how to write simple application letter

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How To Write A Job Application Letter (With Examples)

• Best Business Salutations
• Letter of Introduction
• Close a Business Letter
• Job Application Letter
• Business Letter Layout
• To Whom It May Concern
• Letter Of Interest
• Letter Envelope
• Experience Letter
• How To Write A Letter

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While applying to jobs, you might be asked to provide a job application letter (sometimes referred to as a cover letter) along with your resume. A resume outlines your professional skills and experience, and a job application letter explains why you are an ideal candidate for the position you’re applying to.

You can think of this as a strictly formatted professional letter that gives hiring managers a sense of your individual qualities prior to a job interview.

This article outlines the essential details and formatting for a job application letter. You’ll learn how to write a concise and engaging letter that will increase your chances of being selected for an interview.

Key Takeaways:

A job application letter can also be known as a cover letter. It is a way to introduce how your skills and experience are a good match for the job.

A job application letter should have your contact information, employer contact information, and a salutation,

A job application application letter should have an introductory paragraph, middle paragraphs that explain your qualifications, and a closing paragraph.

Use specific experiences with quantifiable results to show how your skills were successfully put into action.

Make sure to do your research and edit your letter before submitting.

Tips for writing a job application letter

Job application letter format, what’s the difference between a cover letter and a job application letter, dos and don’ts for writing a job application letter.

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If you’ve ever asked for advice on the job application process, you’ve likely heard the phrase “sell yourself” a million times over. This means that you should highlight your skills and achievements in a way that will pique a hiring manager ’s interest and make them pause over your application.

You might feel overwhelmed in the grand scheme of online applications, application/ cover letters , letters of intent , and interviews. It’s a lot to balance, especially if you have no experience with any of the things listed.

Remember to take everything one step at a time and review some helpful tips for writing a polished and engaging job application letter:

Tailor the application letter to each job. Your letter should address key points in the job description from the listing, as well as how you can apply your knowledge and experience to the position. You want to emphasize why you are the best candidate for this specific job.

Don’t copy information straight from your resume. Your resume is meant to act as a formal record of your professional experience, education, and accomplishments. The job application letter is where you highlight a few particular details from your resume, and use them to demonstrate how your experience can apply to the job.

Follow the business letter format. These letters have very strict formatting rules, to ensure that they appear as professional to hiring managers. A poorly formatted letter could prevent employers from taking your application seriously.

Proofread. Hiring managers will definitely overlook letters riddled with proofreading mistakes. Read your letter several times over to fix any grammar, punctuation, or spelling errors. You could ask someone else to look over it afterwards or run it through any number of online grammar check programs.

Decide on printing and mailing your letter or sending it in an email. An application letter sent through email requires a subject line that details your purpose for writing— consider “[job title], [your name].” The placement of your contact information is also different depending on the medium . In a hard copy, this goes at the top of your letter, as a header. In an email, it goes below your signature.

The following formatting information can be used as a guideline while drafting your own job application letter, with an example for both a printed/mailed letter and a letter sent through email.

Your contact information

Name Address City, State Zip Code Phone Number Email Address

Employer contact information

First paragraph

Middle paragraphs

This section should be about one to three paragraphs, discussing your various qualifications for the job. This is where you really emphasize what you could bring to the company and how you might fit into the work environment. It might be necessary to do some additional research about the company, to lend more specificity to your letter.

Final paragraph

Ending a cover letter might be a challenge, as you try to wrap up all the details about why you’re the most well-qualified employee on the planet. Let that confidence carry over into your concluding paragraph.

Sincerely/Best,

Job application letter example – printed and mailed

Robin Gomez 37 Southwest Avenue Gainesville, FL 12345 365-123-4567 [email protected] October 20, 2020 Ms. Martha Waters Hiring Manager Blue Swamp Publishing 27 Archer Street Gainesville, FL 67890 Dear Ms. Waters, My resume is attached in response to your advertisement for an editorial assistant . The job description aligns with my interest in editing short fiction, and I believe my experience and skills match what you’re looking for. This past year, I interned with the Editing, Design and Production department at Gator University Press. Over the course of two semesters, I interacted with academic texts at various stages before publication. I’m comfortable proofreading and copyediting manuscripts, as well as adding typesetting codes in Microsoft Word. I have also previously worked on the staff of Writers Student Literary Magazine in Jacksonville, FL , as the Fiction and Website Editor, as well as the head of the Proofreading Team. I played a significant role in the publication of six issues of the magazine, across a two year period (including print and online editions). My qualifications beyond this include experience in team-oriented settings and proficiency in creative and academic writing. I would love the opportunity to speak with you about how I can further contribute to Blue Swamp Publishing! Please feel free to contact me on my cell at 365-123-4567 if you have questions or to set up an interview. Sincerely, Robin Gomez

Job application letter example – emailed

Subject Line: Victoria Caruso – Public Relations Assistant Dear Ms. Janet Wang, I was excited when my colleague Rachel Smith told me that you were looking for a public relations assistant with a background in graphic design. She suggested that I reach out to you about the position, since I believe that my experience aligns well with what you are seeking at Trademark Agency. I worked alongside Rachel as a brand ambassador at a small graphic design company for three years, where I excelled in project management, strategy development, and client communication. This past spring, I played a significant role in designing the website for an up-and-coming multicultural women’s organization and publicizing their first few public events. Along with my experience and personal qualities, I prioritize: Expanding company recognition and designing unique brand details Managing media, press, and public relations issues for companies Developing company communication strategies Please see my attached resume for additional details about my career achievements. I hope to learn more about Trademark Agency’s goals for the coming year. You can contact me on my cell at 319-333-3333 or via email at [email protected]. Sincerely, Victoria Caruso 15th Avenue N Iowa City, Iowa 52240 319-333-3333 [email protected]

A cover letter normally is attached with a resume for a specific job opening, whereas a job application letter can be submitted independently. As already stated, a job application letter can also be known as a cover letter. Format wise, there are a lot of similarities.

However, a job application letter can also be more detailed than a cover a letter. Usually a cover letter acts a quick introduction to a resume when a candidate applies for a specific job opening.

Meanwhile, you can submit a job application letter to a company even if there are no job openings. In this case, you would provide more detail about yourself and your qualifications. Due to this, job application letters tend to be a little longer than the average cover letter.

Now that we’ve gone through the basic formatting for a job application letter and a few examples of what one might look like, how can we condense all that information into digestible pieces?

Refer to these lists of “dos” and “don’ts” to help you through your drafting process:

Explain what you can bring to the company. Consider: how is your experience relevant to what the hiring manager is looking for?

Discuss your skills. Pick out a few skills listed in your resume and describe how you have utilized them in the workplace.

Give specific examples to support your experience. Is there a major project you worked on at your last job ? Did you accomplish something significant in your previous position? Including examples of these things in your letter will add new, specific content to your application and make you more interesting.

Edit your letter thoroughly. Read your letter a couple times, pass it off to someone to look over, run it through an online grammar check. Make sure it’s free of any errors.

Don’t focus on what the job can do for you. While it might seem nice to write that a job is your dream job or that you’ve always wanted to work with a company, it can read as vague flattery. Remember, this letter is about your qualifications.

Don’t list your current or previous job description. Your education and work experience certainly have value, but don’t just list your degrees and places you’ve worked at. Explained what you learned from those experiences and how they’ve made you a strong employee.

Don’t paste directly from your resume. A job application letter is meant to add to your value as a candidate, not just reiterate the same information repeatedly. Use your resume as a guide , but expand on especially relevant details.

Don’t submit an unedited letter. Before an employer ever meets you, they see your application and your job application letter. You don’t want grammar errors and misspelled words to make a bad first impression, so make sure to edit your draft multiple times.

Armed with these tips, guidelines, and examples, you’ll be able to draft your job application letter more confidently and send them off to potential employers knowing that you’re one step closer to employment.

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Chris Kolmar is a co-founder of Zippia and the editor-in-chief of the Zippia career advice blog. He has hired over 50 people in his career, been hired five times, and wants to help you land your next job. His research has been featured on the New York Times, Thrillist, VOX, The Atlantic, and a host of local news. More recently, he's been quoted on USA Today, BusinessInsider, and CNBC.

