how to write position application letter

• Mar 26, 2024
• 11 min read

How to Write a Job Application Letter (Tips and Examples)

Your guide to getting your foot in the door.

Joanna Zambas

Content Manager and Career Expert

Reviewed by Chris Leitch

Do you have your heart set on a specific company but have never seen them post a single vacancy? And are you on the verge of giving up completely, and convinced you’re going to be jobless and broke for the rest of your life?

Well, don’t crumple your  perfectly written résumé  in a ball of paper just yet — there’s still hope for you!

All you need to do is write an awesome job application letter.

Application letters are a great way to get your foot in the door of a company that hasn’t advertised a position or when you’re applying for an academic program or an  internship .

So, what are you waiting for?

Read on to find out how to write a great job application letter (and land that  dream job  of yours in the process)!

What is a job application letter/email?

Whereas cover letters are used when applying for a specific vacancy, and include details which are complementary to what’s on the applicant’s résumé, application letters are submitted when there is no job opening, and they tend to be more detailed.

Unlike cover letters, which usually span about one page, application letters can be twice as long.

How should you structure your letter?

The structure and formatting of your application letter is just as important as the words you use to sell your skills and enthusiasm for the job. The pointers below will help you deliver your message in a professional and effective way.

Sender’s address

Begin your letter with your address listed in the left-hand corner of the page. In the US, it’s acceptable to list your address in the right-hand corner. (Skip this step if you’re going to send your application via email.)

If you’re applying via email, create an email address for professional use if you haven’t already. This should include your first and last names or initials — no nicknames or years of birth! Two appropriate examples are [email protected] and [email protected] .

As with any official letter, include the date of your letter below your address.

Subject line

The  subject of your email  should make the manager want to read more and not automatically press the “Delete” button. It could be something like: “Social Media Expert with over 5 Years of Experience”.

Inside address

The company’s address should appear a few lines below your address and the date. Skip this if you’re sending an email.

As with any formal letter, you need to open with the correct formal salutation (such as “Dear Mr [surname]” or “Dear Ms [surname]”).

It’s also best to find out who the head of the department is, and address your letter directly to them to show that you’ve taken the time to really do your research. If you begin with “Dear Hiring Manager”, for example, you’re potentially destroying your chances of getting the job you’re applying for.

Opening paragraph

The opening paragraph should provide details on why you’re getting in touch.

Think about what you want to achieve with this letter before forming your answer. For example, you could say that it’s been a dream of yours to work for the company and that you feel that, given the chance, you’d love to bring new skills and ideas to the table. You can also highlight any qualifications you have here.

Middle paragraph(s)

This is where you will explain why you’re suitable for the position by listing skills you’ve developed through previous work experience . Remember that this shouldn’t be a word-for-word copy of your résumé; rather, you should use this as an opportunity to expand on notable achievements.

And make sure you tailor the content of your letter to the particular job title and company you’re applying to — you don’t want to ramble on about irrelevant details.

Final paragraph

Finally, focus on what you bring to the table and how the company can benefit from your skills and experience. If you have statistics and figures to back up your claims, even better!

For example, if you’re an experienced project manager, you could say how you want to showcase your leadership skills and help the company reach its desired turnover, and then back this up with statistics on how you did just that in previous positions.

You should close your letter with a call-to-action. For example, you could say something like: “I look forward to hearing back from you to discuss any possibilities”. And don’t forget to thank the reader for their time!

Your name and signature

If you’re sending this by snail mail, opt for a handwritten signature. If, on the other hand, you’re sending an email, simply write your name, followed by your contact information.

Most application letter templates (and formal letter templates in general) use the Times New Roman typeface at 12 points. Other recommended fonts include Arial, Georgia and Calibri.

Tips for writing your letter

When it’s time to write an application letter, bear the following points in mind to ensure that your document captures the hiring manager’s attention and successfully creates the impression that you’d make a good fit for their company.

1. Include bullet points

Bullet points can be used as an effective formatting tool when writing your application letter. They can demonstrate points clearly and concisely, as well as help with the overall layout, allowing for bite-sized, readable chunks of information.

2. Make sure the language you use is easy to read

You might be a literary wizard , but those long words won’t impress the hiring manager if they make your letter difficult to read.

3. Use positive language

Positivity is the way forward when it comes to selling your skills to a potential employer. Therefore, you should use positive words when explaining your previous work experience.

These words include “assisted”, “conducted”, “executed”, “proposed” and “recommended”, which (when used right) can demonstrate your contribution and dedication to your role and organization.

4. Be creative

Depending on the industry that you’re interested in, you can be a bit creative with your approach . This means that you don’t have to follow the conventional structure of a cover letter, and can instead adopt a more story-like approach.

Should you add any attachments?

Since application letters are not submitted in response to particular job ads, but rather serve as an inquiry into any unadvertised openings which may be available, they tend to be standalone documents. That is to say they are not typically accompanied by other files.

Whereas cover letters are concise, tailored to the job posting and accompanied by résumés, your letter of application will be a more extensive account of your skills and experiences.

That being said, if you’re applying for a creative position such as that of a video editor or blog writer, it makes sense to include a few samples of your work that best represent your talent and ability.

Job application letter samples

The following application letter samples can give you an idea as to what to include in your letter, as well as how to structure it effectively.

1. Job application email sample

Dear Mr Cannon,

I have long been following your company’s growth and progress, being extremely passionate about clean, renewable energy. I remember coming across XYZ Renewables back in the early 2000s, when it was still in its early startup stages, and I admire how your leadership has grown the company since.

Having gained extensive experience as a solar consultant over the last decade, I have kept an eye out for any job opportunities with XYZ Renewables. This is why I am writing to you today: to express a keen interest in working with you in the future, should any solar consultation vacancies become available at your company.

In my current role at ABC Energies, I train new hires in advising and liaising with clients, as well as in designing and installing solar systems that cater to the needs and budget of our clients. I carry out the same duties myself, and have been commended for my customer service skills and technical know-how in solar systems installations. Over the last year, I have overseen and facilitated transactions totaling upwards of $1 million.

I appreciate you taking the time to read through my application. I hope that my skills and work experience can contribute to a fruitful collaboration down the line.

Yours sincerely,

Mark Rowling

2. Internship application email sample

Dear Ms Kipling,

Ever since I was a sophomore in high school, I’ve dreamed about pursuing an undergraduate degree in interior design and going on to work for an award-winning architectural firm. During my studies at AB College, where I graduated from just over a month ago, I became exposed to the works of various such firms, including your own.

XY Designs stood out to me for the simplicity of its designs (I am also a fan of Scandinavian interiors!) as well as its clever use of natural lighting and earthy colors and textures. In particular, I was impressed with the renovation of the Workwell coworking space you undertook and completed in 2022.

I believe that working alongside the designers on your team and under your mentorship would be an invaluable experience, which is why I am reaching out to enquire about any potential internship opportunities you may have this coming summer. During my studies, I have become proficient in using SketchUp and 3Ds Max, and completed my final project on Scandinavian interiors and architecture specifically. I am attaching a link to my final project portfolio below.

Thank you for your time, and I hope to hear back from you soon.

Respectfully,

3. Academic application letter sample

Gregory Allen Department of English AB University Syracuse, NY

Tuesday, March 26, 2024

Dear Mr Allen,

During my undergraduate studies in animation, I discovered — quite unexpectedly — a passion for writing, and specifically writing for film and television. Although up until that point I had believed myself to be a VFX artist in the making, the discovery caused me to reconsider. Today, I am writing to express my interest in the Creative Writing MA program at AB University.

During my final year at Arts College, I produced a screenplay for a short film, and found that setting up the scene and creating a whole new world in words was far more fascinating to me than trying to recreate it by moving around and rendering pixels on a screen. I received the highest mark out of everyone on my course for that piece of writing; and that was followed by my screenwriting professor’s recommendation: the way he spoke about AB University’s history and faculty removed any sort of doubt from my mind. It all became clear: this was to be my new path.

I have attached some writing samples, as per the application guidelines: my final-year screenplay as well as two pieces of prose I wrote in my free time. I hope that you may consider my application for a spot on the Creative Writing course.

I look forward to hearing back from you. Thank you for your time!

Best wishes,

Things to remember

From writing the first draft of your application letter to editing it and adding the final touches, remember to do the following:

1. Do your research

Research is one of the most important steps when it comes to  job searching ; you need to make sure that you know all there is about the organization you’re targeting and you should have a clear understanding of what their company culture is like.

2. Don’t forget to proofread

This goes without saying, but never send your application letter off without proofreading it. With so many readily available editing tools online, there’s no excuse for a careless typo or wordy sentences. Grammarly and Hemmingway are two of the most popular programs to help you perfect your writing.

3. Use their style of writing

You can usually guess a company’s style of writing from their website and publications. So, it’s important to try and keep your letter in line with this so they can see that you’re a real match for the position and that they’d be silly to not invite you for an interview.

Final thoughts

Whether you go to write a cover letter or an application letter, or even to put together a portfolio for a prospective employer to see, the same thing applies: everything you include must be related to the position you’re hoping to land.

So, before you’ve started writing, take time to consider which of your skills, qualities and achievements best portray you as a strong candidate , and how you can best convey your interest in (and suitability for) the company as a whole.

Have you ever written an application letter before? Do you have any other tips to share with fellow jobseekers? Leave us a comment in the comments section below!

Originally published on August 21, 2018. Updated by Electra Michaelidou.

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Job Application Letter: Examples, What to Include & Writing Tips

In this article, we'll cover:

What Is an Application Letter?

What to include in a job application letter, job application letter samples, application letter template, tips for writing an application letter.

Aside from your resume, the hiring manager may ask you to submit a cover letter as a formal letter for a job application. Under different circumstances, it can go under different names shown below: 

• Job application letter – explains why you're applying for this position and what makes you qualified. 
• Letter of interest – expresses your interest in some position in a company even though it's already filled or not being advertised yet.
• Letter of motivation – proves that you are the perfect candidate for the position. 

Among these application formats for jobs, an application letter most closely resembles the function of a cover letter. It demonstrates your relevant qualifications for the position and convinces the employer to call you for an interview. 

This article will guide you on how to write an application letter for employment and feature samples of both an application letter format and an email job application format.   

Simply put, a letter of application is a formal document sent with your resume to explain at least these three things:

• Why you want to apply for this role
• What makes you the right fit
• How you can bring value to the organization

A well-written job application letter can grab the recruiters' attention effectively, motivate them to read through your resume and offer you a job interview. Hence, you should always submit a short application letter, even though it’s not required for the application. 

Recruiters normally would read your application letter before your resume. Therefore, it is important that your job application letter could serve as an overview of your profile as a candidate, and is interesting enough to make them want to review your application until the end.

When reviewing an application letter, recruiters expect to find a brief introduction of who you are and why you're applying for this role. Next, some paragraphs should elaborate the qualifications you possess that make you the right fit, in terms of education, experience, and skills. If you've stayed in the field for a while, focus on showing your achievements and present to the employer how you would contribute to their company in your job application letter. 

Lastly, to make a lasting ending for your application letter, express your appreciation for their time and insert a CTA about the job interview. Also, make sure you include a professional sign-off!

In this paragraph, you will learn how to write each of the 6 sections included in a job application letter:

• Letter header
• Introduction paragraph
• Body paragraph(s)
• Closing paragraph

1. Letter header 

Basically, the header of an application letter should follow the format of any other formal letters. It means that you need to provide the following information: 

• Your personal info (name, email, phone number/LinkedIn)
• Date written
• The recipient's info (name, job title, email, company address) 

Example of an  application letter header:

Kaylee Tran 9215 Fremontia Ave, Fontana, CA 92335  [email protected] (+310)-442-1500

May 10, 2022

Davis Miser Principal West Randall Elementary School 15620 Randall Ave, Fontana, CA 92335

2. Salutation

The salutation in a job application letter is a greeting to the people who will read your document and evaluate your qualifications for the role. Normally, they can be the company founder, the hiring manager, or the position’s department head. 

Good salutations for application letters:

• Dear Mr/Mrs + [Last Name],

Dear Hiring Manager,

• Dear [First Name],
• To Whom It May Concern,

Bad salutations for application letters:

• How do you do!
• Good morning/afternoon!

💡 Pro Tip: The cover letter salutation is one part of the letter where you can address the receiver of the letter directly. Addressing the correct or relevant people directly shows that you’ve put in the effort to do some research about the role and the team.

3. Introduction paragraph

In the opening paragraph, it's essential to introduce yourself and the purpose of writing this application letter. The most important information that employers expect to read is a brief statement of your qualifications that make you qualified for the position. 

Instead of stuffing too many details in this section, keep your application letter opening paragraphs within 2-3 sentences.

Example of the introduction paragraph in a job application letter : 

“My name is Kaylee Tran, an MSc graduate from IU International University of Applied Science. I am interested in applying for the Software Engineering Intern at Google after coming across your job listing on LinkedIn. I believe that my educational background and freelancing experience make me a highly competitive candidate for this position.” 

4. Body paragraph(s)

Here comes the most important part of your application letter for employment where you will need to express your motivation to apply and provide details on why you think you're the right fit. 

In the same way that you write a resume or CV, key components include skills, education, work experience, and professional achievements. However, instead of listing them in bullet points, you will compile a concise paragraph that best presents yourself to the hiring manager. 

💡 Pro Tip: Don't just repeat information from your resume. Keep your explanation no longer than 10 sentences. Be brief and concise since recruiters don’t have all day to review your application letter.

Example of the body paragraph in an application letter :

“I have a strong passion for writing and blogging, which is why I have found such fulfillment in content creation. My first job was as a social media specialist at IVY Travel, where I was responsible for managing the company’s social media accounts and producing well-thought-out content to attract more potential customers. My biggest achievement is receiving the 2018 Marketing Award for doubling the average organic likes from 80K to 160K on Facebook in one year. 

The following year, I advanced my career as a freelance content writer. This allows me to write for a variety of industries such as FinTech, EdTech, fashion, beauty, and tourism. I have helped over 15 companies with their content strategy and online branding. My previous clients are content with my active listening, attention to detail, and commitment to deadlines.”

5. Closing paragraph

In this the final paragraph of your application letter, you will need to: 

• Restate your interest
• Kindly remind the hiring manager to review your resume and other files attached
• Kindly ask for an interview 
• Express your appreciation for their time and consideration 

Example of the closing paragraph in an application letter :

“As requested, I have enclosed my resume, work samples, and IELTS certificate. Please let me know if you have any questions or need any additional information. Thank you for your time and appreciate your consideration of my application. It would be my honor to have the chance to discuss this opportunity further with you.”

6. Signature

To end an application letter, just simply write a formal closing, followed by your signature. 

If you're using an email job application format, make sure your email signature is professional and covers your personal information, like this: 

Kaylee Tran (Ms.) cakeresume.com/kaylee1990  [email protected] (+098)-1234-567

Good sign-offs for application letters:

• Best regards,
• Kind regards,
• With gratitude,

Bad sign-offs for application letters:

• See you soon!
• Thanks in advance!

Sample of an application letter for a job vacancy

Dear Mr. Miser,

My name is Kaylee Tran, an MSc graduate from IU International University of Applied Science. I saw the posting of the Software Engineering Intern from Google on LinkedIn, and I am very interested. I believe that my educational background and freelancing experience make me a highly competitive candidate for this position.

