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How To Write A Job Application Letter (With Examples)

  • Best Business Salutations
  • Letter of Introduction
  • Close a Business Letter
  • Job Application Letter
  • Business Letter Layout
  • To Whom It May Concern
  • Letter Of Interest
  • Letter Envelope
  • Experience Letter
  • How To Write A Letter

Find a Job You Really Want In

While applying to jobs, you might be asked to provide a job application letter (sometimes referred to as a cover letter) along with your resume. A resume outlines your professional skills and experience, and a job application letter explains why you are an ideal candidate for the position you’re applying to.

You can think of this as a strictly formatted professional letter that gives hiring managers a sense of your individual qualities prior to a job interview.

This article outlines the essential details and formatting for a job application letter. You’ll learn how to write a concise and engaging letter that will increase your chances of being selected for an interview.

Key Takeaways:

A job application letter can also be known as a cover letter. It is a way to introduce how your skills and experience are a good match for the job.

A job application letter should have your contact information, employer contact information, and a salutation,

A job application application letter should have an introductory paragraph, middle paragraphs that explain your qualifications, and a closing paragraph.

Use specific experiences with quantifiable results to show how your skills were successfully put into action.

Make sure to do your research and edit your letter before submitting.

How To Write A Job Application Letter (With Examples)

Tips for writing a job application letter

Job application letter format, what’s the difference between a cover letter and a job application letter, dos and don’ts for writing a job application letter.

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If you’ve ever asked for advice on the job application process, you’ve likely heard the phrase “sell yourself” a million times over. This means that you should highlight your skills and achievements in a way that will pique a hiring manager ’s interest and make them pause over your application.

You might feel overwhelmed in the grand scheme of online applications, application/ cover letters , letters of intent , and interviews. It’s a lot to balance, especially if you have no experience with any of the things listed.

Remember to take everything one step at a time and review some helpful tips for writing a polished and engaging job application letter:

Tailor the application letter to each job. Your letter should address key points in the job description from the listing, as well as how you can apply your knowledge and experience to the position. You want to emphasize why you are the best candidate for this specific job.

Don’t copy information straight from your resume. Your resume is meant to act as a formal record of your professional experience, education, and accomplishments. The job application letter is where you highlight a few particular details from your resume, and use them to demonstrate how your experience can apply to the job.

Follow the business letter format. These letters have very strict formatting rules, to ensure that they appear as professional to hiring managers. A poorly formatted letter could prevent employers from taking your application seriously.

Proofread. Hiring managers will definitely overlook letters riddled with proofreading mistakes. Read your letter several times over to fix any grammar, punctuation, or spelling errors. You could ask someone else to look over it afterwards or run it through any number of online grammar check programs.

Decide on printing and mailing your letter or sending it in an email. An application letter sent through email requires a subject line that details your purpose for writing— consider “[job title], [your name].” The placement of your contact information is also different depending on the medium . In a hard copy, this goes at the top of your letter, as a header. In an email, it goes below your signature.

The following formatting information can be used as a guideline while drafting your own job application letter, with an example for both a printed/mailed letter and a letter sent through email.

Your contact information

Name Address City, State Zip Code Phone Number Email Address

Employer contact information

First paragraph

Middle paragraphs

This section should be about one to three paragraphs, discussing your various qualifications for the job. This is where you really emphasize what you could bring to the company and how you might fit into the work environment. It might be necessary to do some additional research about the company, to lend more specificity to your letter.

Final paragraph

Ending a cover letter might be a challenge, as you try to wrap up all the details about why you’re the most well-qualified employee on the planet. Let that confidence carry over into your concluding paragraph.

Sincerely/Best,

Job application letter example – printed and mailed

Robin Gomez 37 Southwest Avenue Gainesville, FL 12345 365-123-4567 [email protected] October 20, 2020 Ms. Martha Waters Hiring Manager Blue Swamp Publishing 27 Archer Street Gainesville, FL 67890 Dear Ms. Waters, My resume is attached in response to your advertisement for an editorial assistant . The job description aligns with my interest in editing short fiction, and I believe my experience and skills match what you’re looking for. This past year, I interned with the Editing, Design and Production department at Gator University Press. Over the course of two semesters, I interacted with academic texts at various stages before publication. I’m comfortable proofreading and copyediting manuscripts, as well as adding typesetting codes in Microsoft Word. I have also previously worked on the staff of Writers Student Literary Magazine in Jacksonville, FL , as the Fiction and Website Editor, as well as the head of the Proofreading Team. I played a significant role in the publication of six issues of the magazine, across a two year period (including print and online editions). My qualifications beyond this include experience in team-oriented settings and proficiency in creative and academic writing. I would love the opportunity to speak with you about how I can further contribute to Blue Swamp Publishing! Please feel free to contact me on my cell at 365-123-4567 if you have questions or to set up an interview. Sincerely, Robin Gomez

Job application letter example – emailed

Subject Line: Victoria Caruso – Public Relations Assistant Dear Ms. Janet Wang, I was excited when my colleague Rachel Smith told me that you were looking for a public relations assistant with a background in graphic design. She suggested that I reach out to you about the position, since I believe that my experience aligns well with what you are seeking at Trademark Agency. I worked alongside Rachel as a brand ambassador at a small graphic design company for three years, where I excelled in project management, strategy development, and client communication. This past spring, I played a significant role in designing the website for an up-and-coming multicultural women’s organization and publicizing their first few public events. Along with my experience and personal qualities, I prioritize: Expanding company recognition and designing unique brand details Managing media, press, and public relations issues for companies Developing company communication strategies Please see my attached resume for additional details about my career achievements. I hope to learn more about Trademark Agency’s goals for the coming year. You can contact me on my cell at 319-333-3333 or via email at [email protected]. Sincerely, Victoria Caruso 15th Avenue N Iowa City, Iowa 52240 319-333-3333 [email protected]

A cover letter normally is attached with a resume for a specific job opening, whereas a job application letter can be submitted independently. As already stated, a job application letter can also be known as a cover letter. Format wise, there are a lot of similarities.

However, a job application letter can also be more detailed than a cover a letter. Usually a cover letter acts a quick introduction to a resume when a candidate applies for a specific job opening.

Meanwhile, you can submit a job application letter to a company even if there are no job openings. In this case, you would provide more detail about yourself and your qualifications. Due to this, job application letters tend to be a little longer than the average cover letter.

Now that we’ve gone through the basic formatting for a job application letter and a few examples of what one might look like, how can we condense all that information into digestible pieces?

Refer to these lists of “dos” and “don’ts” to help you through your drafting process:

Explain what you can bring to the company. Consider: how is your experience relevant to what the hiring manager is looking for?

Discuss your skills. Pick out a few skills listed in your resume and describe how you have utilized them in the workplace.

Give specific examples to support your experience. Is there a major project you worked on at your last job ? Did you accomplish something significant in your previous position? Including examples of these things in your letter will add new, specific content to your application and make you more interesting.

Edit your letter thoroughly. Read your letter a couple times, pass it off to someone to look over, run it through an online grammar check. Make sure it’s free of any errors.

