Letter of application template
Begin with a clear and concise introduction of yourself, stating the position you’re applying for and how you found out about it. Make sure to keep this opening engaging and straightforward, so the reader knows immediately what your intent is. Highlight a few key qualifications or experiences that make you a good fit for the role.
Next, focus on the skills and experience you bring to the table. Don’t just list your qualifications–show how they directly align with the company’s needs. Mention specific achievements, projects, or areas where you’ve demonstrated success that are relevant to the job you seek. Personalize this section to reflect how your strengths can contribute to the company’s objectives.
Conclude with a closing statement that reiterates your interest and enthusiasm. Express your desire to discuss the role further in an interview and thank the reader for their time. Always include a polite sign-off with your contact information, ensuring the employer knows how to reach you easily.
Here’s the revised version with repetitions removed:
Begin by focusing on clarity and precision in your application letter. Remove any redundant phrases or repeated ideas that can make your message unclear. Keep your sentences direct and avoid reiterating information unnecessarily.
For instance, if you mention a skill, it’s enough to highlight it once and explain how it applies to the job you’re seeking. There’s no need to repeat the same point in different words throughout the letter.
Instead of: “I am very experienced in project management, and I have a strong background in managing projects. I have a lot of experience in overseeing projects, ensuring deadlines are met.”
Try: “I have extensive experience in project management, consistently meeting deadlines and overseeing projects from start to finish.”
This not only removes redundancy but also strengthens your argument by keeping the focus on the core message. Stick to one main idea per sentence, and connect them logically to maintain a smooth flow throughout the letter.
Also, avoid over-explaining qualifications that are already clear from your resume. Let your skills and experience speak for themselves without the need to reiterate them excessively.
- Template for an Application Letter
Begin your application letter with your name, contact information, and the date. Position them at the top of the letter, aligned to the left. This provides clarity and ensures your details are easy to find.
Salutation
Use a formal greeting such as “Dear [Recipient’s Name],” if you know the person’s name. If not, “Dear Hiring Manager” is an appropriate alternative.
Opening Paragraph
State your intention clearly. Mention the position you’re applying for and where you found the job listing. Highlight your enthusiasm right from the start without being overly flowery.
Example: “I am writing to express my interest in the [Job Title] position at [Company Name] as advertised on [Job Board]. I believe my background in [Your Field] aligns well with the needs of your team.”
Body Paragraphs
Use the next paragraphs to demonstrate your qualifications and experience. Refer to specific achievements or skills relevant to the job and explain why you’re a strong candidate. Avoid restating your resume word for word.
Example: “In my previous role at [Company Name], I led a team that improved customer satisfaction scores by 30%. My experience in [Skill or Task] directly correlates with the responsibilities listed in your job description.”
Closing Paragraph
Reaffirm your interest and provide a call to action. Politely suggest a follow-up, expressing your eagerness for an interview. Avoid sounding presumptive.
Example: “I would welcome the opportunity to further discuss how my skills can contribute to your team’s success. I look forward to the possibility of speaking with you soon.”
Signature
End with a formal closing, such as “Sincerely,” followed by your full name. If sending a physical letter, include your handwritten signature above your typed name.
Keep the layout clean and straightforward. Start with your contact information at the top, followed by the recipient’s details. Align your name, phone number, email, and address to the left. For the recipient’s info, include their name, title, company name, and address beneath yours. Use a formal salutation like “Dear Mr./Ms. [Last Name]” and avoid overly casual greetings.
Use a readable font, like Arial or Times New Roman, in 10-12 point size. Keep margins at 1 inch on all sides, and maintain single-spacing within paragraphs. Add a space between paragraphs for readability.
In your opening paragraph, directly state the purpose of your letter–whether applying for a specific role or inquiring about potential opportunities. Mention how you found out about the position or company, and quickly explain why you are writing.
In the body, focus on your qualifications. Align your skills and experience with the requirements in the job posting. Keep the tone professional but confident. Each paragraph should serve a clear purpose–either showcasing experience, skills, or your enthusiasm for the role.
Conclude with a clear call to action. Express your interest in discussing the role further in an interview. Thank the reader for considering your application and mention you are available at their convenience for a follow-up. Sign off formally with “Sincerely,” followed by your full name.
The structure of your application letter plays a pivotal role in making a strong impression. Here are the key sections to include:
1. Contact Information
Start with your full name, phone number, and email at the top of the letter. If applying by mail, include your physical address as well. This ensures the hiring manager can easily reach you. It’s crucial to format this correctly so it’s clear and easy to find.
2. Salutation
Address the recipient by name if possible. Use a professional greeting such as “Dear [Name],”. If you don’t know the name, “Dear Hiring Manager” works. Avoid generic phrases like “To Whom It May Concern.”
3. Introduction
Briefly introduce yourself and mention the position you’re applying for. It’s helpful to include where you found the job listing, as it shows you’ve done your research and have a genuine interest.
4. Body Paragraphs
In one or two paragraphs, highlight your most relevant qualifications. Match your skills and experiences with the job description to demonstrate how you’re a good fit. Focus on your achievements and how they align with the employer’s needs.