For the past two years, I have gained hands-on experience in coding and programming, providing solutions in database technology, and testing applications. My main responsibility is collaborating with a US-based team to develop four new websites that serve 2.5 million users per month. The biggest accomplishment I have achieved is building and implementing an automated bug tracking system, resulting in a 25% reduction in issues reported in the later stages of development.

The documents attached are my resume and work portfolio. I look forward to learning more about the Software Engineering Internship Program at Google. Thank you for your time and consideration.

Sincerely, Kaylee Tran

Simple job application email sample

I'm writing to express my interest in the content editor position listed on Cake. While I have 5 years of experience in content marketing and social media management, I am confident that I am well-positioned to support IVY Magazine. 

I have a strong passion for writing and blogging, which is why I have found such fulfillment in content creation. My first job was as a social media specialist at IVY Travel, where I was responsible for managing the company’s social media accounts and producing well-thought-out content to attract more potential customers. My biggest achievement is receiving the 2018 Marketing Award for doubling the average organic likes from 80K to 160K on Facebook in one year. 

The following year, I advanced my career as a freelance content writer. This allows me to write for a variety of industries such as FinTech, EdTech, fashion, beauty, and tourism. I have helped over 15 companies with their content strategy and online branding. My previous clients are content with my active listening, attention to detail, and commitment to deadlines.

As requested, I have enclosed my resume, work samples, and IELTS certificate. Please let me know if you have any questions or need any additional information. Thank you for your time and appreciate your consideration of my application. It would be my honor to have the chance to discuss this opportunity further with you.

Kind regards, Colleen Miller  [email protected] (881)-123-1234 cakeresume.com/colleen.miller

Need to write a quick and simple application letter? Use the free application letter template below.

[Your name]  [Your address]  [Your email address]  [Your phone number]

[Date written]

[Recipient’s name]  [Company name]  [Company physical address]

Dear Mr./Mrs. [Last Name] , 

I am writing this letter to apply for the [job title] position at your company - [company name] . I believe that my educational background and professional experience make me an ideal candidate for this role. Moreover, I can have a chance to continue building upon the [technical skill] and [soft skill] acquired over the past [number] years.

In the last role as a [job title] , I was responsible for [job task 1] , [job task 2] , and [job task 3] . I pride myself on [notable accomplishment 1] and [notable accomplishment 2] , resulting in [contribution] at [your former company] . 

You and the team can rely on me as a [personal trait 1],  [personal trait 2], and [personal trait 3] employee with the ability to [soft skill] effectively. In terms of my educational background, I earned my [degree type] in [your major] from [University name] in [year] . I also obtained a certificate (or license) in [field] . 

Please find attached my resume for your further review of my skills and work history. I would appreciate the opportunity to discuss this position and how I can bring more value to the [team or department name].  

Thank you for your time and consideration. I look forward to hearing from you soon. 

Kind regards,  [Your Name]

✅ Start with a professional subject line.

This is particularly important if you choose an email format for your job application. Think of it as an article title that is professional-looking and can grab the reader's attention. 

Examples of email subject lines for application letters :

• Front-desk Position - Your Name
• Job Posting #321: Marketing Manager
• Application for Public Health Associate Position

💡 Pro Tip: Some job postings list specific formats that you are required to follow when submitting your application. Make sure to pay close attention to these specific instructions if you don’t want your application to go missing.

✅ Highlight your skills.

Bullet points on a resume make it easier to list relevant skills. However, you can’t do so when writing a job application letter - instead, provide specific examples of how you’ve leveraged that skill and what you've achieved. That will help fully showcase why you’re the right one for the position.

✅ Incorporate related keywords.

A rule of thumb is not only your resume but also your application letter should be tailored to the job opening. You just need to review the job description carefully and insert keywords related to skills, job responsibilities, and requirements. Doing so can help effectively pitch yourself to employers and stand out from the crowd. 

✅ Be concise.

In general, an application letter sample for any position should not exceed one A4 page, ideally 250 to 400 words. Also, keep in mind that the body paragraph is the focus of the letter - longest and providing the most detail. 

✅ Express your gratitude.

Being polite and professional will always imprint a positive impression on recruiters. It also indicates good character and can be seen as an indication of how you will fit into the company. Hiring managers will be impressed by your professionalism if you put your appreciation into words. 

✅ Include a strong CTA.

A CTA (call-to-action) is like an invitation and reminder to the hiring manager to follow up and speak with you further regarding the job opportunity. This allows you to express your interest in the role and give them a push to reach out to you for an interview.

✅ Proofread before sending it out. 

Many job applicants don't make a practice of proofreading their application letters, resulting in spelling and grammar mistakes. These may reflect badly on you and cost you the interview. Thus, make sure your job application letter is error-free before it's submitted. 

With Cake, you can easily create a resume online, free download your resume’s PDF formats, and utilize ATS-compliant templates to create a resume. Land your dream job, create your resume online (free download) now!

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--- Originally written by May Luong --

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How to Write a Job Application Letter (With Examples)

What Is a Job Application Letter?

Tips for writing a job application letter, how to get started.

• Writing Guidelines
• What to Include in Each Section

Simple Formatting Using a Template

Tips for writing an effective letter, sample job application letter, sending an email application, review more letter examples.

Do you need to write a letter to apply for a job? Most of the time, the answer is yes. Even when employers don’t require a job application letter , writing one will help you highlight your skills and achievements and get the hiring manager’s attention. The only time not to send one is when the job listing says not to do so. It can help, and it definitely won't hurt to include an application letter with your resume.

A job application letter, also known as a cover letter , should be sent or uploaded with your resume when applying for jobs. While your resume 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 this letter can seem like a challenging task. However, if you take it one step at a time, you'll soon be an expert at writing application letters to send with your resume.

Melissa Ling / The Balance

Before you begin writing your job application letter, do some groundwork. Consider what information you want to include, and keep in mind that space is limited.

Remember, this letter is making a case for your candidacy for the position. But you should do more than just regurgitate your resume. Instead, highlight your most relevant skills, experiences, and abilities.

Analyze the Job Posting

To include the most convincing, relevant details in your letter, you'll need to know what the employer wants.

The biggest clues are within the job advertisement, so spend some time decoding the job listing . Next, match your qualifications with the employer's wants and needs.

Include Your Most Relevant Qualifications

Make a list of your relevant experience and skills. For instance, if the job ad calls for a strong leader, think of examples of when you've successfully led a team. Once you've jotted down some notes and have a sense of what you want to highlight in your letter, you're ready to start writing.

Writing Guidelines for Job Application Letters

Writing a job application letter is very different from a quick email to a friend or a thank-you note to a relative. Hiring managers and potential interviewers have certain expectations when it comes to the letter's presentation and appearance, from length (no more than a page) and font size to style and letter spacing . Keep these general guidelines in mind, but always stick to any explicit instructions in the job listing or application portal.

Length: A letter of application should be no more than one page long. Three to four paragraphs are typical.

Format and Page Margins: A letter of application should be single-spaced with a space between each paragraph. Use 1-inch 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.

What to Include in Each Section of the Letter

There are also set rules for the sections included in the letter, from salutation to sign-off, and how the letter is organized. Here's a quick overview of the main sections included in a job application letter:

Heading: A job application letter 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.

•   Header Examples

Salutation: This is your polite greeting. The most common salutation is "Dear Mr./Ms." followed by the person's last name. Find out more about appropriate cover letter salutations , including what to do if you don't know the person's name or are unsure of a contact's gender.

Body of the letter: Think of this section as having three distinct parts.

In the first paragraph , you'll want to mention the job you are applying for and where you saw the job listing.

The next paragraph(s) are the most important part of your letter. Remember how you gathered information about what the employer was seeking, and how you could meet their needs? This is where you'll share those relevant details on your experience and accomplishments.

The third and last part of the body of the letter will be your thank you to the employer; you can also offer follow-up information.

Complimentary Close: Sign off your email or letter with a polite close, such as "Best," or "Sincerely," followed by your name.

• Closing Examples

Signature: When you're sending or uploading a printed letter, end with your handwritten signature, followed by your typed name. If this is an email, simply include your typed name, followed by your contact information.

• Signature Examples

Overwhelmed by all these formatting and organization requirements? One way to make the process of writing a job application easier is to use a template to create your own personalized letters. Having a template can help save you time if you are sending a lot of application letters.

Be sure that each letter you send is personalized to the company and position; do not send the same letter to different companies.

• Always write one. Unless a job posting explicitly says not to send a letter of application or cover letter, you should always send one. Even if the company does not request a letter of application, it never hurts to include one. If they do ask you to send a letter, make sure to follow the directions exactly (for example, they might ask you to send the letter as an email attachment or type it directly into their online application system).
• Use business letter format. Use a formal business letter format when writing your letter. Include your contact information at the top, the date, and the employer’s contact information. Be sure to provide a salutation at the beginning and your signature at the end.
• Sell yourself. Throughout the letter, focus on how you would benefit the company. Provide specific examples of times when you demonstrated skills or abilities that would be useful for the job, especially those listed in the job posting or description. If possible, include examples of times when you added value to a company.

Numerical values offer concrete evidence of your skills and accomplishments.

• Use keywords. Reread the job listing, taking note of any keywords (such as skills or abilities that are emphasized in the listing). Try to include some of those words in your cover letter. This will help the employer see that you are a strong fit for the job.
• Keep it brief. Keep your letter under a page long, with no more than about four paragraphs. An employer is more likely to read a concise letter.
• Proofread and edit. Employers are likely to overlook an application with a lot of errors. Read through your cover letter, and if possible, ask a friend or career counselor to review the letter. Proofread for any grammar or spelling errors.

This is a job application letter sample.  Download the letter template (compatible with Google Docs or Word Online) or read the example below.

Sample Job Application Letter (Text Version)

Elizabeth Johnson 12 Jones Street Portland, Maine 04101 555-555-5555 elizabethjohnson@emailaddress.com

August 11, 2024

Mark Smith Human Resources Manager Veggies to Go 238 Main Street Portland, Maine 04101

Dear Mr. Smith,

I was so excited when my former coworker, Jay Lopez, told me about your opening for an administrative assistant in your Portland offices. A long-time Veggies to Go customer and an experienced admin, I would love to help the company achieve its mission of making healthy produce as available as takeout.

I’ve worked for small companies for my entire career, and I relish the opportunity to wear many hats and work with the team to succeed. In my latest role as an administrative assistant at Beauty Corp, I saved my employer thousands of dollars in temp workers by implementing a self-scheduling system for the customer service reps that cut down on canceled shifts. I also learned web design and timesheet coding, and I perfected my Excel skills. 

I’ve attached my resume for your consideration and hope to speak with you soon about your needs for the role.

Best Regards,

Elizabeth Johnson (signature hard copy letter)

Elizabeth Johnson

When you are sending your letter via email include the reason you are writing in the subject line of your message:

Subject Line Example

Subject: Elizabeth Johnson – Administrative Assistant Position

List your contact information in your signature, rather than in the body of the letter:

Email Signature Example

Elizabeth Johnson 555-555-5555 email@emailaddress.com

Review more examples of professionally written cover letters for a variety of circumstances, occupations, and job types.

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How to Write an Application Letter (Sample Included!)

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How to Write an Application Letter (Sample Included!) was originally published on The Muse , a great place to research companies and careers. Click here to search for great jobs and companies near you.

Whether you’re applying for a job , internship , scholarship, or volunteer position, a well-crafted application letter can help you stand out. It’s your chance to introduce yourself and make a strong first impression that sets you apart from the competition.

But how do you write an application letter that’s effective? Below, we’ll explain when to use this method of introduction and give you practical tips on writing one that gets results. Plus, we’ve included a sample application letter and a template to help you create the perfect document for any opportunity.

Apply for the role of your dreams! One of these open jobs on The Muse could be the perfect fit »

What is an application letter?

An application letter is a document sent with your resume to provide additional information on your skills and experience. It’s a crucial part of an application for work as it introduces you to potential employers and highlights your qualifications.

While some companies request it at the beginning of the application process, others might ask for it later, or not at all—but it’s always a valuable addition.

Unlike a resume, which outlines your work history, a written application allows you to elaborate on your achievements and how they relate to the job you are applying for. It is a much more specific way to introduce yourself and explain why you would be a good fit for the job.

How is an application letter different from a cover letter?

Some people use the terms “application letter” and “cover letter” interchangeably, but there are subtle differences between the two.

An application letter serves as your formal introduction to a potential employer. It highlights your interest in the role, your qualifications, and why you’re a good fit for the position. It’s a standalone document that provides a comprehensive overview of your skills and experiences.

On the other hand, a cover letter is usually more concise than an application letter and serves as a complementary document to your resume, providing additional context to your job application. It elaborates on specific points from your resume and explains how your background aligns with the job requirements.

Also, job application letters follow a more formal structure, often resembling a traditional business letter. They include your contact information, the date, and the employer’s contact information at the top. An application letter is usually addressed to a specific individual, such as the hiring manager or recruiter. While cover letters also have a professional tone, they can be less formal in structure.

Finally, the application letter is used primarily for job applications, internship applications, scholarship applications, and volunteer positions. In contrast, the cover letter is specifically used to accompany a resume during job applications.

When do you need to send an application letter?

Application letters are typically required when applying for jobs. However, there are other scenarios where you might need one:

• Scholarship applications: When applying for scholarships, this kind of letter can help you stand out by showcasing your academic achievements and career goals .
• Volunteer positions: Some volunteer organizations require an application letter to understand your motivations and skills relevant to the position.
• Internship applications: Internships often require this document to understand your interest in the role and what you hope to gain from the experience.
• Networking purposes: Sending one when reaching out to potential mentors or industry professionals can help you establish a connection and explain your career aspirations.

7 tips on how to write a job application letter

Writing an effective application letter involves more than just summarizing your resume. Here are seven tips to write yours:

1. Research the company—at least do a quick Google search!

Before you start writing, research the company to understand its culture, values, and needs. Tailor your letter to align with the company’s mission and the job description. There is nothing better for an HR professional than feeling that you don’t just want any job; you want to work with them for specific reasons, such as X and Y.

“Address the letter to the hiring manager by name if possible,” says Mike Chappell, CEO of FormsPal , who has more than a decade of experience reviewing application letters. “This shows that you’ve done your research and are genuinely interested in the company.”

2. Use a professional format and design

Your application letter should follow a formal letter of application format. Use a standard font like Times New Roman or Arial, and keep the font size between 10 and 12 points. Include your contact information, the date, and the employer’s contact information at the top of the letter.

There are many layouts online that you can use. Find one that represents your style and complements your resume.

3. Make it engaging from the start with a strong opening

Your opening paragraph should grab the reader’s attention. Mention the position you’re applying for and where you found the job listing. If you were referred by someone, include their name. Briefly introduce yourself and explain why you’re interested in the role.

4. Highlight your qualifications—what you can’t fully convey in your resume

In the body of your applicant letter, highlight your relevant skills, experiences, and achievements. “Use specific examples to showcase your accomplishments and how they relate to the job you’re applying for,” Chappell says. “ Quantifiable results can make a strong impact.”

Avoid repeating information from your resume; instead, expand on your most relevant experiences.

5. Show enthusiasm and genuine interest

Employers want to hire candidates who are enthusiastic about the role and the company. Show your excitement for the opportunity. Explain why you are specifically interested in this job and how it aligns with your career goals.

