A JOB APPLICATION LETTER

A job application letter, also known as a part of cover letter, should be sent or uploaded with
your resume /CV when applying for jobs. While your resume/CV offers a history of your work experience
and an outline of your skills and accomplishments, the job application letter you send to an employer
explains why you are qualified for the position and should be selected for an interview.
Writing a cover letter is a key part of the job application process. A great cover letter will impress
potential employers, set you apart from other applicants, and get you more interviews. A poorly written
cover letter will hurt your chances of landing any work at all. Don’t write a bad one. Learn how to write a
cover letter/application letter for a job, so you can create a complete application letter that resonates with
hiring managers everywhere.
Follow these simple instructions, and you’ll be able to assemble the best cover letter possible.
 Length: A letter of application should be no more than one page long.
 Format and Page Margins: A letter of application should be single-spaced with a space between
each paragraph. Use about 1" margins and align your text to the left, which is the standard
alignment for most documents.
 Font: Use a traditional font such as Times New Roman, Arial, or Calibri. The font size should be
between 10 and 12 points.
There are also set rules for the sections included in the letter, from salutation to sign-off, and how the letter
is organized. What should you include in a cover letter /an application letter ?

1. Personal Details / Personal Contact Information

In this part, it should be written :

 Your Name
 Your Address (Your City, State, and Zip Code )
 Your Phone Number
 Your Email Address
Example :
Aubrey Applicant
123 Main Street
Anytown, CA 12345
555-555-5555
aubrey.applicant@email.com
2. Date
In the day-month-year format (used in the UK and other countries), do not use commas at all.
Incorrect : On May 13th, 2007 Daniel was born.
Correct : On May 13, 2007, Daniel was born. ( US)
Incorrect : On 13 May, 2007, Daniel was born.
Correct : On 13 May 2007 Daniel was born. (GB)
Correct : Daniel was born on the 13th of May .
Correct : Daniel was born on the thirteenth of May.

British Abbreviated Dates

 13/04/14, 13.04.14, 13-04-14

 13/04/2014, 13.04.2014, 13-04-2014
 13Apr2014, 13-Apr-14, 13-4-05

American Abbreviated Dates

 04/13/14, 04.13.14, 04-13-14

 04/13/2014, 04.13.2014, 04-13-2014
 Apr. 13, 2014
 Year before month

3. Heading/ Employer Contact Information/ Employer’s Address

A letter of application should begin with both your and the employer's contact information (name,
address, phone number, email) followed by the date. If this is an email rather than an actual letter,
include your contact information at the end of the letter, after your signature.
 Name
 Job Title
 Company Name
 Company Address
Example :
Catherine Lee
Director, Human Resources
Sunny Days Daycare Center
123 Business Rd.
Business City, NY 54321

4. Salutation

The most common salutation is "Dear Mr./Ms." followed by the person's last name. Find
appropriate application letter salutations including what to do if you don't know the person's name,
or are unsure of a contact's gender. If you're having trouble finding this information, you can call
the company to ask who you should address your application to. You can also use ‘To whom it may
concern’, but it’s best to only use this as a last resort.
 Examples of General Salutations
 Dear Hiring Manager. ( it might still be the better choice)
 To Whom It May Concern.
 Dear Human Resources Manager.
 Dear Sir or Madam. ((it shows you have proper manners and respect)
 Dear Company Name Recruiter.

Gender-Neutral Names Gender-Specific Titles Professional / Academic Titles

Dear Adrian Allen, Dear Mr. Cooper, Dear Doctor Adams,

Generic Salutations Department / Team Greetings

Dear Hiring Manager , Dear [Department] Manager,

5. Opening Paragraph

In this introduction paragraph , you mention why you are interested in the job . Explain why you think
the job is exciting to you and why you’re right for it.
There are three kinds of opening paragraphs /introduction in an application letter. They are solicited
opening , unsolicited opening ,and referral opening.