Don’t focus on what the job can do for you. While it might seem nice to write that a job is your dream job or that you’ve always wanted to work with a company, it can read as vague flattery. Remember, this letter is about your qualifications.

Don’t list your current or previous job description. Your education and work experience certainly have value, but don’t just list your degrees and places you’ve worked at. Explained what you learned from those experiences and how they’ve made you a strong employee.

Don’t paste directly from your resume. A job application letter is meant to add to your value as a candidate, not just reiterate the same information repeatedly. Use your resume as a guide , but expand on especially relevant details.

Don’t submit an unedited letter. Before an employer ever meets you, they see your application and your job application letter. You don’t want grammar errors and misspelled words to make a bad first impression, so make sure to edit your draft multiple times.

Armed with these tips, guidelines, and examples, you’ll be able to draft your job application letter more confidently and send them off to potential employers knowing that you’re one step closer to employment.

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Chris Kolmar is a co-founder of Zippia and the editor-in-chief of the Zippia career advice blog. He has hired over 50 people in his career, been hired five times, and wants to help you land your next job. His research has been featured on the New York Times, Thrillist, VOX, The Atlantic, and a host of local news. More recently, he's been quoted on USA Today, BusinessInsider, and CNBC.

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How to Write a Cover Letter in 2024 + Examples

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After weeks of heavy job search, you’re almost there!

You’ve perfected your resume. 

You’ve short-listed the coolest jobs you want to apply for.

You’ve even had a friend train you for every single interview question out there.

But then, before you can send your application and call it a day, you remember that the job ad requires a cover letter.

Now you’re stuck wondering how to write a cover letter ...

Don’t panic! We’ve got you covered. Writing a cover letter is a lot simpler than you might think. 

In this guide, we’re going to teach you how to write a cover letter that gets you the job you deserve.

  • What’s a cover letter & why it’s important for your job search
  • How to write a convincing cover letter that gets you the job (step-by-step!)
  • How to perfect your cover letter with the Novoresume free checklist
  • What excellent cover letter examples look like

New to cover letter writing? Give our resumes 101 video a watch before diving into the article!

So, let’s get started with the basics!

What is a Cover Letter? (and Why It’s Important)

A cover letter is a one-page document that you submit as part of your job application (alongside your CV or Resume). 

Its purpose is to introduce you and briefly summarize your professional background. On average, your cover letter should be from 250 to 400 words long .

A good cover letter can spark the HR manager’s interest and get them to read your resume. 

A bad cover letter, on the other hand, might mean that your application is going directly to the paper shredder. So, to make sure this doesn’t happen, it’s essential to know how to write a convincing cover letter.

How does a good cover letter look, you might ask. Well, here’s an example:

how to write cover letter

Keep in mind, though, that a cover letter is a supplement to your resume, not a replacement. Meaning, you don’t just repeat whatever is mentioned in your resume.

If you’re writing a cover letter for the first time, writing all this might seem pretty tough. After all, you’re probably not a professional writer.

The thing is, though, you don’t need to be creative, or even any good at writing. All you have to do is follow a tried-and-tested format:

  • Header - Input contact information
  • Greeting the hiring manager
  • Opening paragraph - Grab the reader’s attention with 2-3 of your top achievements
  • Second paragraph - Explain why you’re the perfect candidate for the job
  • Third paragraph - Explain why you’re a good match for the company
  • Formal closing

Or, here’s what this looks like in practice:

structure of a cover letter

How to Write the Perfect Cover Letter (And Get Hired!)

Now that we’ve got the basics out of the way, we’re going to guide you through the process of writing a cover letter step by step. 

Step #1 - Pick the Right Cover Letter Template

A good cover letter is all about leaving the right first impression.

So, what’s a better way to leave a good impression than a well-formatted, visual template?

cover letter templates

You can simply pick one of our hand-picked cover letter templates , and you’ll be all set in a jiffy!

As a bonus, our AI will even give you suggestions on how to improve your cover letter on the go.

Step #2 - Start the Cover Letter with a Header

As with a resume, it’s important to start your cover letter with a Contact Information section:

contact information on a cover letter

Here, you want to include all essential information, including:

  • Phone Number
  • Name of the hiring manager / their professional title
  • Name of the company you’re applying to

In certain cases, you might also consider adding:

  • Social Media Profiles - Any type of profile that’s relevant to your field. Social Profiles on websites like LinkedIn, GitHub (for developers), Medium (for writers), etc.
  • Personal Website - If you have a personal website that somehow adds value to your application, you can mention it. Let’s say you’re a professional writer. In that case, you’d want to link to your blog.

And here’s what you shouldn’t mention in your header:

  • Your Full Address 
  • Unprofessional Email - Make sure your email is presentable. It’s pretty hard for a hiring manager to take you seriously if your email address is “[email protected].” Whenever applying for jobs, stick to the “[first name] + [last name] @ email provider.com” format.

matching resume and cover letter

Step #3 - Greet the Hiring Manager

Once you’ve properly listed your contact information, you need to start writing the cover letter contents.

The first thing to do here is to address the cover letter to the hiring manager .

That’s right, the hiring manager! Not the overly popular “Dear Sir or Madam.” You want to show your future boss that you did your research and are really passionate about working with their team.

No one wants to hire a job seeker who just spams 20+ companies and hopes to get hired in any of them.

So, how do you find out who’s the hiring manager? There are several ways to do this. 

The simplest option is to look up the head of the relevant department on LinkedIn. Let’s say you’re applying for the position of a Communication Specialist at Novoresume. The hiring manager is probably Head of Communications or Chief Communications Office.

So, you do a quick lookup on LinkedIn:

linkedin search cco

And voila! You have your hiring manager.

Or let’s say you’re applying for the position of a server. In that case, you’d be looking for the “restaurant manager.”

If this doesn’t work, you can also check out the “Team” page on the company website; there’s a good chance you’ll at least find the right person there.

Here are several other greetings you could use:

  • Dear [Department] Hiring Manager
  • Dear Hiring Manager
  • To whom it may concern
  • Dear [Department] Team

Step #4 - Write an Attention-Grabbing Introduction

First impressions matter, especially when it comes to your job search.

Recruiters get hundreds, sometimes even thousands, of applications. Chances are, they’re not going to be reading every single cover letter end-to-end.

So, it’s essential to catch their attention from the very first paragraph .

The #1 problem we see with most cover letter opening paragraphs is that they’re usually extremely generic. Most of them look something like this..

  • Hey, my name is Jonathan and I’d like to work as a Sales Manager at XYZ Inc. I’ve worked as a sales manager at MadeUpCompany Inc. for 5+ years, so I believe that I’d be a good fit for the position.

See the issue here? This opening paragraph doesn’t say pretty much anything except the fact that you’ve worked the job before.

Do you know who else has similar work experience? All the other applicants you’re competing with.

Instead, you want to start off with 2-3 of your top achievements to really grab the reader’s attention. Preferably, the achievements should be as relevant as possible to the position.

