what parts of an application letter

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What are the parts of an application letter.

Whenever you apply for a job, you’re typically directed to submit a resume and a letter of application, also known as a cover letter . If you dread writing cover letters, you aren’t alone – many people would rather avoid them altogether. They are an important part of the job search process, though, and the better your letter, the better your chances of getting the job.

If you break down the application letter into several parts, though, it is a lot less intimidating. The most important thing to remember is that the cover letter isn’t about you and what you want. It’s a letter of introduction, in which you give the employer a taste of what you are capable of and what you can do for their company. Tailor the parts of the application letter – greeting, opening, body, company knowledge and closing section – to the individual position you’re applying for, and you’ll be successful in getting calls for interviews and, ultimately, a great job.

The Greeting

Every application letter needs a greeting. How you open your letter indicates not only your level of professionalism, but also how much effort you put into researching the company and position. Therefore, a generic “To Whom It May Concern” or “Dear Sir/Madam” is likely to get your letter tossed in the trash before it’s even read.

Sometimes, you will get lucky, and you’ll have a name. Rarely does a specific name appear in a job advertisement, but it can happen. If you are sending the letter to a personal contact, or you’ve already made contact with the recipient, great. Just make sure you spell his or her name correctly, and stick with “Ms.” instead of Miss or Mrs. If you have a good relationship with the person already, you can safely use only their first name, but otherwise, be formal and professional and stick with “Dear Mr. Smith ... ,” etc.

If you don’t have a specific name, then you will have to do some research. Google and social media are your friends; many companies have corporate directories online where you can find a relevant name. Other companies deliberately make it more difficult to find individual employee names and contact information in order to protect the privacy and security of their workers. You can try calling the human resources office and asking for a name, but if all else fails, you will have to use a more generic greeting.

In this case, your best bet is to tailor the greeting to the job; for example, you might write, “Dear Senior Account Executive Hiring Manager.” By doing so, you’re indicating that you are applying for a specific job and that your letter was written for this specific person. Again, avoid bland greetings that could apply to anyone, and focus on showing your interest in this specific job.

The Opening

You’ve probably heard the statistics about how recruiters only spend a few seconds reviewing applications. Knowing that the reader is likely to make a decision about whether to schedule an interview after only skimming a few lines of your letter, it’s important to make the opening paragraph compelling enough to spur the person to read on.

The first paragraph of your application letter should be just a few lines that tell the hiring manager why you are writing, highlight an accomplishment and show your enthusiasm for the position. It should be direct and to the point; don’t waste time going on and on about how you heard about the position or how you think you are perfect for the job. Employers aren’t really interested in what you think about your qualifications. Rather, they want specific details showing that you have the skills that they need.

For example, your opening paragraph might read something like, “As a sales professional with eight years of experience in the technology field, I am interested in your Senior Account Executive opening. I have consistently met and exceeded my sales goals, increasing overall profits in my region by 15 percent. I would love the opportunity to meet with you and discuss what I could do for your company.” If you learned about the position via a mutual contact, you could add in a line like, “Jane Smith suggested that I get in touch with you regarding this position, as she thinks my skills would be valuable to your company.”

Remember that the goal of your application letter is to get an interview, and that employers are interested in what you can do for them. Don’t open your letter by discussing how you are looking for a new challenge or that you believe or think that you are perfect for the job. Employers aren’t concerned about giving you a challenge or being a rung on your career ladder, so focus on how you can benefit them.

Once you’ve grabbed the hiring manager’s attention, it’s time to get into the specifics. Because you are sending this letter with a resume, don’t waste space rehashing everything contained in that document. Instead, the body of an application letter should read like a highlight reel. What are your most impressive accomplishments? Choose those that are most relevant to the position you’re applying for, and connect the dots for the reader. Show how you can bring value to the company, and that you have the skills and experience that they need.

After briefly summarizing your experience in a few sentences, highlight your experience via short bullet points, ideally containing quantifiable achievements. In other words, don’t just say that you increased customer satisfaction – prove it, and show how much. Use numbers, performance metrics, or quotes and comments from customers or your co-workers to support your claims. If possible, incorporate keywords from the job description to make it clear to the reader how your experience relates to the specific position. For example, you could write:

“Implemented a new procedure for processing applications that increased productivity by 20 percent and reduced customer wait times by 30 percent.”