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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 .”

How to Write an Effective Application Letter (Examples)

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.
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Published In: Letters

Writing a Job Application Letter (Samples & Examples)

Table of Contents

Often, employers prefer that job applicants furnish them with a professionally written application letter for an open position instead of sending them their resume and cover letter. A job application letter is usually used when applying for a role when the role focuses more on their personality than all other aspects. A job application letter reflects more details about the applicant, whereas the resume focuses on their professional experiences and skills.

What is a Job Application Letter?

A job application letter is a standalone document submitted to the potential employer by the applicant expressing their interest in an open position. The application letter explains who you are, either as an individual or as a professional. The application letter should highlight your skills and achievements, helping to capture the recruiter’s attention responsible for reviewing job applications.

When properly drafted, an application letter explains to the recipient why they should book you for an interview and outlines the significant qualifications that make you the perfect candidate for the position. A professionally written job application letter can create a great first impression and help set you apart from thousands of applicants.

Difference Between a Job Application Letter and a Cover Letter

The key difference between a job application letter and a cover letter is that;

• Cover letters only define the applicants’ professional qualifications and the reason for writing the letter, while;
• The job application letter outlines the applicants’ skills, qualifications, strengths, and previous job experiences that are related to the position that they are applying for.

How to Write a Job Application Letter 

When drafting your job application letter, follow these steps to ensure that you include all the information about yourself and your professional experience that will help you seize the hiring managers’ attention: 

Do your research about the organization and the open positions

You must draft a new job application letter for each position you are applying for. This is important so as not to sound generic. By writing from scratch, you will also be able to include pertinent details about the position you are applying for and show your interest in that specific role. Go through the job advert and the company’s website and compare the qualifications and experience with the list of skills and qualifications listed in the job posting. You may also want to brainstorm some of your significant experiences related to the position you are applying for. 

Use a professional format

All job application letters should follow a standard format and should be professionally written. The letter should be single-spaced, have a one-inch margin, and should be left-aligned. Also, you should consider using a more professional and traditional font such as Times New Roman- font size twelve. Try to tailor your letter to fit on one page of printed paper. 

Use a formal business heading

When writing your job application letter, you should use a formal business heading. The heading of your application letter should include your name, your contact information, the date of writing, and the company’s name and address. 

Address the letter to the right recipient 

When gathering information about the company, try and find out the name of the person that you are to send the letter to. In most cases, the person you are supposed to send the letter to is usually included in the job advert, if not try and contact the company and find out their name. 

Start by describing your interest

In your first paragraph, mention the position that you are applying for and where you saw the job listing. Include your interest in the position and provide a brief description of your experiences and qualifications that make you the best candidate for the role.

Outline your skills, experiences, and qualifications

In the next few paragraphs of your job application letter, outline your skills, experiences, and qualifications poised in a way that aligns with the company’s mission and vision statements. 

Include aspects of your personality

When writing your application letter, focus on how you can incorporate aspects of your personality. An engaging letter is more likely to attract the attention of the reader, especially when they can get an idea of how you will be an asset to their team. 

Express appreciation

Before signing off on your job application letter, express your appreciation to the recipient of the letter for reviewing your application letter and considering you for the job. Remember that the hiring manager/potential employer is taking their time to go through your letter, so expressing your gratitude for the time that they spend is a polite and professional way to close your letter. 

Close the letter

Use a professional sign off to conclude your letter. Most people use “Best” or “Sincerely” to close the letter, but you can choose any other that is professional to use. 

Sending Your Job Application Letter 

Job application letter formats depending on whether one is sending it to their supervisor or the hiring manager. If you are looking to send your letter via email, your letter’s format will differ from a mailed or printed letter. When sending via email, your contact information should be at the bottom part of your letter for an email, below your full typed name.  

When you are sending your job application letter via email, it is important to consider the letter’s subject line. The subject line will, in most cases, determine whether the hiring manager opens your letter or not. Make sure to use a relevant subject line in your application, for instance; you can use something like, “Job application letter for the position of…” The best subject line is usually professional, polite, concise, and relevant. 

Free Job Application Letter Templates

Depending on how your choice of words, formatting, and length of your job application letter can either make or break you. To ensure that your job application letter has everything and is well structured, consider the following templates when writing:

Tips to Follow

When drafting your job application letter, make sure to follow these tips to ensure that you have included all the information that the hiring manager requires:

• Emphasize your abilities and skills: your job application letter is an opportunity for you to introduce and sell yourself as the best candidate for the position that you are applying for. Include some specific situations in which you managed to properly apply your skills, experiences, and abilities to benefit the organization that you were working for. You can also include data to quantify and back up your claims
• Keep the letter short: even though you may be tempted to include a lot of unnecessary details about yourself, it is important to be brief in your writing. If the potential employer or the hiring manager receives a letter that has several pages, they may not dedicate their time to go through it. A concise letter is more manageable and appealing to them.
• Proofread your work: since the job application will serve as your first impression, you want to ensure that it sends a positive vibe to the recipient. Ensure that your letter is free of any grammatical errors and spelling mistakes to avoid a potentially negative first impression.
• Close the letter with all the important details: thank the hiring manager for their time and consideration. Also, provide your contact information and mention how you will follow up.

Most companies usually receive thousands of applications for open positions every day, therefore for you to stand out, your letter should look good, and it must capture their attention from the onset. Having a well-drafted job application letter can greatly help you in getting your dream job. If your job application looks professional, then the hiring manager will be more likely to take it more seriously.

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How to Write an Application Letter

Last Updated: June 29, 2023 Fact Checked

This article was co-authored by Alexander Ruiz, M.Ed. . Alexander Ruiz is an Educational Consultant and the Educational Director of Link Educational Institute, a tutoring business based in Claremont, California that provides customizable educational plans, subject and test prep tutoring, and college application consulting. With over a decade and a half of experience in the education industry, Alexander coaches students to increase their self-awareness and emotional intelligence while achieving skills and the goal of achieving skills and higher education. He holds a BA in Psychology from Florida International University and an MA in Education from Georgia Southern University. There are 7 references cited in this article, which can be found at the bottom of the page. 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 165,026 times.

Application letters are typically written to accompany school or job applications. The purpose of the letter is to introduce yourself to the decision committee, and to outline your qualifications in a specific way. It can be the only time other than an interview that you have a chance to really stand out in an application, so it's important to get it right. You can learn what to include in your letter, how to style it, and how to format it to give yourself the best chance.

Application Letter Templates

Writing a Job Application

• A good example would be: "I'm writing to apply for the Chimney Sweep position advertised in Rolling Stone. I think my experience in the heating industry makes me uniquely qualified for this position. Please find my application materials and a brief description of my qualifications below."
• Don't write your name until the signature. It'll be in the header and in the sign-off, so there's no reason to put it in the body of the letter itself.

• Be specific. Who are you? Where do you come from? What's your story? These details are important. HR screeners read hundreds of these.
• Describe your ambitions. Where do you want to go? How will this opportunity help you get there?
• What skills and experiences make you the right fit? Be as specific as possible and avoid vague language. It's better to describe a time you solved a specific problem at your last job than to just write, "I'm a good problem solver at work."

• Tailor it to the business. If you're applying to work at a record store, you need to talk about music. If you're applying to work at a tech company that writes, "Tell us something totally rad about yourself!" it's probably ok to be a little more informal.

• Don't over-promise. Telling someone that you can guarantee that you'll be able to turn around their sales figures in six months or less is a good way to get fired in six months.

• Any kind of job requires this type of research. If you apply to a restaurant, you need to be familiar with the menu and the kind of customers the restaurant attracts. Consider eating there a few times before you apply.
• Don't show you're familiar by criticizing a business and telling them what you can do better. Not the time to offer a harsh criticism of a business plan that you don't really know anything about.

Writing a School Application

• Common prompts include things like, "Outline your qualifications for this position" or "In writing, explain how this position would affect your career goals." Sometimes, the prompt will be as short as, "Tell us something interesting about yourself."
• If there is no prompt, but you still feel the need to introduce your application with a letter, it's usually best to keep it as short as possible. Explain what you're applying for, why you're applying, and thank the contact for their consideration. That's it.