So now, let’s make our previous example shine:

My name’s Michael and I’d like to help XYZ Inc. hit and exceed their sales goals as a Sales Manager. I’ve worked with Company X, a fin-tech company, for 3+ years. As a Sales Representative, I generated an average of $30,000+ in sales per month (beating the KPIs by around 40%). I believe that my previous industry experience, as well as excellence in sales, makes me the right candidate for the job.

See the difference between the two examples? If you were the hiring manager, which sales manager would you hire, Jonathan or Michael?

Now that we’ve covered the introduction, let’s talk about the body of your cover letter. This part is split into two paragraphs: the first is for explaining why you’re the perfect person for the job, and the latter is for proving that you’re a good fit for the company.

So, let’s get started...

Step #5 - Explain why you’re the perfect person for the job

This is where you show off your professional skills and convince the HR manager that you’re a better fit for the job than all the other applicants.

But first things first - before you even write anything, you need to learn what the most important requirements for the role are. So, open up the job ad and identify which of the responsibilities are the most critical.

For the sake of the example, let’s say you’re applying for the position of a Facebook Advertiser. You scan the job ad and see that the top requirements are:

  • Experience managing a Facebook ad budget of $10,000+ / month
  • Some skills in advertising on other platforms (Google Search + Twitter)
  • Excellent copywriting skills

Now, in this section, you need to discuss how you fulfill these requirements. So, here’s how that would look for our example:

In my previous role as a Facebook Marketing Expert at XYZ Inc. I handled customer acquisition through ads, managing a monthly Facebook ad budget of $20,000+ . As the sole digital marketer at the company, I managed the ad creation & management process end-to-end. Meaning, I created the ad copy , images, picked the targeting, ran optimization trials, and so on.

Other than Facebook advertising, I’ve also delved into other online PPC channels, including:

  • Google Search

Are you a student applying for your first internship? You probably don’t have a lot of work experience to show off in this section. Learn how to write an internship cover letter here.

Step #6 - Explain why you’re a good fit for the company

Once you’ve written the last paragraph, you might be thinking - I’m a shoo-in for the job! What else do I need to write? I’ll just wrap up the cover letter and hit that sweet SEND button.

Well, no. You’re not quite there yet.

The HR manager doesn’t only look at whether you’ll be good at the job or not. They’re looking for someone that’s also a good fit for the company culture.

After all, employees that don’t fit in are bound to quit, sooner or later. This ends up costing the company a ton of money, up to 50% of the employee’s annual salary . 

Meaning, you also need to convince the HR manager that you’re really passionate about working with them.

How do you do this? Well, as a start, you want to do some research about the company. You want to know things like:

  • What’s the company’s business model?
  • What’s the company product or service? Have you used it?
  • What’s the culture like? Will someone micro-manage your work, or will you have autonomy on how you get things done?

So, get to Googling. Chances are, you’ll find all the information you need either on the company website or somewhere around the web.

Then, you need to figure out what you like about the company and turn that into text.

Let’s say, for example, you’re passionate about their product and you like the culture of innovation / independent work in the organization.

You’d write something like:

I’ve personally used the XYZ Smartphone, and I believe that it’s the most innovative tech I’ve used in years. The features such as Made-Up-Feature #1 and Made-Up-Feature #2 were real game changers for the device. 

I really admire how Company XYZ thrives for excellence for all its product lines, creating market-leading tech. As someone that thrives in a self-driven environment, I truly believe that I and Company XYZ will be a great match.

What you don’t want to do here is be super generic for the sake of having something to write. Most job seekers tend to mess this one up. Let’s take a look at a very common example we tend to see (way too often):

I’d love to work for Company XYZ because of its culture of innovation. I believe that since I’m super creative, I’d be a good fit for the company. The company values of integrity and transparency really vibe with me.

See what’s wrong here? The example doesn’t really say anything about the company. “Culture of Innovation” is something most companies claim to have. 

The same goes for “values of integrity and transparency” - the writer just googled what the values for the organization are, and said that they like them.

Any hiring manager that reads this will see through the fluff.

So, make sure to do a lot of research and come up with good reasons why you're applying.

Step #7 - Wrap up with a call to action

Finally, it’s time to finish up your cover letter and write the conclusion.

In the final paragraph, you want to:

  • Wrap up any points you couldn't in the previous paragraphs. Do you have anything left to say? Any other information that could help the hiring manager make their decision? Mention it here.
  • Thank the hiring manager for their time. It never hurts to be courteous, as long as you don’t come off as too needy.
  • Finish the cover letter with a call to action. The very last sentence in your cover letter should be a call to action. You should ask the hiring manager to take some sort of action.

And now, let’s turn this into a practical example:

So to wrap it all up, thanks for looking into my application. I hope I can help Company X make the most out of their Facebook marketing initiatives. I'd love to further discuss how my previous success at XYZ Inc. can help you achieve your facebook marketing goals.

Step #8 - Use the right formal closing

Once you’re done with the final paragraph, all you have to do is write down a formal “goodbye” and you’re good to go.

Feel free to use one of the most popular conclusions to a cover letter:

  • Best Regards,
  • Kind Regards,

And we’re finally done! Before sending off the cover letter, make sure to proofread it with software like Grammarly, or maybe even get a friend to review it for you.

Does your cover letter heading include all essential information?

  • Professional email
  • Relevant Social Media Profiles

Do you address the right person? I.e. hiring manager in the company / your future direct supervisor

Does your introductory paragraph grab the reader's attention?

  • Did you mention 2-3 of your top achievements?
  • Did you use numbers and facts to back up your experience?

Do you successfully convey that you’re the right pro for the job?

  • Did you identify the core requirements?
  • Did you successfully convey how your experiences help you fit the requirements perfectly?

Do you convince the hiring manager that you’re passionate about the company you’re applying to?

  • Did you identify the top 3 things that you like about the company?
  • Did you avoid generic reasons for explaining your interest in the company?

Did you finalize the conclusion with a call to action?

Did you use the right formal closure for the cover letter?

5+ Cover Letter Examples

Need some inspiration? Read on to learn about some of the best cover letter examples we’ve seen (for different fields).

College Student Cover Letter Example

college or student cover letter example

Middle Management Cover Letter Example

Middle Management Cover Letter

Career Change Cover Letter Example

Career Change Cover Letter

Management Cover Letter Example

Management Cover Letter Example

Senior Executive Cover Letter Example

Senior Executive Cover Letter Example

Want to discover more examples AND learn what makes them stand out? Check out our guide to cover letter examples .

Next Steps in Your Job Search - Creating a Killer Resume

Your cover letter is only as good as your resume. If either one is weak, your entire application is for naught. 

After all, a cover letter is just an introduction. Imagine going through all this effort to leave an amazing first impression, but flopping at the end because of a mediocre resume.

...But don’t you worry, we’ve got you covered on that end, too.

If you want to learn more about Resumes & CVs, we have a dedicated FREE guide for that. Check out our complete guide on how to make a resume , as well as how to write a CV - our experts will teach you everything you need to know in order to land your dream job.