6. Keep it concise

While it’s important to provide enough detail, your application letter should be concise. Aim for one page, with three to four paragraphs. Be clear and to the point, avoiding unnecessary fluff.

7. Proofread carefully

Typos and grammatical errors can leave a negative impression on employers. Carefully proofread your letter before sending it. Consider asking another person to review it as well.

Letter of application sample

Here’s a super complete example of application letter to help you get started:

August 1, 2024

Ms. Jane Doe

Hiring Manager

Innovative Solutions Inc.

456 Maple Avenue

Springfield, IL 62705

Dear Ms. Doe,

I am writing to express my interest in the Marketing Manager position at Innovative Solutions Inc., as advertised on your company’s careers page. With more than five years of experience in marketing and a proven track record of successful campaigns, I am excited about the opportunity to contribute to your team and drive impactful marketing strategies.

In my previous role as a Senior Marketing Specialist at Creative Solutions LLC, I led a team in developing and executing a comprehensive marketing strategy that resulted in a 30% increase in brand awareness and a 25% boost in lead generation. My responsibilities included overseeing digital marketing campaigns, analyzing market trends, and coordinating with cross-functional teams to ensure alignment with overall business goals. This experience has honed my skills in strategic planning, data analysis, and team leadership.

I am particularly impressed by Innovative Solutions Inc.’s commitment to leveraging cutting-edge technology to deliver innovative marketing solutions. Your recent campaign, which utilized artificial intelligence to optimize ad targeting, is a testament to your forward-thinking approach. I am eager to bring my expertise in digital marketing and campaign management to your team and contribute to similar groundbreaking projects.

My strong analytical skills, combined with my ability to lead and inspire a team, make me a great fit for this role. I am confident that my background and enthusiasm for innovative marketing strategies align well with the needs of Innovative Solutions Inc.

Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences can contribute to the continued success of Innovative Solutions Inc.

123 Elm Street

Springfield, IL 62704

[email protected]

(555) 123-4567

Template for an application letter

You can also use the following application format to structure your application letter for a job:

[Recipient’s name]

[Company’s name]

[Company’s address]

[City, State, ZIP Code]

Dear [Recipient’s name],

I am writing to express my interest in the [Job title] position at [Company name] as advertised on [Where you found the job listing]. With my background in [Field or industry] and a passion for [Specific aspect of the job or industry], I am excited about the opportunity to contribute to your team.

In my previous role at [Previous company], I developed [Specific skills or achievements]. I successfully [Describe a project or responsibility], which resulted in [Quantifiable result or achievement]. This experience has equipped me with [Relevant skills] that I am eager to bring to [Company name].

I am particularly impressed by [Company name]’s commitment to [Specific company initiative or value], and I am enthusiastic about the prospect of working with a team that values [Related value or skill]. I am confident that my skills and experiences align well with the requirements of the [Job title] position.

Thank you for considering my application. I look forward to the opportunity to discuss how my background, skills, and enthusiasm can contribute to the success of [Company Name].

[Your Name]

[Your address]

[Your email address]

[Your phone number]

Common mistakes to avoid

When writing a letter of application for employment, be aware of these common mistakes:

• Being too generic: Focus your letter on the specific job and company, and mention detailed information about them. Don’t default to a one-size-fits-all approach or AI-written document. “It is generally best to avoid using generative AI to write your application letters for you,” says Edward Tian, CEO of AI detector GPTZero . “Only you can write about those specific aspects of your identity and experiences in such a personal way.”
• Focusing too much on yourself: While it’s important to highlight your qualifications, make sure to explain how you can benefit the company. “You can talk about your career goals, college classes that piqued your interest in the type of job you’re applying to—just make sure that they tie into why they make you uniquely qualified or well-positioned for the job,” Tian says.
• Including irrelevant information: Avoid discussing unrelated jobs or hobbies, for example.
• Using a casual tone: Maintain a professional tone throughout your letter. Avoid slang or overly casual language.

Need a bit more guidance in your job search? Read this next: How to Apply for a Job Online: 10 Tips to Stand Out and Land an Interview

3 Examples: How to Write an Effective Application Letter

By Status.net Editorial Team on November 15, 2023 — 9 minutes to read

Your application letter should be a clear reflection of you, your skills, and your aspirations. It’s essential to tailor it to the specific job you’re applying for and showcase how you meet the requirements. Stay with us as we walk you through the tips, tricks, and best practices to make your letter shine. By the end, you’ll have the knowledge and confidence to navigate the job application process with ease.

Step 1. Introduction: Expressing Interest

The opening line.

Your opening line should grab the reader’s attention, briefly introduce yourself, and express your interest in the position. This is your opportunity to make an excellent first impression, so keep it clear and concise. For example, you could start with:

“As an experienced marketing professional, I was thrilled to see the opportunity for a Marketing Manager position at X Company.”

Revealing the Source of Information

Next, it’s important to mention where you found out about the job opening. This helps recruiters understand where their outreach efforts are effective and demonstrates that you’ve done your homework. Reference the specific platform, such as a job board or company website, or mention the person who referred you to the position. Here are a couple of examples:

“I came across this position on LinkedIn and believe my skillset aligns perfectly with the job requirements.” or

“Jane Brown, the Sales Director at your company, suggested I apply for this role, as she believes my experience in customer service is a great fit for the team.”

Step 2. Body: Detailing Qualifications

Pitching your skills.

When writing an application letter, it’s essential to showcase your skills. Start by listing the most relevant ones based on the job description. Be specific and mention how you’ve used these skills in previous projects or work settings. For example:

“As a project manager, I have successfully managed teams of up to 20 members, ensuring timely delivery of projects while maintaining a high level of quality.”

Use bullet points or bold text to make your skills stand out. This way, the reader gets a clear picture of your capabilities.

Referencing Your Experience

After listing your skills, provide details about your work experience. Start with the most recent position and include the name of the company, your job title, and the duration of employment. Focus on the responsibilities that match the job opening. For instance:

“During my tenure at X Corp as a marketing executive, I was responsible for coordinating marketing campaigns, managing social media channels, and conducting market research.”

Don’t forget to mention any relevant internships or volunteer work. This information will help paint a complete picture of your expertise.

Demonstrating Your Achievement

Lastly, highlight your accomplishments and show the potential employer why you’re a perfect fit. Use concrete examples and mention any quantifiable results you’ve achieved. For example:

“At ABC Inc., I initiated a cost-reduction program that saved the company $50,000 within six months.”

You can also mention any awards or recognitions you’ve received for outstanding work. This demonstrates that your contributions have been valued and recognized by others.

Step 3. Concluding Your Letter

Seeking further communication.

By the time you reach the end of your application letter, it’s important to express your desire for further communication with the potential employer. This shows that you’re genuinely interested in the opportunity and eager to continue the conversation. Example:

“I am excited about the prospect of contributing to your company’s goals, and I would appreciate the opportunity to discuss this further with you. Please don’t hesitate to contact me at your earliest convenience. Thank you for considering my application.”

Final Goodbye

After expressing your eagerness, close your letter with a polite and professional farewell, addressing the recipient by name where possible. This is not only courteous, but it also leaves a positive and lasting impression. Example:

“ I look forward to your response and the possibility of working together. Once again, thank you for your time and consideration. Sincerely, [Your Name]”

Proper Letter Ending

The complimentary close.

Start by choosing an appropriate complimentary close for your application letter. This part signifies the end of the main content and should leave a professional impression. Some common examples are “Sincerely,” “Best regards,” or “Yours faithfully.” Keep in mind that it’s best to stay formal, so avoid using casual phrases like “Cheers” or “Take care.”

After the complimentary close, press enter twice to leave a space for your signature. This space provides room for your actual signature if you’re submitting a physical letter. If you’re submitting electronically, this space can act as a visual cue that your letter has reached its end.

While signing an application letter, be sure to include your typed full name. Don’t forget to include your relevant contact information, such as your email address or phone number. This will make it easy for the recipient to get in touch with you if they have any questions or require additional information.

Here’s an example of a proper letter ending for your application letter:

[Space for physical signature, if applicable] Your Full Name [email protected] +1-234-567-8901

Post-Writing: Proofreading and Correcting

After writing your application letter, it’s essential to proofread and correct any errors or inconsistencies. This process will help ensure that you submit a polished and professional document that impresses potential employers.

Correcting Grammar and Punctuation

First, focus on your grammar and punctuation. A well-written letter that follows proper grammar rules is more likely to capture the reader’s attention and convey your message effectively.

• As you’re reading through your letter, keep an eye out for missing or misplaced commas, semicolons, and other punctuation marks.
• Check for sentence fragments or run-on sentences that make your message unclear.
• Look for subject-verb agreement issues, as well as any awkward phrasing or wordiness.
• Ensure consistency in tense and voice throughout the letter.

Checking for Spelling Mistakes

Your next step should be checking for spelling mistakes. Misspelled words can distract the reader and make your application appear less polished.

• Run your text through a spellchecker; most word processing programs have this feature built-in.
• Take the time to read through your letter carefully, word-by-word, to catch any errors the spellchecker may have missed.
• Double-check the spelling of names, addresses, and other specific information to make sure they’re correct.

Examples of Successful Application Letters

When writing an application letter, it’s essential to tailor it to the specific job posting . Check out these examples to help you create a winning letter for different scenarios.

Dear [Hiring Manager],

I’m excited to apply for the Sales Representative position at [Company Name]. With my proven sales record and strong interpersonal skills, I believe I would be a valuable asset to your team.

In my previous role at [Previous Company], I consistently exceeded sales targets and established strong relationships with clients. I’m confident that my experience and passion for sales will contribute to the ongoing success of [Company Name].

Thank you for considering my application. I look forward to discussing my qualifications and how I can contribute to the growth of [Company Name].

Sincerely, [Your Name]

As a creative and skilled Graphic Designer, I am thrilled to apply for the position at [Company Name]. My expertise in Adobe Creative Suite and concept development aligns with the requirements laid out in the job posting.

In my previous role at [Previous Company], I created visually appealing and engaging content for various marketing campaigns. My designs helped increase brand recognition and lead to a 20% increase in social media engagement. I am eager to use my talents and contribute to the visual identity of [Company Name].

I look forward to the opportunity to discuss my skills and portfolio with you. Thank you for considering my application.

Best regards, [Your Name]

As an experienced Office Manager with a strong background in time management and organization, I am eager to apply for the position at [Company Name]. Your commitment to efficiency and supporting your employees is in line with my work values.

During my tenure at [Previous Company], I streamlined scheduling and developed procedures that led to a 30% reduction in office expenses. My proactive approach to problem-solving and ability to create a productive work environment contribute to my effectiveness as an Office Manager.

I am enthusiastic about the opportunity to contribute to the success of [Company Name] by enhancing office operations. Thank you for considering my application.

Frequently Asked Questions

What are the key components of an application letter.

An application letter should include the following key components:

• Contact information: Start by writing your name, address, phone number, and email address.
• Salutation: Address the recipient professionally, using their name when possible.
• Opening paragraph: Introduce yourself and state the position you’re applying for.
• Body paragraphs: Highlight your relevant skills, experience, and accomplishments.
• Closing paragraph: Reiterate your interest in the position, provide your contact information, and thank the reader for considering your application.
• Sign-off: Use a polite closing, such as “Sincerely” or “Best regards,” followed by your name.

Can you provide a step-by-step guide on writing a cover letter?

• Review the job posting and research the company to understand their needs and values.
• Write your contact information at the top of the letter.
• Use a professional salutation and address the recipient by name, if possible.
• Craft an engaging opening paragraph that states the position you’re applying for and how you learned about it.
• Write body paragraphs that showcase your relevant skills, experience, and accomplishments, drawing connections to the requirements mentioned in the job posting.
• In the closing paragraph, restate your interest in the position and thank the reader for their time.
• Sign off with a polite closing and your name, followed by your phone number and email address.

What are some tips for writing an effective application letter?

To write an effective application letter:

• Tailor the content: Focus on the skills and experiences that are most relevant to the specific job posting.
• Use strong action words: Highlight your achievements using action verbs, such as “managed,” “achieved,” or “developed.”
• Proofread for errors: Thoroughly check your letter for spelling and grammatical errors before sending.
• Maintain a professional tone: Write your letter with a confident and respectful tone, avoiding slang or overly casual language.

How do you customize your cover letter for different job positions?

Make sure to modify your application letter to suit the specific job and company you’re applying to. Analyze the job posting to understand the key requirements and skills the employer is looking for. Emphasize how your experiences and abilities address these needs. Research the company to understand their values and culture, and incorporate that knowledge into your letter to show you would be a good fit for their organization.

What are some common cover letter mistakes to avoid?

Some common mistakes to avoid in cover letters include:

• Not customizing your letter for each job or company
• Focusing too much on yourself and not on the needs of the employer
• Including too much information or making the letter too long
• Repeating your resume verbatim without providing more context
• Failing to proofread for spelling and grammatical errors

How can I make my application letter stand out from the competition?

To make your application letter stand out:

• Use a compelling opening to grab the reader’s attention.
• Show enthusiasm for the position and the company.
• Make sure your letter is well-organized and visually appealing, with a professional font and layout.
• Tailor your letter to the specific job and company, focusing on the most relevant skills and experiences.
• Offer examples of your achievements to demonstrate your ability to succeed in the role.
• Proofread your letter to ensure it is error-free and polished.
• 5 Examples: How to Write a Letter of Employment
• 3 Examples: How to Write a Job Offer Thank-You Letter
• 20 Examples: How to Write Resume Job Descriptions
• 3 Examples: Job Application Email (with Tips)
• 6 Example Emails: How to Ask for a Letter of Recommendation
• How to Write an Effective Performance Review (Essential Steps)

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How to write a job application email that gets a reply

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First things first: Collect your candidate information

How to write a job application email in 6 steps, 5 email templates for job applications, your email’s first impression.

Imagine you're surfing a job board and you finally see it: your dream job. 

The adrenaline kicks in, but so does the realization that your first contact with the company sets the stage for your professional relationship. This is your initial greeting, and you need to draft a convincing job application email that shows off your experience and ultimately secures that all-important interview.

In the digital age, a simple email carries the weight of a first impression . Think of it as your digital handshake — firm, confident, and memorable. Crafting that perfect email is an art that opens doors to opportunities and sets the stage for your next career move . 

Your email for job applications isn’t just a platform to showcase your professional development . It’s about giving a holistic view of who you are and how that aligns with a company's core values , even though you have limited space. 

But the ultimate goal is to send in your application, and that means collecting all necessary documents and information the job posting asks for. Before penning your thoughts, make sure you have these essentials:

Cover letter: According to a survey from recruiting software Jobvite, 31% of job seekers want companies to remove cover letters from the hiring process . But even if you fall into this group, cover letters are an important step. Consider them your elevator pitch in document form. 

You’ll accentuate your strengths while expressing your enthusiasm for the role. Double-check your cover letter to tailor it to the job description, highlight your accomplishments, and make it more than a regurgitation of your resume.

