Writing Job-Application Letters

Blinn College – Bryan Writing Center

Spring 2023

Writing Job Application Letters

The purpose of a job application or résumé cover letter is to improve your chances of being called for an interview, by
convincing the reader that you would be the best person for the job. If your letter is poorly written, the reader will not likely
take the time to look at your résumé. So, your job application letter is a crucial chance at making a good first impression.

What Makes a Good Letter

Selectivity. Choose only your best points—two or three that will be of the most interest to the reader—to present in well-
developed paragraphs. Focus on skills you can bring to the company and how your accomplishments may have benefited a
previous employer.
A job-application letter should:
• Be single spaced, leaving one space between paragraphs.
• Be about one full page in length (longer if you are more experienced).
• Have carefully chosen words—pack a lot into a small space, making each word count to show that you are the
most qualified candidate for the position.

Parts of a Job Application Letter

Inside Address—Include the name, title, organization, and mailing address. Spell the name correctly to avoid offending the
recipient—phone the company if you do not know to whom to address the letter.
Salutation—Begin your letter with “Dear” followed by the reader's title and last name, ending with a colon, not a comma.
Four Paragraphs Minimum—Your letter should have at least an introductory paragraph, an education paragraph, an
employment paragraph, and a concluding paragraph.
Complimentary Close—These are some standard phrases: Sincerely, Sincerely yours, Yours sincerely, Yours very truly, and
Very truly yours.
Signature—Type your full name on the fourth line below the complimentary close. Sign in black or blue ink above your
typed name.
Enclosure Line—The enclosure notation refers to the résumé.

Introductory Paragraph
This paragraph captures your reader's attention and creates the tone of your letter. You want to establish the tone of quiet
self-confidence, not self-effacement. Avoid all negative statements. For example, do not say, "I do not have a strong
background in computers, but I am willing to learn." Your reader will walk away remembering your weaknesses instead of
your strengths.

Four functions of the introductory paragraph:

1) Identifies your source of information. For a solicited application, name your source of information: ad, website,
current employee's name, and title. If your application is unsolicited, simply ask if a position is available.
2) Identifies the position you are interested in. Make it clear which position you are applying for, in case the
organization has advertised many job openings.
3) States that you wish to be considered for the position.
4) Forecasts the rest of the letter. Choose a few phrases in the opening paragraph that let your reader know what to
expect in the body of the letter. For example, “retail experience” or “computer experience” prepares your reader
for a discussion of these qualifications later in your letter.
These four points do not need to be in any particular order in your letter.
 Writing Job-Application Letters
Blinn College – Bryan Writing Center
Spring 2023

The Education Paragraph

If your education paragraph is stronger than your employment paragraph, as most students’ will be, place it before your
employment paragraph. In your paragraph, consider what aspect of your education best fits the job requirements. A good
strategy is to discuss skills and knowledge gained from advanced coursework in your major. You can also discuss the range
and diversity of your courses to show your versatility, if the job you are applying for stresses this. Your business or
communication skills that you acquired in college, as well as extracurricular activities, are often valuable to mention in your
education paragraph. Employees with leadership experience and skills are of value to many companies. Be sure to mention
your college major in the education paragraph if you have not already done so in your introductory paragraph.
Here is an example of an education paragraph that develops one unified idea, rather than a series of unrelated facts:

In addition to the courses required for a biology degree at Texas A & M University, I took several business courses to
enhance my education. Because your ad mentions that the position will require a great deal of client contact, I believe that
my work in marketing would be of special value to your company. In an upper-level course, I designed a twenty-page
pamphlet describing the hospital laboratory equipment that Peterson Hospital Equipment Company manufactures.
Peterson, where I am currently employed in a work/study program, is now using this sales pamphlet to market their
equipment.
Your own education paragraph should strive for a unified idea, as this one does.

The Employment Paragraph

Begin with a topic sentence and develop a single idea. The idea might be that you have a broad background or that a
particular job has given you special skills that will help you in the job for which you are applying. This is an example of an
effective employment paragraph:

For the past three summers, I have gained valuable experience as a technical editor at Space-Age Computers. The copy
editors had no special training in computers and needed someone who could help verify that their revisions were
technically correct. Our systems analysts answered my questions for me when I did not know the answers to our copy
editors’ questions, thereby increasing my own understanding of computer systems. My position in the company provided
me with excellent training in the creation of operating manuals.

The Concluding Paragraph

The purpose of the concluding paragraph is to encourage the reader to invite you for an interview. In the earlier
paragraphs, you provided information to convince the reader to give you a second look. Your last paragraph should make it
easy for the person to contact you. The following elements are in a good concluding paragraph: a reference to your
résumé, a polite but confident request for an interview, and your phone number and e-mail address. Use the phrase “at
your convenience” when requesting an interview and state the time of day you can be reached. Below is an effective
example of a concluding paragraph:

More information about my education and work experience is provided in the enclosed résumé, but I would appreciate an
opportunity to meet with you at your convenience to discuss further skills and experience I could bring to your company.
You can reach me on Wednesdays and Fridays after 1:00 P.M. at (979)784-6595, or leave a message for me anytime on my
answering machine or e-mail address: jjackson@[Link].