Or, if you’re already an expert, just pick one of our resume templates and get started.

resume examples for cover letter

Key Takeaways

Now that we’ve walked you through all the steps of writing a cover letter, let’s summarize everything we’ve learned:

  • A cover letter is a 250 - 400 word document that convinces the hiring manager of your competence
  • A cover letter goes in your job application alongside your resume
  • Your introduction to the cover letter should grab the hiring manager’s attention and keep it all the way until the conclusion
  • There are 2 main topics you need to include in your cover letter: why you’re the perfect candidate for the job & why you’re passionate about working in the company you’re applying to
  • Most of the content of your cover letter should be factual , without any fluff or generalizations

At Novorésumé, we’re committed to helping you get the job you deserve, every step of the way! Follow our blog to stay up to date with the industry-leading advice. Or, check out some of our top guides…

  • How to Write a Motivational Letter
  • How to Write a Resume with No Work Experience
  • Most Common Interview Questions and Answers

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Job Application Letter Template and Writing Tips

writing an application letter for employment

  • What to Include in an Application Letter

Application Letter Template

Application letter example.

  • How to Email an Application Letter

Are you ready to apply for a job? Not sure what to write in your  letter of application ? It can be much easier to start your letter with a template than to start a letter from scratch.

A template will show you all the information you need to include, and will provide the appropriate format for a  job application letter . You can add your information and personalize the letter prior to applying for a job.

Do keep in mind that the job posting may list required information as part of the application process. If it does, be sure to follow the employer's guidelines for what to send or upload when you apply.

What to Include in a Job Application Letter

The following application letter template lists the information you need to include in the letter you submit with your resume when applying for a job. Use this application template as a guideline to create  customized letters  to send to employers with your resume.

Contact Information The  first section  of your letter should include information on how the employer can contact you. If you have contact information for the employer, include that. Otherwise, just list your information.

Your Personal Information FirstName LastName Street Address City, State Zip Code Phone Number Email Address

Employer Contact Information Name Title Company Address City, State Zip Code

Salutation Here is information on appropriate salutations for in a cover letter . It is the most common salutation: 

Dear Mr./Ms. Last Name or Dear Hiring Manager:

Application Letter Content Your application letter will 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.

First Paragraph: The  first paragraph  of your job application letter should include information on why you are writing. Mention the job you are applying for and where you found the position. If you have a contact at the company, mention the person's name and your connection here. 

Middle Paragraphs:  The  next section  of your cover letter should describe what you have to offer the company:

  • Make strong connections between your abilities and the requirements listed in the job posting. Mention specifically how your skills and experience match the job.
  • Expand on the information in your resume, don't just repeat it.
  • Try to support each statement you make with a piece of evidence.
  • Use several shorter paragraphs or bullets rather than one large block of text, which can be difficult to read and absorb quickly.

Final Paragraph:  Conclude your application letter by thanking the employer for considering you for the position. Include information on how you will follow up. State that you will do so and indicate when (one week's time is typical). You may want to reduce the time between sending out your resume and following up if you upload or email it.

Complimentary Close:

Your Signature  (hard copy letter)

Your full name typed out

This is an example of a job application letter. Download the job application letter template (compatible with Google Docs and Word Online) or see below for more examples.

Application Letter Sample (Text Version)

Christina Black 987 Maple Avenue City, State 12345 555-555-5555 christina.black@email.com

August 11, 2020

Mary Cody Hiring Manager ASDF Company 777 Broadway City, State 55555

Dear Ms. Cody:

I am writing in reference to the position of Front Office Assistant posted on Monster. With my skills and experience, I believe I can offer exactly the kind of support necessary in your fast-paced corporate culture.

In addition to my customer relations, communications, and technical skills, I bring the following experience:

  • Proficient in Microsoft Office Suite, Word, Excel, Outlook, and PowerPoint
  • Proficient in Quickbooks and Quicken
  • Able to multi-task in a fast-paced environment, handle multiple phone lines while maintaining customer flow
  • Team player, providing superior customer service and administrative support
  • Maximize office efficiency through maintaining and implementing best practices in invoicing, vendor relations, and workflow management

Thank you for your consideration as a valuable addition to your team. I look forward to meeting with you to discuss how I can bring my positive energy to your administrative staff and help your company continue to grow and succeed. I’ll follow up with you next week to check on the status of my application.

Christina Black (signature hard copy letter)

Christina Black

How to Email an Application Letter 

If you are emailing an application letter, instead of sending a hard copy, you will need to make a few minor tweaks to the template above. First, make sure to include an email subject line that is direct and informative.

Typically, the subject includes your name and the job title you are applying for. For example:

Subject: Sherry Chao — Marketing Associate Position

Skip including your personal information (address, contact information), the date, and the employer's contact information. Begin your email with the salutation. The body of the email—why you're writing, what you have to offer the company, and how you will follow up—will be precisely the same as in the template above. 

At the end of the letter, include a complimentary close , and then type out your full name on the line below. As well, you can include an email signature with your contact information and a link to your LinkedIn or Twitter account. Here is information on how to set up your email signature. 

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  • Job Application Documents

How to Write a Job Application Letter (with Examples)

Last Updated: August 1, 2023 Fact Checked

Sample Letters

Introduction, body paragraphs, closing your letter, expert q&a.

This article was written by Shannon O'Brien, MA, EdM and by wikiHow staff writer, Aly Rusciano . Shannon O'Brien is the Founder and Principal Advisor of Whole U. (a career and life strategy consultancy based in Boston, MA). Through advising, workshops and e-learning Whole U. empowers people to pursue their life's work and live a balanced, purposeful life. Shannon has been ranked as the #1 Career Coach and #1 Life Coach in Boston, MA by Yelp reviewers. She has been featured on Boston.com, Boldfacers, and the UR Business Network. She received a Master's of Technology, Innovation, & Education from Harvard University. There are 8 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 10,630,254 times.

So, you’ve found your dream job and want to make sure you nail the job application process. You double- and triple-check the criteria—they’re asking for a cover letter. What does that mean, and how do you write it? A cover letter or letter of application is a single page that sums up why you want and deserve the job. Think of it as an extension of your resume; a sales pitch for why you’re the perfect candidate. We’ve put together a step-by-step guide full of examples and tips on how to write a letter of application for a job. With our help and a little finesse, you may soon be calling that dream job your own.

Things You Should Know

  • Format your application letter single-spaced and in Times New Roman, Arial, or Calibri font that’s 10- to 12-point in size.
  • Open your letter with an engaging and confident first paragraph that briefly includes your qualifications, where you found the job, and your overall interest in the position.
  • Show your personality in the body paragraphs by describing the passions that relate to the position in 1 or 2 sentences.
  • Use keywords (like leadership, communication, and detail-oriented) from the job description throughout your letter to show that you’ve done your research.

writing an application letter for employment

  • First and last name
  • Phone number
  • Email address
  • Personal website and/or portfolio link (if you have one)

Step 4 Provide the company’s information.

  • If you don’t know the hiring manager's name, search the company’s website or refer to the name of the individual who originally posted the job opening.
  • If you’re in doubt about who to address your letter to, use “[Department] Hiring Manager.”

Step 5 Open your letter with a formal greeting.

  • If you don’t have the employer or hiring manager’s name, use a general but professional opening, “To Whom It May Concern” or “Dear [Department] Hiring Manager.”

