JOB APPLICATION LETTERS (COVER LETTERS)

 Although the basic objective of every job application is to draw a clear connection between
the job one is seeking and one’s qualifications, it serves several specific purposes. It:
 Introduces the applicant to the hiring organisation
 Introduces the applicant’s resume
 Highlights the applicant’s positive personal traits and achievements
 Shows how the applicant's special talents will benefit the organisation
 Emphasises how the applicant is right for the job by matching the requirements of the job
with his/her qualifications
 Asks for an opportunity to be interviewed by the organisation
SELF-ANALYSIS

 Writing a job application letter may involve a careful self-analysis. The applicant should
evaluate his/her academic and professional qualifications, learned and intuitive skills,
special traits and strengths, experiences, and career goals and interests.
 Moreover, he/she will have to research the company or organisation to know their
needs so that he can match his personal strengths to employers’ needs and job
requirements.
 It should be organised very tactfully because the reader is under no obligation to call
the applicant for an interview. The applicant must ensure that the employer gives the
attention that is needed to positively evaluate his/her credentials and is able to see the
match between his/her qualifications and the requirements for the job.
JOB APPLICATION LETTER DESIGN
PARTS OF A JOB APPLICATION: OPENING

 The opening of an application letter is the most important part of a “job application
package” because it sets the tone and focus of the application.
 The way an application letter opens depends on whether the applicant is writing in
response to job advertisements/announcements (solicited) or he/she is exploring possible
openings in a firm, company, department, or institution (unsolicited).
SOLICITED APPLICATION LETTERS: STRATEGIES

 1. Mentioning Source of Information

 The letter may open by mentioning the source of the information about the job clearly—
newspaper advertisement, website vacancy notice, company circular.
 Your advertisement for a Materials Manger in the May 5, 2015 issue of The Times of India
(New Delhi edition) caught my attention because with a Diploma in Materials Management
and four years experience in the procurement of raw materials, I could serve JBM well.
 I am writing in response to your advertisement in the Opportunities section of your
company’s website, for software professionals for your development centre at Kolkata. As a
software engineer having more than six years of experience in an IT organisation, with
extensive exposure to design, development, and testing, I would be able to contribute to
the growth and development of your company
2. MATCHING CREDENTIALS TO EMPLOYER NEEDS

 An important strategy to open a solicited letter of application could be to focus on the

applicant’s qualifications that meet the needs of the prospective employer.
 My 15 years’ experience in export of automobile components, with thorough knowledge of the
international market and export documentation, has given me well-rounded skills in Export Marketing to
meet the challenges of Head, Export marketing, the position that your company advertised in the March
6, 2015 issue of The Hindu.
 As I am a [Link]. in Chemical Engineering from the Indian Institute of Technology, New
Delhi, with six years experience in selling Filtration and Fluid Purification Products and
Equipment covering applications such as Hydraulic Fluids and Process Fluids, I have the
qualifications described in your advertisement for a Sales and Application Engineer at the
Filtration Division of your company.
3. USING REFERENCES

 Making use of references is a popular strategy to open solicited application letters. It

strengthens the application because most of the employers prefer to hire known people
rather than strangers.
 Ms Seema Bhardwaj, a career counsellor at your business school, told me that ICFAI is
looking for research associates. As an MBA from IIM Bangalore with two years academic
experience, I am particularly interested in being a part of your institute’s Centre for
Management Research.
 I have been told by Mr Ravi Mehta, a member of your Technical Support Team and an
alumnus of our institute, that you need sales engineers with experience in cement
machinery and spare parts for your engineering centre in Chennai. I am a first class degree
holder in Mechanical Engineering and have been assistant sales manager with F.L. Smith
Limited for four years. I believe I have the qualifications and skills that you need.
UNSOLICITED APPLICATION LETTERS

 When a job is not advertised and the applicant is writing to explore possible openings,
more persuasive strategies should be used to open a letter of application. One of the
following strategies may catch the attention of the reader:
[Link] STIMULATING QUESTIONS THAT HIGHLIGHT YOUR
STRENGTHS