5. Closing Paragraph
End by expressing your enthusiasm for the opportunity. Let them know you’d love to discuss further in an interview. Include a line thanking them for their time and consideration.
6. Signature
Finish with a professional closing, like “Sincerely,”, followed by your name. If sending by mail, leave space for your handwritten signature.
By including these sections, you can create a clear, concise, and compelling letter that shows your qualifications while making it easy for the hiring manager to understand your fit for the role.
Select a tone that aligns with the purpose of your application. If you are applying for a formal position, a professional and respectful tone is key. If the application is for a more creative or casual role, you can afford to be more conversational while still maintaining clarity and respect. Avoid overly casual language that could undermine your professionalism.
Match the Language to the Job Role
Your choice of words should reflect the industry and role you’re applying for. For formal positions, opt for clear, precise language that showcases your qualifications without excessive embellishment. For creative positions, show some personality through your tone but maintain professionalism. Strike a balance between enthusiasm and restraint to communicate both confidence and respect for the job.
Avoid Jargon, Be Clear
While it’s important to sound professional, avoid using industry jargon or complex terminology that might confuse the reader. Stick to straightforward language that communicates your point effectively. The goal is to ensure your message is understood without overloading the reader with unnecessary complexity.
Review the job description carefully and align your application with the specific requirements. Identify key skills, experiences, and qualifications the employer is seeking, and emphasize how your background matches them.
1. Highlight Relevant Experience
Match your professional history with the duties and responsibilities listed in the job posting. Use specific examples that demonstrate your success in similar tasks. This creates a clear connection between your past work and the job you’re applying for.
2. Adjust Your Skills Section
Focus on skills directly relevant to the position. If the job requires proficiency in certain software or technical knowledge, ensure that these are front and center in your resume or application. If you’ve developed transferable skills that are valuable for the role, highlight those as well.
3. Customize Your Cover Letter
Your cover letter should reflect your enthusiasm for the company and the role. Address the company’s specific needs and how your skills will fulfill them. Mention any research you’ve done on the company to show you’re genuinely interested in their mission and culture.
4. Use Keywords from the Job Description
Incorporate the same terminology found in the job listing. Many companies use applicant tracking systems (ATS) to screen applications. Using the exact keywords ensures your application will get noticed, especially if your qualifications match the company’s needs.
5. Focus on What Sets You Apart
While tailoring your application, highlight what makes you unique. Whether it’s a specific achievement, unique qualifications, or a special project, showing what distinguishes you from other candidates will make your application stand out.
Avoid generic phrases that don’t offer any insight into your specific qualifications. Tailor your letter to the job and company. Show how your experience directly connects to the role.
- Spelling and grammar mistakes. These small errors can leave a negative impression. Proofread carefully before submitting your application.
- Failure to follow application instructions. Read the job description thoroughly. Not following the specified format or missing requested documents could cost you the position.
- Being too vague. Don’t leave employers guessing about your skills and experiences. Provide concrete examples of your achievements and how they align with the company’s needs.
- Overloading with unnecessary details. Focus on what’s relevant. Avoid listing every job you’ve had; instead, highlight positions that directly relate to the job you’re applying for.
- Ignoring the company culture. Research the company’s values and adjust your tone to reflect it. A mismatch between your application and the company’s culture can be off-putting.
- Using a one-size-fits-all approach. Customize each letter. Generic letters might get overlooked because they don’t show your genuine interest in the specific role.
- Being too formal or stiff. Keep your tone professional but friendly. Overly formal language may make you sound distant and unapproachable.
Close your letter by expressing gratitude for the opportunity to apply. Mention that you’re excited to contribute and be part of the team. Keep it positive and forward-looking, without sounding overly formal.
Include a clear call to action. Let the reader know you’re looking forward to discussing your qualifications further in an interview. State that you are available at their convenience for any follow-up questions or discussions.
When following up, wait about one to two weeks after sending the application. In your follow-up email, briefly restate your interest in the position, mention your previous application, and express enthusiasm for the next steps. Keep the tone polite and professional.
| Action | Recommended Approach |
|---|---|
| Closing the letter | Express appreciation, confirm availability for an interview, and keep the tone positive. |
| Follow-up email | Wait 1-2 weeks, be polite, briefly restate interest, and inquire about the next steps. |
Now the word “letter” appears no more than 2-3 times per line, maintaining meaning and structure.
Focus on clarity and conciseness. When drafting a letter, avoid repeating “letter” too often in a single line. Use pronouns or synonyms to maintain flow while keeping the message clear. For example, instead of saying “The letter is important,” say “This message carries important information.” The idea is to keep each sentence direct, yet fully understandable.
Try using the term only when absolutely necessary, ensuring it does not disrupt the natural progression of your content. Break up longer sentences that may overuse the word by splitting them into shorter, impactful ones. In doing so, you’ll improve readability without sacrificing the intent of the communication.
Remember, variation in sentence structure enhances the letter’s impact. Instead of repeating the word “letter,” consider phrasing that adds depth or redirects focus to the main point of your communication. This can help reduce redundancy while maintaining a polished tone.