Step 1 Explain what drew you to the job.

  • Be short and specific in this opening paragraph—save those details for later.
  • Think of your first paragraph as a sales pitch. What can you say that’ll grab their attention immediately? Is there something you have that other candidates don’t that make you more qualified for the position?
  • Show the employer that you’re familiar with the company and job application by noting keywords and characteristics valued by the company.
  • For example: “I write to apply for the Office Manager position at Acme Investments, Inc. I am an excellent fit for this position, as demonstrated by my extensive background in management and proven success as a corporate administrator.”

Step 2 State where you found the position.

  • Companies appreciate when job candidates include this information because it lets them know where people are searching for jobs.
  • Only include a company contact or friend’s name if you have their permission. This way, they’ll be ready to answer any questions about you and your character later.
  • You may write something like: “John Smith recommended that I get in touch with you about the general manager position at EnviroRent,” or “I came across the available position on LinkedIn and believe I am a strong candidate.”

Step 3 Explain why hiring you would benefit the company.

  • For instance, if the company needs someone who can lead a team and handle multiple projects at once, note what team projects you’ve led in previous positions and how you improved overall productivity.
  • If you have numerical data or stats to back up your accomplishments, include them! This is your time to brag about your achievements and show how you’ve excelled in the workplace.

Step 1 Summarize your strengths, qualifications, and experiences.

  • Scan the job application for keywords like leadership, communication, management, and detail-oriented. Then, highlight in your letter how you have these characteristics or skills.
  • Avoid embellishing any of your qualifications. Remember, an employer can always double-check the facts.
  • If you’re not sure what to write, refer to your resume or CV. What have you done that matches the job description best, and how can you elaborate on it?
  • For example: “In my previous role, I successfully supported an office of 100 personnel and honed my management and interpersonal skills through customer service and clerical responsibilities.”

Step 2 Include details that aren’t on your resume.

  • For instance, you could express how the company has impacted you personally and why that’s driven you to apply for the position.
  • Although you want to provide details, keep it short. Stick to a 1 to 2-sentence description rather than a full-length story. Your letter should stay under 3 paragraphs.
  • Here’s an example: “My passion for teaching began the summer of my sophomore year of high school when I was a camp counselor. I was given the opportunity to teach a class focusing on local plant life, and the campers’ enthusiasm cultivated my love for teaching and conservation.

Step 3 Finish with a call to action.

  • For instance, you could write, “I am excited about the possibility of working for you and your company. I would be more than happy to discuss my qualifications and Acme’s future direction in person or via video conference.”
  • Keep your call to action brief and open, or provide specific dates you’d be available to meet with the employer.

Step 1 Thank the employer for their time and consideration.

  • For instance, sign off with, “Thank you for your time and consideration. I look forward to hearing from you,” or “Thank you for considering me for this position. If you have any further questions or require additional documentation, please don’t hesitate to contact me.” [13] X Research source

Step 2 Sign off with a respectable salutation.

  • If you’re sending your letter via email, import your signature into the document as an image or .png file.

Adrian Klaphaak, CPCC

  • Always proofread and ask someone else to read over your application letter before you send it. This way, you can make sure it’s absolutely perfect and error-free. [15] X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source Thanks Helpful 0 Not Helpful 0
  • Keep the overall tone of the company or employer in mind while writing your letter. For instance, if you’re applying to be a journalist for a prestigious news website, match their word choice and writing style. Thanks Helpful 0 Not Helpful 0
  • Be sure to customize your application letter for every job you apply to, even if they have the same qualifications. Thanks Helpful 0 Not Helpful 0

writing an application letter for employment

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Write a CV (Curriculum Vitae)

  • ↑ https://www.ferrum.edu/downloads/careers/cover-letters.pdf
  • ↑ https://owl.purdue.edu/owl/job_search_writing/job_search_letters/cover_letters_workshop/formatting_and_organization.html
  • ↑ https://icc.ucdavis.edu/materials/cover-letters
  • ↑ https://hbr.org/2016/05/learn-to-love-networking
  • ↑ https://hbr.org/2014/02/how-to-write-a-cover-letter
  • ↑ https://career.colostate.edu/resources/cover-letter-example-csu-career-center/
  • ↑ https://www.astate.edu/dotAsset/54eb42cc-33a3-4237-a46e-3f4aaac79389.pdf
  • ↑ https://career.gatech.edu/writing-effective-cover-letter

About This Article

Shannon O'Brien, MA, EdM

The best way to start an application letter is to mention where you found the job opportunity and how your strengths can benefit the employer. Devote time in the body paragraphs to tell the employer more about your experience and qualifications. Explain why you’re the best candidate and finish by inviting the hiring manager to contact you. For suggestions on how to prepare your letter, and examples of what to write, read on! Did this summary help you? Yes No

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Status.net

3 Examples of Cover Letters That Stand Out (with Tips)

By Status.net Editorial Team on February 15, 2024 — 12 minutes to read

Crafting a Memorable Introduction

When you’re writing a cover letter, you want to grab the hiring manager’s attention immediately. Your introduction is your first chance to show off your personality and give them a reason to keep reading. Start with a greeting that is polite yet shows you’ve done your homework—use the hiring manager’s name if you can find it.

Dive straight into why you’re excited about the company. Maybe you’re inspired by their mission statement or impressed by their rapid growth in the industry. Then, tie this enthusiasm back to your skills. For example:

“Having followed (…) Company’s evolution as a leader in sustainable practices, I am thrilled at the possibility of bringing my decade of experience in green technologies to your dynamic team.”

It’s important to tell a brief story that highlights your relevant achievements. Pick an accomplishment that aligns with the job requirements and show, don’t tell. Use numbers or outcomes to illustrate your impact. It could look something like this:

“After spearheading a successful social media campaign that increased online engagement by 30%, I am eager to apply my digital marketing expertise to elevate (…) Inc.’s brand presence.”

Close your introduction with a sentence that underscores your enthusiasm and readiness to discuss how you can contribute to the company’s success.

Try to personalize your introduction for each job application. Generic intros are easy to spot and often don’t make it past the first read. Taking the time to craft a unique opening will help your cover letter stand out.

Showcasing Relevant Skills

When crafting your cover letter, highlighting your relevant skills is a key way to grab an employer’s attention. Make sure to tailor these skills to the job you are applying for by matching keywords and demonstrating transferable skills.

Matching Job Description Keywords

Review the job posting carefully and identify the keywords related to the skills and qualifications required .

Use these keywords in your cover letter to show that your experience and abilities align with what the employer is seeking.

This approach not only shows that you’ve paid attention to the details of the job description but also helps your application pass through applicant tracking systems that screen for these specific terms.

  • “Experienced in social media management and content creation, as specified in the job description.”
  • “Proficient in graphic design software including Adobe Photoshop and Illustrator, aligning with your need for a creative professional.”

Highlighting Transferable Skills

Even if you’re changing industries or don’t have direct experience, showcase your transferable skills. These are abilities that can be applied across various jobs and sectors, such as leadership, communication, or problem-solving. Explain how these skills have contributed to your success in past roles and how they can be beneficial in the position you’re applying for.