• Resume: Your resume represents your professional journey, showcasing your work experience, skills, and educational background. Make sure it’s free from typos and informative without including too much. Remember to choose the right type of resume and rename the file when you attach it, preferably with your full name and the position title.
• Portfolio or work samples: If you're venturing into fields like graphic design, writing, or any other creative domain, make a portfolio that speaks louder than words. It should encapsulate your style, versatility, and expertise. Make sure it’s up-to-date and mirrors the requirements of the job listing. A website-based portfolio might work for some positions, but others could ask for a PDF.
• Additional information: Job postings sometimes come with unique demands. They may want to know about certifications, years of experience, or even niche skills. If the job posting lists any specific asks, provide them. This showcases that you’ve read, understood, and met the criteria, demonstrating attention to detail .

According to an eye-tracking study from job aggregate Ladders, recruiters only spend 7.4 seconds looking at each resume . If you want to make a lasting impression and stand out in the job search , every detail counts. Here’s a guide to ensuring recruiters and hiring managers notice you:

1. Include a clear and concise subject line

Your subject line sets the tone. It's the first thing a recruiter sees and often determines whether they’ll even open the email at all. Make it concise and relevant, incorporating the job title and your name, like “Graphic Designer Role — Alex Smith.” This straightforward approach shows you respect the hiring manager's time and helps you stand out in a sea of vague “job application” subject lines.

Beyond the basic info, consider the things that make the role unique. If the job posting emphasizes a specific skill or requirement, try incorporating it, like “Digital Marketing Expert with SEO Specialization — Jamie Carter.” Remember, clarity trumps creativity in this space, so when in doubt, keep it simple.

2. Write the body of your email

Kick off with a professional yet approachable salutation. “To whom it may concern” works if you don’t have the hiring manager or recruiter’s name. But if you do, personalize it to let them know you’re paying attention. 

The opening paragraph should be your hook. Instead of a generic introduction, dive straight into the reasons why you're the candidate they’ve been searching for. Link your experience and skills with the job description to show you've done your homework. Something like “I am a growth expert with 10+ years of experience” is much more effective than “I am interested in the job you posted.”

After the salutation, it's all about engaging the reader. Share a short, relevant anecdote that connects you to the company's mission or the specific role. If it emphasizes innovation , talk about a time you thought outside the box to pioneer a new method or strategy. Prove you’re not looking for any job: you’re looking for this job.

3. Make a pitch

A pitch isn’t about bragging. It’s about succinctly conveying what makes you unique. Use the body of your email to highlight a couple of key achievements or experiences that align with the role. Maybe you boosted sales by 30% in your last job or led a team that executed a successful project. 

After your initial pitch, tie it back to the company. Explain how your work accomplishments will directly benefit the team. If you boosted those sales by 30%, explain how that experience will transfer over to this new position. Connect your past victories to their future successes. 

You don’t have to write a full cover letter in the body of your email (unless that’s what the posting asks for). Just use the space to further explain your candidacy and motivation .

4. Provide your contact information

Ensure potential employers can easily reach you. Even if you’ve included your contact information in your resume, your email should have your phone number, professional email address, and your LinkedIn profile .

Beyond the basics, make yourself available for follow-up questions or discussions. Offer a time frame when you’re most reachable, like “Available for calls between 2 PM and 4 PM on weekdays.” It not only shows initiative but subtly communicates respect for their time by eliminating back-and-forth scheduling.

5. Rename your resume files

This might sound like a minor detail, but your file names are more important than you think. A resume with a title like “Resume1” or “MarketingCV_final” doesn’t scream professionalism and makes it harder for recruiters to keep track of your docs. Keep it simple with a format like “AlinaJones_ProjectManager” to make your resume stand out .

If you're submitting multiple documents, like a cover letter or a list of references , ensure they all follow a consistent naming pattern. This looks more professional and helps recruiters organize your materials. Think “AlinaJones_CoverLetter” and “AlinaJones_References.” It’s clean and shows attention to detail.

6. Add your portfolio

For jobs where showing beats telling, the quality of your portfolio is critical. Include your portfolio as an attachment or as a link, depending on your preference and what the job posting asks for. Just ensure that whatever you share represents your best work.

In a 2019 study, Mailchimp found that the average email open rate is only 21% — meaning recruiters might not read your email at all. That’s why your application needs to rise above the noise. Save time and write the best application possible with these tailor-made job application templates:

1. Entry-level job application example

You're at the starting line of your professional journey, but that doesn’t mean you don’t have value as an applicant. Your motivation and educational experience can still be enough to show employers you’re a good candidate.

This sample letter can help you express your enthusiasm for the role you’re applying for and showcase the skills and experiences that make you the perfect fit:

Subject line: [Full name] – [Position]

To whom it may concern,

I’m [full name], a passionate [field of interest], writing to express my interest in the entry-level [position] at [company name]. I discovered the role on [job board/company website] and am drawn to it because of [company's mission/vision/reputation].

My educational journey equipped me with [relevant skills], further enhanced by my [previous job] at [other company name]. This experience instilled a passion for crafting innovative solutions that align with [company mission].

I am attaching my resume detailing my qualifications. Thank you for considering my application. 

Sincerely, 

[Full name]

[Contact information]

2. Mid-career job application example

You have a wealth of experience under your belt and are ready for a new challenge. This sample letter will help you articulate your accomplishments and how they align with the new role you’re seeking:

Dear [hiring manager’s name],

I am an accomplished [job title] with [number] years of professional experience. I came across the position at [company name] on [job board/company website], and I'm excited about the possibility of contributing to [company’s project or goal].

My journey in [industry] involves [relevant skills and responsibilities], with significant contributions to companies like [other company names]. I feel confident that my expertise can bring valuable insights to your team.

My resume, attached for your review, provides more detailed information about my qualifications and achievements. I look forward to discussing our mutual goals and aspirations.

[Full name] 

3. Change of field sample job application

Making a career change is daunting, but that doesn’t mean it’s impossible. Your diverse background brings a unique perspective to the table, so use this chance to explain your transferable skills and experience. This sample email will help you highlight your expertise and express your eagerness to enter a new field:

Subject line: [Full Name] – [Position]

Hello [hiring manager’s name]

My name is [full name], and I’m applying for the [job title] opening at [company name]. I saw this role on [job board/company website] and it immediately stood out to me because [company or position details].

Having served as a [previous role], I deeply understand [relevant skill or specialty]. This foundation, combined with my recent experience with [relevant skill or specialty], equips me to [listed job requirement]. I’m ready to offer a unique perspective to your team.

Please refer to the attached documents for a comprehensive look at my qualifications. I'm available for a call this week or next to delve deeper into how my background can be an asset to your projects.

4. Return to workforce

Taking a break from your career is sometimes necessary, and that doesn’t make you a lesser candidate when you decide to return. You don’t have to go into detail about your career break in your application, but it is good to mention so hiring managers know you’re honest and transparent . 

This sample letter will help you communicate your readiness to get back to work and your enthusiasm for the role or industry you’re re-entering:

Subject line: [Full Name] – [Position] Re-entering the [Industry] Scene

I’m an experienced [job title] interested in the open role at [company name]. With a decade's worth of experience with [skill], notably at [other company name], I have a proven track record in executing, delegating, and prioritizing tasks efficiently. I'm prepared to merge my prior expertise with fresh insights for your upcoming projects.

Over the past few years, I took a break in my career, and I’m eager to re-enter the workforce. During this time, I stayed up-to-date on the industry, [subject] in particular, and I’m also [note any accomplishments from your break].

I've attached my resume detailing my journey and accomplishments. Please let me know if you need further information.

5. Recent graduate application letter example

If you've recently graduated and are ready to embark on your career journey, don’t be afraid to state that in your application. Your knowledge is fresh, and that’s an asset. This sample letter will help you highlight your academic achievements and relevant experiences as you express your excitement for the role:

Subject line: [Full Name] – [Degree]

I am [full name], a [year] [degree] graduate, and I’m reaching out regarding the role at [company name], which I found on [job board/company website].

My academic achievements and internship at [previous company] gave me a robust foundation in [relevant skill or specialty]. I'm eager to apply these skills to enhance brand engagement at [company name] while continuing to grow my expertise.

Enclosed, please find my resume and relevant documents. I look forward to discussing how I can contribute to [company project/goal].

Navigating the job market is no easy task, but a compelling job application email can be your ticket to standing out. Remember, it's all about showcasing your strengths, experiences, and passion — so, put your best foot forward and make every word count.

Understand Yourself Better:

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Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

What are professional references and how to ask for one (examples)

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• Job Application Documents

How to Write a Job Application Letter (with Examples)

Last Updated: August 9, 2024 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. 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 10,733,591 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.

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

• 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.”

• 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.”

• 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.”

• 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.”

• 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.

• 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.”

• 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.

• 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.

• 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.”

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

• 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. [13] 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 1 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

You Might Also Like

• ↑ 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://www.astate.edu/dotAsset/54eb42cc-33a3-4237-a46e-3f4aaac79389.pdf

About This Article

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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How to Start a Cover Letter: 30 Creative Opening Sentences Recruiters Will LOVE

Wondering how to start a cover letter? Traditional cover letter wisdom might tell you to begin with something like, “Dear Hiring Manager, I am writing to apply for the marketing manager position with the Thomas Company.” But we say: A cookie cutter cover letter intro feels as outdated as a Hotmail address.

A cover letter is your chance to introduce yourself to a hiring manager—who you are, what you have to offer, and why you want the job—but you have an extremely limited amount of space to do it. If you really want to get noticed, you’ve got to start right off the bat with something that grabs your reader’s attention.

What do we mean? Well, we won’t just tell you, we’ll show you. Keep reading to find tips on how to start a cover letter, along with 30 creative cover letter opening lines and sentence examples.

Still looking for that perfect next role? One of these open jobs on The Muse just might be the one »

5 tips on how to start off a cover letter

Here are a few pointers to guide you as you use our example cover letter openings—we’re getting there, we promise!—to craft your own:

1. Avoid boring or overused openers

Recruiters have read cover letters that start with lines like “I’m excited to apply for the front-end engineering position,” or “Your job posting on The Muse prompted me to…” so often they could wallpaper their homes with them. While those are OK and still acceptable, you'll have a better shot at impressing potential employers with a less cliché opening line.

2. Be lively and personable

People like reading interesting, engaging stuff—the kind that paints a picture, tells a story, and maybe even makes them smile. People like it when you’re human, genuine, and memorable. So figure out something about yourself and your background that relates to the company or position you're interested in, and use that to build a connection.

3. Show what you bring the company

You’ll get more into the details after your opening paragraph, of course. But your cover letter opener should still tell the reader, “This person can do something for us,” rather than, “This job would really help them.”

4. Stick to the point

Your opener, while creative, should still be relevant to the job. Don’t begin by highlighting an unrelated accomplishment or recounting an anecdote that never connects back to why you’re applying for the job. Part of writing an effective cover letter is curating key information that relates to that specific job opportunity and shows the reader that you're a good fit for the role.

5. Don't start with “To Whom It May Concern”

Find an alternative to “ To Whom It May Concern .” Seriously, banish those five words from your cover letter vocabulary forever. Nowadays, this phrase is seen as outdated, overused, and even rude—especially when better options exist.

30 cover letter opening sentence examples

We’ve come up with 30 creative cover letter opening sentence examples and separated them by the method they use to grab the reader’s attention. We don’t recommend copying and pasting because, well, your cover letter should be unique to your stories, background, and interests.

But you can most definitely use these examples to get inspired for your next application. (If you’re looking to see what an entire cover letter might look like, check out our article on the best cover letter examples for every type of job seeker .)

Start with passion

Employers want to hire people who care about what they’re doing. If you start your cover letter off talking about your passions and how they relate to the job, you’re telling the reader that you’ll be an engaged and motivated employee who’s likely to stick around. Plus, it’s a good way to tell the company a bit about who you are as a person right off the bat. Just be honest and realistic.

If truly loving data is wrong, I don’t want to be right. It seems like the rest of the folks at [Analytics Company] feel the same way—and that’s just one of the reasons why I think I’d be the perfect next hire for your sales team.

I’ve been giving my friends and family free style advice since I was 10, and recently decided it’s time I get paid for it. That’s why I couldn’t believe it when I found an open personal stylist position at [Company].

After about three years of trying out different roles at early-stage startups around San Francisco, watching more “ find your passion “ keynotes than I’d like to admit, and assuring my parents that, yes, I actually do have a real job, I’m starting to come to terms with the fact that I’m happiest when I’m doing two things: writing great content and getting it out into the world.

The other day, I took a career assessment , which told me I should be a maritime merchant. I’m not quite sure what that is, but it did get me thinking: A role that combines my skills in business development with my lifelong passion for the ocean would be my absolute dream. Which is how I found this role at Royal Caribbean.

As a kid, I once gave up a day of a family vacation to transport an injured lizard I found by our hotel two hours each way to the nearest animal hospital (and talked my dad into driving me pre-GPS!). When I was a bit older, I found out I could care for animals every day for a living, and I’ve been working toward that goal ever since.

I am constantly checking my LinkedIn, Facebook, Twitter, and Instagram feeds—and not because of FOMO. Because I’m someone who wholeheartedly believes in the power of sharing ideas in online communal spaces, and I’m positive that I can help spark meaningful conversations as your next social media assistant.

When I was growing up, I wanted to be one of those people who pretend to be statues on the street. Thankfully, my career goals have become a little more aspirational over the years, but I still love to draw a crowd and entertain the masses—passions that make me the perfect community manager.

Start with admiration

Companies often want to hire people who already know, love, eat, and sleep their brand. What better to kick off your cover letter than a little flattery? Of course, remember when you’re telling a company why you love it to be specific and genuine. Because while everyone likes a compliment, no one likes obvious self-serving B.S.

I pretty much spent my childhood in the cheap seats at Cubs games, snacking on popcorn and cheering on the team with my grandfather. It’s that memory that’s shaped my career—from helping to establish the sports marketing major at my university to leading a college baseball team to an undefeated season as assistant coach—and what led me to apply for this position at the Chicago Cubs.

It was Rudy, my Golden Retriever, who first inspired me to apply to your operations assistant opening—not only have we used your app to find other dogs to play with in our neighborhood, he’s really excited about the prospect of coming to work with me every day. As I learned more about how [Company] is using modern tech to help pets thrive in cities, I couldn’t help but get excited to be part of it, too.

Example 10:

When I was seven, I wanted to be the GEICO gecko when I grew up. I eventually realized that wasn’t an option, but you can imagine my excitement when I came across your events manager position, which would have me working side by side with my favorite company mascot.

Example 11:

When I attended SXSW for the first time last month, I didn’t want to leave. So I decided I shouldn’t—and immediately went to check out job openings at the company.

Example 12:

If I could make the NYC apartment rental process better for just one person, I would feel like the horrors of my recent search would all be worth it. So a customer service role at [Apartment Search Company], where I could do it every day? I can’t think of anything more fulfilling.

Example 13:

[Vacation Rental Company] is synonymous with luxury and escape, known for spaces that inspire. I’ve felt this firsthand every time I’ve stayed at one of your properties—whether I was throwing a bachelorette party or working from home in a new locale—and I would love the chance to contribute to this reputation as your destination manager.

Example 14:

I was an hour out from hosting my first big dinner party when I realized I had forgotten to pick up the white wine. In a panic, I started Googling delivery services, and that’s when I first stumbled across [Delivery Service Company]. I’ve been hooked ever since, so I couldn’t help but get excited by the idea of bringing this amazingness to nervous hosts like me as your next social media and community manager.