 Using stimulating questions that highlight the applicant’s qualifications and strengths is an
effective strategy to open unsolicited application letters. It attracts the attention of the
reader by raising his/her curiosity to continue.
 Is your well-diversified infrastructure industrial conglomerate on the look out for
professionals with relevant experience in the maintenance of large size cement plants and
a high degree of commitment to lead your company’s growth plans?
o Are you looking for professionals who have sufficient experience in
installation/commissioning and operations of thermal plants with hands-on experience on
various processes and controls for efficient and trouble-free operations of the power plant
with optimal utilisation of resources?
 Will your fast growing company be able to utilise the services of a software developer with
knowledge of and experience in J2EE EJB, Servlets, JSP, JDBC, HTML, and RDMBS?
USING FACTS THAT SHOW UNDERSTANDING OF THE
EMPLOYER’S BUSINESS

 Using facts that reflect an appreciation, understanding, or knowledge of the employer’s business
could be an effective opening for unsolicited application letters.
 Since Zafin Labs is a global leader in product innovation solutions targeted towards
revenue recognition and revenue generation, it may need high calibre IT professionals
who can efficiently handle both offshore and onsite projects in coordination with its
global clients. As a quality engineer with eight years of experience in software
functional and system level testing policies and procedures, I would be able to
contribute to the growth of Zafin’s Offshore Development Centre at Kolkata.
 I have watched with interest the growth of JBM, a well recognised synonym for sheet
metal technologies. With the addition of new facilities and continuous expansion, the
growth of human assets—horizontally and vertically—seems to be a regular
phenomenon at JBM. Do you have an opening for a seasoned professional with a
proven track record in quality assurance systems?
USING STARTLING STATEMENTS

 An unsolicited letter of application may open by using a startling statement. Surprising or

unexpected statements, or statistics that surprise can be used. Sometimes, this could be
very effective in capturing the attention of the reader.
 Delivering value: Two words that unequivocally express what it is to be a part of
a company like yours. The Enterprise Solutions at your company has established
leadership in delivering value to global corporations by leveraging business and
IT expertise. Can you use the services of a talented professional who is capable
of working with your global partners in CRM, SCM, EAI, ERP, and Business
Intelligence in the role of a consultant?
 Your company has a tradition of providing excellent channels for personal development,
working with international teams and possibilities to work across borders. Yes, it is the one
thing that attracts me to Ericsson – the worldwide leader in communication. As I always
wanted to work for a company where I would be a part of a worldwide team, I would like to
know if you have any opening for a high profile professional in telecom management.
 While I was doing an internship at your company’s X office in December 2022 for a
month, I didn’t want to leave. So I decided I shouldn’t—and immediately went to check
out job openings at your company website.
EXERCISE

 Rewrite the following opening paragraph of a job application letter to make it more
appropriate and effective according to the prompt given in the brackets:
 This is to inform you that I am a young and competent graduate in Computer Science with
4 years hand-on implementation and maintenance experience on MS Clusters, Unix
Clusters (AIX), Cisco series of Routers, Security Devices, Layer 3-2 switches, Internet and
Internet Technologies, TCP/ IP, LAN and VAN protocols and high speed leased line in a large
network environment. I am interested in your company. I am sure your company is one of
the companies that create jobs and roles where employees feel they have some control
over what they do, where professional relationships are valued, and where more than lip
service is paid to the work-life balance. (Use a startling statement as a technique to attract
the attention of the reader.)
SAMPLE ANSWER

 The best companies create jobs and roles where employees feel in control, where
professional relationships are valued, and where work-life balance is not just a dream. I
believe your company is one of them which is why I would like to work with you. I am sure
you will be able to use the services of a young and competent graduate in Computer
Science with 4 years hands on implementation and maintenance experience in MS
Clusters, Unix Clusters (AIX), Cisco series of Routers, Security Devices, Layer 3-2 switches,
Internet and Internet Technologies, TCP/IP, LAN and VAN protocols and high speed leased
line in a large network environment.
BODY