• Often, college prompts will ask you to describe a time you struggled, or a time you overcame some obstacle. Write about something unique, a time that you actually failed and dealt with the consequences.
• The board will get thousands–literally, thousands–of letters about someone's first mission trip, and letters about the time someone's sports team was beaten, then overcame the odds, and won again. Avoid these topics.

• Be specific. If you're writing to a college board, don't say, "I want to go to this college because I need a degree." That's obvious. What do you want to do with it? Why? If you're applying to a business, don't say, "I just need a job." That's obvious. Why this specific job?

• If you're applying to schools, what do you like about the school? What faculty are you interested in? Why this school, instead of another?

Formatting Application Letters

• If you don't get a word-count guideline, just focus on making one or two good points about yourself, and keeping it at that. No need to drone on four several pages.

• Instead of a salutation, write, "Letter of Application" at the top left corner of the page, or put it in the header on the left side at the top.
• If you do have a contact, address it to them, making sure the name is spelled correctly. Then space down and start the body of the letter. [10] X Research source

• Sometimes, it's appropriate to type your name, then print out the letter and sign it in pen. That can be a nice touch.

• Mailing address
• Telephone and/or fax number

Expert Q&A

• Remember to be formal at all times. Do not use abbreviations anywhere. Thanks Helpful 0 Not Helpful 1

You Might Also Like

• ↑ https://www.indeed.com/career-advice/finding-a-job/how-to-write-an-application-letter
• ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/tone_in_business_writing.html
• ↑ Alexander Ruiz, M.Ed.. Educational Consultant. Expert Interview. 18 June 2020.
• ↑ https://advice.writing.utoronto.ca/types-of-writing/admission-letters/
• ↑ https://wts.indiana.edu/writing-guides/personal-statements-and-application-letters.html
• ↑ https://owl.purdue.edu/owl/job_search_writing/job_search_letters/cover_letters_1_quick_tips/quick_formatting_tips.html
• ↑ https://writing.wisc.edu/handbook/assignments/coverletters/

About This Article

To format an application letter, start by including your name and contact details in the document header. When choosing a greeting, only use one if you know the person's name your writing to. Otherwise, give the document a title, like "Letter of application" at the top of the page. For the body of the letter, aim to write no more than 1 page of single-spaced paragraphs using a standard font. Finally, conclude your letter with a formal greeting like "Sincerely yours." For tips on how to write a job application letter, read on! Did this summary help you? Yes No

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How to Write a Job Application Letter that Gets Noticed?

Home Blog others How to Write a Job Application Letter that Gets Noticed?

Are you looking for a job? If so, I feel you must start preparing to highlight your skills and experience to get the hiring management’s attention. Drawing from years of experience in HR, I can say that a job application letter is important for securing lucrative employment opportunities. Despite the fact that many employers may not ask for it, you must learn how to write a job application letter that gets noticed instantly.

That is why I will help you learn how to write a good application letter. I will discuss some samples and examples of job application letters that will help you become well-versed in writing them.

What is an Application Letter?

A job application letter, often called a cover letter, is a formal document that is sent with the resume of an applicant to highlight his/her qualifications, experiences, and reason for applying to a specific job position in the company. As I see it, the letter wants to acquaint the candidate with the employer and to display why the writer is qualified for the particular vacancy. This letter will lay emphasis on the issues that the candidates who are applying for the job position can benefit from.

The main elements of a   simple application letter comprise the applicant's contact details, the Recipient's details, a salutation, the opening sentence, and relevant experience and professional skills. The last sentence shows appreciation for the opportunity and also invites further communication.

You can take the KnowledgeHut online certification course to learn more about how to write a job application letter.

How to Write a Job Application?

It is important for you that you accentuate the fact that your resume is a perfect match to the mentioned position in your job application. It is a good move to find time to scrutinize the job description provided and carry out sufficient research about the company before visiting the workplace. Now, I have curated a step-by-step guide that shows you to learn how to write a job application:

Read the Job Advertisement

List the company's job statement in terms of abilities and work experience and match it with your own skills and work experience. I suggest you highlight the words that reveal the central data presented in your application message. This will demonstrate your readiness to take on the challenge and your commitment to succeeding in the job they have offered. I suggest finding out as much as you can about the company and letting them know about your knowledge of their business.

Review Professional Letter Formats

It would be best for you to review the accepted professional formats to learn   how to write a job application letter. You can adapt one of those for your purpose. Let me give an example: some individuals use left alignment with single spacing, a professional font of 10 to 12 points, and one-inch margins. Make sure that the letter format looks clean, and try to keep the information concise and on topic.

Write a Clear Heading

The letter components must include your name, email, phone number, address, and date, like the case where the job application letter will be hard copied. I would suggest providing the name of the hiring manager or recruiter, the name of the company, and its physical address. Nevertheless, I believe that this is not mandatory when you are applying for a job via email. However, you can include it below your signature if you want the employer to have that information.

Address the Job Application to the Right Person

Make sure you know the name of the recruiter or manager involved in the hiring process so you have their names on the letter of application. For instance, "Dear Mr./Mrs./Ms." might be used with the proper last name. If you cannot find their name, I usually use "To the Hiring Manager" or "Sir/Madam." Addressing the right person with their title and taking a courteous approach will help you grab their attention and encourage them to read your application further.

Expressing Interest in the Job

Start your job application letter by mentioning your professional title. I recommend stating the job position you are applying for and where you came across the job advertisement. In the same paragraph, detail the skills, qualifications, and work experiences that make you suitable for the position.

Describe Your Eligibility for the Specific Job

You can elaborate further on your respective work experience in the next paragraphs. I think this step, along with writing   a job application letter, will help show how you can fulfill all job requirements. You could also talk about specific work projects where you carried out similar responsibilities successfully. Knowing how to write a job application letter in this manner will enable the recruiter to assess your capability for the popular job position without needing to review a separate resume.

Highlight Your Attributes

You can mention certain personal aspects that align with the job requirements to emphasize your eligibility for the position further. For example, you could discuss how your outgoing personality facilitates strong rapport with team members, highlighting your ability to communicate effectively or make decisive decisions. This approach allows you to illustrate how your personal qualities contribute to being a valuable team player.

Tips to Write a Well-Crafted Application Letter

Now that you know   how to write a job application letter , let me highlight some additional tips for your reference.

• Research the Company : Before writing your application letter, research the company to understand its culture, values, and mission. Customizing your letter to align with the company's ethos can make a strong impression.
• Address the Recipient Properly:  Whenever possible, address the Recipient by their name and job title. Try to express yourself concisely, using a personal form along with a proper address, and never settle for "To Whom It May Concern." It is better to write individually in the address to achieve efficiency and maximum effect.
• Customize Each Letter:  Write your application letter in a unique way to ensure each letter is original. It is important to describe in detail which occurrences, lessons, or achievements ignited in you a desire to join a specific body.
• Be Concise and Focused:  Do not make your emails too long or too detailed that will be repeated or reused. Keep the content brief and make sure all essential things are not being left out. Make use of bullet points and short paragraphs to emphasize important details.
• Showcase Your Achievements:  State and order the sentence that contains the most impressive achievement during your career. Spotlight your abilities by means of techniques such as showing your accomplishments, and your state will become tangible and powerful.
• Express Enthusiasm and Interest: Emphasize the eagerness and willingness to work in and for that company. Allow your cover letter to tell a story of how the company means as much to you as your desire to work there.
• Proofread Carefully:  Ensure you proofread your application letter to catch all the misspellings and grammar mistakes. Quality control also involves having a buddy or coworker’s review of the product.
• Follow the Format:  Make your letter of application a standard business communication according to the rules. This may be a letterhead with all your contact details, an opening greeting, a brief introductory paragraph, the main paragraphs, and a closing paragraph.
• End with a Strong Closing: Conclude your application letter with a firm sentence expressing gratitude for being considered. This demonstrates that you view the interview as an opportunity to discuss your qualifications in greater depth.
• Follow-Up: If you haven't heard back from the employer after submission, consider sending a diplomatic email or making a polite phone call to inquire about the status of your application.