Or, “Developed a business strategy that reduced excess inventory and save the company $100,000.”

If you have quotes from former colleagues, bosses or customers that give you a glowing review, don’t be afraid to use them. But don’t go overboard – one or two is plenty.

Above all, your cover letter should reveal your personality, and show not only that you’re qualified for the position, but that you are interested in it and enthusiastic about working for the company. Entrepreneur Seth Porges, in Forbes, advised job seekers to spend some time doing some research on industry trends or history to add some flair to the application letter. For example, you might write about a recent technological innovation and how you’re excited to be a part of how it’s changing the world, or talk about how your industry has changed since you first started in it. The idea is to show the recruiter that you care, that you know the industry and that you’re curious and willing to stay up-to-date.

Highlight Your Knowledge of the Company

Once you’ve highlighted your experience and demonstrated your enthusiasm for the industry and the job, it’s worth devoting a few lines to show that you have done your homework and researched the company. If something interesting happened within the company recently, such as a new product launch or acquisition, mention it and how you’re excited to bring your skills to the company to help during this transition. If that’s not possible, research the company website to uncover the corporate mission and vision, or review its annual reports to find out the goals and major projects taking place. Relate your experience back to what you find, and your letter will stand out.

The Closing

Your final paragraph should summarize your skills (in one line) and focus on the next steps. Don’t ramble or repeat what you have already said, just succinctly state your case and ask for an interview. Although you may have been advised to tell the recipient that you’ll call to follow up at a specific time, that’s not advisable. For starters, it’s easy for the hiring manager to avoid your call. But more important, such a line can come across as pushy or arrogant, even if you think it shows that you take initiative. Instead, note that you would welcome the opportunity to meet with the recruiter to discuss your experience and potential contributions in more detail, and that you look forward to hearing from him or her. That way, you still include a call to action, but leave the control in the reader’s hands.

Special Circumstances

There are times when writing an application letter isn’t always so straightforward. For instance, if you are a student or recent graduate, you most likely don’t have a well of experience to draw from, and therefore have to get a little more creative in how you highlight your experience. Mention achievements from your summer jobs or internships, or point out coursework you completed that provides you with relevant knowledge.

Writing a cover letter can also be challenging if you have a resume gap or you are unemployed, whether it was due to a termination or by choice (such as you took time off to raise a family.) Employers are going to notice the gap, so you shouldn’t avoid it, but don’t make it the focus of your letter either. If you lost your most recent job, you might address it by focusing on what you’ve done since leaving, such as taking courses or working part-time. If you left for personal reasons, you might say something like, “Although I’m returning from a time away from the field to manage personal obligations, I have nearly two decades of experience in finance.” The idea is to address the gap, while still putting the focus on what you bring to the table.

However, be careful and selective about how much you share. Keep in mind, for example, that employers are prohibited from asking candidates about their marital status or if they have children. Sharing information about your family could inadvertently cause discrimination against you. By the same token, if you took time off from work and overcame a significant challenge, highlighting what you did and the lengths you went to to bounce back might show your strength, perseverance and determination, and impress an employer. Use your best judgment.

Don’t Forget the Basics

Your cover letter may be exceptional content-wise, but if it’s riddled with typos and grammatical errors, it’s going to land in the circular file. Put the same level of care and attention into your application letter that you do with your resume. Carefully proofread, and have someone else look it over as well to catch anything you missed. Make sure your contact information at the top of the page is correct, and don’t forget to sign the letter. It might take a little more time, but taking care of these details can make the difference between getting the job and more time pounding the pavement.

Related Articles

How to write a cover letter for a job →.

How to Write Application Letters →

How to write employment prospecting letters →.