 A solicited opening paragraph /introduction is used if a person is applying for a posted job
advertisement. On the other hand, an unsolicited opening paragraph / introduction is used when a
job seeker may desire employment with a particular company that has not posted open job
requisitions. In this case, an unsolicited opening paragraph is used as an inquiry about possible
openings and to gain a hiring managers attention. The letter may be addressed to the head of the
Human Resource department or to the manager of a particular division. The letter is most likely to
be read when it is addressed to a particular person rather than the generic to ‘whom it may
concern’ salutation. Then, the last one is referral opening normally known as referral cover
letter mentions the name of a person who has referred you to a job. You'll need to explain the
relationship if your referral is someone the hiring manager has never heard of. Example: Jane
Doe, the SEO Manager in the Marketing Department suggested I contact you. This can be a great
way to gain an employer’s interest, particularly if the individual providing the referral is known to
the company you are interested in working for.

These are the examples of solicited opening paragraphs .

o “I have read your advertisement of the junior research assistant position with great interest
and would like to use this opportunity to apply for the position. What has particularly sparked
my interest in this job is…”
 o “The sales position advertised by you sounds like a great match with the skills and
qualifications that I have been able to acquire during [relevant study program or
employment]:…”
o “Having finished my education in international business, I’m in search of an opportunity to
combine my passion for exploring cultures with my professional career. Your advertisement of
the position as business development manager for the French market, therefore, appears very
intriguing to me. …”

These are the examples of unsolicited opening paragraphs normally can be found in cold cover letter.
A cold cover letter is an uninvited inquiry to an employer, recruiter or other hiring manager regarding
possible job opportunities. Basically, the cold cover letter is the letter written to the hiring manager of a
company for a job that has not been advertised and might not even be available yet. These are the examples
of unsolicited opening paragraphs

o I am writing to express my interest in acquiring a position at Global Accommodation Services. I

am very familiar with the company’s excellent reputation for supplying high quality
consultation services to the hotel and special event convention industries.
o Independent schools such as Greenwood Elementary require a hardworking, organized
administrative staff to ensure that the school runs successfully and efficiently. My
administrative experience and organizational skills would help contribute to the long history of
success at Greenwood School.
o I am writing to inquire about possible roles within your company. Attached is my resume for
your review.

Examples of referral opening paragraphs :

 I am writing to express my interest in your Marketing Operative position, as referred to me by

Elizabeth Zen, who as you may know, is part of your managerial team for the Marketing
department. Elizabeth and I worked together in a previous role at White Papers Inc. and suggested
that I might be a good fit as an applicant.
 My colleague (or friend), John Smith, has mentioned that he feels I'd be a great fit for the current
opening in your accounting department."
 My colleague Joe Smith recommended that I contact you directly about this position. Joe and I
have worked closely in the industry for many years, and he thought that I would be a good match
for Rubymax.

6. Body Of The Letter

Your body of the letter should accomplish several objectives such as :

o Advertise your skills and accomplishments.

o Pinpoint challenges you want to address.
 o Explain why you’re the right fit.
o Entice the reader to keep reading

Middle paragraphs of application letter are the most important part of your letter. Remember how you
gathered all that information about what employers were seeking, and how you could meet their needs. This
is where you'll share those relevant details on your experience and accomplishments. Include a brief
summary about how your skills and experiences match the job description. A short bullet list is fine .
Body Of Application Letter/ Cover Letter . In this part ,you state the following :

 What can you do for the company?

 You outline a relevant career goal ?
 Why should an employer be interested in hiring you?
 Give evidence of your experience.
 Education and qualifications
o name of the university
o dates studied
o name of the degree or major subjects
o certificates
 Work history
o A chronological list
o Only related jobs should be posted
 Interests and achievements
o Don't use the old boring cliches here: “socialising with friends”.
o Hobbies that are a little out of the ordinary can help you to stand out from the
crowd.
o Any interests relevant to the job are worth mentioning.
 Skills
o Languages
o Computing
o Driving
 References

Normally two referees are sufficient

o academic
o from an employer

References are people you can rely on to provide positive recommendations for you when applying for
jobs or higher education opportunities. The people you list as references should know your abilities,
previous experience and skills you possess, and be willing to recommend you as a viable candidate for the
positions for which you apply. Follow these steps to learn how to properly create a reference list.
 Select the people you think would make good references. Generally, companies will ask for two to three
references, if they ask for any references at all. Just in case, make a list of four to five people you think
would be good, on the off chance that one of the people you select does not want to be a reference. You
should pick people who have worked closely with you in a school or work setting. Choose former
supervisors, employers, coordinators, or teachers or faculty members who can share information about the
positive abilities, skills and qualifications you have to offer.