A job application letter showcases your qualifications, including educational background, career expertise, and competencies, to prospective employers. It acts as an additional document, complementing your official resume and allowing the HR department to fully understand your potential. In this guide, I have already outlined a comprehensive list of detailed steps for writing a perfect application.

Nevertheless, knowing how to write a job application letter is not enough if you do not take formal training in this field. I recommend taking free certification courses from KnowledgeHut to learn more about such workplace communications for career enhancement.

Frequently Asked Questions (FAQs)

Your job application letter writing format should always be professional. It usually includes your name, date, contact details, and the respective company's information at the top. It would help if you also used a formal salutation. Examples include "Dear Mr./Ms./Dr. [Last Name]" or "Dear [Hiring Manager]."

The formal application simply refers to a solid form that serves as a central report for all the information collected throughout the selection process. It is filled out after the initial interview and signifies the perfect match between the candidate and the given position.

Accordingly, you can conclude your application letter with a professional line. The end of the letter must be formal, like 'thank you' or 'best regards'. For detailed guidance on how to write a job application letter, please consult this guide.

Abhresh Sugandhi

Abhresh is specialized as a corporate trainer, He has a decade of experience in technical training blended with virtual webinars and instructor-led session created courses, tutorials, and articles for organizations. He is also the founder of Nikasio.com, which offers multiple services in technical training, project consulting, content development, etc.

Avail your free 1:1 mentorship session.

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An application letter, also known as a cover letter, is a crucial document when you’re seeking employment or admission. It’s your opportunity to introduce yourself, showcase your skills, and persuade the reader that you have what it takes to excel. Writing an effective application letter can be challenging, but by following these four methods, you can maximize your chances of success.

1. Be concise and clear

A lengthy and overly detailed application letter may not be well-received by busy employers or admissions officers. Aim for clarity and conciseness in your message. Additionally, make sure to proofread thoroughly to avoid any grammatical and typographical errors. Begin with a captivating opening paragraph that briefly explains why you’re applying and how you learned about the opportunity. In the body of the letter, focus on two or three of your most relevant qualifications or accomplishments that relate directly to the position or program in question.

2. Address the specific needs of the position

When crafting an application letter, avoid generic language or descriptions of your skills. Instead, tailor your letter to address the specific needs of the position or program you’re applying for. Start by researching the company, institution, or organization you’re applying to and take notes on their goals and values. Use this information to align your skills and experiences with their needs in your letter. Highlight examples from past roles or academic achievements that demonstrate your ability to meet these expectations.

3. Show enthusiasm

A well-written application letter should showcase not only your qualifications but also your genuine interest in working for the company or attending the institution. Enthusiasm can go a long way in convincing a reader that you are a passionate and motivated candidate. To convey enthusiasm, use positive language when discussing what drew you to the opportunity or why you feel you would fit into their culture. Showcasing what excites you about the role can help make your application stand out from the others.

4. End on a strong note

In the conclusion of your application letter, establish a connection with the employer or admissions officer by expressing your appreciation for their time and consideration. If possible, mention a specific person within the company or program to demonstrate that you took the time to research them.

Close the letter formally, reiterating your interest in the position and offering to provide any additional information needed. Provide clear next steps, such as stating that you will follow up within a specific timeframe or offering to schedule an interview at their convenience. By following these four methods, you’ll craft an effective application letter that highlights your skills, aligns with the needs of the position, exudes enthusiasm, and leaves a lasting impression on the reader.

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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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What is a Letter of Intent? How to Write One for a Job [+ Examples]

Published: March 14, 2024

Standard job applications have a standard set of practices. You turn in a resume and cover letter, and then, if selected, you move through a few rounds of interviews and get the job.

However, not all potential job opportunities start with an application. In fact, many begin with initiative from a job seeker.

Those job seekers will send in a letter of intent rather than a  cover letter . In this article, we’ll take a look at what a letter of intent is and highlight some strategies for writing the best LOI you can. We’ve even included a template to help you get started. 

Here’s what you’ll find:

What is a letter of intent?

Letter of intent vs. cover letter, letter of intent vs. letter of interest, when to use a letter of intent.

How to Write a Letter of Intent for a Job

Letter of Intent Samples

Letter of intent template.

A letter of intent is a less common way of expressing interest in a company. It targets reasons you’re looking for opportunities with a specific organization.

A letter of intent does include elements of a traditional cover letter, such as relevant experience and skills, but it’s used in slightly different contexts. LOIs emphasize alignment between a job seeker and an organization.

There are a few key differences between a  cover letter  and a letter of intent, including:

Context. While a cover letter responds to a specific job listing, a letter of intent targets an organization more generally. It may or may not have a specific job opening at the time that the LOI is sent in.

Focus. A cover letter explains why an applicant is a  good fit for a specific role . An LOI, on the other hand, addresses an individual’s compatibility with an overall organization or more general role.

Initiative. A cover letter is a reactive document responding to a job opening. A letter of intent, however, demonstrates more initiative and provides information before an organization specifically requests it.

22 Job Seeking Templates

Download this bundle of 22 expertly-crafted templates for cover letters, resignation notices, and resumes.

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Letter of intent and  letter of interest  are often used interchangeably. While there are a lot of similarities between the two documents, there are also a few key differences:

Level of intent. Letters of intent have a high level of intentionality, while letters of interest are more exploratory. A letter of intent proposes action, while letters of interest are for information gathering.

Commitment level. A letter of intent is a high-commitment way of expressing interest in a company, while a letter of interest is a lower commitment. An individual is more likely to send out multiple letters of interest. 

Action orientation. A letter of intent always ends with a call to action, while a letter of interest is more laid-back and may not request anything specific from the recipient.

While both letters demonstrate initiative and are closely tailored to the company, they do serve slightly different purposes.

There are lots of scenarios where a job seeker may want to send out a letter of intent. Here are a few examples: 

You have a high level of interest in a specific company, but there’s not an open role.

You are interested in networking with a company in a committed way.

You want to reach out with a formal follow-up after a networking event.

You’re applying to a highly competitive field.

You’re aware of a potential job opportunity with an organization that hasn’t been published yet.

Additionally, students or job seekers switching industries may use letters of intent to apply to educational opportunities like internships and apprenticeships — though those may also be called  cover letters . 

How to Write a Letter of Intent

There are plenty of ways to approach writing a letter of intent for a job. Here’s a step-by-step process for writing your LOI draft:

1. Provide your contact information.  

At the top of your LOI, you’ll want to provide contact information so your recipient can contact you about future opportunities. This can include your phone number, email, and address.

2. Use an appropriate greeting.

For some opportunities, a formal greeting is appropriate. In other situations, a more informal approach may be ideal. If possible, address the specific recipient. 

3. Provide an introduction.  

In the intro paragraphs, you’ll want to tap into three specifics:

Who you are.

Why you’re reaching out.

How you got this company’s information.

Feel free to vary the order of this information. Your LOI intro may be formal or more playful, depending on who you are and the organization you’re submitting to.

4. Dive into your strengths and company alignment.  

An LOI is created to clearly convey why you’re a good fit for the organization. In the body paragraphs of your letter, you’ll want to explain:

• Your strengths.
• What you do.
• How those things would fit with the organization.

5. Guide the conversation into the future.  

All LOIs end with a call to action, which is one of the things that differentiates it from a letter of interest or a cover letter. Map out potential next steps so it’s easy for the reader to take action. It could include:

A request to schedule a meeting.

Making a specific pitch.

Encouraging the recipient to send a follow-up email.

6. Write a thoughtful conclusion .

Conclude your LOI by reiterating your interest in the company. Make sure to thank the recipient for their time, too — there wasn’t a job opening request, so they took time out of their day to read your letter.

If you’re sending your LOI because of an internal referral, be sure to reference them within the letter. 

Let’s go through a few different samples of LOIs and highlight what each does well. Refer to these samples as you draft your own letter of intent for guidance on incorporating the elements of an LOI seamlessly.