Example 15:

Though I’m happily employed as a marketing manager, seeing the job description for your company’s PR director position stopped me in my tracks. I’ve been wearing your glasses for many years, and have always been impressed by the way the company treats its customers, employees, and the community at large.

Example 16:

A group of us IT folks were sitting around talking about our favorite Pacific Northwest companies this morning (coincidentally, over coffee). As you might figure, Starbucks was among the first names that came up. What makes you such a standout among Seattle-based corporations? Here’s the list we compiled:

Start with accomplishments

For any given job, you’re going to be competing with a lot of other job seekers—presumably, a lot of other similarly qualified people. A great way to stand out in your cover letter is to highlight something about yourself—a character trait, an accomplishment, a really impressive skill—that’ll quickly show how you stand out.

Example 17:

My last boss once told me that my phone manner could probably defuse an international hostage situation. I’ve always had a knack for communicating with people—the easygoing and the difficult alike—and I’d love to bring that skill to your open office manager position.

Example 18:

Among my colleagues, I’m known as the one who can pick up the pieces, no matter what amount of you-know-what hits the fan. Which is why I think there’s no one better to fill this customer service leader position.

Example 19:

Last December, I ousted our company’s top salesperson from his spot—and he hasn’t seen it since. Which means, I’m ready for my next big challenge, and the sales manager role at your company is exactly what I’m looking for.

Example 20:

After spending three years managing the internal communications for a 2,000-person company, I could plan a quarterly town hall or draft an interoffice memo in my sleep. What do I want to do next? Put that experience to work as a consultant for executives looking to level up their communications strategy.

Example 21:

While you won’t find the title “community manager” listed on my resume, I’ve actually been bringing people together online and off for three years while running my own blog and series of meetups.

Example 22:

If you’re looking for someone who can follow orders and doesn’t like to rock the boat, I’m probably not the right candidate. But if you need someone who can dig into data, see what’s working (and what’s not), and challenge the status quo, let’s talk.

Example 23:

I recently relocated my family to Texas. As we neared our new home, I noticed with intrigue the many wind turbines dotting the landscape. Suddenly, it hit me: “This is the career for me.” After unloading the moving van, I promptly researched companies in this sector that may benefit most from a skilled field engineer with expert electromechanical skills. And I discovered that [Company] is where I want to be.

Example 24:

You might be wondering what a 15-year veteran of the accounting world is doing applying to an operations role at a food startup. While I agree the shift is a little strange, I know you’re looking for someone who’s equal parts foodie and financial expert, and I think that means I’m your person.

Example 25:

Over the last 10 years, I’ve built my career on one simple principle: Work smarter. I’m the person who looks for inefficient procedures, finds ways to streamline them, and consistently strives to boost the productivity of everyone around me. It’s what’s earned me three promotions in the supply chain department at my current company, and it’s what I know I can do as the new operations analyst for [Company].

Start with humor and creativity

OK, before you read any of these, we have to stamp them with a big, blaring disclaimer: Do your homework before trying anything like this—learn everything you can about the company and the hiring manager to gauge whether or not they’d appreciate some comedic relief or a bit of snark. If it seems like they would, it’s a great way to make them smile (then call you). If they don’t? Try a different approach.

Example 26:

Have you ever had your mom call five times a day asking for a status update on how your job search is going, and then sound incredulous that you haven’t made more progress since the last phone call? That’s my life right now. But I’m hoping that soon my life will revolve around being your full-time social media manager. The good news is, I bring more to the table than just an overbearing mom. Let me tell you more.

Example 27:

Thank you so much for offering me the marketing manager position at [Company]! I wholeheartedly accept. OK, I know we’re not quite there yet. But if we were, here are just a few ideas for what I would do once in the role.

Example 28:

I considered submitting my latest credit card statement as proof of just how much I love online shopping, but I thought a safer approach might be writing this cover letter and describing all the reasons I’m the one who can take [E-Commerce Company]’s business to the next level.

Example 29:

I never thought that accidentally dropping my iPhone out of a second story window would change my life (it’s a funny story—ask me about it). But thanks to my misfortune, I discovered [Phone Repair Company]—and found my dream job as an expansion associate.

Example 30:

If we were playing “Two Truths and a Lie,” I’d say: I’ve exceeded my sales quotas by at least 20% every quarter this year, I once won an international pie-eating contest, and I have an amazing job at [Company]. The last, of course, is the lie. For now.

Frequently asked questions

How do you start off a cover letter.

When unsure how to open a cover letter, a good rule of thumb is to steer clear of clichés or overused opening lines. Instead, start by highlighting a passion or accomplishment relevant to the company or role you're applying for. You could also mention something about the company that caught your attention. Get creative, but keep it professional and make sure your narrative makes sense in that context.

How to start a cover letter greeting?

Try to find the hiring manager's name on LinkedIn or the company's website and address them directly, like “Dear Jane Doe”. If you can't find their name, “Dear Hiring Manager” is a good alternative. Avoid using “To Whom It May Concern” as it sounds outdated and impersonal.

How do I introduce myself in a cover letter?

Introducing yourself in a cover letter is straightforward: just share a bit about yourself. For example, “I'm a copywriter with seven years of experience in online content writing. At least officially. Since my first year of college I've been working on personal projects and keeping a track record of my accomplishments throughout the years.” No need to repeat your name since it's already in your contact information at the beginning of the letter.

How to start a cover letter without a name?

If you don't know the name of the person receiving your cover letter, start with “Dear Hiring Manager” or similar. Other possibilities include: “Dear Hiring Team”, “To the Hiring Team”, “To the Hiring Team”, “Dear Recruiter/Recruiting Team”, or “Dear Hiring Committee” if your industry evaluates cover letters and applications through a board.

Jenny Foss , Erica Breuer , Regina Borsellino , Amanda Cardoso also contributed writing, reporting, and/or advice to this article.

How to write an application letter (with example)

Are you ready for a new challenge and a fresh start in your career? An eye-catching application letter is essential when you’re applying for new jobs, if you want to make a great first impression on potential employers.

There’s a process to creating an outstanding application letter. It starts with researching the company and tailoring your letter, and ends with editing and formatting your application in a polished and easy to read way. In this guide, we show you how to write an application letter that highlights your strengths and qualifications relevant to the position. 

Why is a cover letter important?

When you’re job seeking, a compelling application letter will help increase your chances of success. An application letter, also known as a cover letter, serves as your professional introduction to potential employers. It’s your chance to demonstrate your qualifications, skills and excitement for the job.

While your resumé provides a snapshot of your work history and achievements, application letters let you expand on your experiences. They provide an opportunity to highlight specific accomplishments, express your motivation and explain why you’d be the right fit for the job.

What to write in an application letter

The key to a great application letter is in making it complement your resumé. Unlike a resumé, which focuses solely on presenting facts and details, an application letter adds a personal touch to your job application. It lets you tell your professional story, showcase your personality and convey your passion for the industry and the organisation you’re applying at.

The typical application letter consists of several key components. It begins with a traditional letter header, followed by a greeting addressed to the hiring manager or relevant contact. Then there’s the body of the letter, which should be one to three paragraphs long, each addressing different job criteria. After that, there’s a conclusion and a valediction (your sign-off). 

If you find writing an application letter daunting, it might be helpful to download a template as a starting point, or use AI tools to provide an outline for you to personalise. 

Before you start writing, do some research

Start by thoroughly reading and understanding the job description. Take note of the key responsibilities, qualifications and skills required for the role. Pay attention to any keywords or phrases used in the job ad, as these can guide your letter-writing process.

Next, research the company itself. Visit their website, read about their mission, values and recent news and take a look at their social media accounts. You don’t need to do a deep dive into every company you’re applying at, but it does help to have some background knowledge – otherwise, how will you know you want to work there? This includes understanding the type of organisation it is and what your job requirements are likely to be. You might also get a feel for the company culture.

Use the information you’ve gathered to draft a persuasive letter  that shows how your qualifications match with the company’s needs, goals and culture. Highlight any specific experiences, achievements or skills that illustrate why you’d be right for the role.

Formatting a cover letter

When it comes to formatting your application letter, the goal is to make it easy to read. Aim for a simple format that’s clean and uncluttered. Choose a clear and legible font such as Arial, Calibri or Times New Roman – or the same font you used on your resumé . Stick to a font size between 10 and 12 points to ensure readability.

Remember to keep your letter concise, aiming for no more than one page. Use clear, everyday English, avoiding overly technical terms or jargon. And of course, proofread your letter carefully when you’re done, to catch any typos or errors.

The opening paragraph

At the top-left of the page, begin with your contact information, including your name, location, phone number and email address. Include the date on the line below.

Next, address the letter to the hiring manager or the appropriate recipient, using a formal greeting such as Dear [Hiring Manager's Name] . If you can’t find the hiring manager's name, you can use a more general term like To whom it may concern .

In the first sentence, clearly state the specific job title and company. This goes at the top so that the recruiter or hiring manager knows immediately what the letter is about.

The body of the letter: Experience, skills and qualifications

The middle of your cover letter should consist of two or three concise paragraphs. Here is where you elaborate on your skills and qualifications, emphasising your achievements and how they align with the requirements of the job.

Think about specific instances where your strengths and skills made an impact at work, providing quantifiable results if you can. For example, you could talk about projects you worked on or goals you met, mentioning real figures if you have them.

With every skill or experience you mention, make sure you connect them to the role’s requirements. Reference key aspects of the job description in your letter. Got no relevant experience? Focus on extracurricular activities and education. 

Lastly, consider highlighting any certifications, awards or professional development courses you’ve completed. These achievements can further enhance your application and show that you’re committed to continuous learning and professional growth.

Above all, be honest about your qualifications. Avoid exaggerating or stretching the truth. If there are areas where you're lacking, acknowledge them and express your willingness to learn and grow.

Use the third paragraph to either mention more skills or experience (if you are applying for a more senior position) or to highlight what interests you about the company and how your passions and aspirations align with the company’s mission and values.

The closing paragraph of your cover letter

The fourth paragraph of your application letter is your conclusion. Here you can give a brief recap of your skills and reaffirm your enthusiasm for the job. You can also include a call to action, like inviting the employer to schedule an interview or visit your online portfolio.

In your conclusion you might also mention any follow-up actions you plan to take. For instance, you might say you’ll be following up with an email within a few weeks. End your letter with a traditional closing sign-off, such as Sincerely or Best regards .

Your closing paragraph should be concise and impactful, without repeating anything information from the middle paragraphs.

Editing and proofreading an application letter.

Before you send your application, proofread it closely to make sure it’s error-free. Typos or grammatical slip ups can look unprofessional and detract from your application, so it’s worth the extra effort to give your letter a once-over.

Consider enlisting the help of a friend or family member to review your letter with fresh eyes. Just showing it to someone else will often help to catch mistakes or areas for improvement that you might have missed. 

You should also cut certain words from your cover letter if you want it to make an impactful first impression. 

Following up after a job application

Following up  after submitting an application letter can show your interest to potential employers. If you don’t hear back from an employer within two weeks, it’s okay to follow up and ask about the status of your application. 

This shows your enthusiasm for the role, tells them you’re still interested, and puts you front of mind. When following up, make sure your communication is professional and polite, and avoid sending multiple follow-up emails within a short timeframe.

Here’s a follow-up email template to give you a head start. 

Tips for job application success

Here are some quick tips for writing application letters that stand out – and some advice for managing the job search process overall. 

• Tailor your application letter to the job, every time . Create your application letter specifically for the job and company you’re applying to. This means writing a slightly different one, every time. Show how your skills, experience and career aspirations are a good match for the company's needs and goals. Make extra sure you’re sending the right application letter to the right company. 
• Keep your letter clear and concise. An application letter should be straight to the point and easy to read. Aim for a one-page letter, unless otherwise specified in the job posting. Avoid unnecessary details and focus on the most relevant information to the job ad. Writing a good cover letter shows you have solid written communication skills.
• Use action verbs and descriptive language. Enhance your application letter by using strong action verbs, for example: instead of I was responsible for a team , write something like, I led a team of 10 high-performing staff .
• Show thanks and follow up.  After submitting your application, if you haven’t heard back after two weeks, send a follow-up email to the hiring manager. Reiterate your enthusiasm for the position. Use this opportunity to provide additional information or clarify any points in your application.
• Keep track of your applications. Have a system for keeping track of each application, noting the date you applied, the job title and company, and any notes or communication you’ve had. Mark them up on a calendar or put them into a spreadsheet. This will help you stay on top of your applications and avoid missing any emails that may have fallen through the cracks. A tracking system will also help if you get a call about a job and need to quickly refresh your memory on the details of it. Additionally, keep all your job cover letters in one folder, so you can refer back to them and repurpose them for future applications.

Dos and don’ts

Once you’ve written your application letter, you can refine it even more by applying these dos and don’ts. 

• Do add a personal touch . Giving your cover letter a personal touch can make it stand out to potential employers. Share a brief anecdote or personal experience that connects you to the role or company. This helps humanise your application and gives the employer insight into your personality and motivations. 

For example, applying for a job in healthcare:  I come from a family of healthcare professionals and grew up with the desire to work in a field where I could make a positive impact on others’ lives.

• Do tailor your language and tone . Try to match your tone and language to the company’s style (from their official website, rather than social media accounts.) If their website language is very formal, you should mirror that in your cover letter. If their tone of voice is more relaxed, you can take a warmer, more informal tone. Always maintain a professional tone – don’t be too laidback or colloquial.
• Do take out anything that’s irrelevant.  Is there information in your cover letter that isn’t really related to the job? Consider removing it. Avoid unnecessary details and focus on delivering the most important information only.
• Do proofread carefully . Having a perfectly edited letter means you have good attention to detail. Run your letter through spell-check and read it aloud to someone, to make sure it flows logically. Get feedback from a mentor or former teacher.
• Don’t use generic templates without tailoring them . The hiring manager will know if you’ve used a generic application letter. A template is a good starting point, but you need to tailor it to each job opportunity.
• Don’t exaggerate or misrepresent your qualifications.  Be honest and transparent about your skills and qualifications. Exaggerating or misrepresenting your abilities will likely backfire. An employer will be able to tell if you don’t have the knowledge and abilities you claim to have. 

Example of an honest representation:  I have basic experience with XYZ software, and I'm eager to improve on these skills. In my previous roles, I’ve been able to master new programs quickly.  

Example of an exaggeration:  I have intermediate knowledge of XYZ Analytics software having used this tool in my previous roles.

• Don’t use industry jargon.  While it’s important to express your knowledge of the industry, avoid using jargon or buzzwords, for example, terms like ROI, strategic initiatives, go-getter, etc. Also consider avoiding technical terms that may not be familiar to the reader.
• Don’t neglect to follow up. After submitting your application letter, send a follow-up email. Even if you don’t hear back from the employer, you’ll know you made every effort to get your application seen. A negative response from them will also allow you to close that application on your tracker. 

An application letter template

If you’re not confident in drafting a cover letter, it can help to use a professional template. Here’s one you can tailor for your job application. Below this is a sample application letter that puts this structure into practice. 

[Your name here] [Your contact number] [Your email address] [Suburb, State Postcode]

Dear [hiring manager’s name],

 [Intro] I’m writing to express my interest in the [job title] position at [company name]. [Share a personal anecdote if you have one, or briefly explain why you decided to apply for the role.] 

