In today’s competitive market, writing a compelling letter is a must for you to stand out among other candidates. Application letters are necessary whether you are applying for a job, internship, or seeking admission to an academic program, your application letter serves as your introduction and showcases your qualifications and enthusiasm for the opportunity.
In this article, we will discuss everything you need to know about writing a compelling letter, from understanding an application letter to providing several templates.
What is an Application Letter?
An application letter is a formal letter submitted along with your CV when applying for a job, internship, or academic program. It is written on one page and is used to introduce yourself to the employer. An application letter should be tailored to the specific job you are applying for and should demonstrate your knowledge of the company and the position.
It is your chance to showcase your skills and experiences and explain why you are a good fit for the position. Writing an application can be a bit stressful especially if it’s your first time.
There are factors to consider when writing an application letter. These factors take you one step closer to being an expert in writing application letters.
1. Header: This is the first step in writing an application letter. It includes your contact information and the date of the letter. It is aligned at the top of your letter and should include your address, contact information, date, company address, and name.
2. Greetings/Salutation: Experts have recommended the use of the hiring manager’s name not forgetting to add Mr, Miss, or Mrs accordingly. So take your time to research the hiring manager’s name but if you don’t know their name. you can use the popular salutation, “Dear hiring manager”. It is a must to begin your letter with “Dear” and then the reader’s title or name, ending with a colon, not a comma.
3. Body: The body of a letter is the point where you introduce yourself, explaining why you are applying for the job, and highlighting your skills, qualifications, and experiences. Now, the body of a letter is divided into three parts; The introduction paragraph, The middle paragraph which is divided in two, the education and employment paragraph, and the concluding paragraph.
- The introduction paragraph: This paragraph captures your reader’s attention so start by stating the purpose of your letter by stating the position you are applying for in this paragraph. Your words should speak your confidence in getting the job done. There are a few things to take note of when starting a letter. Never use the statement, “I do not have a strong
background in this, but I am willing to learn.” it questions your credibility. State where you saw the job application. Make it clear which position you are applying for, in case the organization has advertised many job openings. Finally, state that you wish to be considered for the position. - The Education paragraph: In this paragraph, you will discuss your educational background. it is important to structure your words in a way that highlights your education and employment history effectively. For freshers with a stronger educational background than work experience, it is recommended to place the education paragraph before the employment paragraph. It’s also essential to identify how your educational qualifications match the job requirements. When describing your education, try to mention any advanced coursework you completed in your major, as well as the diversity of your courses and any extracurricular activities you’ve been involved in. This can show off your versatility and your business or communication skills. Additionally, if you’ve had any leadership experience, be sure to highlight that too, one more thing – don’t forget to include your college major in the education section of your resume, even if you’ve already mentioned it in the introduction.
- The Employment paragraph: The employment paragraph should start with a topic sentence and focus on a single idea that highlights your work experience. It could be your broad background or any specific job that gave you special skills that would be helpful in the job you are applying for. This paragraph should effectively convey your unique selling points to the employer. Following this format can make your resume stand out and increase your chances of getting an interview.
- The concluding paragraph: The main purpose of a concluding paragraph is to encourage the employer to invite you for the interview. To do this, express your enthusiasm for the opportunity to discuss your qualifications during the interview further. You can also mention your resume being attached to the application. Once again, Be polite yet confident.
4. Sign Off: You can sign off using “Best regards” “Best Wishes ” or “Yours Sincerely” followed by your name.
Where should an Application Letter be addressed?
Where an application letter should be addressed is one of the most critical aspects to ensure your letter gets to the right person. It is essential to follow the correct guidelines to ensure that your application stands out from others.
When addressing an application letter, there are three primary guidelines to consider. These are;
- Address your application letter to a specific individual who is responsible for the hiring process. This could be the hiring manager, department head, or contact listed in the job posting or company website. This is why it is important to pay attention to the job application details and descriptions. This approach shows that you have taken the time and effort to research the company and position and have personalized your application to the specific recipient.
- If you are unsure of the specific recipient, or if the job posting instructs applicants to send materials to the HR department, you can address your letter to the HR manager or the HR department in general. This approach allows you to ensure that your application is delivered to the appropriate department in the company.