 After capturing attention, a persuasive letter must retain that attention and convince
the employer that the applicant is worth hiring.
 As convincing the employer of his/her worthiness could be a difficult task due to the
presence of competing candidates, the applicant has to substantiate his/her claims
with facts, figures, testimonials, and examples. A few paragraphs of explanation may
be given in support of his/her case.
 It is important to be brief, direct and specific.
QUALIFICATIONS AND EXPERIENCE

 A summary of the applicant’s qualifications, professional training, and experiences should

be presented.
 If the applicant has sufficient experience in the field of employment, he/ she should
emphasise his/her experiences.
 However, if they are a fresher with little or no experience, they should emphasise their
qualifications, special training, professional development programmes, or any
refresher/orientation courses that they might have done.
HIGHLIGHT YOUR STRENGTHS

 The applicants should describe his/her strong points and special assets. He/She should also
mention his/her intuitive and learned skills, special traits, and positive qualities
that are normally not included in the resume.
DESCRIBE CAPABILITIES

 Most employers would like to know what the applicant is capable of doing as well as
what he/she can actually do for their organisations.
 They would like to see the match between his/her qualifications and the
requirements of the job. The applicant may have impressive qualifications and
experiences but the employers would be more interested in knowing whether he/she has
the right qualifications and experiences..
 If the application is writing a solicited letter of application, he/she should explain how
his/her qualifications and experience fill the stated requirements.
 If he/she is writing an unsolicited letter of application, he/ she should research the
company or organisation well in order to know their needs.
 He/she should relate his/her qualifications and experiences to the needs of the employer
and requirements of the job. Showing how his/her qualifications and skills fit the job he/she
is seeking is a key factor in persuasive job applications.
EXAMPLE A: TWO PARAGRAPHS

Your job notification indicated that you are looking for someone with experience in network planning and design. Designing
Radio/Transmission networks and systems is a major focus of my present position as Network Planning Engineer at
ERICSSON. Working in a 650 strong enterprise with high profile and result-oriented professionals has provided me with
extensive experience and exposure in Transmission design, Digital Cross Connect, and frequency planning of Microwave
Network. With good understanding of cell planning principles/RF Engineering/RBS(BSS), CME 20 products, and ITU
recommendations, I have been able to use, Tems Cell Planner, Tems Investigation/Classic, OCS and other planning and
optimisation tools.
WHAT IT DOES:
1. States the main job requirement
2. Indicates that the candidate has the qualification + indirectly introduces their work experience
3. Talks about the work experience in detail – points out the expertise it has brought the candidate
4. Both the theoretical and practical knowledge of the candidate are highlighted here
 My strong understanding of the telecommunication business and technologies has given
me the ability to operate with end customer perspective and with high efficiency. With
strong consulting, communication, and interpersonal skills, and an ability to work in cross-
functional teams, I have been able live up-to commitments with a sense of urgency. With
the qualifications and skills you are seeking, I believe I would be able to get the desired
results for your company.
 What it does:
 Re-states the candidate’s qualifications (core expertise) that make him/her suitable for the
job
 Introduces their skill-set
 Claim that they can contribute to the company because of both
EXAMPLE B

I have the following qualifications to my credit:

o Five years of formal professional training that includes B Tech in Electronics from Delhi College
of Engineering and a Post Graduate Diploma in Engineering Management from the Indian
Institute for Production Management, Rourkela.
o Two years of experience as a Sales Engineer at Micro Systems and Controls, Kolkata.
o Strong in consulting and communication skills with the ability to interact with clients at all
levels, demonstrated through strong influencing and negotiation skills.
o What it introduces:
o 1. Academic qualifications
o 2. Experience
o 3. Skill-set
EXAMPLE C