You could also select colleagues, peers or co-workers who can provide insight to your work ethic, skill
levels and abilities. People who can provide examples detailing your positive qualities because of your work
relationships are effective references. Give a brief account of how you know the person, and explain how
they came to be familiar with your work qualifications. In addition, if the person recommended that you
apply for this particular position, take the opportunity to mention why they are endorsing you. What specific
qualities of yours made them think that you would be a good fit for the company?

Components of a good closing part of application letter

Sum up your professional strengths, don’t simply repeat phrases the hiring manager has already read.
Always wrap up your application letter/ cover letter with a powerful affirmation of why you are a suitable
candidate and a suggestion on the next step - a meeting, phone call, interview or discussion. Motivate the
reader to take action. An enthusiastic and positive finish will grab the reader's attention. Use one of these
application letter /cover letter closing paragraph examples to get the results you want. Here are the rules :

o Be polite and confident.

o Say thanks. Make sure to offer thanks for their time and consideration, and choose a professional
closing salutation such as, “Sincerely,” “Best regards” or “Thank you for your consideration.”
Avoid overly familiar phrases like, “Yours,” “Cheers” or “Take care.”

Examples :
 I am eager to sit down and discuss this opportunity with you on how I would be an excellent
asset to your team. You can reach me at the phone number on my resume or via email to
schedule an appointment. Or, I will make a note to contact you by email in the near future to
set up a time to talk. Thank you for considering me.
 I believe that it would be worthwhile for us to meet face-to-face to discuss the position and
how I could make a positive contribution to your organization. Please contact me at the
number or email address above to arrange an appointment or should you require any
additional information from me. Thanks for your time and consideration.
 Thank you for your time. I look forward to speaking to your further about my in-depth
experience and passion for all aspects of web development. You can reach me at [phone
number and email].”
 “I would love the chance to further discuss the position and what skills I’d bring to the job.
Thank you for considering my application.”
  “I believe my five years of experience in user design, specifically working in the finance
industry, will be an excellent match for this job. I welcome the chance to discuss how my
qualifications will contribute to your firm’s success. Thank you for your consideration.”
 “With my extensive accounts payable experience, I believe I can quickly get up to speed in
this position. I’d welcome the opportunity to speak with you more about my qualifications at
[phone number and email]. Thank you for your time.”
 "I would welcome the opportunity to discuss with you how I can be of benefit to the
company. I will call you over the next few days to make an appointment at a time that is
convenient to you. Thank you for your consideration"
 "I have enclosed my resume which will further expand on my skills and experience. I would
appreciate the opportunity to meet and discuss your position further. Please contact me on
00.000.000 or by email to set up an appointment. Thank you for your time and
consideration."
 "I am confident I can add real value to your organization. I am excited to learn more about
this job opportunity and will call you next Tuesday to set up a meeting. Thank you for your
time."
 "I believe I am particularly well qualified for this position and I would welcome the chance
to meet with you to explore this further. I look forward to hearing from you soon. I can be
contacted on 00 000 000 or on this email."

6. Complimentary Closing Examples [Closing salutations]

You can use any standard formal business letter ending including:

o Sincerely,
o Best regards,
o Sincere regards,
o Yours truly,
o Respectfully,
o Thank you,
o Kind regards,
o With best regards,
o Best,
o Thank you for your consideration,
o Yours faithfully,
o Faithfully yours,
o Yours sincerely,
o Sincerely yours,
 7. Signature .
End with your signature, handwritten, followed by your typed name. If this is an email, simply include
your typed name, followed by your contact information. If you are sending your application letter or
inquiry letter by email, end with a polite sign-off followed by your full name. You do not need to sign a
cover letter that is being sent electronically. Write out your full name in the same font as the rest of the
letter, and there's no need for italics or a handwriting font. Emails do not contain a header with your
phone number or other contact information.