[Body paragraph 1: write about your experience, skills and any specific industry knowledge that could be valuable to the role.   Include any personal attributes that show how you’re an excellent fit for the company. Include one of your main acheivements that directly relates to the role.]

[Body paragraph 2: write about what interests you about the role and about the organisation. You might mention your career goals or the company’s vision and values.]

[Closing paragraph: reaffirm your interest in the position. Include a call to action.]

[Your name]

Sample application letter

Jean-Charles Mak 043X 123-X123 JCmak@g_mail.com

29 February 2025

Dear Ms Lee,

I’m writing to express my interest in the Assistant Manager position at X-Arcade as advertised on SEEK. From a young age, I’ve been passionate about the unique learning, entertainment and social aspects of video gaming. Having spent three years in the games-retail industry, I’m excited by the prospect of contributing to the success of your award-winning company.

Throughout my career, I have consistently demonstrated exceptional customer service. In my previous role at Tornado Thunder, I managed gaming rooms and was awarded Employee of the Month three times in 18 months. In my team-leadership role at PlayZone, I frequently demonstrated skills in de-escalating situations and problem solving under pressure, as well as cash handling and POS. Additionally, I have more than a decade of experience in gaming technologies across multiple platforms and consoles.

I feel that this role at X-Arcade is the perfect match for my abilities and aspirations. I'm inspired by the company’s approach to sustainability, inclusivity, and its target to become the largest arcade company in Australia by 2025. 

I’m confident that my proven track record and passion make me the ideal person for this position. I’ve attached my resumé for your review, which provides detailed insights into my experience and accomplishments. Thank you for considering my application. I’m excited about the prospect of joining X-Arcade and look forward to hearing from you. 

Writing an application letter takes a little planning and a lot of attention to detail. Personalising your letter and highlighting relevant skills and achievements can help you catch a hiring manager’s attention and get a callback for an interview. Take the time to create a well-written and error-free letter that shows your concientiousness and enthusiasm – desireable qualities in any employee. 

1. What should I include in an application letter?

Your application letter should include the following elements:

• Your contact information (name, suburb, city, phone number, email)
• The recipient’s contact information (name, job title, company name, address)
• A greeting (such as Dear Hiring Manager  or To whom it may concern )
• An introduction that states the position you’re applying for and expresses your interest in the company
• Body paragraphs that highlight your relevant skills and experience, and explain why you’re a good fit for the role
• A closing paragraph that thanks the hiring manager for their time and consideration, and reiterates your interest in the position

2. How long should an application letter be?

An application letter should be concise and to the point, typically no longer than one page. Aim for around three to four paragraphs, or about 300–600 words.

3. How should I address the letter if I don’t know the hiring manager’s name?

If you don’t know the name of the hiring manager, you can address the letter like this: To the Hiring Manager or To whom it may concern .

4. How should I follow up after sending an application letter?

After sending an application letter, it’s a good idea to send a follow-up email. This shows your gratitude for the opportunity and reinforces your interest in the position. You can follow up via email with a brief and professional message.

5. What are some common mistakes to avoid when writing an application letter?

Some common mistakes to avoid when writing an application letter include:

• Using a generic template without highlighting your unique skills and qualifications
• Exaggerating or misrepresenting your qualifications
• Using too much industry jargon, technical terminologies or flowery language
• Neglecting to proofread your letter before sending it

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How to Write an Application Letter

How do you write an application letter that can get you the job you desire?

Many job seekers don’t always see the reason why they should write an application letter when they are applying for a job because they feel they can just send their CVs.

Your CV indeed contains all the necessary information that the recruiter needs to know about you, but sometimes your CV alone may not be able to do the job of helping you land the job of your dreams.

Your CV may do a great job of showing that you have the skills and education required to excel in a particular position, but it may not be great at telling your prospective employer that you are the best person for the job.

This is what an application letter does for you. An application letter expresses your interest in a job and shows the employer why you are the best person for the position. Writing an application letter is one of the hidden job search hacks that help you  apply for fewer jobs, but land more interviews .

If you are tired of getting  rejected every time you apply for a job vacancy , then you should consider writing an application letter that will help you express your sincere interest in the job of your dreams. In this article, we will be looking at:

• What is an application letter
• Importance of an application letter
• Difference between an application letter and a resume letter
• How to write an application letter
• Application letter examples

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What is an Application Letter?

A job application letter is a formal document that is sent to a prospective employer to express your interest in a position. An application letter is usually sent alone and not attached alongside another document.

Most times, an application letter is not sent after you must have seen an advertised position but sent whether or not a vacancy was advertised. The application letter serves a purpose that is similar to that of the CV.

Read:   How to Write an Application Letter in Nigeria for a Teaching Job

When You Should Write an Application Letter.

Yes, it is true that you should write an application letter when you are interested in a job, but that is not all you consider before you decide to write an application letter.

When you see a job advert that you are interested in, you send your CV and cover letter, right? But this does not quite work for application letters. Employers will not replace the CV and cover letter with an application letter.

The approach of an application letter is different from the CV and the cover letter. You should write an application letter when the employer does not solicit your interest in the position. This simply means when there is no job advertisement or posting.

For example, if you are searching for a job and you have a list of top companies that you would love to work for, you don’t necessarily have to wait for a job posting to declare your interest in that particular job. You can simply email an application to different companies.

This is a way for you to extensively and formally introduce yourself to the prospective employer of the companies that you would love to work for.

Why You Should Write an Application Letter for a Job

Just like we have discussed earlier, there are many reasons why people write application letters. If you are actively searching for a job, then this is why you should consider writing an application letter:

• It serves as a formal introduction between you and your prospective employer.
• It can help you access hidden jobs.
• It can help you to be a step ahead of other job seekers.
• It puts you in a less competitive circle in comparison with what happens when jobs are advertised with thousands of applicants showing interest.
• It can help you boycott the process of applying for a job online, and writing a resume letter because most times application letters stand alone.

Difference between a Job Application Letter and a Cover Letter

Many people use the terms application letter and resume letter interchangeably because they think that they mean the same thing. Even though the application letter and the cover letter perform almost the same function, they are different.

• An application letter is intended to stand alone, while a cover letter is usually accompanied by a CV or resume.
• A resume/cover letter will contain a brief introduction that consists of three to four sentences about the job seekers' experience, education, accomplishment and why the job seeker feels he/she is the best candidate for the job. On the other hand, an application letter may have a more extensive introduction because it is meant to stand alone just like the CV.
• An application letter often can substitute for a resume and, therefore, requires that the job seeker include specific information about her work history and professional competencies. A cover letter, on the other hand, should not contain too much information about the job seekers because it is merely an introduction to the resume.
• A cover letter is like an elevator pitch. It is intended to capture the reader's attention enough to make the recruiter or hiring manager want to review the CV.
• A cover letter is usually used by a job seeker to show interest in a job vacancy after which the job seeker will attach a detailed document (which is usually a CV). An application letter is mostly used by a job seeker to show interest in an unsolicited job.

Learn  how to write a stunning cover letter  now.

How to Write An Application Letter in 10 Easy Steps

These tips will guide you on how you can write an application letter:

• Write an Outline
• Write your first draft
• Use a friendly tone
• Make it concise
• Tailor the job application letter to the job specification and company requirement
• Use typed and not handwritten documents
• Use quality paper
• Write a mind blowing ending

Are you applying for a security job, but don't know how to write an application letter? Read how to write an application letter for a security job in Nigeria

1. Write an Outline : Just like you write an outline when you want to write an essay, it is also important that you write an outline when you want to write your application letter. The outline is the structure of what you want to write in your actual application letter. It is good that you make clear what you want to achieve, and all the things that you want your prospective employer to know.

An outline of your application letter will make it easy for you to write your application letter because you have the structure planned out already.

2. Write a Draft : After you must have done a structure for your application letter, then it is good for you to do a rough draft of the application letter before writing the original one.

When you are drafting your application letter, you can make use of the outline that you did earlier to serve as a guide for your application letter. At this point, you may not worry about grammatical mistakes and punctuation errors. This is to help you develop a prototype application letter.

3. Salutation : Salutation is one aspect of the application letter that is obvious. Most times that is what the employer will likely see first as soon as they open the letter. Since this is an important aspect of the application letter, you need to be careful.

It is important for you to know some tips on salutation before you start writing your application letter:

• You should put a comma at the end of your salutation
• If you are addressing more than one recipient, you should address the recipient as ‘Dear Sirs/Madams’.
• If you don’t know the name of the recipient, you should address the person as ‘Dear Sir/Madam’.
• If the recipient's gender is not known, you should address the person with the full name. Like; ‘Dear David Houston’.

 4.  Tone : Employers can sense your tone from the way that you write. When you are writing your application letter, you must treat the recipient with respect. Be polite and use formal language when you are writing. Be careful not to use slang or ambiguous words.

5. Be Brief : As much as you need to give your prospective employers reasons why you think you are the best person for the job, it is equally important for you to as brief as possible.

Employers are very busy and may not be able to spend time reading your application letter. Mention the purpose of your letter in the first paragraph because this is where the employer will likely look at first.

6. Tailor the letter to the job and the company : Tailoring your application to the job that you are applying for and the company will give your prospective employer the mindset that you are passionate about the job and the company.

Employers look forward to hiring people that are passionate about the job. Tailoring your application letter may be all you need to land the job of your dreams.

7. Use typed and not handwritten documents : Unless a handwritten letter is requested, you should send a typed and computer-generated document. Typing your document will help you present a well-aligned, clear, and easy to read the document.

8. Use a high quality Paper: If you are sending a hard copy application letter, make sure you use a good and quality paper. Don’t tear out a sheet of paper from your notepad and use that paper to write your application letter. If you do that, your application letter will look scrappy and rough.

9. Proof-reading : proof-reading your application letter will help you see errors that you would need to fix before you send your application letter. You can read your application letter out loud to yourself to see some errors.

Check the spellings on your application letter and punctuation errors. You can use Grammarly.com to check your spellings and edit your errors.

 10.  Ending your application letter : When you are sending your application letter, you should make sure that your tone matches the tone of the letter. A formal letter closing is polite, courteous, and respectful.

These are common closing that you can use to end your application letter:

• ‘Sincerely’ or your ‘faithfully’
• ‘Your Truly’
• ‘Faithfully Yours’

Application Letter Example for Any Job Vacant Position

Writing an application letter can be easy and straight forward if you follow some rules. From salutation, closing, to the overall organization of your letter some rules makes your application letter appear good.

Your application letter should begin with the contact information. The contact information should include your contact and that of the employer.

The contact information should include; name, address, phone number, email, and date. If it is an email application letter, you can put your contact at the end of the letter after your signature.

The heading of your application letter includes the contact information and the salutation.

Contact information

(Your contact information)

City, State Zip Code

Phone Number

Email Address

(The employer’s contact information)

Dear Mr./Ms. Last Name,

(Salutation)

Salutation is the polite greeting that is usually at the beginning of the application after the contact information of the. The common salutation format is ‘Dear Mr./Ms’ followed by the person’s last name.

The body of the application letter

The body of your application letter lets your prospective employer know the position that you are applying for, why they should consider your application and how they would finally follow you up if they consider you for the position.

The body of your application letter is made up of different paragraphs leading up to the conclusion. Here we are going to look at the different paragraphs.

First paragraph

The first paragraph of your application letter will include information about why you are writing the letter in the first place. It is in this paragraph that you will mention the job that you are applying for and where you saw the job application.

It is in the first paragraph that you create a lasting impression on the employer. This is where you sell yourself to your prospective employer.

Second and third paragraph

The second and the third paragraph of your application letter should tell your prospective employer what you have to offer the company and what you have to offer performing the job.

These paragraphs are the most important in your application letter because this is where you have to prove to the employer that you meet the need of what the employer is looking for.

This is where you would have to share the experience, skills and accomplishments that suggest you as the best person for the job.

Remember to state how your qualification makes you the best person for the job.

Note : You should research the company and find out some information that will help you emphasize that you are the best person for the position. You can research the role that you would love to fill to find out the company’s expectation for the role, and then tailor your application in that regards.

You should also not forget to make use of specific example where possible. If you say that you are a skilled at marketing products, you should be able to give examples that would emphasize that.

Last paragraph

The last paragraph of your application letter should summarize your application letter. You should also thank your employer in this part of your application letter. You should conclude this paragraph by thanking your employer for considering you for the position.

You can also include information on how the employer or the company will follow you up.

Complimentary close

You should sign off your letter with a polite close. For example;

Signature (for a hard copy letter)

Typed Signature

Job Application Letter   Example for an Experienced Job Candidate

Writing an application letter for a job may not be an easy thing to do especially when you are writing one for the first time.

Looking at an application letter example will help write your own without much stress. This application letter example will guide you to write your application letter.

David Emmanuel

11 South Street

Ocean View Estate, Lekki,

Lagos, Nigeria.

555-555-5555

[email protected]

November 13th, 2019.

Judith Peterson

Human Resources Director

Capital Solutions, Inc.

101 Admiralty Way

Lekki, Lagos,

Dear Mr. Judith,

I was very happy when my friend, Daine James, told me that Capital Solutions are searching for a Human Resources Specialist with a minimum of two years experience.

From my research on the company, I learned that Capital Solutions see team work as an important aspect of performance that can help the company reach its goals, and how much the company needs a Human Resources specialist that would join the team and start performing at once. I believe that I am that ideal candidate for your team.

I am David Emmanuel, a graduate of Human Resources and Personnel Management from the University of Lagos. My 5 years of experience in Human Resources practices has made me become a Human Resources specialist.

In my current as the Human Resources Manager, I manage a team of 20 staff members, organize on-boarding program for new staff, and prepare pay role for the company. I also have experience in:

• Data entry and data reporting on HRM software
• Recruiting and hiring processes (which includes; creating job descriptions, posting job vacancies, creating candidate awareness on available job vacancies, screening CVs and scheduling interviews).
• Organizing company event. (Organizing end of the year party and team bonding events).

I would love to speak with you about my qualifications and what I can do for your team. Thank you for your consideration.

(Signature)

David Emmanuel.

Job Application Letter   Example for Job Candidates with No Experience

Jane Aderinsola

11 Ajayi Close,

111-333-4444

John Samuel

Dear Mr Emmanuel,

I was extremely excited when a friend mentioned the opening for the role of a customer service intern. I recently graduated from the University of Lagos, where I studied Mass Communication. I am very passionate about customer service, which is why I am excited about this position.

As a first-class graduate of Mass Communication, and as a one-time public relations officer for the students’ Union. I have learned how to effectively communicate and manage relationships with diverse people.

Asides from my graduate program, I have also taken different certificate courses and training in customer service practices and public relations. I recently attended a 2-weeks customer service training where I learned: The ethics of customer services, telephone etiquette, and I improved my written communication skills.

From my education, training and experience, I have been able to build the following skills:

· Excellent communication skills

· Good listening skills

· Improve my writing skills

· People management skills

· Interpersonal skills

· MS Office

I believe that my education, experience, and training in Mass communication and customer service practices has prepared me for this internship role.

Considering the great milestone that ABC company has achieved over time, I am certain that this company will be a great environment for me to grow my career as well as contribute to the success of the organization.

I look forward to a scheduled time where we can discuss my qualification as regards the internship.

Thank you for your consideration .