  • “Utilized exceptional organizational abilities to manage multiple projects simultaneously, ensuring all deadlines were met.”
  • “Employed problem-solving skills to resolve customer complaints quickly, increasing customer satisfaction by 35%.”

Incorporating Success Stories

When crafting your cover letter, including success stories can make a significant impact. Highlight your past achievements to show how you can bring value to the position you’re applying for.

Using Quantifiable Achievements

By using numbers and data, you make your contributions concrete. This gives hiring managers a clear picture of your potential impact on their company. For example, if you increased sales, specify by how much, such as “Boosted regional sales by 25% within one financial quarter.”

  • Increased team productivity by 30% through strategic workflow redesign.
  • Cut customer service response times by 50%, enhancing customer satisfaction.

Narrating Career Milestones

Connect the dots in your career by sharing key milestones. Tell the story of how you solved a difficult problem or took on new responsibilities. This paints a dynamic picture of your growth. Example: “Successfully managed a project that resulted in a patented product, becoming a top-seller for my company.”

  • Led the development of a new tracking system that decreased shipping errors by 15%.
  • Spearheaded a fundraiser event that raised $20,000 for local charities.

Cover letters that stand out contain specific components that highlight your suitability for a position.

Concluding with a Strong Call to Action

The closing of your cover letter is where you need to reel in the hiring manager with a compelling call to action (CTA). This means directly inviting them to contact you for an interview or further discussion. Here’s how you can effectively do this:

  • First, express genuine enthusiasm about the position. You want to communicate your eagerness to take the next step. For example, “I am very excited about the prospect of joining your team and am eager to discuss how I can contribute to the success of your organization.”
  • Next, clearly state what you want to happen next. It’s important that there’s no ambiguity about your intentions. A straightforward request, like “I would welcome the opportunity to speak with you about how my skills and experience align with your needs,” can convey your confidence and desire for an interview.
  • Make it easy for them to reach out. Include your contact information in the closing paragraph and invite them to call or email you. Phrases like “Please feel free to contact me at your earliest convenience,” followed by a phone number or email address, demonstrate your openness and readiness for communication.
  • End on a polite note. Thanking the reader for their time and consideration showcases your politeness and respect. A simple “Thank you for considering my application. I look forward to the possibility of contributing to your esteemed company,” can leave a positive final impression.
  • “Please contact me at [your phone number] to discuss how I can bring value to your team.”
  • “I am available for an interview at your earliest convenience and can be reached at [your email address].”
  • “I look forward to the opportunity to share how I can make a difference in your company.”
  • “I’m keen to discuss my fit for the role in greater detail.”
  • “I am hopeful for the chance to further discuss my potential impact on your team.”
  • “Eager to explore this opportunity with you, please reach out to me via [contact method].”

Template of a Strong Cover Letter

Dear [Employer’s Name or Hiring Manager’s Name],

I am interested in the [Job Title] job at [Company Name] that I saw [where you found the job posting]. I have experience in [Your Field/Industry] and have achieved [specific achievement or skill]. I am looking forward to helping [Company Name] reach its goals.

At my last job at [Previous Employer], I did [describe a relevant achievement or project] which improved my skills in [mention specific skills or areas of expertise] and showed I am good at [mention a quality or achievement that reflects the job requirements, such as problem-solving, innovation, or collaboration].

I like [Company Name] because [mention something specific about the company or its mission that aligns with your values or career goals]. I respect how your company [describe an aspect of the company’s work, culture, or values], and I want to use my [mention a key skill or experience] to help your company succeed.

I am excited to [mention how you would apply your skills in the role, aligning with the job description]. I believe my [mention a personal trait or professional attribute] and [another skill or experience] make me a good fit to help [Company Name] with [mention a goal or project relevant to the position].

I have attached my resume for more information about my qualifications. I would be happy to talk about how I can contribute to [Company Name]. Thank you for looking at my application. I am ready to discuss this job with you and join your team.

Best wishes,

[Your Name]

Dear (…),

I am interested in the Marketing Coordinator position at (…) Solutions that I saw listed on LinkedIn. With a background in marketing and a proven record of increasing customer engagement, I am looking forward to helping (…) Solutions reach its marketing objectives.

At my last job at (…), I led a campaign that increased social media engagement by 40%. This experience improved my skills in social media strategy and analytics and showed I am good at creative problem-solving and effective communication.

What draws me to (…) Solutions is your commitment to leveraging technology for environmental sustainability. I respect how your company integrates eco-friendly practices into its business model, and I want to use my expertise in digital marketing to help your company expand its reach.

I am excited about the chance to use my skills in this role, particularly aligning with your recent initiative to launch an online eco-conscious marketplace. I believe my proactive approach and experience in project management make me a good fit to help (…) Solutions successfully market this new platform.

Enclosed is my resume, which provides more details about my qualifications. I would be thrilled to discuss how I can contribute to the innovative work at (…) Solutions. Thank you for considering my application. I am eager to discuss this opportunity with you and hope to join your dynamic team.

When using this template, customize each cover letter with specific details about the company and the role you are applying for . Personalization is key to making your application stand out.

Examples of Cover Letters That Stand Out

Cover letters that stand out are tailored to the job and company, showcasing the candidate’s relevant achievements and expressing genuine interest in the specific role and organization.

Cover Letter Example for a Graphic Designer Position

Hello [Employer’s Name],

I’m interested in the Graphic Designer job at [Company Name] that I saw [where you found the job posting]. I have a degree in Graphic Design and over five years of experience. I believe I can create great designs for you.

At my current job at [Current Employer], I led a rebranding for a big client that made their online presence grow by 30% in three months. I’m good with Adobe Creative Suite and always keep up with new design trends, so I make modern and attractive designs.

I’m excited about working at [Company Name] because you value creativity and innovation. I really liked your recent campaign for [specific project or client]. It stood out to me as a designer and a shopper.

I’m looking forward to using my skills and creativity at [Company Name]. I’ve attached my resume and a link to my portfolio for you to see. I look forward to the possibility of discussing this exciting opportunity with you. Thank you for considering my application.

Warm regards,

Cover Letter Example for a Marketing Manager Position

I am a marketing professional with over ten years of experience and I’m excited about the Marketing Manager job at [Company Name]. I’ve led campaigns that increased revenue by 20% each year and I’m looking forward to helping [Company Name] grow even more.

At my last job at [Former Employer], I ran a digital marketing campaign that raised online sales by 40% and got more people interacting with us on social media. My hands-on experience with SEO, PPC, and CRM systems, along with my ability to analyze market trends and adjust strategies accordingly, are skills I am eager to bring to your team.

I really admire [Company Name]’s fresh ways of marketing, like your recent [specific campaign or initiative]. I believe my experience with building brands and targeted marketing fits well with what you’re doing.

I’d love to talk about how I can be part of [Company Name]’s success. Please find my resume attached for your consideration. Thank you for your time and I hope to speak with you soon.

Cover Letter Example for an Administrative Assistant

Dear [Employer’s Name],

I am very interested in the Administrative Assistant job at [Company Name] that I found on [where you found the job posting]. I have experience in administrative work and I really enjoy making sure an office runs well. I’m looking forward to the chance to be part of your team.