Internal Connection

In this letter of intent, Jennifer leverages an internal connection. This is a great way to earn a few extra points when explaining how you know about the business. Beyond that, Jennifer’s experiences align well with the work that the wine bar does.

What I like:  This letter of intent does a great job of personalization, weaving through the internal connection perfectly in a few different spots. A referral is a powerful aid to incorporate into an LOI, and Jennifer did a great job dropping hints of her connection.

Making a Pitch

What I like:  In this letter, Mark is making a pitch. He still covers the bases of a great LOI — discussing his strengths and alignment with the brand. But instead of just calling for a meeting, he makes a pitch that is specific to the organization. This provides value to the recipient and makes Mark look like a strong collaborator. 

Mark could benefit from HubSpot’s CMS Hub to manage his pitches. Lead generation and content creation are important parts of freelancing, and Mark needs to stay organized in order to do it well. Learn more about  HubSpot’s CMS Hub here .

Diving Into Alignment

Letters of intent are standard documents, so you don’t need to worry about reinventing the wheel each time you send one. Use this template as a resource to ensure your letter includes all the important parts.

[Your name]

[Your contact information]

[Recipient’s Name]

[Recipient’s contact information]

Dear  [Recipient or To Whom It May Concern] ,

My name is  [Your Name] ,  [title/relevant information about yourself] , and I heard about your organization through  [how you know the organization] . I’m reaching out to connect. I would love to chat if your team plans on expanding.

I have skills in  [skills]  that I believe would be a great fit for your organization. Your values of  [company values]  are in close alignment with my strengths, and I believe I could make a great contribution.

I believe that my  [abilities/skills/interests]  would benefit your company, and I’d love to talk more about any potential opportunities that arise with  [name of organization] . If interested, please reach out by  [phone/email]  to schedule a time to meet with me.

Thank you for taking the time to read my letter, and I hope to talk with you further in the future.

Of course, you’ll want to edit the template for tone and specifics related to yourself and the organization you’re contacting. 

Finding Success With a Great Letter of Intent

Sending a letter of intent can be vulnerable, but it’s a great way to make new connections and set yourself up for employment success.

Refer to these strategies, samples, and templates to make sure your LOI is going to be the most effective letter possible. Emphasize your alignment with the organization, and you’re sure to see success!

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How to Write an Open Letter: A Guide to Our Opinion Contest

Six steps to help you understand the format and write a powerful open letter of your own — with help from Times texts along the way.

By Katherine Schulten

When introducing a new contest, we Learning Network editors try hard to put ourselves in the shoes of teachers and students. As former educators ourselves, we know that the more we can spell out exactly what we’re looking for, the easier it will be for everyone.

But because this new 2024 challenge replaces what had become an institution on our site — the Student Editorial Contest that ran for a decade and garnered nearly 100,000 submissions — we tried to be especially careful.

Below, a set of steps that we hope can help teenagers see that they, too, can write powerful open letters that can change hearts and minds. After all, we often heard from the teenage winners of our Editorial Contest that their work had gone on to have real-world results, such as changing school policies and earning their authors large public platforms.

As we planned this guide, we received invaluable advice from a team of teachers and librarians at Brooklyn Technical High School who have collaborated this year to help their students write open letters. Thank you to the librarians Joanna Drusin, Joy Ferguson and Katrina Kaplan, and the English teachers Annalise Armenta, JoAnna Bueckert-Chan, Ella DeCosta, Elliott Johnston and Adam Virzi for sharing ideas, experiences and materials.

Whether you’re submitting to our challenge or not, enjoy this guide, and please ask any questions you might have, either by posting a comment here or on the contest announcement , or by writing to [email protected].

Teachers: Please preview the open letters you assign from our list below to make sure they are appropriate for your students.

How to write an open letter:

Step 1: understand the format., step 2: read selected examples., step 3: decide whom you’d like to write to and what you want to say., step 4: write your first draft as a letter, not an essay., step 5: make sure the tone is appropriate to your audience and purpose., step 6: remember that an open letter is a type of opinion essay, so you’ll still need to make a strong argument., step 7: edit your letter and submit..

Letters are personal. That’s what makes them special. Think about how you feel when you receive one, whether from an old friend, your grandma or someone you’re romantically involved with. You expect to read something written just for you.

Opinion essays, on the other hand, are for everyone. They try to convince all kinds of people, very few of whom the author has probably ever met, that some kind of change is needed.

Open letters bring the two formats together. Crafted to read as a personal entreaty to an individual or group, they can have an intimate, even casual, tone and voice. And because they seem to be addressed to someone else, you can feel as if you are listening in on private thoughts.

Of course, their real purpose is to be read by the public. Like any opinion piece, they seek to persuade by making a strong case via facts, examples and appeals to logic and emotions.

The official definition of an open letter is “a published letter of protest or appeal usually addressed to an individual but intended for the general public.” As we wrote in our contest announcement, you’re likely familiar with the many “Dear Taylor Swift” open letters you can find online. Though they’re addressed to Ms. Swift, they’re really a way for the writer to share opinions and feelings on feminism, ticket sales, the music industry or other topics.

As we take you through the steps below, please remember this: An open letter simultaneously addresses an explicit , or stated, audience — the person whose name follows “Dear” — as well as an implicit or general audience — those of us out in the world who are reading the piece.

Let’s see how it works by starting with a 2016 piece by Michael Luo headlined “ An Open Letter to the Woman Who Told My Family to Go Back to China ” (student version; here is the original ). Here is how it begins:

Dear Madam: Maybe I should have let it go. Turned the other cheek. We had just gotten out of church, and I was with my family and some friends on the Upper East Side of Manhattan. We were going to lunch, trying to see if there was room in the Korean restaurant down the street. You were in a rush. It was raining. Our stroller and a gaggle of Asians were in your way. But I was, honestly, stunned when you yelled at us from down the block, “Go back to China!

What do you notice in just the first two paragraphs? In what ways does it read as a letter rather than an essay?

As you continue through the piece, note all the places in which it follows the conventions of a letter. For instance, the writer addresses a real person:

You had on a nice rain coat. Your iPhone was a 6 Plus. You could have been a fellow parent in one of my daughters’ schools. You seemed, well, normal.

When you finish, consider why Mr. Luo may have chosen to craft this as an open letter, not an essay. How might it read differently if it were an essay?

Now read it a second time. This time — perhaps using a different symbol or color — note all the places in which it reads like a traditional opinion piece. Where and how is it clearly addressing a general audience?

For example, he writes, “Ask any Asian-American, and they’ll readily summon memories of schoolyard taunts, or disturbing encounters on the street or at the grocery store.” Then he embeds responses from social media that echo this claim. How does that help you understand that this is a societal issue that should concern us all?

Finally, ask yourself, how is this open letter — or any open letter — a hybrid, both a letter to an individual, and a plea to a general audience?

Open letters that have been published in The New York Times:

An Open Letter to Governor Lee on the Slaughter of Our Children (2023)

Letters Helped Brittney Griner Survive. Here’s One for Her Future. (2022)

Open Letter to President Biden From a Dispirited Black Voter (2022)

A Letter to My Conservative Friends (2021)

A Letter to My Liberal Friends (2021)

An Open Letter to John Lewis (2020)

Dear Harry and Meghan, Some Friendly Canadian Advice (2020)

A Letter to My Father, Gabriel García Márquez (2020)

An Open Letter to President Trump (2020)

An Open Letter to Mark Zuckerberg (2019)

Dear Walmart C.E.O.: You Have the Power to Curb Gun Violence. Do It. (2019)

T.I. Writes Open Letter to Barack Obama: ‘Your Legacy Will Live On’ (2017)

An Open Letter to the Woman Who Told My Family to Go Back to China (2016)

Dear White America (2015)

Dear Graduate (2009)

An Open Letter to the Founder of Starbucks (2008)

An Open Letter to Coach Mangini: Use the P-Word (2006)

An Open Letter to My Two Mothers (1989)

Open Letter to Madison Square Garden (1982)

Open letters from outside The Times:

Letter From Birmingham Jail (1963)

Pause Giant A.I. Experiments: An Open Letter (2023)

An Open Letter to Taylor Swift (2023)

An Open Letter to Autistic High Schoolers (2022)

An Open Letter From a Teenager to High School Teachers Everywhere (2016)

A Letter From Young Asian Americans To Their Families About Black Lives Matter (2016)

Letters to the Next President: Letters from America’s Youth During the 2016 Presidential Election (2016)

Dear Mr. Manning … (2014)

An Open Letter to America From a Public School Teacher (2014)

Time magazine: 6 Open Letters That Changed the World

First, just scan the headlines of the pieces above:

What do you notice about the variety of subjects to whom these open letters are addressed? How many are written to groups and how many to individuals? Which are written to someone famous and which to ordinary people?