Application Letter FAQ

1: should my cv be accompanied by an application letter .

The answer is yes, your CV or résumé should always be accompanied by an application letter. It's an important self-marketing tool which you shouldn't fail to utilize.

2:  How Should I Format My Application Letter?

Your application letter should be formatted the following way: ●    Heading (hard copy) or Subject (Email) ●    Salutation Check this post for more infomration on how to format your application letter

3:  What Should I Include In My Application Letter?

Your application letter should include relevant work history and skills, the significant role you played in your previous job which matches the job you are now applying for, why you would be a  good fit for the role, achievements, and any industry certifications you possess

4: How Long Should My Application Letter Be?

Typical, a cover letter should be half a page, or one full page in length. Break it into paragraphs, so that the information can be easily and quickly absorbed by the recruiter.

Having a professional application letter can help you land the job of your dreams without having to wait for years. Companies receive loads of application letters daily, but learning how to write an effective application letter can help stand out from other job seekers.

Looking to land your dream job? See  100 interview questions and answers  to get you prepared for the big day.

Staff Writer

24 comment(s).

You explain it very well because your way of explanation is lovely. I am a social person, and I read many blogs from different websites. is one of them. He can also provide us with good information. I appreciate it. Keep it up.

Thank you very much Meave for your comment. 

You have explained well. But what if the person doesn't have any working experience? 

Thank you Ozuu for your comment. The post has been updated, so you can look at the application letter example for job seekers with no experience.

It is the section before the application letter FAQ.

thanks it has helped me

I love yr explanation but  what if the person is not a graduate ,and have no experience, if the person is an ssce holder , how we the person write the application Letter

I appreciate your work,good explanation.It really helped me

I really appreciate your explanation,it was very helpful

You explained very well... Thanks so much

Thank you for your explanation  but what about shs graduate 

Thanks alots your explanation helps.

Thanks for your vivid insight on this subject. I actually benefited alot. Keep it up. 

Best regards from;

EMMANUEL SUNDAY

Wow! Never knew that there's a difference between application letter and CV cover letter.  Thanks for your explanation, was really helpful.

The lecture is very educative. 

What if you are writing an application letter for a job that isn't related to your specialty. 

Example, you studied banking and finance but wanting to write for a position of a human resource and you don't have any experience on that. How will you go about it? 

I love this question, can someone answer this

This article is fantastic and I got some good information by reading this. 

Nice comment, <a href=";>check this out also.</a>

Leave a Comment

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How to Write a Cover Letter With No Experience

• Aug 22, 2024

Writing a cover letter with no experience can be a daunting task. However, it is a crucial part of your job application, offering you a unique opportunity to make a lasting impression on potential employers.

A standout entry-level cover letter can highlight your enthusiasm, skills, and the value you bring to the role, even if your resume lacks professional experience.

In this article, we'll explore practical tips and strategies on how to write a cover letter with no work experience . From emphasizing your transferable skills to showcasing your passion and willingness to learn, we'll guide you through the process step by step.

What is a cover letter for a first job?

A cover letter is a document sent along with your resume to provide additional information about your skills and experience. It’s meant to introduce you to potential employers and explain why you are a good fit for the job.

When you're applying for your first job , a cover letter is especially important because you might not have much information to showcase on your resume.

A well-written cover letter for job even with no experience demonstrates your ability to communicate effectively , which is a valuable skill in any position.

You can draw attention to specific abilities and experiences that are relevant to the job. Mention even if they were not gained in a traditional work setting.

How to write a cover letter with no experience?

Include your name , address , phone number , and email at the top. Follow with the employer’s contact information .

Address the cover letter with no work experience to a specific person . If you don’t know the HR's name, use "Dear Hiring Manager" .

Introduction

Introduce yourself and state the position you’re applying for. Mention how you found the job listing and express your enthusiasm for the role .

Body Paragraphs

First of all, explain why you’re interested in the job and the company.

Then, highlight your skills and experiences that are relevant to the role, even if they’re not professional experiences. This could be volunteer work, school projects, or extracurricular activities .

Emphasize that you're willing to learn and how your personal qualities make you a good fit for the role .

Close your cover letter with no work experience by thanking the hiring manager for considering your application. Mention that you’ve attached your resume and that you look forward to the possibility of discussing the role further.

Use a formal closing like "Sincerely" or "Best regards" . Sign your name if submitting a hard copy or type your name if submitting electronically.

Aim for a one-page no experience cover letter . Keep it concise and focused, highlighting your enthusiasm and transferable skills.

Cover letter examples with no experience

Marketing cover letter for an internship with no experience, cover letter example no experience for the it sphere.

Alex Johnson Springfield, IL [email protected] (555) 123-4567 July 31, 2024 Jessica Martinez Hiring Manager Tech Innovations Inc. Dear Ms. Martinez, I am writing to express my interest in the Junior IT Support Specialist position at Tech Innovations Inc., as advertised on your company’s website. While I am new to the IT field, my passion for technology, strong problem-solving skills, and dedication to learning make me excited about the opportunity to contribute to your team. Although my professional experience is limited, I have actively pursued ways to build a foundation in IT. For instance, I completed a CompTIA A+ certification course. There, I gained hands-on experience in troubleshooting hardware and software issues, as well as understanding networking basics. This course not only honed my technical skills but also taught me the importance of attention to detail in IT support roles. In my previous role as a Customer Service Representative at Springfield Solutions, I developed strong analytical and troubleshooting abilities. I assisted customers with a range of issues. This experience enhanced my problem-solving skills and taught me how to manage multiple tasks efficiently. My ability to stay calm under pressure and my eagerness to resolve issues quickly are qualities I am eager to bring to an IT support role. Additionally, I have been actively involved in local tech meetups. I collaborated with others on small tech projects and gained further insight into industry trends and best practices. These experiences have deepened my understanding of IT concepts and have further fueled my desire to pursue a career in this field. I am particularly drawn to Tech Innovations Inc. because of your innovative approach to technology solutions and your commitment to professional development. I am enthusiastic about the opportunity to bring my dedication, quick learning ability, and problem-solving skills to your team and contribute to the exciting projects you are working on. Thank you for considering my application. I am looking forward to the opportunity to discuss how my background, skills, and enthusiasm align with the needs of your team. Please feel free to contact me at (555) 123-4567 or [email protected] to schedule an interview. Sincerely, Alex Johnson

Cover letter example with no experience in teaching

Jordan Smith East Syracuse, NY [email protected] (555) 123-4567 July 31, 2024 Ms. Emily Davis Principal Maplewood Elementary School Dear Ms. Davis, I am writing to express my interest in the 5th Grade Teacher position at Syracuse Elementary School, as advertised on your school’s website. Although I am new to formal teaching, I am excited about the opportunity to contribute to your educational community and bring a fresh perspective to your classroom. My background in marketing and project management has equipped me with strong communication, organizational, and problem-solving skills, which I believe are highly transferable to teaching. In my previous role as a Project Coordinator at Acme Corp, I developed and implemented project plans and trained team members,. In addition to my professional skills, I have a deep passion for education and a strong commitment to fostering a positive learning environment. I have actively volunteered at the Syracuse Community Center, where I assisted with tutoring and organized educational activities for children. This experience has provided me with insight into various teaching methods and the importance of creating engaging, supportive learning experiences. I am enthusiastic about the prospect of bringing my unique background and skills to Syracuse Elementary School and contributing to the academic success and personal growth of your students. I am committed to continually developing my teaching abilities and am eager to participate in any professional development opportunities your school offers. Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences align with the needs of your school. Please feel free to contact me at (555) 123-4567 or [email protected] to schedule an interview. Sincerely, Jordan Smith

Entry-level cover letter example for a customer service role

Booker Jarvis Tulsa, OK [email protected] (555) 123-4567 July 31, 2024 Jamie Lee Customer Relations Manager Bright Solutions Inc. Dear Ms. Lee, I am writing to express my interest in the Customer Service Representative position at Bright Solutions Inc., as advertised on Indeed. With a strong commitment to delivering excellent customer service and a solid background in problem-solving and communication, I am excited about the opportunity to contribute to your team. In my previous role as a Retail Associate at Greenfield Electronics, I developed key skills that align with the requirements of this position. I interacted with customers daily, addressing their inquiries and resolving issues with a positive and professional demeanor. One instance that highlights my problem-solving abilities involved a customer who was dissatisfied with a faulty television they purchased. I listened carefully, offered a replacement or refund, and ensured the customer left with a solution that exceeded their expectations. This experience reinforced my ability to manage challenging situations effectively and maintain a customer-first mindset. I am particularly impressed by Bright Solutions Inc.’s reputation for providing exceptional service and fostering a supportive work environment. I am enthusiastic about the opportunity to bring my strong work ethic, attention to detail, and eagerness to learn to your team. I am confident that my proactive approach and ability to adapt quickly will enable me to make a positive impact at Bright Solutions Inc. Thank you for considering my application. I look forward to the possibility of discussing how my skills and experiences align with the needs of your team. Please feel free to contact me at (555) 123-4567 or via email at [email protected] to schedule an interview. Sincerely, Booker Jarvis

Cover letter example with no experience in finance

Jordan Lee San Francisco, CA [email protected] (415) 987-6543 July 31, 2024 Taylor Robinson Capital Insights Group Dear Taylor Robinson, I am excited to submit my application for the Financial Analyst position at Capital Insights Group, as advertised on Indeed. While I am new to the finance industry, I am eager to apply my analytical skills and enthusiasm to contribute effectively to your team. In my recent role as a Data Coordinator at BrightFuture Tech, I developed key skills that are highly transferable to the finance sector. My responsibilities included conducting thorough data analysis, preparing detailed reports, and managing projects with tight deadlines. For example, I successfully led a project to improve our data reporting processes, which resulted in a 15% increase in efficiency. Academically, I hold a Bachelor’s Degree in Economics from the University of California, Berkeley. I excelled in coursework such as Financial Accounting and Econometrics. I have also actively participated in finance-related extracurricular activities. This includes the Investment Club, where I gained valuable insights into financial analysis and market trends. My interest in finance is further reflected in my personal investments and continuous learning about market dynamics. I am particularly impressed by Capital Insights Group’s innovative approach to market research and data-driven investment strategies. I am excited about the opportunity to contribute to such a forward-thinking organization. I am confident that my analytical abilities, coupled with my enthusiasm for finance, make me a strong candidate for this role. I would welcome the chance to discuss how my background, skills, and eagerness to learn can be an asset to your team. Thank you for considering my application. I look forward to the possibility of contributing to Capital Insights Group. Sincerely, Jordan Lee

Cover letter for a first job in healthcare

Alex Rivera Dallas, TX [email protected] (214) 555-7890 July 31, 2024 Ms. Laura Thompson Hiring Manager Dallas General Hospital Dear Ms. Thompson, I am writing to express my enthusiasm for the Patient Care Assistant position at Dallas General Hospital, as advertised on your careers page. Although I am at the beginning of my career in healthcare, I am eager to contribute to your team and am confident that my dedication and willingness to learn will make me a valuable addition. I recently completed my certification in Healthcare Administration at Dallas Community College, where I gained foundational knowledge in healthcare principles and practices. My coursework in medical terminology, patient care, and anatomy has provided me with a solid understanding of the industry. Additionally, I have developed strong interpersonal skills through my volunteer work at Dallas Free Clinic, where I learned the importance of empathy, communication, and teamwork in a professional setting. One of my key strengths is my ability to adapt quickly and handle new challenges with a positive attitude. For example, during my volunteer work at Dallas Free Clinic, I was tasked with assisting patients with daily activities. I managed administrative tasks such as scheduling appointments and maintaining patient records. I am particularly drawn to Dallas General Hospital because of your commitment to providing exceptional care and improving patient outcomes in the community. I am excited about the opportunity to contribute to your team and to grow both personally and professionally within your organization. I am confident that my enthusiasm for healthcare and my willingness to learn will allow me to quickly become a valuable asset to your team. Thank you for considering my application. I look forward to the possibility of discussing how my background, skills, and eagerness to contribute align with the needs of your facility. Please feel free to contact me at (214) 555-7890 or via email at [email protected] to schedule an interview. Sincerely, Alex Rivera

Create your professional Cover letter in 10 minutes for FREE

Writing a cover letter with no prior experience might seem challenging, but it's an excellent opportunity to demonstrate your enthusiasm, transferable skills, and potential.

By focusing on your strengths , such as your educational background, volunteer work, relevant coursework, or personal projects, you can create a compelling narrative that resonates with employers.

Remember to tailor your no-experience cover letter to each job , highlighting how your unique attributes align with the company's needs and values.

Trevor Richfield

Career Coach & Professional Resume Writer

Trevor is a professional resume writer, career coach, and Nationally Certified Online Profile Expert (NCOPE) with well over 1,000 resumes under his belt. He emphasizes the importance of building an authentic professional brand you are proud to display to potential collaborators and employers. From recent graduates to executive leaders, Trevor has helped professionals land jobs at Fortune 500 companies and expand their own independent ventures.It's not only about results with Trevor, but about a continuous journey of professional and personal empowerment.

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ChatGPT cover letter hack — 7 prompts to make your job application stand out

Struggling with cover letters? Here's how ChatGPT can help you land that job interview

Crafting a compelling cover letter in today's competitive job market can be daunting. Enter ChatGPT , the popular AI language model that's revolutionizing how we approach writing tasks. While many know how to use ChatGPT to help you write a resume , its potential for creating standout cover letters is equally impressive. By harnessing AI's language processing capabilities, you can refine your writing, tailor your message, and effectively highlight your key qualifications. But ChatGPT's usefulness doesn't stop there. Did you know it can also analyze PDFs for free —making industry research so much easier. And to streamline the job application process, you can even connect Google Drive to ChatGPT for easy document access. This guide will show you how to leverage ChatGPT to create impressive cover letters while maintaining your authentic voice. Remember, AI is here to enhance not to replace your personal touch. Let's dive in and discover how to make ChatGPT your secret weapon in landing your dream job! 

1. Analyze the job description

Log in or sign up to ChatGPT . Begin by pasting the job description into the prompt box and asking it to identify key skills, qualifications, and responsibilities. This analysis will help you understand exactly what the employer is looking for in an ideal candidate.

You can use a prompt like: Analyze this job description and list the top 5 skills and qualifications the employer is seeking . Then , hit Enter. 

2. Outline your cover letter

Once you have a clear understanding of the job requirements, ask ChatGPT to create a basic outline for your cover letter based on the job description analysis . This will provide a structure for your letter and ensure you address all the key points.

Try using a prompt such as: Create an outline for a cover letter addressing these top 5 skills and qualifications.

3. Craft your opening paragraph

Use ChatGPT to generate ideas for an attention-grabbing opening paragraph that expresses your enthusiasm for the position. This is your chance to make a strong first impression, so consider asking for multiple options. 

You might use a prompt like: Generate three engaging opening paragraphs for a cover letter applying for [job title] at [company name] .

4. Highlight your relevant experience

Provide ChatGPT with bullet points from your resume. Then, ask it to transform them into compelling sentences that align with the job requirements . This step helps you tailor your experience to the specific role. A useful prompt could be: Turn these resume bullet points into persuasive sentences for a cover letter, focusing on how they relate to [specific job requirements].

5. Create a strong closing

Ask ChatGPT to suggest impactful closing paragraphs that reiterate your interest and qualifications. A strong closing can leave a lasting impression on your prospective employer.