Developing market strategies and programme to address key issues, analysing market competition, conducting
market research to identify opportunities and threats, developing marketing plans for new products and line
extensions, and executing their launch are some of my key duties as a Product Specialist at Pfizer Limited.
Working in a leading company like Pfizer with high profile professionals has provided me with extensive experience in
product management that your Product Manager position requires. With a sound understanding of business and
management principles in selling premium products, excellent analytical skills, and the ability to assess and interpret
key market trends and patterns, I would be able to serve your company well.
What it does:
Introduces the roles and responsibilities the future job could demand and makes it clear that the candidate is
conversant with them through their previous job
Introduces their work experience
Relates it to their possible contribution in the job they are applying for
EXAMPLE D

 My education includes a BSc in Physics, and a Post Graduate Diploma in Sales Management.
During the past three years, I have gained hands-on experience in brand sales as Sales Manager
at Times Internet Limited, a reputed media organisation. My track record reflects outstanding
success in building and maintaining relationship is with corporate decision-makers, and
establishing large volume, high-profit accounts. With excellent client relationship and
management skills and an ability to relate and interface easily at the top executive levels, I have
been able to set and achieve stretch targets in a highly competitive marketplace and would like
to put my professional knowledge and experience to work for you.
 Academic qualifications
 Work Experience
 Key qualities and skills
 Links it with their possible contribution to the future job
ANALYSE THE FOLLOWING MIDDLE PARAGRAPH OF A JOB APPLICATION LETTER IN
THE LIGHT OF THE ABOVE DISCUSSION AND REWRITE IT TO MAKE IT MORE
EFFECTIVE:

 I am a fresh graduate because I have recently graduated from Indian School of Mines,
Dhanbad. I did Bachelor of Technology in Electronics. My overall grade point average is
excellent. I got very high GPA in third year. I got best student award for this. Also, I also
received the ISM Merit scholarship. I got first position in Inter-University Debate
Competition in March 2003, and second position in ISM Elocution Competition, 2004. I took
active interest and participation in extra-curricular as well as co-curricular activities in the
college. I had been a member of National Cadet Corps for three years. I learned many
things. These included the value of self-discipline and commitment. I have a sound
academic background, good verbal and written communications skills, proficiency in
computers, and a high degree of commitment.
SAMPLE ANSWER

 My academic record reflects my sincerity and strong determination. In 2004, I graduated

with a Bachelor of Technology in Electronics from the Indian School of Mines, Dhanbad with
an overall grade point average of 4.48. I got best student award in third year for
achievement. I also received the ISM Merit Scholarship during 2002–2003 for my academic
performance. As a dynamic, extroverted student, I took active interest and participation in
extra-curricular as well as co-curricular activities in the college. I won first position in the
Inter-University Debate Competition in March 2003, and second position in the ISM
Elocution Competition, 2004. As a member of the National Cadet Corps for three years, I
learned the value of self-discipline and commitment, and prepared myself to become a
member of a committed, workforce like yours.
 As I have a sound academic background, good verbal and written communication skills,
proficiency in computers, and a high degree of commitment, I would be able to contribute
to the growth and expansion of your company.
CLOSING

 After supporting his/her candidature, the applicant has to conclude the letter by motivating
the reader to act. He/She should tell the reader how he/she can get in touch with him/her
and request a formal interview. In order to persuade the reader to act, the following steps
may be followed:
REFER TO THE RÉSUMÉ

Refer the employer to the attached résumé for getting additional information regarding
education, training, experiences, skills, and achievements.
 Enclosed is my résumé, which provides additional information regarding my education,
training, experiences, skills, achievements, and references.
 The details of my education, training, and experiences are outlined in the enclosed resume.

 Please find enclosed my résumé for your kind consideration.