Judging the headlines, do you think an open letter can be written to any group or individual? Why or why not?

Do the headlines of any of these pieces give you ideas for your letter? How so?

Now choose one or more to read in full.

Who is the explicit, or stated, audience? Who is the implicit, or unstated, audience? How do you know?

Who is the writer of the letter? What authority does the writer seem to have on this topic? Why should we listen?

What is the purpose of this letter, in your opinion? What does the writer want to have happen?

What lines stand out for you? Why?

What makes this a letter? That is, how does it read differently than if it were a persuasive essay? What lines or words show that?

Even though it is written as a letter, in what ways is it like other opinion essays you have read or written? Where in the piece do you see that?

Why do you think the author chose to write an open letter instead of a traditional essay? Was that effective, in your opinion?

Some of you will come to this contest already motivated to write to a particular person or group.

Others will be inspired by an issue or cause, and will need to choose the right person or group to address about making change.

Either approach can work, and our Student Opinion forum “ To Whom Would You Write an Open Letter? ” can show you how.

Read through the forum and answer the questions that are relevant to you, then post your answers in the comments section and join the public conversation, or discuss them with your classmates.

As you’ll see in the steps to come, the idea is to come up with a focus for a letter you’re genuinely motivated to write. And, as you may have discovered if you did the exercises above, almost any topic and audience can work as long as you have something meaningful to say.

Need more help? Here is a list of 310 prompts we have published that ask you to take a stand. They may help you find a topic, and each links back to a free Times piece you can use for your research.

If you’ve followed our steps so far, you’ve begun to tease out the differences between an open letter and other kinds of opinion writing, but you might still be confused.

In fact, you might be wondering why you can’t just take a persuasive essay you’ve already written for school, slap a “Dear [recipient]” on top of it and a “Sincerely, [your name]” on the bottom and call it an open letter.

To help explain, we’re going to ask you to do an experiment. Try this:

Once you have a focus for your letter — both the person you’d like to address and the issue you’ll explore — find a place to write comfortably.

Now, set a timer for seven minutes, and put “Dear [recipient]” at the top of a fresh page.

Next, write. For seven minutes, pour your heart out. Keep the person or group you’re addressing in mind, and say anything and everything you’d like to say, exactly the way you want to say it. If you get stuck, remind yourself that this is just an experiment and that no one but you will read the results. Be as honest as possible.

Now stop and look over what you wrote. What parts of your letter jump out? Underline or circle those lines or sections. If you’d like, try reading some of your favorite lines aloud to others in your class who have done the same exercise — assuming, of course, that those lines are appropriate for a classroom!

Next, discuss.

How was writing this letter different from writing a persuasive essay? What was easier? What was harder?

Now that you’ve reviewed your piece, how would you say your voice and tone sound different than they would if you had written this as an essay instead of a letter? In what lines does that come through especially well?

We asked you to try this to help demonstrate just how different it can be to write a letter, even an “open letter,” than to write a formal essay. If you’re like most students, you’ve been composing school essays for years, and you’ve absorbed a lot of rules around them. Not so with letters, and we hope you’ll use that relative freedom to your advantage.

Of course, you have to keep in mind that this was just a draft, and you have several steps to go before this piece is suitable for a public audience. But we hope some of your real voice and personality made it onto the page, and that you can keep that authenticity in your final draft.

Choose any of the winning opinion essays from our Student Editorial Contest.

How would that editorial have to change in order to become an effective open letter?

If it were an open letter instead of an editorial, to whom might it be written? Come up with at least three different recipients.

How would choosing different explicit, or stated, audiences for this letter change the writer’s tone and argument? For example, how would this essay on fast fashion sound and read if it were written as an open letter to H&M or Zara? How might it sound and read if it were written to the author’s fellow students as they considered what to wear to the school dance? Why?

In 2019, John Lewis, the civil rights leader and member of Congress, announced that he had advanced cancer. Soon thereafter, the Times Opinion columnist Margaret Renkl wrote an open letter to Mr. Lewis, whom she called “a moral compass for our nation.” Here is how it began:

Dear Mr. Lewis, I write with a heavy heart. Stage 4 pancreatic cancer is a brutal diagnosis, so it’s no surprise that last Sunday night the internet erupted with anguish as news of your illness became public. Treatment may give you a “fighting chance” to continue working “for the Beloved Community,” as you wrote in a statement, but it’s painful to think of what you will be called on to bear in the coming months. You have already borne so much for us.

Without reading further, how would you describe the tone of this letter? What words get that across?

Why do you think Ms. Renkl chose to frame her thoughts as a letter to John Lewis rather than an essay about him? In other words, what was her purpose, and how did making it an open letter achieve that? How does her tone follow her purpose?

Mr. Lewis died at age 80 in July 2020, a few months after his announcement. Study the full piece to see how Ms. Renkl detailed for her audience of general Times readers what was notable about his life, all while seeming to address Mr. Lewis instead of us. For example, how does she quote him, yet work those quotes in seamlessly, even though they are part of a letter, not a traditional essay?

Ms. Renkl’s tone is serious, as befits her subject. By contrast, take a look at this open letter, written in 2006 by a Times sports columnist to the New York Jets’ head coach. Headlined “ An Open Letter To Coach Mangini: Use the P-Word ,” it begins:

Dear Coach, It’s time to stop being coy about refusing to use the “p-word,” as in playoffs. It’s time for you, the Jets’ rookie coach, to use the word itself — “playoffs” — in every team meeting, in every news conference, in every television and radio spot. Because the Jets, at 5-5 and with each of their final six games against a team with a losing record, are still very much in the playoff picture in the American Football Conference despite yesterday’s 10-0 loss to the Bears. Don’t perish the thought of the playoffs. Preach the playoffs. After upsetting the Patriots a week ago, your Jets were soaring at 5-4, tied with two other teams for sixth place (and the last wild card) in the A.F.C. playoffs, but the only “p-word” you used all week was progress. Feel free to say the word “playoffs” out loud. If you think your players aren’t quite sure what it means, spell it out for them: p-l-a-y-o-f-f-s. After they watch game tapes, make them write it 100 times in their playbooks.

How would you describe the tone of this letter? What lines show that especially well? What do you think was the writer’s purpose for writing the piece? Do you think his tone helped?

But what if the motivation for writing an open letter is anger?

Maybe the draft of the letter you began in Step 3 was motivated by your rage at an injustice, and maybe, since we asked you to write as honestly as possible, you expressed that rage in colorful language.

How do you channel that strong emotion into a letter that is civil, suitable for a newspaper like The Times and respectful of both its stated recipient and a general audience — but is still strongly worded enough to make your point?

Perhaps more important, how do you make your case in a tone that your audience will be moved by? For example, though an angry rant about your parents’ curfew policy might have felt good to write, would that rant be the most effective way to get your mom and dad to change their minds? Or might you need to moderate your tone to reach them?

To explore this more, let’s read two political letters to U.S. presidents. As you do, keep in mind that, because they were published in The Times, it is quite possible that the letters were actually read by those leaders, or by staff members who could have conveyed their messages.

Here is the beginning of “ An Open Letter to President Trump .” It was written by the Times Opinion columnist Thomas L. Friedman in March 2020, just as the Covid-19 pandemic began.

Dear President Trump, I have not been one of your supporters, but when it comes to combating the coronavirus, saving lives and getting as many Americans back to work as quickly as possible, I am praying for your success, because so much is riding on the decisions that you, and only you, can make. So what I am about to say is truly in the spirit of being constructive: You need a plan.