Try a prompt like: Write a closing paragraph for my cover letter that summarizes my fit for the role and expresses enthusiasm for an interview.

6. Refine and personalize

Ask ChatGPT to combine all the elements to create your cover letter. Then use it to help you fine-tune your language and add a personal touch to the cover letter. This step ensures your letter doesn't sound generic or AI-generated.

A good prompt for this could be: Review the cover letter generated and suggest ways to make it more personalized and engaging. If you're happy with the suggestions, ask ChatGPT to apply them.

7. Proofread and edit

Finally, ask ChatGPT to proofread your cover letter and suggest any improvements in grammar, style, or clarity. While ChatGPT is excellent at catching errors, always review its suggestions yourself. 

You can use a prompt like: Please proofread the cover letter and suggest any improvements in grammar, style, or clarity. Once you're happy with the cover letter letter, copy and paste into a document to send. Happy job hunting! 

So that's it! If you're curious about what else is happening in AI right now, OpenAI has knocked Gemini off the top of chatbot leaderboard with its new model, thanks to some rapid advancements. These include extending beyond text, as evidenced by recent experiences with voice AI. Read what happened when our AI editor spent the weekend with GPT-4o Advanced Voice . Finally, big things are undoubtedly coming, with news from OpenAI that ChatGPT got a secret upgrade , so make sure you check Tom's Guide regularly for the best guides on how to utilize AI to help with your everyday tasks.

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Kaycee is an Editor at Tom’s Guide and has been writing for as long as she can remember. Her journey into the tech world began as Cazoo's Knowledge Content Specialist, igniting her enthusiasm for technology. When she’s not exploring the latest gadgets and innovations, Kaycee can be found immersed in her favorite video games, or penning her second poetry collection. 

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Home » Job Tips » Career Advice » How to Write Offer Letter Acceptance Mail

How to Write an Offer Letter Acceptance Mail? [Samples & Templates]

Job hunting has become easier with the plethora of platforms accessible online. In the pre-internet era, one had to look for newspaper job advertisements and wait days to receive a job offer letter from a postman. With the internet, it is so simple to share and receive an offer letter via email. As much as it has become easier to receive it by mail, it is all the more important that you go through all the terms and conditions, understand them, and write an acceptance reply mail. In this blog, we will discuss how to write an offer letter acceptance mail as well as provide you examples and the proper format to use when writing one.

Table of Contents

Tips to Write an Offer Letter Acceptance Mail

It is a sheer delight and joy to receive an offer letter from a company or organization that you have been dreaming of working for. It is just as exciting to get an offer with a salary hike that you worked tirelessly for. In that thrilling moment, keep in mind that you must respond to that offer with utmost sincerity and a clear understanding of every detail that it contains.

Writing a professional acceptance mail leaves a good impression on the employer who is hiring you. Here are a few things to keep in mind while writing the accepting job offer email:

Also Read: Things to Consider Before Accepting a Job Offer

1. Read the Offer Letter Carefully

It is crucial to go through all the components of an employment contract line-by-line attentively. The recruiter may ask you to share the documents that you need to sign along with the offer letter. Get in touch with your recruiter if you have any doubts or want to double-check the meaning of any terms and conditions provided in the employment letter.

2. Add an Appropriate Subject Line

The subject line conveys the context of your email. It is important to retain the same subject line as received by the recruiter. Otherwise, you may also write the subject line as:

• Acceptance to the Offer Letter – [Your Name]
• Job Offer Acceptance – [Your Name]

3. Add Proper Salutation

The salutation addresses the person you are writing to. Keep it simple. Use the following salutations: 

• Dear Sir/Madam
• Respected Sir/Madam
• Dear Mr./Ms. [Name]

4. Start with Expressing Gratitude

Start the body of the mail by thanking the recruitment committee for hiring you for the concerned position. Expressing gratitude implies mutual courtesy and respect. You may start your letter as:

• Thank you for offering me the position of [Name] in the XYZ department of your company.
• I extend my heartfelt thanks for offering me the opportunity to work in your company at XYZ position.

5. Acknowledgment of the Employment Details

Write a formal statement accepting the job offer. You may highlight some specific terms that you confirm confidentially, such as salary offer, job description, joining data, etc. You may write this acknowledgment as follows –

• I am delighted to accept your offer and look forward to joining your team as a [position].
• I hereby accept the offer of employment and am ready to take charge of the XYZ responsibility.
• I am pleased to inform you that I am accepting the offer for the position of XYZ at your company.

6. Closing Notes

End the letter by thanking again and with closing salutations such as:

Thank you once again for the offer. I will do my best to uphold the high standards set by your organization.

 Yours sincerely,

Thank you again for the opportunity. I look forward to starting the job on [Joining Date].

Warm Regards,

7. Proofread Your Email and Send It Within the Deadline

Make sure that you proofread your mail before sending the offer letter acceptance mail. It should not contain any grammatical or spelling mistakes. Be sure to share your acceptance reply well within the deadline. Try not to keep this pending until the last day of the deadline.

Also Read: How to Reject a Job Offer

Job Offer Acceptance Mail Samples

When crafting an acceptance letter, it is normal to experience both nervousness and excitement. Here are some examples that can help you understand how to accept a job offer via email. Use these samples as a guide to create your job acceptance email. 

Sample 1: Offer Letter Acceptance Email Reply 

When you receive a job offer letter with details that align with your employment idea, write a simple acceptance reply to the hiring manager. Here is a sample mail for you:

Sample 2: Job Acceptance Email Sample For When You Need Some More Details

Here is another sample that you may refer to for writing the offer letter acceptance email reply:

To know more about the kind of benefits an employee receives, refer to these top employee benefits and negotiate accordingly in the offer letter acceptance mail. 

Sample 3: Job Offer Acceptance Mail to Re-confirm Payment Criteria

Here is another sample that you may refer to for writing the offer letter acceptance email reply to reconfirm how the company will pay you:

Sample 4: Job Offer Letter Acceptance Mail For Project-Based Employment Contract

Here is another sample that you may refer to for writing the offer letter acceptance email reply to the supervisor who has hired you for a fixed-term project:

Sample 5: Job Offer Acceptance Letter Sample For Negotiating Conditions

There may be a scenario where your company may draft an offer letter mail that you might want to renegotiate. Here is a sample for you if you wish to negotiate the terms and conditions of the offer: 

Conclusion 

While sending the offer letter acceptance mail, you must behave professionally, have patience, and communicate openly to clear all doubts regarding your selection. There are numerous opportunities in every field, go ahead and apply for jobs, and use this guide to draft your acceptance email. 

Was this blog helpful in drafting your offer letter acceptance mail? Share with us in the comments section below. If you are a job seeker who is applying for jobs currently, learn how to write a job application letter to apply for your dream job.

Here is how you can respond to an offer letter and negotiate, “Thank you for your offer. I am honored to receive the opportunity to work with your company. However, I would like to negotiate the salary [offered amount] offered. After some research, I believe an appropriate salary for my position would be [amount]. I would appreciate the opportunity to discuss my salary further in person, do let me know if that would be possible.

Here is how you can reply to an offer letter acceptance email with the joining date, “Dear [receiver’s name], I am writing to inform you of my acceptance of [job role] with [company name] and to confirm [date] as my joining date. I am excited to begin working with the company and appreciate the salary package offer I have received.

Yes, you should send a quick thank you email after accepting a job offer. It helps show that you look forward to working with the company and maintaining a cordial relationship.

Yes, you should reply to all when accepting a job offer. Simply click on “reply all” after writing your response in the email.

After accepting an offer, express your thanks and gratitude for getting the opportunity. You can write, “I would like to formally thank you for the job offer at [company name]. I am excited to contribute positively to the team and the organization.

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Harshita is an English Literature graduate from the University of Delhi with 3 years of experience in Content Writing and Editing. Dedicated to her craft, she loves creating magic with words. She is a big fan of hoarding cute planners and journals and can be seen watching FRIENDS (almost EVERYTIME) in her spare time. Her meticulous attention to detail makes her stand out from the crowd. A typo epidemic is her worst nightmare!

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How to Write an Interview Rejection Letter That Leaves a Positive Impression

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Most candidates (83%) want to know as soon as possible when they’re no longer being considered for a job—but 40% have been ghosted after a second- or third-round interview . This can leave candidates with a negative impression of your company.

Sending a thoughtful interview rejection letter, though sometimes uncomfortable, is a crucial step in creating a respectful and professional hiring process. This simple act of communication can improve the candidate experience and strengthen your employer brand.

of candidates have been ghosted after a second- or third-round interview

What to include in an interview rejection letter

A well-crafted interview rejection email doesn’t have to be long or complex, but it should be clear, considerate, and helpful.

Address the candidate by name

In a process that can often feel transactional, using your candidate’s name helps them feel valued and sets the stage for a more positive experience. Personalizing your job rejection letter adds a level of respect and shows that you took the time to acknowledge each candidate as an individual rather than sending a generic, mass rejection email. This signals that each application was taken seriously and reviewed thoughtfully.

Thank the candidate for their time and interest

Expressing gratitude for your candidate’s time and interest in your organization is one of the simplest yet most powerful elements of an interview rejection letter. Candidates have invested their energy into researching your company, preparing for interviews, and engaging with your team. Acknowledging this effort with a sincere “thank you” demonstrates your professionalism and respect for their commitment.

This small but meaningful gesture also contributes to a positive candidate experience. A rejection letter is often a candidate’s final interaction with your company. Leaving them with a feeling of appreciation can soften the disappointment and help maintain a favorable perception of your brand. Even if they weren’t the right fit for a particular role, showing gratitude could encourage them to reapply for future positions or speak positively about your company to others. 

Ultimately, thanking candidates for their time and interest creates a sense of closure and reinforces the idea that you value every individual who takes an interest in your organization.

Deliver the rejection clearly but kindly

It’s crucial to strike the right balance between clarity and empathy when delivering a rejection. Candidates appreciate knowing where they stand, but being too blunt can add to their disappointment.

Aim for a tone that’s both respectful and compassionate. For example, instead of simply stating, “You were not chosen for the role,” you might say, “After careful consideration, we’ve decided to move forward with another candidate.” This phrasing conveys the same message in a more thoughtful way. 

Provide feedback

Though providing feedback takes extra effort, the benefits extend far beyond helping a single candidate improve. Most candidates (70%) said that receiving a clear reason for why they weren’t selected would leave them with a positive impression of the company. Further, finalists who receive feedback are 30-50% more willing to refer others than those who don’t receive feedback.

Effective feedback should be constructive, specific, and actionable. Avoid vague statements like “we found a better fit.” Instead, focus on areas of improvement or skills they could strengthen. For example, you might say, “We were impressed with your leadership experience, but felt your technical skills weren’t quite aligned with our needs for this position. Strengthening your experience with [specific software, methodology, or skill] could make you an excellent fit for similar roles in the future.” 

Ask for feedback

Asking for feedback demonstrates that you value your candidate’s opinions and are committed to improving your candidate experience. 

Include an invitation to complete your candidate experience survey in your job rejection email so you can identify opportunities for improvement. Keep the survey simple to be respectful of your candidate’s time. Only one in four people would be willing to spend more than 15 minutes or  answer more than 15 questions on a survey .

Encourage candidates to apply again in the future

If a candidate shows promise but isn’t the right fit for your current role, encouraging them to apply again in the future is a valuable way to maintain a positive relationship. This invitation demonstrates that your company recognizes their potential, values their skills, and prioritizes ongoing candidate relationships. They’ll be more likely to think of your company when new opportunities arise, or even recommend your company to others who might be a better fit for current roles.

Encouraging a candidate to reapply can turn a rejection into a positive interaction, leaving the door open for future opportunities. In doing so, you’re fostering goodwill and keeping talented candidates in your pipeline for roles that may be better suited to their experience down the line. It also reflects well on your company, showing that you care about more than just filling positions—you’re invested in finding the right fit for both your team and the candidate.

Wish candidates luck in their job search

Ending a candidate rejection letter on a positive note can significantly soften the disappointment that comes with receiving the news. Wishing the candidate luck in their job search is a small but thoughtful gesture that adds a personal and human touch to the rejection letter. It shows that you care about their future and genuinely hope they find success elsewhere.

This closing remark can leave a lasting positive impression of your company. Candidates who feel valued are more likely to walk away with a favorable view of your organization. Additionally, wishing them well reflects your company’s professionalism and solidifies your reputation as a considerate employer. A positive ending helps turn a difficult situation into a moment of encouragement, reminding candidates that every interview is a stepping stone to their next opportunity.

Sample interview rejection letter

Subject line: Thank you for your interest in [Company Name]

Dear [Candidate’s Name],

Thank you for interviewing with us for the [Job Title] position at [Company Name]. We appreciate the time you invested in the interview process and the opportunity to learn more about you and your qualifications.

While we were impressed by your skills and experience, we’ve decided to move forward with another candidate whose qualifications more closely align with our current needs.  

You had a great [Job Function] background, but we felt your [Skills] weren’t quite aligned with what we need for this position. Strengthening your experience with [specific software, methodology, or skill] could make you an excellent fit for similar roles in the future.

Please feel free to apply for future roles at [Company Name] that better suit your qualifications. We’d be grateful for the opportunity to consider your application again.

Could we ask you for 5 minutes of your time to learn more about your interview experience? Your feedback is anonymous and helps us improve our hiring process for future candidates: [Link].

Thank you again for your time, and we wish you the best of luck in your job search.

Sincerely,   

[Your Name]   

[Your Position]   

[Company Name]

Final thoughts on interview rejection letters

Sending an interview rejection letter may not be the most enjoyable part of the hiring process, but it’s an essential step in maintaining positive candidate relationships. A well-crafted rejection letter can leave a lasting positive impression, keep the door open for future opportunities, and help strengthen your employer brand.

To save time and maintain consistency in your hiring process, consider creating a rejection letter template. This allows you to quickly send out polite, professional responses to every candidate. A template doesn’t mean sacrificing personalization. You can still tailor key details such as the candidate’s name, the position they applied for, and any feedback.

Standardizing your rejection letters helps ensure every candidate receives a timely response. This is crucial for maintaining a positive reputation and creating a more efficient workflow for your team. Modern Applicant Tracking Systems allow you to streamline this process by directly integrating rejection letter templates into your hiring process. Simply customize them for your needs to build a more communicative interview experience for your candidates.

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Webinar: How To Write Your Academic Job Application, Part I--Cover Letter and CV

Live Webinar with Dr. Karen Kelsky, Professor Is In

Newly updated for COVID19, in this 90-minute webinar we examine the first two primary documents in an academic job application--the cover letter and cv. I explain the role of each of these in presenting your profile, and the relative importance of each in the deliberations of the search committee. I then give recommendations for the most effective content, organization, and tone of each of these documents, with examples, and show the most common mistakes made by job applicants, the errors of thinking that lie behind these mistakes, and the ways to correct them.

The focus is both on specific techniques of writing and self-presentation, but also on the unspoken principles and biases that govern tenure-track hiring. We also cover COVID-19 specific considerations like how to describe online instruction, etc.

There will be 30 minutes of Q and A at the end. All participants get access to a free downloadable recording. It comes 24 hours after the live event. Be sure and check your spam and Promotions folders if you don't see it.

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