Source:
Markel, Mike. Technical Communication. 8th ed., Bedford/St. Martin’s, 2007, pp. 387-93.
For more information on writing job application letters and résumés, with examples of each, see Chapter 12 of the technical
writing textbook:
Tebeaux, Elizabeth, and Sam Dragga. The Essentials of Technical Communication. 3rd ed., Oxford UP, 2015, pp. 344-68.
 Writing Job-Application Letters
Blinn College – Bryan Writing Center
Spring 2023

The DON’TS of Cover-Letter Writing

A poor cover letter:
• Is poorly written with weak sentence structure and bad grammar.
• Has misspelled words or typographical errors.
• Contains sexist, condescending, or discriminatory language.
• Fails to address the reader personally or focus on his or her needs.

If you want to have a chance at all of being invited for an interview, avoid the above common mistakes found in job
application cover letters.

Here are some examples of BAD COVER LETTERS:

Dear Mr. Jones:

With great pleasure, I am enclosing my résumé for your consideration. My work history for the past two years reflected my
father’s illness. All available money went toward his care. I am sure my background would show what an asset I would be
for dealing with all types of people.

This letter plays on the sympathy of the reader. Instead of making excuses for one’s weaknesses and asking for pity, the
cover letter should focus on one’s strengths.

Gentlemen:

I would like to apply for the position of _______. I recently earned a bachelor’s degree in marketing, and I worked the past
two summers at College Town Bookstore as a sales clerk. Enclosed is a copy of my résumé, and I will gladly send my
references upon request. I request, though, that you do not contact College Town Bookstore.

If you are concerned about having a previous employer contacted, do not write it in your cover letter. It raises questions in
the reader’s mind about your past work relationships, taking the focus off your cover letter’s purpose. During an interview,
you will have the opportunity to address your concerns.

Dear Ms. Johnson:

I am very interested in applying for a management trainee position. I graduated from Texas A&M University with a degree
in marketing. I have presented many speeches and have written many papers in my classes, showing my strong
communications skills. I consider myself a hard worker and a real “people person.” I would be a tremendous asset wherever
I work.

The focus should be on the company’s needs—not on the perceived arrogance of the writer.
 Writing Job-Application Letters
Blinn College – Bryan Writing Center
Spring 2023

To Whom It May Concern:

It was the best of times, it was the worst of times, it was the age of wisdom, it was the age of foolishness, it was the spring
of hope, the winter of despair, we had everything before us. . . .” In his quote, Charles Dickens could be describing the
business world of today. All of us will be faced with decisions to be made that will affect our futures. Sometimes we will
need help with the choices we will need to make when opportunities for personal growth occur. I believe your
management trainee position is the very challenge and opportunity that will help my career grow, and I would appreciate
your consideration of my résumé.

This cover letter sounds more like a graduation speech. Being overly dramatic is not appropriate for a job-application cover
letter; strive for a more professional, neutral tone.

Dear Mr. Adams:

I wish to be considered for your management trainee position. I have no working experience in a company like Carlton Data
Management or in the advertised position, but I acquired excellent organizational skills from my college courses. I think that
my enthusiasm will more than make up for my lack of work experience. Please consider my enclosed résumé.

It is best not to lead with your weaknesses. Rather, concentrate on what you can offer the company.

Dear Sirs:

I am applying for the management trainee position that I saw advertised in the newspaper. I feel I am qualified for the
position.

With four years of college behind me, I am seeking a new challenge in a position where I can use my people-oriented skills.

Here is my résumé and a list of contacts who will give you information about my background, skills, and my tireless energy. I
am an action-oriented people person and a team player, excited about the potential for growth and ever-increasing
responsibility. I would love to share ideas with you.

I look forward to meeting you as you search for the best possible candidate for this important position in your company.

This letter is shallow and slightly jumbled. Strive for better organization and stay focused on the company’s needs.
 Writing Job-Application Letters
Blinn College – Bryan Writing Center
Spring 2023

Sample Job Application Letters

187 Jackson St.

Bryan, TX 77802

March 20, 2016

Ms. Ann Porter Inside Address. If you are writing to an individual who has a professional title—such as
Professor, Dr., or, for public officials, Honorable—use it. If not, use Mr. or Ms. (unless you
Personnel Office know the recipient prefers Mrs. or Miss). Include the complete mailing address: street
Bryan Medical Center number and name, city, state, and zip code.
3452 Texas Avenue
Bryan, TX 77805
Salutation. Use an appropriate title (Mr., Ms., Dr., Professor) and the person’s name. If
Dear Ms. Porter: you do not know the name, use a title (Human Resources Coordinator, Manager, etc.). Add
a colon at the end of the salutation.