Just from this first paragraph, how do you think Mr. Friedman felt about how Mr. Trump was handling the pandemic? How can you tell? What was his purpose for writing? How urgent was this purpose? How would you describe the tone? How well does that tone work to get his message across?

Now read the rest of the piece, noting lines in which Mr. Friedman’s frustration comes through. For example: “In all honesty, though, sir, you immediately and crudely jumped into that discussion.” How does this line convey real emotion, but do so in a civil way? Do you think an angrier, less respectful tone would have been more effective? Why or why not?

Now read another political open letter, “ Open Letter to President Biden From a Dispirited Black Voter ,” by the Times Opinion columnist Charles M. Blow in 2022.

Here are some lines from the middle of the piece. What do you notice about the tone?

As far as I can tell, Tuesday’s brief comments were the first public statements you have made about passing voting rights legislation since January, and that’s from my search of the White House’s own collection of your comments published on the White House site. Is that what “never stop fighting” looks like to you? Where did you learn to fight, in a pillow factory?

Here is the end of the letter:

The truly frustrating thing is that in a two-party system, Black people are stuck. You, Mr. President, are the best and only option when the Republicans have declared war on truth, Black history and Black voters and sworn allegiance to Donald Trump. But Black people are weary of this political dance, of being drawn near and then pushed away, of having individuals elevated but the collective damaged, of having sweet nothings whispered in our ears only to be denied in public. Mr. President, do better. Signed, A Dispirited Black Voter

Read the full piece. How does Mr. Blow express his anger and frustration? Do his feelings come across differently than Mr. Friedman’s did? What lines show it? Is the writer still civil and respectful? Is it OK that he made a comment like “Where did you learn to fight, in a pillow factory?” to a president? Is his letter effective in your view?

Ask yourself …

What is my purpose for writing a letter? What do I hope will happen as a result?

Who is my explicit, or stated, audience? Who is my implicit, or unstated, audience? (Note: If you are writing for our contest, your implicit audience will be New York Times readers.) What is my relationship to those audiences?

What is my tone? Is it appropriate for my subject, purpose and audience — both explicit and implicit? Why or why not?

How can I appeal to my explicit audience in a way that will move people to action or reflection? Does that kind of appeal also work for my implicit audience?

How have I expressed my emotions and opinions? Am I clear and forceful? Am I civil and respectful? What lines stand out to show that?

As you now understand, the writer of an open letter has to keep two audiences in mind — both the explicit, or stated, recipient, and the implicit, or unstated, reading public.

In the previous step, you developed the parts of your essay that will more closely resemble a personal letter. In this section, you’ll develop the aspects that share qualities with other essays you might have read in the Times Opinion section or in past Student Editorial Contests .

Here are some important things to consider.

Authority: Who are you, and why should we care about what you have to say?

Those questions might sound harsh, but they are key to finding a meaningful subject and writing a compelling letter.

What could your letter about climate change, college admissions or gun violence, for example, say that the work of others couldn’t? What special background, experience or knowledge do you bring that makes you an authority on the subject? (If you have studied rhetorical strategies, you might be familiar with the concepts of ethos, pathos and logos, and will recognize that here we are describing ethos. More on that later.)

These are questions that we often asked the participants of our Student Editorial Contest, so you only have to scan the work of the teen winners to see how personal authority plays a role.

For example:

Lucas Cohen-d’Arbeloff wrote about what the Florida bill labeled “Don’t Say Gay” by its detractors means for same-sex parents and their children , like him.

Ketong Li explored what it means to participate in “voluntourism ” after a trip to Myanmar left her feeling guilty.

Asaka Park wrote about being disabled and how social media is a lifeline for teens like her.

Aria Capelli extolled the joys of multigenerational living thanks to her time in a pandemic bubble with her grandparents.

But how does this work in open letters? Read just the salutation and first line of this next piece. Who is writing to whom? How do you know?

Mark, In 2010, I wrote “The Social Network” and I know you wish I hadn’t.

If you guessed that this is an open letter to Mark Zuckerberg from Aaron Sorkin , you’d be right. The piece, from 2019, is about what Mr. Sorkin sees as Facebook’s dangerous policies around political speech. In the letter, he weaves in his experience making “The Social Network,” a film about Facebook’s origins — and battling Sony and Facebook for permissions to say what he wanted to say — to show his authority on this topic.

The comedian Monica Heisey takes a different approach in “ Dear Harry and Meghan, Some Friendly Canadian Advice .” Written in 2020, when the couple was considering moving to Toronto or Vancouver, the letter includes a humorous description of her expertise on the topic:

As my own family’s problematically ginger second-born and someone who fled Canada for England, I’ve recently completed something of a reverse-Harry and am therefore in a perfect position to dispense some classic, North American-style unsolicited advice.

But do you have to be famous or powerful to write an open letter? Of course not. In a 1982 “ Open Letter to Madison Square Garden ,” a 22-year-old fan is incensed that the Madison Square Garden Corporation was considering moving the New York Rangers to New Jersey. As you read this opening, ask yourself, what is his authority on this topic? Is it enough?

Gentlemen: I am driven to write this letter, after 15 years of patronage, by the “potential” transfer of the New York Rangers to the Meadowlands. Protesting will obviously serve no useful purpose, so in lieu of an “outraged condemnation,” I thought I might share with you some of my thoughts about our relationship. I am 22 years old, and a resident of Brooklyn. My family recently submitted payment for our 24th consecutive season subscription to the Rangers. We saw them in the old Garden; we saw them in the new. What stands out most about my 15 seasons of Ranger games are the good times. The Ratelle-Gilbert-Hadfield goal-a-game line. Walter Tkaczuk and Billy Fairbairn killing penalties. Bobby Rousseau on the point during the power play. Harry Howell steady as a rock on the blue line. Jim Neilson and Rod Seiling on defense. Beating the Islanders. Eddie Giacomin making save after save after save.

Now ask yourself:

What special knowledge, experience or background with my issue do I have that will give me credibility? Do I have an insider perspective of some kind?

How can I express or explain that?

Call to action: Make the purpose for writing your letter clear.

Go back to the rough draft you wrote at the beginning of Step 3. Did you make your purpose clear? What did you say and how did you say it?

In our rules, we state that you must have some kind of call to action, whether the change you seek is something tangible, like asking Congress to enact a law or demanding a company stop a harmful practice, or something more abstract, like inviting your audience to reflect on an issue that they may have never considered.

Let’s look at how some Times writers have done it. Sometimes, the call to action is clear, as in Margaret Renkl’s “ An Open Letter to Governor Lee on the Slaughter of Our Children ,” from 2023. Read the letter, and identify what she wants Bill Lee, the governor of Tennessee, to do, both in the immediate aftermath of the shooting at the Covenant School in Nashville and in the longer term.

Now look at how the young Rangers fan ends his letter to Madison Square Garden. What is he asking? Is it a serious request that he expects to be honored, or is it just another way of making his point?

I would like to thank you for bringing me so many memories, and berate you for denying me more. Finally, I would like to ask, respectfully of course, that when the Rangers — the NEW YORK Rangers — play in New Jersey, they not be identified as New Yorkers. After all, they will not be. Perhaps, if you are reluctant to alienate your once-devotees by calling them the New Jersey Rangers, you could call them the Tri-State Rangers. Maybe then you’ll even make some money in Connecticut.

Finally, what if your letter’s purpose is to honor someone and explain their role in your life? What is your call to action then? Take a look at the rapper T.I.’s open letter to former President Barack Obama , written in 2017 in his final month in office. Here is the ending of the piece. Who is he trying to move to action? Is it Mr. Obama — or can the call to action be to us, the implicit, unstated, audience? Is that just as effective?

For every one of US who has been touched by you and tasked with a choice between finding a way or walking away, I say we can and must do more. We cannot afford to live in a prolonged state of grief, but must remember that we have no choice but to dust ourselves off, wipe off our wounds and move beyond this barren state of shock. We will forever be grateful to you and your family, the graceful intelligent compassionate first lady, Mrs. Obama, as well as your beautiful daughters Sasha and Malia for their collective sacrifices for US. WE will continue to stand with you and alongside those who make a personal investment in US. We will continue to remain committed to causes that are bigger than ourselves. We will continue to remind ourselves that, Yes, We still can!