How to Write Job Application Letters →

How to Write a Cover Letter to a Company That Does Not Have a Job Opening →

How to Write a Letter to Explaining Why You Want a Job →

• How to Write a Cover Letter
• Forbes: 6 Secrets To Writing A Great Cover Letter
• Business Insider: 5 Common Mistakes That Recent Grads Make When Applying For Jobs
• Monster: Unemployed? Put Your Cover letter to Work

An adjunct instructor at Central Maine Community College, Kristen Hamlin is also a freelance writer and editor, specializing in careers, business, education, and lifestyle topics. The author of Graduate! Everything You Need to Succeed After College (Capital Books), which covers everything from career and financial advice to furnishing your first apartment, her work has also appeared in Young Money, Lewiston Auburn Magazine, USA Today, and a variety of online outlets. She's also been quoted as a career expert in many newspapers and magazines, including Cosmopolitan and Parade. She has a B.A. in Communication from Stonehill College, and a Master of Liberal Studies in Creative Writing from the University of Denver.

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How to Write a Cover Letter in 2024 + Examples

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

You’ve perfected your resume. 

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

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

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

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

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

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

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

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

So, let’s get started with the basics!

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

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

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

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

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

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

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

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

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

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

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

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

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

Step #1 - Pick the Right Cover Letter Template

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

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

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

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

Step #2 - Start the Cover Letter with a Header

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

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

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

In certain cases, you might also consider adding:

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

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

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

Step #3 - Greet the Hiring Manager

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

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

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

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

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

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

So, you do a quick lookup on LinkedIn:

And voila! You have your hiring manager.

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

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

Here are several other greetings you could use:

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

Step #4 - Write an Attention-Grabbing Introduction

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

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

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

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

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

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

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

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

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

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

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

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

So, let’s get started...

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

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

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

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

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

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

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

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

• Google Search

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

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

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

Well, no. You’re not quite there yet.

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

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

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

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

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

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

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

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

You’d write something like:

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

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

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

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

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

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

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

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

Step #7 - Wrap up with a call to action

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

In the final paragraph, you want to:

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

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

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

Step #8 - Use the right formal closing

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

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

• Best Regards,
• Kind Regards,

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

Does your cover letter heading include all essential information?

• Professional email
• Relevant Social Media Profiles

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

Does your introductory paragraph grab the reader's attention?

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

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

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

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

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

Did you finalize the conclusion with a call to action?

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

5+ Cover Letter Examples

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

College Student Cover Letter Example

Middle Management Cover Letter Example

Career Change Cover Letter Example

Management Cover Letter Example

Senior Executive Cover Letter Example

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

Next Steps in Your Job Search - Creating a Killer Resume

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

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

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

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

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

Key Takeaways

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

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

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

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

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How to write the perfect cover letter for a job application

So, you want to apply for a job? Normally, application documents include a resume, any relevant certificates, work portfolios, and possibly also a motivational letter. However, the actual application itself takes place in the cover letter , where you address the recipient directly and explain why you are interested in the advertised position and what qualifications you have. In the past, these documents were filed in an application folder. Nowadays, most applications are made online, either via e-mail or an input page on the company’s website.

However, regardless of whether you apply by mail or online, some rules apply to every type of application: while the resume, which consists of pure facts, is structured according to standard guidelines, the cover letter has more freedom when it comes to form, while also adhering to a loose structure. More freedom, however, often means more effort. If you want to score points with your cover letter, you have to focus it much more on the position in question, rather than your resume. Ideally, your cover letter should take into account the company you are targeting, the industry, your motivation, and the individual job advertisement. The cover letter is usually the first impression a manager, recruiter, or HR manager gets of you, which is why it is so important to try and impress as much as possible with this opening text. It is not enough to rely on samples, examples, and templates when writing a cover letter – even if they can be found everywhere on the internet. What you have to consider in detail when formulating a cover letter can be found in this article.

What’s a cover letter?

Sender/contact details, introductory remarks, corporate reference, read the job advertisement carefully, explain gaps in your resume, maximum one a4 page, no format experiments, short and easy to understand, have someone proofread your cover letters, be confident (call-to-action), distracting elements, copy-paste letters, paraphrased resume, repetition and digressions, flattery and exaggerated enthusiasm, examples and templates for cover letters.

Job applicants use cover letters to signal their interest in the job to a potential employer. After reading the cover letter, the recruiter should know what your qualifications are and why you are interested in the job. Ideally, the cover letter should give them a precise impression of you as a worker – even without having to leaf through the rest of your documents.

For classic applications with multiple documents, the cover letter is the first page . If you design your cover letter convincingly and set the right priorities , the recipient will be more willing to deal with your application in more detail. Otherwise, your application will be put “ad acta” without being properly perused.