I had the opportunity to meet with you last month at the Texas A&M University Job
Fair and to learn about the new Bryan Medical Center. I am interested in the ward
clerk position that I found posted on your employment website. Note that this
applicant chooses to
combine her work
I have worked for five years as a Licensed Vocational Nurse and hold a bachelor’s experience and
degree in biology from Texas A&M University. My nursing experience on medical college education
and surgical wards would help me in the ward clerk position, having reviewed lab into one paragraph.
She wishes to focus
reports, read doctors’ orders, and scheduled procedures using two different hospital more on her nursing
computer programs. My studies in biology have given me an excellent understanding experience rather
of laboratory test results. Additionally, I have acquired valuable interpersonal skills than her degree,
perhaps not wishing
and have a good working knowledge of complex telephone and paging systems, all of to appear
which would help me keep up with the demands of a busy hospital ward. overqualified for
the position.
The enclosed résumé will give you the details of my medical training and experience,
along with my other qualifications. I would appreciate an interview with you at your
convenience. My phone number is (979) 846-8698, and my e-mail address is
psmith@[Link]. The best time to reach me is weekdays from 8:00-10:00 a.m.
Complimentary Close. The conventional
Sincerely, phrases Sincerely, Sincerely yours, Yours very
truly, and Very truly yours are interchangeable.

Signature. Type your full name

on the fourth line below the
Paula Smith, L. V. N. complimentary close. Sign the
letter in blue or black ink above
the typewritten name.
Enclosure The enclosure notation refers to the résumé.
 Writing Job-Application Letters
Blinn College – Bryan Writing Center
Spring 2023

1781 Weber Road

Warminster, PA 18974 Applicant’s Address.

January 17, 2003

Inside Address. If you are writing to an individual who has a professional title—such
Mr. Harry Gail as Professor, Dr., or, for public officials, Honorable—use it. If not, use Mr. or Ms.
(unless you know the recipient prefers Mrs. or Miss). Include the complete mailing
Fox Run Medical Center address: street number and name, city, state, and zip code.
399 N. Abbey Road
Warminster, PA 18974 Salutation. The traditional salutation is Dear, followed by an appropriate courtesy title (Mr.,
Ms., Dr., Professor) and the person’s last name. If you do not know the name, use a title
Dear Mr. Gail: (Human Resources Coordinator, Manager, etc.). Add a colon, not a comma, at the end of the
salutation.

Last April I contacted your office regarding the possibility of an internship as a The writer
laboratory assistant at your center. Your assistant, Mary McGuire, told me then that gracefully
suggests that
you might consider such a position this year. With the experience I have gained since she would be an
last year, I believe I would be a valuable addition to your center in many ways. even better
candidate this
year than last
At Harmon College, I have earned a 3.7 GPA in 36 credits in chemistry and biology; year.
all but two of these courses had laboratory components. One skill stressed at Harmon
is the ability to communicate effectively, both in writing and orally. Our science
courses have extensive writing and speaking requirements; my portfolio includes The writer is
seven research papers and lab reports of more than 20 pages each, and I have making two
delivered four oral presentations, one of 45 minutes, to classes. points: she is
experienced in the
lab, and she is an
At GlaxoSmithKline, where I currently work part-time, I analyze molecular data on experienced
an E & S PS3000, a Macintosh, and an HP laptop. I have tried to remain current with communicator. By
mentioning her
the latest advances; my manager at GlaxoSmithKline has allowed me to attend two portfolio, she is
different two-day in-house seminars on computerized data analysis using SAS. My suggesting that she
experience as the manager of a 12-person office for four years helped me acquire would be happy to
show the reader
interpersonal skills that would benefit Fox Run. her documents.
This statement is
More information about my education and experience is included in the enclosed an example of
understated self-
résumé, but I would appreciate the opportunity to meet with you at your convenience confidence.
to discuss my application. If you would like any additional information about
Harmon’s internship program or me, please write to me at the above address, call me
at (215) 555-3999, or e-mail me at linderap423@[Link].
Complimentary Close. The conventional phrases Sincerely,
Very truly yours, Sincerely yours, Yours very truly, and Very truly yours are
interchangeable.

Signature. Type your full name on the fourth line below the
Alice P. Linder complimentary close. Sign the letter, in blue or black ink, above
the typewritten name.

Enclosure The enclosure notation refers to the résumé.

Job-Application Letter from this source:

Markel, Mike. Technical Communication. 8th ed., Bedford/St. Martin’s, 2007, pp. 387-93.