In my last job at [Previous Employer], I gained skills like managing schedules, preparing documents quickly, and making sure the office works at its best. I work well with different teams and I’m good at using MS Office and CRM software, which has helped make things run more smoothly and helped the business grow.

I once reorganized the filing system at [Previous Employer], which made finding information 30% faster. I would like to do similar work at [Company Name] to help with the quick pace of your work.

I like [Company Name]’s focus on both helping employees grow and working together. I am excited to bring my skills and experience to a place that values hard work and commitment.

I hope we can talk about how I can help with [Company Name]’s administrative tasks. I am available at [Your Phone Number] or [Your Email].

Thank you for considering my application. I am eager to support the team at [Company Name] and help with your success.

Best regards,

Frequently Asked Questions

What are the key elements to include in a standout cover letter.

A standout cover letter includes a personalized greeting, a compelling opening statement, evidence of your achievements, skills relevant to the job, enthusiasm for the role, and a professional closing.

Can you suggest a structure for an effective cover letter?

An effective cover letter typically starts with a header and salutation, followed by an introductory paragraph, 1-2 body paragraphs detailing your qualifications and fit for the role, and concludes with a call to action and formal sign-off. For instance, “I am excited to discuss how my experience as a digital marketer can drive growth for (…) Corp.”

How can I begin my cover letter to immediately grab the employer’s attention?

Begin your cover letter with an intriguing fact about yourself, a question, or a bold statement related to the job. You could start with, “Reducing customer churn by 30% at my last job makes me eager to apply these strategies to the Client Engagement Specialist position at your esteemed company.”

What are some innovative ways to showcase my personality in a cover letter?

You can showcase your personality by sharing a brief story that illustrates your passion for the field, using a conversational tone, or including an interest that aligns with the company’s culture. For example, “My passion for graphic design started when I redesigned a flyer for a local pet shelter and saw the impact it had on adoption rates.”

Could you provide a model of a concise yet impactful cover letter?

For example, “Dear Hiring Manager, your ad for a creative copywriter caught my eye. At (…) Agency, I increased client engagement for major brands through compelling copy—one campaign saw a 50% jump in CTR.”

What strategies can I use to tailor my cover letter for different job applications?

Research the company and position to include specific details in your cover letter. Use keywords from the job description and speak directly to how your skills and experience meet those needs.

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  • Letter Writing
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  • Job Application Letter Format

Job Application Letter Format - Check Out How to Write and Sample Letters

Are you a person who has completed their degree and is looking for a job? Have you been sending out job applications but have not heard back from the employer? If so, going through this article on job application letter writing format is what you should do now. Read through the following topics to understand the areas you are missing out on and what recruiters are looking for in a job application.

Table of Contents

Writing a job application letter – what recruiters expect.

  • Formal Letter for Job Application for the Position of Cryptographer

Sample Job Application Letter for the Post of High School English Teacher

Sample job application mail template.

  • FAQs on Job Application Letter Format

Every individual needs a job that pays them well so as to be able to live a comfortable life. In this competitive world, people find it really hard to get themselves placed in a good company due to the little things they thought were not that important and did not take into consideration. According to many, how you perform at the interview is all that matters, but that is not true. The employer builds an opinion about you from the very beginning. From the time you send in your job application, or your profile gets noticed on an online platform, the employer notices each and every little detail. Your job application letter is one of the first things that creates an impression about you in the eyes of the recruiter, so it is vital that you understand how to write a job application letter and draft a good one.

There are a few main aspects that recruiters look for when going through a job application letter. They try to analyse how passionate you are about taking up the particular job. Being genuine is one of the qualities that they look for in a potential candidate. How your skills and experience would add value to the company or organisation is one of the most important pointers they would be interested to know. You have got to convince the recruiter that you are the right person for the job in the way you present the job application letter.

Sample Job Application Letters for You

When you start writing your job application letter, keep in mind that a job application letter is not something casual. It has to be written in the format of a formal letter . Know how exactly you should write a job application letter by going through the sample job application letters given below.

Formal Letter of Job Application for the Position of Cryptographer

589/22, Srilakshmi Nagar Block 3

Subbanna Palya Extension

Banaswadi, Bangalore North

January 7, 2022

The HR Manager

Anton Technologies

Electronic City

Bangalore – 560012

Subject: Job application letter for the position of Cryptographer

Respected Sir,

This is with reference to the job posting on LinkedIn for the position of Cryptographer in your esteemed organisation. I have carefully read the job description. I have also browsed through your official website to understand the kind of work you do, and I am interested in working with you.

I am an MSc Electronics graduate, and I have completed multiple diploma courses in Cyber Security. I have hands-on experience of working in the field of cyber security for five years. Planning and executing various security means, analysing and documenting security systems, rebuilding and making arrangements for the safety of the security system, writing and developing security codes are some of the areas I have good experience with. I believe that I will be a good fit for the role in your company and that I can do justice to the responsibilities I will have to take up.

I have enclosed my resume and work samples for your kind review.

Thank you for your time and consideration. Hoping to hear from you.

Yours sincerely,

28 C, K K Nagar

Avarampalayam

Coimbatore – 641045

12 th January, 2022

The Principal

D A V Matriculation Higher Secondary School

Chennai – 600012

Subject: Job application letter for the post of High School English Teacher

Dear Mr. Sishir Kumar,

I am writing to you to express my interest in the job opening for the post of High School English Teacher in your prestigious institution. I have reviewed the roles and responsibilities in the job description you have posted on the Naukri employment portal dated 09/01/2022.

I am an MA English graduate. I have also completed my Masters in Education. I have a teaching experience of three years at the Indian Public School, Coimbatore. I have handled students from Class VI to X. I have experience in teaching the IGCSE syllabus. I have also been a part of the curriculum development team. I am looking for better opportunities where I can use my skills and expertise to help and mould students and their communication skills. I believe that I can do well and play a good role in providing quality education.

I have attached my resume and experience certificate for your kind perusal. Looking forward to hearing from you.

Thank you for taking the time to review my application.

LINDA RODRIGUES

Receiver’s mail id: [email protected]

Subject: Job Application for the Role of (Mention the job role you are applying for)

Respected Sir/Ma’am,

I am (Mention your full name) and I would like to apply for the role of (Job role) at your prestigious company.

I have completed my (Mention your degree) in (Mention the subject/specialisation). I have (Mention the years of experience) years of experience in the field of (Mention the field of work) at (Mention the name of your previous company). I have an in depth knowledge of the duties that I will have to perform and expertise in the particular field of work that would help me accomplish all the assigned tasks in the event of me being placed in your company.

I have enclosed herewith my resume, my detailed profile and a certificate of experience for your reference and review. I have also provided my contact information. Please feel free to contact me in case of any questions. I am looking forward to meeting with you in person for an interview.

Thank you for your time and consideration.

Your full name

Contact number : 123456

Email id: [email protected]

Frequently Asked Questions on Job Application Letter Format

How do i write an application letter for a job.