Do not confuse a cover letter with a motivational letter . Although the two documents are similar in some respects, they differ in their focus. While the cover letter briefly outlines all the points that are important in an application, in a motivation letter you primarily describe your personal goals and motives that prompted you to apply. Letters of motivation also give the author even more freedom with regard to formulation and structure than cover letters. For the latter, a certain structure is now standard.

How is a cover letter structured? What should a cover letter contain?

A certain structure has been established for cover letters which is worth adhering to. The reason for this is the function of the text: It should provide the person responsible with the most important information about your motivation and work qualifications as concisely and precisely as possible. It is not about individual creativity. If you structure the contents of your letter according to the usual structure, the HR manager will quickly know where to find what information in the document. The following graphic shows the basic structure of a cover letter:

Below are some explanations for those sections that are not completely self-explanatory:

The assessment center: a method for pre-employment testing

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Job posting: how to create appealing job advertisements

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Sample Cover Letter for a Job Application

What is an Application Letter?

What to include in your application letter, tips for writing a cover letter, cover letter sample and template, email cover letter sample.

• How to Send an Email Application

Frequently Asked Questions (FAQs)

Alex Dos Diaz / The Balance

What's the best way to write a letter to apply for a job? Your letter should detail your specific qualifications for the position and the skills you would bring to the employer. What’s most important is to show the employer that you’re a perfect match for the job.

Your job application letter is an opportunity to highlight your most relevant qualifications and experience. An effective cover letter will enhance your application, showcase your achievements, and increase your chances of landing an interview.

Review what to include in a job application letter, tips for writing a letter that will get your application notice, and examples of letters and email messages sent to apply for a job.

Key Takeaways

• An application letter accompanies a resume and may be uploaded to a job portal, sent via email, or even sent by postal mail, depending on the employer’s requirements.
• Application letters are an ideal way to show your interest in a job and highlight your most relevant skills.
• It’s important to match your letter to the job description and show the employer that you have the qualifications they are seeking.

A   letter of application, also known as a  cover letter , is a document sent with your resume to provide additional information about your skills and experience to an employer. Your letter of application is intended to provide detailed information on why you are an ideal candidate for the job.

Your application letter should let the employer know what position you are applying for, what makes you a strong candidate, why they should select you for an interview, and how you will follow up.

Effective application letters explain the reasons for your interest in the specific organization and identify the most relevant skills that qualify you for the job.

Your application letter should let the employer know what position you are applying for, explain your qualifications for the job, why you should be selected for an interview, and how you will follow up.

Unless an employer specifically requests a job application letter sent by postal mail, today most cover letters are sent by email or attached as a file in an online application tracking system.

As with all cover letters, a job application letter is divided into sections:

• The heading includes your name and contact information.
• A  greeting  addressed to a specific person, if possible.
• The introduction includes why the applicant is writing.
• The body discusses your relevant qualifications and what you have to offer the employer.
• The close thanks the reader and provides contact information and follow-up details.
• Your  signature to end the letter .

Here’s how to ensure that your application supports your resume, highlights your most relevant qualifications, and impresses the hiring manager.

Get off to a direct start.  In your first paragraph, explain why you are writing. Mention the job title and company name, and where you found the job listing. While you can also briefly mention why you are a strong candidate, this section should be short and to the point.

Offer something different than what's in your resume. You can make your language a bit more personal than in your resume bullet points, and you can tell a narrative about your work experience and career.

Application letters typically accompany resumes, so your letter should showcase information that your resume doesn't.

Make a good case.  Your first goal with this letter is to progress to the next step: an interview. Your overarching goal, of course, is to get a job offer. Use your application letter to further both causes. Offer details about your experience and background that show why you are a good candidate. How have other jobs prepared you for the position? What would you bring to the position, and to the company? Use this space to  emphasize your strengths .

Close with all the important details.  Include a thank you at the end of your letter. You can also share your contact information and mention how you will follow up.

This is a sample cover letter.  Download the cover letter template  (compatible with Google Docs and Word Online) or see below for an email sample.

