How To Write Application Letter

How to write an application letter

When writing an application letter for a job, follow these steps to make sure you include information about yourself and your professional experience that will appeal to a hiring manager:

Review information about the company and position

Use a professional format

Create the heading

Address the letter to the hiring manager

Open the letter by describing your interest

Outline your experience and qualifications

Include aspects of your personality

Express appreciation

Close the letter

1. Review information about the company and position

It’s best to write a new application letter for each position you’re applying for, so you can include pertinent details and show your interest in the particular open role. Spend some time reviewing the company information, which you can likely find on the website, as well as the position listing. Compare your qualifications and experience with the list of skills in that posting. You may also want to think about specific experiences that have prepared you for the role, such as leading a team or managing a major event.

2. Use a professional format

A job application letter should be more professional than a thank-you card or an email to a coworker or friend. The alignment of the document should include single spacing, one-inch margins and left alignment. It’s best to use a professional and traditional font, such as Times New Roman, in a size from 10 to 12 points. Try to keep your job application letter to one page. When a hiring manager reviews your job application letter, they will get their first impression of you as a potential employee, so take time to format it professionally and keep it concise.

3. Create the heading

Use a formal business heading for your job application letter. The heading should include your name and contact information, the date and the company name and address. If you send your job application letter via email, you can eliminate your name and contact information from the header and put it at the bottom of the email after the signature instead.

Example header:

Your name

Your physical address

Your phone number

Your email address

Date

Name of hiring manager or supervisor

Title of hiring manager or supervisor

Company name

Company physical address

By including a professional and detailed heading, you can make it easier for the hiring manager to follow up with you regarding the position.

4. Address the letter to the hiring manager

In your research, try to find the name of the person reviewing applications for the job. Address your letter to this person with a common business greeting, such as “Dear Mr./Ms.” and their last name. If you’re not sure of the name or gender of the individual reviewing your application, you can use the generic “To Whom It May Concern” or “Dear Hiring Manager.”

5. Open the letter by describing your interest

In the first paragraph of your letter, mention the job title for which you’re applying and where you saw the position posting. Include your interest in the role and briefly state the main experience or qualification you have that makes you a good fit. This is the section that will draw in the hiring manager as the reader of your application letter, so it is important to appeal to that person quickly and succinctly.

Example: “I saw the posting for the Marketing Intern role on my university’s online job board and I am very interested in the role. I am in my final year of earning my bachelor’s degree in marketing with a minor in communications, so I feel my educational experience has prepared me to work in a fast-paced marketing department like the one within your organization.”

6. Outline your experience and qualifications

The next few paragraphs of your letter should highlight your experience, qualifications and skills, positioned in a way that aligns with the company’s goals and mission. For example, if you are applying for a job with a non-profit organization that provides educational opportunities to underserved community members, you could talk about your experience with non-profit organizations or educational offerings. Since a job application letter should stand on its own without a resume, it’s helpful to include details about your experience that relate to the position to which you’re applying.

7. Include aspects of your personality

As you’re writing your job application letter, consider how you can incorporate aspects of your personality. A friendly and engaging letter is likely to appeal to the reader, especially when they can get an idea of how well you might fit with the team.

For example, in the situation mentioned above, explain in your letter you are good at connecting with children or how you value community spirit.

8. Express appreciation

Before you sign off on your letter, express your appreciation to the hiring manager for reviewing your letter and considering you for the position. The hiring manager is taking time out of their day to read what you have written, so expressing your gratitude for that time spent is a polite and professional way to close the document.

Example: “I appreciate the time you have taken to review my application letter. Since you likely received a number of applications and letters for this open position, I am extremely grateful for the time you have spent reading about me and what would make me a good fit for this role.”

9. Close the letter

Many people use “Sincerely” or “Best” to close the letter, although any professional sign-off is fine to include. The final line of the letter should be your full name. If you submit a hard copy of the letter, include your signature above your typed name. When submitting an application letter via email, you should include your contact information beneath your name, rather than including it in the header.