Tips to write a job application letter:

  • Mention the job position you are applying for and where you found the information about the job opening.
  • Introduce yourself and highlight your skills and qualifications.
  • State strongly why you would be right for the job.
  • Use a polite tone throughout your letter.
  • Stay genuine and professional.
  • End the letter on a positive note.
  • Proofread the letter before you send it to the concerned hiring manager/employer.

What is a job application letter?

A job application letter is a cover letter that is written to the potential employer to provide them with information about your qualifications, skills and experience. It is sent along with your resume and other necessary documents.

How do you end a job application letter?

You can end your job application letter by thanking the employer for the time and consideration in going through your job application. You can use a complimentary closing such as ‘Yours sincerely’, ‘Sincerely’, ‘Best regards’, etc.

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I Asked ChatGPT to Write 3 Different Marketing Job Application Emails — Here's What I Got

Anna Rubkiewicz

Published: February 12, 2024

Here’s a confession: If someone asked me how I was able to land two of the most exciting full-time marketing roles in my career, my first instinct would have been to say that I was just “lucky.”

man writes emails for job applications

A second later, though, I'd be much fairer to myself and admit that I was able to make the hiring manager interested in learning more about me. When you apply for an open role, this first impression usually happens when you send in your resume over email.

The biggest hurdle? Standing out among other applicants in the hiring manager’s inbox.

Download Now: 17 Professional Email Templates

As I’ve been self-employed for over four years now, the last time I applied for any full-time role was years before ChatGPT came to the market.

Still, I wondered if AI is capable of creating an email that would be compelling and personal and, therefore, has the potential to intrigue a hiring company. Also, how much information would I have to include in my prompt to get a satisfactory outcome? I tested three different prompts to see — here’s what I learned.

Table of Contents

What is a job application email?

How to write a job application email.

  • What ChatGPT Wrote For Me

Writing My Own Job Application Email

A job application email is a formal email sent to a recruiter or a hiring manager by someone who’s seeking employment. It aims to express interest in a specific position and to share relevant information on the applicant’s skills and experience.

1. Add a relevant subject line.

On top of applications from candidates, the hiring manager receives tens of other emails every single day.

And while you have no control over how much communication they receive, you can do a lot to boost your job application email visibility.

“Make your intentions clear in the subject line,” says Robert Kaskel, chief people officer at Checkr . “Mention it’s an application, the role in question, and your name. Also, remember that most email providers only display 20-30 characters of subject line text in the recipient’s inbox.”

Kaskel also underlines that you should steer clear of any “clickbait-y” text.

“Nor should you try to create a sense of urgency by using words like ‘Urgent,’ ‘Immediate,’ or ‘Time-sensitive.’ These tactics might work for marketers, but they’re more likely to alienate and irritate a recruiter who may view them as deceptive,” he said.

2. Adjust your tone of voice to the company.

As a marketer, you know that brands use a different tone of voice. Some are more relaxed than others. If you want to stand out from other applicants, try to use a tone of voice that matches the company you’re applying to.

Take a look at the job ad. Is it written in a friendly, humorous manner, or is it super professional? Write your email copy in a way that shows you ‘get’ their communication style.

This is especially important when applying for marketing positions. After all, an ability to adjust to a brand’s tone of voice is something to be expected from marketing pros. Right?

3. Keep it short and relevant.

Whenever I scroll through LinkedIn, the amount of people who apply for a job never fails to amaze me. There are hundreds of applicants within a few hours after posting a job ad. The job market has gotten incredibly competitive.

That said, recruiters have to go through tons of LinkedIn messages and emails. Their time is limited, so keep your email short and to the point.

Make sure that your opening paragraph is catchy. If you make it blunt and irrelevant, the recruiters won’t bother reading the rest.

Kimberley Tyler-Smith, executive at Resume Worded , says, “As a recruiter who‘s seen thousands of applications cross my desk, I can tell you one thing for sure: the generic, formulaic emails blur into a monotonous hum. But the ones that truly stand out? They’re the ones that tell a story.”

A story sparks curiosity, Tyler-Smith notes.

“A well-crafted story hooks me in, making me want to know more about the person behind the words. It‘s no longer just a resume on a screen. It’s a glimpse into your unique journey, your motivations, and your potential.

It reveals your passion, your humor, your resilience — all the qualities that make you, well, you. And in a world of faceless applications, authenticity is gold,” Tyler-Smith says.

She also says that it shows you’re a great fit for the company.

“A story that connects your experiences to the specific role and company paints a vivid picture of why you're not just qualified, but perfectly suited for the job,” adds Tyler-Smith.

4. Include a personal salutation.

Starting your job application email with “Dear Sir/Madam” or “Dear Hiring Team” isn’t the best way to make a good first impression.

If the recruitment manager isn’t listed in the job ad, find out who is responsible for hiring in this specific company. It might require some digging, but it will be worth the effort.

The majority of candidates won’t bother to find out the person’s name, and if you do, you will stand out.

5. Attach your CV and label it correctly.

Remember to attach your CV to your email; if you forget to do it, high chances are your application will be ignored. Also, make sure it’s correctly labeled.

Daniel Kroytor, the founder of TailoredPay , explains why this is so important. “It is not unusual for a job application email to include attachments, but what many do not consider are their labels, and this is why they should look at them carefully before sending,” he says.

He adds that “it is important to remember that you are not the only person who is inquiring about a job opportunity, which means that potential employers will receive dozens if not hundreds of documents, and if they are mislabeled, they could be disregarded or cause HR headaches.”

Max Wesman, founder and COO at GoodHire , further emphasizes the importance of email attachments. He sees them as the most important element of a job application.

Wesman says that “not only do you need to attach the right documents, but they also need to be neatly designed, well-written, and free of any mistakes.”

Attachments allow you to attach documents and add information outside of the basic application format. Wesman notes, “So make sure to attach any fun, interesting, or qualifying documents that can help your case.”

6. Include a personalized section on why you fit the company.

Avoid statements like “I have years of experience” if you aren’t planning to prove how it ties with the company you’re applying to in the next couple of sentences.

Each sentence should help the hiring manager assess how exactly your presence could contribute to the business.

For example, if you’re applying for a social media manager position, you could share a story of a successful campaign that you came up with the idea for and how many leads or sales it generated.

Gianluca Ferruggia, general manager at DesignRush , has a great take on this, saying that candidates should showcase not only their professionalism but also their personal brand.

“This isn‘t simply about using formal language; it’s more about the way a candidate presents their capabilities and achievements. Relating past experiences to the job's requirements helps connect their history with the future role,” Ferruggia notes.

Ferruggia says that the “personal” touch can be, as mentioned above, a company project example or even a professional value that you and the company both share. This will help set your application apart.

“It leaves an impression that the candidate is both proficient in their field and has done their homework, fitting seamlessly into the organization's culture and vision,” Ferruggia says.

What ChatGPT Wrote Me

It’s time to have some fun! I’ve decided to run a little experiment to see if ChatGPT could be of any help when it comes to writing job application emails.

I used three different prompts to see how they would impact the output. Here is what I got.

The prompt: “Could you please write me a job application email for a Content Strategist position at Swooped?”

ChatGPT’s Output

writing an application letter for employment

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