The Balance

John Donaldson 8 Sue Circle Smithtown, CA 08067 909-555-5555 john.donaldson@email.com

September 6, 2022

George Gilhooley LTC Company 87 Delaware Road Hatfield, CA 08065

Dear Mr. Gilhooley,

I am writing to apply for the programmer position advertised in the Times Union. As requested, I enclose my certification, resume, and references.

The role is very appealing to me, and I believe that my strong technical experience and education make me a highly competitive candidate for this position. My key strengths that would support my success in this position include:

• I have successfully designed, developed, and supported live-use applications.
• I strive continually for excellence.
• I provide exceptional contributions to customer service for all customers.

With a BS degree in computer programming, I have a comprehensive understanding of the full lifecycle of software development projects. I also have experience in learning and applying new technologies as appropriate. Please see my resume for additional information on my experience.

I can be reached anytime via email at john.donaldson@email.com or by phone at 909-555-5555.

Thank you for your time and consideration. I look forward to speaking with you about this employment opportunity.

Signature  (hard copy letter)

John Donaldson

The following is a sample email cover letter to send as part of a job application.

Email Application Letter Example

Subject: Colleen Warren - Web Content Manager Position

Dear Hiring Manager,

I'm writing to express my interest in the Web Content Manager position listed on Monster.com. I have experience building large, consumer-focused, health-based content sites. While much of my experience has been in the business world, I understand the social value of this sector, and I am confident that my business experience will be an asset to your organization.

My responsibilities have included the development and management of website editorial voice and style, editorial calendars, and the daily content programming and production for various websites.

I have worked closely with health care professionals and medical editors to provide the best possible information to a consumer audience of patients. I have also helped physicians to use their medical content to write user-friendly and easily comprehensible text.

Experience has taught me how to build strong relationships with all departments in an organization. I have the ability to work within a team, as well as cross-team. I can work with web engineers to resolve technical issues and implement technical enhancements. 

I am confident working with development departments to implement design and functional enhancements, monitor site statistics, and conduct search engine optimization.

Thank you for your consideration.

Colleen Warren colleen.warren@email.com 555-123-1234 www.linked.com/colleenwarren

How to Send an Email Application Letter

If sending your cover letter via email, list your name and the job title you are applying for in the  subject line  of the email:

Colleen Warren - Web Content Manager Position

Include your contact information in your email signature but don't list the employer's contact information.

Do you have to write a cover letter when you apply for a job?

Some employers require cover letters. If they do, it will be mentioned in the job posting. Otherwise, it’s optional but it can help your chances of securing an interview. A cover letter gives you a chance to sell yourself to the employer, showcase your qualifications, and explain why you are a perfect candidate for the job.

How can you use a cover letter to show you’re a qualified candidate?

One of the easiest ways to show an employer how you’re qualified for a job is to make a list of the requirements listed in the job posting and match them to your resume. Mention your most relevant qualifications in your cover letter, so the hiring manager can see, at a glance, that you have the credentials they are looking for.

CareerOneStop. " How Do I Write a Cover Letter ?"

CareerOneStop. “ Effective Cover Letters .”

Key Elements of a Cover Letter

The cover letter is usually the first item an employer reads from you. Your letter should immediately indicate what position you are applying for and then give information that demonstrates why you should be considered for the position. Do not repeat all of the information contained in your resume. Instead, highlight or elaborate on resume items that are directly applicable to the position for which you are applying. The following information should be included in your cover letter.

Information about you

Begin your cover letter with your contact information. It should be in block style, on the left margin of your paper, towards the top. Name Current home address Telephone number

Include a date as you would do with any business letter.

Contact Person's Name, Title, Employer, and Address

Including a specific name can get your letter and resume to the hiring manager more quickly and can be an effective personal touch. If you are applying for an advertised position that does not give a name to contact, call the company and ask for the department manager's name.

Choose the appropriate way to address the contact person. For example: Dear Mr. Johns (if a man's name is the contact) Dear Ms. Smith (if a woman's name is the contact) Dear Prospective Employer (if there is no contact name)  

Opening Paragraph

In the opening paragraph tell how you learned about the position. You may, for example, know of a job through: a classified advertisement an unsolicited mailing the Internet personal referrals

Middle Paragraph

This paragraph gives a summary of your background and critical skills (hard skills) that make you qualified for the position.