RESTATE INTEREST IN THE COMPANY OR REINFORCE
SUITABILITY FOR THE POSITION

While closing a solicited letter of application, the applicant may restate his/her interest in
the company or reinforce his/her suitability for the position.
 I am excited by an opportunity such as the one you advertised, and I believe I would be an
asset to Reach Management Consultants Private Limited.
 I have been looking for an opening like this one, which provides a fast moving, dynamic
work environment, and accelerated and challenging growth opportunities.
 I believe I do possess all the qualifications and skills needed to meet the challenges of a
System Administrator in your firm.
 I am confident that I possess all the necessary qualifications for the position and would be
able to contribute to the growth of your company.
EXPRESS EAGERNESS TO MEET THE EMPLOYER OR DIRECTLY
ASK FOR AN INTERVIEW

 I look forward to having the opportunity to talk with you at your convenience, about the
Project Execution Engineer position.
 Could you please arrange an interview at your convenience so that I may discuss my
qualifications in detail?
 I would appreciate meeting with you to discuss how my experience in design of electro-
mechanical equipment for hydropower stations/EHV Switchgear/DCS system could
contribute to Jaiprakash Associates Limited.
 I would welcome any opportunity to further discuss my qualifications for the position of a
Planning Engineer at your firm.
 I am eager to talk further with you about the Software Specialist position at your Dubai
office. May I request you to fix a date for a meeting?
 I would like to talk with you about how I can put my qualifications and skills to work for
Wisetech Solutions Pvt Ltd.
INCLUDE CONTACT INFORMATION SUCH AS PHONE NUMBERS, E-MAIL, DATE, AND TIME

 You can reach me at (91 33) 233822788 between 8:00 a.m. and 6:00 p.m, or contact me
via e-mail: anurags@[Link].
 You can reach me through telephone between 8:00 a.m. and 6:00 p.m. at 9835212288.
 I can be contacted at (011) 28463971.
 You can reach me at (020) 22175983 after 6.00 pm.
REVISE THE FOLLOWING CLOSING PARAGRAPHS OF JOB APPLICATION
LETTERS TO MAKE THEM MORE APPROPRIATE AND EFFECTIVE:

If you want additional information regarding my education, experience, and references, you
should refer to my enclosed résumé. I would like to restate that I want to join your
organisation. You can talk to me if you want to discuss my suitability for this position. My
telephone number is (0326) 2301589 and my mobile number is 9835412475. Do not call me
before 6:00 p.m. You can contact me via e-mail also. My email address is
prateekr@[Link].
SAMPLE ANSWER

 Please refer to my enclosed résumé, providing additional information regarding my

education, experience, and references. As I am keen to be a part of your fast growing
organisation, I would like to talk with you about how I can put my qualifications and skills to
work for you. You can reach me at (0326) 2301589 or 9835412475 after 6:00 pm, or
contact me via e-mail at prateekr@[Link].
CLOSING

 After supporting his/her candidature, the applicant has to conclude the letter by motivating
the reader to act. He/She should tell the reader how he/she can get in touch with him/her
and request a formal interview. In order to persuade the reader to act, the following steps
may be followed:
REFER TO THE RÉSUMÉ

Refer the employer to the attached résumé for getting additional information regarding
education, training, experiences, skills, and achievements.
 Enclosed is my résumé, which provides additional information regarding my education,
training, experiences, skills, achievements, and references.
 The details of my education, training, and experiences are outlined in the enclosed resume.

 Please find enclosed my résumé for your kind consideration.

RESTATE INTEREST IN THE COMPANY OR REINFORCE
SUITABILITY FOR THE POSITION

While closing a solicited letter of application, the applicant may restate his/her interest in the
company or reinforce his/her suitability for the position.
 I am excited by an opportunity such as the one you advertised, and I believe I would be an
asset to Reach Management Consultants Private Limited.
 I have been looking for an opening like this one, which provides a fast moving, dynamic
work environment, and accelerated and challenging growth opportunities.
 I believe I do possess all the qualifications and skills needed to meet the challenges of a
System Administrator in your firm.
 I am confident that I possess all the necessary qualifications for the position and would be
able to contribute to the growth of your company.
EXPRESS EAGERNESS TO MEET THE EMPLOYER OR DIRECTLY
ASK FOR AN INTERVIEW