Is my call to action something tangible that the recipient of my letter has the power to change?

Or, is it more abstract, like asking my audience to understand or reflect on something important?

Who am I really addressing in my call to action? As you saw in the examples above, sometimes it is a direct request of a person with power, but other times it is more of a plea to the general reader. Sometimes, it can be both. No matter to whom the call to action is directed, however, it should be meaningful and compelling to both your stated and unstated audience.

Context: What background information do we need to understand your issue?

Let’s say you’re writing a letter to a good friend you haven’t talked to in awhile. You’ve been at summer camp for a few weeks, and you’re excited to explain to your friend that, even though she knows you’ve always been afraid of the water, now you’re so comfortable you can swim across a lake. But since the two of you took a disastrous swim class together back in third grade, you can also refer to your inside jokes on the topic to help her appreciate how far you’ve come.

Now think about how this might work in an open letter. Some employ that same kind of insider knowledge. For instance, many of the open letters to Taylor Swift on the internet riff off the titles of her songs, allude to moments from her past or scatter the kinds of “ Easter eggs ” — or secret messages — that Ms. Swift is known for herself. If the writer’s stated audience is Ms. Swift, and his or her unstated audience is fans of hers, that works well; the readers understand the references.

But what if your audience isn’t that specialized, and you can’t predict what they will know? That is the case with most Times pieces, which are written for a general reader. They assume some background knowledge, but tend to detail anything crucial the reader needs to know. In fact, the way the writer explains those details can be a big part of making their case.

The opening lines of Kurt Streeter’s open letter to Brittney Griner in a 2022 Sports of The Times column are a good example. How do they show that the writer is addressing an audience well beyond Griner, the basketball star?

Welcome home, Brittney. At long last, welcome home. Like so many others, I wondered if this day would ever come. Now you are home and safe after nearly 10 months of brutal uncertainty and fear. Home and safe after isolating imprisonment in a Russia that has cast aside international norms. Home and safe after getting trapped in a web of geopolitics that grew thicker each day as the war in Ukraine dragged on. What you endured over the last 10 months is nearly unfathomable. As a Black, openly gay woman, you were in particular danger as a prisoner in a country with dangerous, retrograde views on race and sexuality.

What background information do these opening lines supply for those who may not remember all the details of Ms. Griner’s imprisonment? How does Mr. Streeter’s description of this history and context encourage the reader’s sympathy and respect for Ms. Griner?

Continue reading. How does Mr. Streeter weave in details, facts and quotes to build context and background, and to further his case? Mark all the places where he does that effectively.

To focus on just one example, note how elegantly he includes a quote from an important and relevant person, and how he makes sure, we, his Times audience, know who this person is. Yet he doesn’t do it by citing his source, as you would in an academic essay. Instead, he weaves it in as one would if they were writing a personal letter — as if he’s just letting Ms. Griner know what someone had to say about her:

When I spoke to Vince Kozar, the Mercury’s president, this week, he mentioned the letters you exchanged over the last several months. “At all times, she was asking about other people,” said Kozar, your boss and friend. “Her concern was about other people. First and foremost, she asked how her teammates were doing, asking us to ensure we were taking care of her wife.”

Choose any of the essays from the list at the top of this article that you have already read. This time, focus on how they impart background information. What does the writer let you, the general reader, know that the stated recipient would probably already know? How do they do this well, with strategies you might use in your own writing?

Then ask yourself:

What does my general audience need to know and understand to appreciate my letter and be persuaded by it?

What facts, quotes and details might it help to include? How can I work those in seamlessly, so they are not jarring to the reader?

How can I impart background and context that helps me build my argument? What should I include and what should I leave out?

Evidence: Why is this topic important? What facts can compel us to care?

In the example above, we showed how background information can help build readers’ understanding. But where does this information come from?

If you’re participating in our contest, you’ll need to cite evidence from at least two sources, including one from The Times and one from outside The Times. Of course, make sure those sources are trustworthy .

In the letter to Ms. Griner, you saw one example of how facts can be woven in to bolster a persuasive piece. Here is another: “ An open letter to the founder of Starbucks ,” written by a Times Business columnist in 2008.

It’s been almost a year since you wrote that now-famous memo to your executive staff: the one in which you bemoaned what you called “the watering down of the Starbucks experience.” The one where you defended each individual decision that had led to that diminished experience — like the switch to automated espresso machines — yet still urged your staff to find a way to recapture the “romance and theater.” Starbucks stores, you wrote, “no longer have the soul of the past and reflect a chain of stores vs. the warm feeling of a neighborhood store.” As a hard-core Starbucks customer, I couldn’t have agreed more. What has happened since then?

What facts and details does he use to answer is own question? Why is that appropriate for readers of the business section?

Remember “ An Open Letter to the Woman Who Told My Family to Go Back to China ,” Michael Luo’s piece? Not every open letter bombards you with facts and statistics, yet the writer is still able to make his or her case by showing the larger importance of the issue. Here is one way Mr. Luo does it, by both explaining the context and using a contemporary example that shows it:

Maybe you don’t know this, but the insults you hurled at my family get to the heart of the Asian-American experience. It’s this persistent sense of otherness that a lot of us struggle with every day. That no matter what we do, how successful we are, what friends we make, we don’t belong. We’re foreign. We’re not American. It’s one of the reasons that Fox News segment the other day on Chinatown by Jesse Watters , with the karate and nunchucks and broken English, generated so much outrage.

Rhetorical Strategies: How will you make us care?

If you have done argumentative writing in school, chances are you’ve heard of ethos, pathos and logos. If you haven’t, the video above, “ What Aristotle and Joshua Bell Can Teach Us About Persuasion ,” explains them beautifully. If you need more work with these concepts, our related lesson plan suggests that students choose viral content from their social networks and identify ethos, pathos and logos at work. The good news, however? Without naming them, you have already noticed all three concepts in the letters we’ve looked at so far.

But to review, here are how the concepts are defined:

Ethos (ethical appeal): Appeal to the credibility and authority of a speaker. Using ethos, a writer can convey trustworthiness through tone and style as well as by establishing her credentials in a field. An author’s reputation can also influence pathos. Pathos (emotional appeal): Appeal to an audience’s heart and emotions. An author or speaker using pathos seeks to persuade someone emotionally using personal connections, stories or testimonials, and maybe spirituality. Pathos can aim to evoke hopes and fears and often employs figurative language. Logos (rational appeal): Appeal to the audience’s logical reasoning ability. Examples of logos include facts, statistics and anecdotes.

Now try this:

Go back and choose one of the open letters from the list at the top of this post. Then ask yourself:

What lines do I find most affecting? Why? Do any of them work because they make an appeal to ethos, pathos or logos? How?

What do I notice about the balance of ethos, pathos and logos in this letter?

Does the author emphasize one technique more than the others? Does that choice seem appropriate for the topic and audience? Is it effective?

Now look back at your own draft, whether it is the one you began way back in Step 3, or whether you’re further along. Answer the questions above about your own work. Or, if it is ready to be seen by others, switch with a classmate and analyze each other’s for these appeals.

When we invent a contest, like this one, we can’t wait to see how teachers and students will respond. We know there is a lot of information here, and we hope it doesn’t feel overwhelming. It might help to return to that very first rough draft again and notice how far you have come.

Once you have a polished piece that you are happy with, we hope you’ll enter it into our Open Letter Contest , which runs from March 13 to May 1. Be sure to read all the rules and guidelines before submitting your entry.

Another way to go? Borrow an idea from the team at Brooklyn Tech who helped advise us. They plan to celebrate their students’ work by publishing the strongest pieces in their school newspaper, The Survey . (Remember, however, that if you are also submitting to our contest, you must wait until after all your students have submitted to publish their work elsewhere.)

Katherine Schulten has been a Learning Network editor since 2006. Before that, she spent 19 years in New York City public schools as an English teacher, school-newspaper adviser and literacy coach. More about Katherine Schulten