Second Middle Paragraph

This paragraph can be used to demonstrate your persuasive skills (soft skills).

Contact Information and Closing

At the end of the letter talk about your availability for the job, where you can be contacted, and when you are going to contact the hiring person for an appointment to discuss your application. If you have no contact name you may simply want to indicate your anticipation for a response in this part of the letter. Thank the person to whom you are writing for his/her time and consideration of your application.

Other Considerations:

Paper and Printing

• Use white or ivory (20-25 lb.), 8 ½ x 11 bond paper printed on one side only.
• Use the same paper for resume, cover letter, and envelopes if possible.
• Make sure that there is no shadowing or dirty marks from your printer on the papers.

Error Prevention

• Follow instructions in employment ads or recruitment directions.
• Proofread! Look for spelling and formatting errors. Make sure recipient's name, company name, and title are correctly spelled in the letter and on the envelope.
• Proofread again!
• Have another person proofread your letter and resume.
• Be sure there are no errors of fact.
• Sign in blue or black ink.
• Keep a copy of the cover letter and resume for your records.
• Follow up with a phone call, about five days after expected delivery.

Layout and Design

• Follow standard cover letter format.
• Keep the cover letter to one page.
• Set margins at 1 ½”.
• Use a simple, easy to read font style, 10-14 point. (Times, Courier, or Helvetica)
• Use boldface, italics, all-caps and underlining, but don't overdo it.

Planning and Tone

• Tailor each cover letter to one specific position.
• Use industry jargon specific to your career field.
• Identify the employer's key words and use them.
• Make all statements positive. Check the tone by asking yourself if each sentence leaves a positive impression.
• Show originality but not cuteness.
• Use action verbs and phrases .
• Sound determined and confident not desperate.
• Organize context in a reasonable and logical order.
• Use correct grammar.
• Keep sentences short.
• Keep paragraphs short.
• Use short words and simple language.
• Make every word count.
• Punctuate using commas, dashes, and periods.
• Focus on the employer's need for a worker, rather than your need for a job.
• Tell how your skills and personal qualities match the employer's needs.
• Focus on what you can do for the employer and how you contribute to the organization.
• Show you have researched the company double check those facts.
• Be specific avoid general statements.

Essential Parts of a Job Application Cover Letter

Applying for jobs is stressful, and having to tailor each application to the job and company in a timely manner just adds to the effort level. But if you want to stand out from the crowd of 100+ people that may apply for any job, you can’t just submit the same cover letter (or job application letter) to each hiring manager for each role.

When you’re submitting cover letters, it’s essential to get them right. From the basics, such as contact information, greeting, and salutation, to the bulk of the letter, we’ve laid out the key areas to cover and guidance for writing yours to stand out.

Note: We also have downloadable templates you can use so you don’t have to worry about coming up with your own professional designs. You can download and customize them for free from the Templates page.

As with any letter, there is an expected flow of information.

Introduction

The top part of your letter sets the stage by covering some of the common elements of a greeting and contact information.

Your Contact Information

Name, mailing address, phone number(s), email address, and any social media handles if you’d like to make it easier for the employer to check you out.

Employer Contact Information

Unlike the resume, where you don’t include information directly about the potential employer, you do in the cover letter.

Include the date either after your own contact information or before the greeting. By providing the date, you can also reference it if you need to follow up with the potential employer if you haven’t heard back about an interview. Here are a few examples of where you can place the date in the introductory design.

You need to address the letter to someone, but what do you do if you don’t know the name of the recruiter/hiring manager? First try to call or email the contact person listed on the job advertisement to see if you can find out who for sure will review your letter. That way, you show commitment to researching details and solidify your interest in the role. If that doesn’t work, you can always go with the customary “To Whom It May Concern.”

Requisition Number

When a job requisition number/identifying number is included on the job posting, you should include it somewhere within the cover letter to make it very clear the exact job you’re applying for. You can place it at the top in the introductory material, and/or mention it in the body text.

The first part of the letter was easy. The next part gets a little more challenging because you need to paint a positive picture of why this company would benefit from hiring you, but you don’t just want to rehash bullet points from your resume. To write a compelling letter, you need to answer these questions/ask yourself these questions and tie your experience to the job ad and your understanding of it. Use these prompts to help build your story rather than aimlessly tossing text into paragraphs. These prompts take some of the guesswork out.