 I look forward to having the opportunity to talk with you at your convenience, about the
Project Execution Engineer position.
 Could you please arrange an interview at your convenience so that I may discuss my
qualifications in detail?
 I would appreciate meeting with you to discuss how my experience in design of electro-
mechanical equipment for hydropower stations/EHV Switchgear/DCS system could
contribute to Jaiprakash Associates Limited.
 I would welcome any opportunity to further discuss my qualifi cations for the position of a
Planning Engineer at your firm.
 I am eager to talk further with you about the Software Specialist position at your Dubai
office. May I request you to fix a date for a meeting?
 I would like to talk with you about how I can put my qualifications and skills to work for
Wisetech Solutions Pvt Ltd.
INCLUDE CONTACT INFORMATION SUCH AS PHONE NUMBERS, E-MAIL, DATE, AND TIME

 You can reach me at (91 33) 233822788 between 8:00 a.m. and 6:00 p.m, or contact me
via e-mail: anurags@[Link].
 You can reach me through telephone between 8:00 a.m. and 6:00 p.m. at 9835212288.
 I can be contacted at (011) 28463971.
 You can reach me at (020) 22175983 after 6.00 pm.
REVISE THE FOLLOWING CLOSING PARAGRAPHS OF JOB APPLICATION
LETTERS TO MAKE THEM MORE APPROPRIATE AND EFFECTIVE:

If you want additional information regarding my education, experience, and references, you
should refer to my enclosed résumé. I would like to restate that I want to join your
organisation. You can talk to me if you want to discuss my suitability for this position. My
telephone number is (0326) 2301589 and my mobile number is 9835412475. Do not call me
before 6:00 p.m. You can contact me via e-mail also. My email address is
prateekr@[Link].
SAMPLE ANSWER

 Please refer to my enclosed résumé, providing additional information regarding my

education, experience, and references. As I am keen to be a part of your fast growing
organisation, I would like to talk with you about how I can put my qualifi cations and skills
to work for you. You can reach me at (0326) 2301589 or 9835412475 after 6:00 pm, or
contact me via e-mail at prateekr@[Link].
SOLICITED JOB APPLICATION
SAMPLE
1. Ref. to the source
of information
2. The candidate’s
awareness of the
job requirements
3. His work
experience

1. WE in detail
2. Skill-set
3. How they will help him
contribute to the
position applied for.

Ref. to resume
Desire for personal
interview
Contact Details
UNSOLICITED JOB APPLICATION LETTER
Stimulating
question.
Qualifications
introduced, the
organization praised
and willingness
suggested

Qualifications and
work experience

Reference to
resume,
restatement of
interest and
contact
information
SALUTATION

 If you are given the full name of the hiring professional or the manager that you'll work for, you can use the
surname in the greeting with the prefix Mr. or Ms. (don’t use Mrs. or Miss)
 Dear Mr. Sharma,
 Dear Ms. Samanth,
 If the gender is not known, you can write the full name without Mr. or Ms. like Dear Kiran Sharma
 If the name is not given, you can use Dear Hiring Manager or Dear Sir or Madam (though it is considered a bit
more old-fashioned now)
EXERCISE:

 Wisetech Solutions has advertised for the position of a Software Engineer in the Careers section of their website. You must
have 1 to 4 years of experience in IT organisations. MCA/Engineering graduates with extensive exposure to design,
development, and testing will be preferred. Proven expertise in any one of the following is essential:
 Web Technologies

 Java, EJB, J2EE, JSP, Web services, SOAP, CORBA, XML, J2ME, MQ Series, Websphere, Weblogic, Netscape server.
 Microsoft Technologies

 VB, ASP, IIS, MTS, Crystal Reports, VC++, NET, PL/SQL, Oracle 81/91, SQL Server, Windows C/C++.

 Multimedia

 Photoshop, Illustrator, Flash, 3D Max, Premiere, Director, After Effects, Elastic Reality, Sound Forge, Dreamweaver, HTML