- Be sure you used the correct mailing address of the company or organization you are applying. This includes the street address, city, state, and ZIP code. Failing to use the correct mailing address can cause significant delays in your application being received by the company. So, make sure to do your research and double-check for spelling mistakes.
Who to address an Application Letter?
There are several ways to identify the appropriate recipient when addressing your application letter.
- The first step is to research to identify the contact person responsible for hiring for the position. You can check the job listing, company website, or professional networking sites like LinkedIn for information on who is responsible for hiring for the position.
- Personalize your letter by addressing it to a specific individual rather than using generic salutations like “To Whom It May Concern” or “Dear Hiring Manager.” Personalizing your letter shows you paid attention to details and will increase the likelihood of your application being noticed.
- Pay attention to any specific instructions provided in the job posting regarding who to address your application to. Some job listings may specify a contact person or department.
- If you have a networking connection within the company, consider reaching out to them for advice on who to address your application letter to. Referrals from employees can strengthen your application and increase your chances of being considered for the position.
- When addressing your application letter, use salutations such as “Dear Mr./Ms. [Last Name],” if you know the recipient’s name. If you don’t know the recipient’s name, use a personalized salutation such as “Dear Hiring Manager,” or “Dear [Department Name most likely HR] Hiring Team,” instead of generic salutations.
By addressing your application letter to the correct individual or department and using a personalized salutation, you can make a positive first impression and increase the chances of your application being noticed and considered for the position. Personalization shows that you have taken the time to research the company and are genuinely interested in the opportunity. Double-check the spelling of the recipient’s name and job title, and avoid using generic salutations if possible, as they can come across as impersonal. If you can’t find a specific contact, calling the company directly to inquire about the appropriate recipient can demonstrate initiative and determination.
Tips for Writing an Application Letter.
We will look at 7 tips that would help you write the best application letter that is guaranteed to get you the job you are applying for. These are;
- Research: Before writing your application letter, you must research that company extensively. This could be through the company’s website, Linkedin, or social media handles.
- Draft a Plan: When writing an application letter, it is important to write down all the information you need when preparing an application letter. Write it as many times as you want until you get it right.
- Clear and concise Writing: An application letter must be written on one page and convey all relevant information needed according to the job description. Write neatly, but get it typed if you can, and make sure you use clean A4-size paper.
- Prepare your other documents to be added to your application letter: Making several copies of your resume prepares you for any unforeseen situation. It is therefore advisable to send in more copies and keep your resume updated.
- Proofread and edit: Always check spelling and watch your grammar. If possible, get someone to proofread it for mistakes before you send it.
- Address the Recipient properly: Always address the letter to a specific individual such as the hiring manager or department head. This shows you pay attention to details and personalization.
- Showcasing Personality and Fit: While maintaining professionalism, the letter should also convey your personality and enthusiasm for the role. Emphasize why you are excited about the opportunity and how you would contribute to the organization.
Application Letter Template.
When writing an application letter, remember to make use of the tips above. This is a simple template assured to get you a job.
[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name] [Hiring Manager’s Title]
[Company’s Name]
[Company’s Address]
[City, State, Zip Code].
Dear [Recipient’s Name]:
I am writing to express my interest in the [specific position] at [Company’s Name], as advertised on [where you saw the job application]. With a robust educational background and relevant skills, I am confident in my ability to contribute effectively to your team. Please consider this letter as my formal application for the position.
I completed a [Degree Name] from [University Name], where I excelled in [mention any specific coursework or projects relevant to the job]. In my academic journey, I actively participated in extracurricular activities, including [mention any relevant activities or leadership roles]. This experience has honed my analytical and communication skills, providing a solid foundation for the challenges of the [position you are applying for].
My experience gained during my tenure at [Previous Company/Organization], where I [briefly describe your role and key responsibilities] is a bonus to my experience. This role enhanced my [specific skills or expertise relevant to the job], which I am eager to apply at [Company’s Name].
I am enthusiastic about the opportunity to discuss how my background, skills, and enthusiasm align with the requirements of the [specific position]. I have attached my resume for your consideration and would welcome the chance to discuss my qualifications in an interview further.
Thank you for considering my application. I look forward to the possibility of contributing to [Company’s Name] and am excited about the potential to join your team. Please feel free to contact me at [Your Phone Number] or [Your Email Address] to schedule an interview.
Warm regards,
[Your Name]