JOB APPLICATION
An application letter, also known as a "cover letter," is sent with your resume
during the job application process. A letter adds more personality to your
application by providing more details about your background and interest in
the position, while a resume outlines your professional skills and experience
more.
What is a job application letter?
An application letter is a standalone document you submit to a potential
employer to express your interest in an open position. The job application
letter explains who you are as a professional and an individual. The letter
should highlight your achievements and skills, helping to get the attention
of the hiring manager or recruiter responsible for reviewing applications.
When written well, this letter explains to the reader why they should ask
you in for an interview and highlights the key qualifications that make you
a fit for the role.
A job application letter can impress a potential employer and set you
apart from other applicants. In your letter, you may also want to show
your familiarity with the company to which you’re applying. You can talk
about how your professional goals and aspirations align with the
company’s goals. It’s important to use your job application letter to
showcase aspects of your personality.
Job application letter tips
When preparing a job application letter, follow these tips to make sure
your letter includes the information a hiring manager needs:
1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
How to format an application letter
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:
1. Use a professional format.
2. Create the heading.
3. Address the letter to the hiring manager.
1. 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.
2. 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 city and ZIP code
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.
3. 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 unable to
find their preferred gender pronouns (she/her, them/they) of the individual
reviewing your application, you can use “Dear [first and last name]” or
“Dear Hiring Manager.”
How to write an application letter
1. Review information about the company and position
2. Open the letter by describing your interest
3. Outline your experience and qualifications
4. Include aspects of your personality
5. Express appreciation
6. Close the letter
1. 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.
2. 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 specific
interest in the role and company so the reader knows this is not a generic
application letter. 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.
Example: “I saw the posting for the marketing intern role on my
university’s online job board, and I am very interested. I’m drawn to your
company’s mission of innovation and putting the customer first. I am in
my final year of earning my bachelor’s degree in marketing with a minor
in communications, so I feel my educational experience has prepared me
to work in a fast-paced marketing department like the one within your
organization.”
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 nonprofit organization that provides educational opportunities to
underserved community members, you could talk about your experience
with nonprofit 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.
4. Include aspects of your personality
As you’re writing your job application letter, consider how you can
incorporate aspects of your personality while remaining professional. 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.
5. 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.
Example: “I appreciate the time you have taken to review my application
letter. Since you likely received a number of applications and letters for
this open position, I am extremely grateful for the time you have spent
reading about me and what would make me a good fit for this role.”
6. 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 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)