Who I Am and How That Can Improve Your Business – Introductory paragraph

Don’t speak in general terms, just saying how many years you’ve held a certain job title or where you went to school. You also don’t want to sound self-serving by saying “I want to use this role to fulfill my goal of becoming a manager” or a similar statement. You do want to show enthusiasm for the role; just be certain that how you frame it shows the benefits you bring to the employer. Have you designed a training program that has been proven to increase employee retention? Simplified a process to reduce the number of minutes it takes to complete each task? Organized a yearly charity event to benefit the local community? Consistently worked with “difficult” team members to discover they were just in the wrong department / hired for the wrong job? Show how you can repeat these accomplishments for the new employer, based on the exact requests they’ve placed in the job ad.

Before you officially put the refined details into the introductory paragraph of your cover letter, you can jot out ideas, read them out loud, and improve them. Improvements include being specific and measurable in your details, and making sure you’re speaking directly rather than sounding too formal or forced.

In this paragraph, you’ll also want to let the hiring manager know how you learned about this open position. For example, were you referred by an employee, a long-time follower of their company who noticed the open position on Twitter, or happened upon it on a job board?

How I Have Achieved Success Before and How I Can Do it for You – Second/third paragraph

In the following body paragraphs, you elaborate on how your unique skills and experience will be an asset to the company. Don’t use generic statements like “my skills would lend well to the position.” Focus on specific skills, how they match the job ad, and support your claims with actual accomplishments from your work history (measurable, quantifiable if possible).

This is the time when you need to be persuasive, even if it feels like you’re bragging and it feels uncomfortable! It’s hard for most people to frame their talents and wins in a way that is persuasive and unique without feeling big-headed or arrogant. But it’s up to you to make it clear; no one can read between the lines.

In the last paragraph, thank them for considering your application to the role and reiterate why you’re excited to contribute to the organization and its customers. Indicate when you will follow up if you have not yet heard back from the recruiter or hiring manager. This strategy is not to sound impatient or ungracious; it’s really to make sure you are committed to the entire process of working toward earning the role, and to give the heads up in a polite and professional manner that you will continue to follow through on that commitment. Follow the standard letter format to close out your cover letter. Use a professional word such as “regards/kind regards” or “sincerely” followed by your full name.

Other Things to Consider

Keep the cover letter to one page. Even though the pages allowed has changed for resumes, you don’t need to drone on for more than a page in the letter.

You don’t need to spend money hiring and expensive graphic designer or professional career material creator, but do use some basic design elements to make the letter look professional. Simply using a letterhead template in your word processor or looking up standard letter formats on the web will guide you into clear design.

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Tips for Writing an Effective Application Essay

How to Write an Effective Essay

Writing an essay for college admission gives you a chance to use your authentic voice and show your personality. It's an excellent opportunity to personalize your application beyond your academic credentials, and a well-written essay can have a positive influence come decision time.

Want to know how to draft an essay for your college application ? Here are some tips to keep in mind when writing.

Tips for Essay Writing

A typical college application essay, also known as a personal statement, is 400-600 words. Although that may seem short, writing about yourself can be challenging. It's not something you want to rush or put off at the last moment. Think of it as a critical piece of the application process. Follow these tips to write an impactful essay that can work in your favor.

1. Start Early.

Few people write well under pressure. Try to complete your first draft a few weeks before you have to turn it in. Many advisers recommend starting as early as the summer before your senior year in high school. That way, you have ample time to think about the prompt and craft the best personal statement possible.

You don't have to work on your essay every day, but you'll want to give yourself time to revise and edit. You may discover that you want to change your topic or think of a better way to frame it. Either way, the sooner you start, the better.

2. Understand the Prompt and Instructions.

Before you begin the writing process, take time to understand what the college wants from you. The worst thing you can do is skim through the instructions and submit a piece that doesn't even fit the bare minimum requirements or address the essay topic. Look at the prompt, consider the required word count, and note any unique details each school wants.

3. Create a Strong Opener.

Students seeking help for their application essays often have trouble getting things started. It's a challenging writing process. Finding the right words to start can be the hardest part.

