letter
Many people use “Sincerely” or “Best” to close the letter, although any professional sign-off is fine to include. The final line of the letter should be your full name. If you submit a hard copy of the letter, include your signature above your typed name. When submitting an application letter via email, you should include your contact information beneath your name, rather than including it in the header.
Sending a Job Application Letter
The format of your job application letter will depend on how you are sending it to the hiring manager or supervisor. If you plan to email the application letter, the formatting will differ from a printed, mailed letter. Your contact information should be at the bottom of an email, beneath your typed full name.
When emailing a job application letter, it is also important to consider what subject line to use to make sure the hiring manager opens the email and reads your letter. When scanning their inbox, the hiring manager will see the subject line you included first, along with your name and email address. The decision to read or delete an email ultimately depends on what subject line you choose, which means it is your chance to make a first impression.
The best subject lines are professional, polite, relevant and concise. When sending a job application email, it is important to include the title of the job into which you are inquiring or for which you are applying. Making your subject line specific also helps the reader categorize the email properly and respond accordingly. Review your subject line to make sure it is free of any errors.
Job Application Tips
When preparing a job application letter, follow these tips to make sure your letter includes the information a hiring manager needs.
💥Emphasize your skills and abilities. An application letter is your opportunity to sell yourself as an excellent candidate for the open position. Include specific examples of situations in which you applied your experience, abilities and skills to benefit the organization. It is also helpful to include data that supports your claims.
💥Stay concise. Although it may be tempting to include a lot of detailed information about yourself, it is important to be concise. If a hiring manager receives a letter that is multiple pages, they may not take the time to read it. A brief letter is more manageable and appealing.
💥Proofread the letter. Since this letter is serving as your first impression, you want to make sure It is as positive as possible. Make sure your letter does not have any grammatical or spelling errors to avoid a potentially negative first impression.
💥Review the job listing keywords. Most job postings will include certain skills and abilities that the hiring manager and supervisor want applicants to possess. Including these keywords in your application letter helps to show the person reviewing it you would be a good fit in that specific role.
💥Send a letter for every position to which you apply. Unless a job posting specifically states not to send an application letter, it is smart to send one for each job to which you apply. This letter offers the opportunity for a potential employer to learn more about you and gives you the chance to set yourself apart from other applicants.
Job Application Letter Template
Consider the following template when planning your job application letter:
Your name
Your address
Your email address
Your phone number
Date
Name of hiring manager or supervisor
Title of hiring manager or supervisor
Company name
Company address
Salutation [Dear Mr./Ms.],
Outline where you saw the job posting and express your interest in working in this role.
Discuss some of your qualifications that would make you a good fit for the job.
Describe your past experience in a way that emphasizes your personality and skills, while also showcasing how you align with the goals of the company.
Express your appreciation to the hiring manager for reviewing your letter. Include any follow-up information, if applicable.
Closing [Sincerely, Best]
Your signature
Your name (printed)