Spending more time working on your opener is always a good idea. The opening sentence sets the stage for the rest of your piece. The introductory paragraph is what piques the interest of the reader, and it can immediately set your essay apart from the others.

4. Stay on Topic.

One of the most important things to remember is to keep to the essay topic. If you're applying to 10 or more colleges, it's easy to veer off course with so many application essays.

A common mistake many students make is trying to fit previously written essays into the mold of another college's requirements. This seems like a time-saving way to avoid writing new pieces entirely, but it often backfires. The result is usually a final piece that's generic, unfocused, or confusing. Always write a new essay for every application, no matter how long it takes.

5. Think About Your Response.

Don't try to guess what the admissions officials want to read. Your essay will be easier to write─and more exciting to read─if you’re genuinely enthusiastic about your subject. Here’s an example: If all your friends are writing application essays about covid-19, it may be a good idea to avoid that topic, unless during the pandemic you had a vivid, life-changing experience you're burning to share. Whatever topic you choose, avoid canned responses. Be creative.

6. Focus on You.

Essay prompts typically give you plenty of latitude, but panel members expect you to focus on a subject that is personal (although not overly intimate) and particular to you. Admissions counselors say the best essays help them learn something about the candidate that they would never know from reading the rest of the application.

7. Stay True to Your Voice.

Use your usual vocabulary. Avoid fancy language you wouldn't use in real life. Imagine yourself reading this essay aloud to a classroom full of people who have never met you. Keep a confident tone. Be wary of words and phrases that undercut that tone.

8. Be Specific and Factual.

Capitalize on real-life experiences. Your essay may give you the time and space to explain why a particular achievement meant so much to you. But resist the urge to exaggerate and embellish. Admissions counselors read thousands of essays each year. They can easily spot a fake.

9. Edit and Proofread.

When you finish the final draft, run it through the spell checker on your computer. Then don’t read your essay for a few days. You'll be more apt to spot typos and awkward grammar when you reread it. After that, ask a teacher, parent, or college student (preferably an English or communications major) to give it a quick read. While you're at it, double-check your word count.

Writing essays for college admission can be daunting, but it doesn't have to be. A well-crafted essay could be the deciding factor─in your favor. Keep these tips in mind, and you'll have no problem creating memorable pieces for every application.

What is the format of a college application essay?

Generally, essays for college admission follow a simple format that includes an opening paragraph, a lengthier body section, and a closing paragraph. You don't need to include a title, which will only take up extra space. Keep in mind that the exact format can vary from one college application to the next. Read the instructions and prompt for more guidance.

Most online applications will include a text box for your essay. If you're attaching it as a document, however, be sure to use a standard, 12-point font and use 1.5-spaced or double-spaced lines, unless the application specifies different font and spacing.

How do you start an essay?

The goal here is to use an attention grabber. Think of it as a way to reel the reader in and interest an admissions officer in what you have to say. There's no trick on how to start a college application essay. The best way you can approach this task is to flex your creative muscles and think outside the box.

You can start with openers such as relevant quotes, exciting anecdotes, or questions. Either way, the first sentence should be unique and intrigue the reader.

What should an essay include?

Every application essay you write should include details about yourself and past experiences. It's another opportunity to make yourself look like a fantastic applicant. Leverage your experiences. Tell a riveting story that fulfills the prompt.

What shouldn’t be included in an essay?

When writing a college application essay, it's usually best to avoid overly personal details and controversial topics. Although these topics might make for an intriguing essay, they can be tricky to express well. If you’re unsure if a topic is appropriate for your essay, check with your school counselor. An essay for college admission shouldn't include a list of achievements or academic accolades either. Your essay isn’t meant to be a rehashing of information the admissions panel can find elsewhere in your application.

How can you make your essay personal and interesting?

The best way to make your essay interesting is to write about something genuinely important to you. That could be an experience that changed your life or a valuable lesson that had an enormous impact on you. Whatever the case, speak from the heart, and be honest.

Is it OK to discuss mental health in an essay?

Mental health struggles can create challenges you must overcome during your education and could be an opportunity for you to show how you’ve handled challenges and overcome obstacles. If you’re considering writing your essay for college admission on this topic, consider talking to your school counselor or with an English teacher on how to frame the essay.

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