How to Write Job Application Letter? (with Samples)

While the world is progressing, the competition in the employment sector is snowballing. It becomes quite difficult to secure a job that you truly want to do for a lifetime. When applying for a job, sending a resume or a CV may not turn out to be an ideal way to impress employers. A job application letter attached along with your resume can truly become a powerful tool for you to ace that impression and let employers know of your capabilities and interests. Job application letters can help you leave a mark on the employer’s mind making them consider you more seriously while hiring for the position you’ve applied for. But how to write a Job application letter that makes you stand apart from the others?

Job application letter can help you leave a mark on the employer’s mind making them consider you more seriously while hiring for the position you’ve applied for. But how to write a Job application letter that makes you stand apart from the others?

Let’s understand what, why, and how of a job application letter is in detail.

What is Job Application Letter?

An application letter is a document that is attached along with your resume or CV while applying for a job in a desired company for a desired position. An application letter elaborates on your academic qualifications along with the skills that you possess which make you an ideal candidate for the job role you’re applying for.

You can briefly emphasize your key skills and the experiences you have had in your past employment that make you an eligible applicant for that specific position in a specific company.

Adding an application letter is not a compulsion but is a recommended document that you can attach with your resume to leave a greater impact on the employer, allowing them to understand you, your skills, and your experiences more deeply as mentioned in the application letter.

How to Write a Job Application Letter

If you’re planning to apply for your next dream role, here are a few quick tips to assist you on how to write an application letter for the same.

1. Research the Company Thoroughly

Thoroughly research the company and the job position. The company’s establishment, growth, vision, size, and culture, the key factors they consider while hiring anybody for any job role, and the recent awards it has won are a few of the important things that can help you write a perfectly customized application letter.

2. Use Formal Language

Make sure you write everything in a professional way. Avoid using informal language or slang and instead, opt for professional terms and phrases. By doing so, you can convey your professionalism and make a strong impression. Remember, the way you present yourself in your letter can greatly impact your chances of success, so it’s worth taking the time to craft a well-written and professional application.

3. Proofread Twice Before Sending the Application Letter

Do not make silly grammatical mistakes, proofread the letter thoroughly before sending the final copy of the job application letter. Take the time to review the content of your letter, ensuring that it is error-free and effectively conveys your message.

By conducting thorough proofreading, you can enhance the overall quality and professionalism of your application letter, increasing the likelihood of making a positive impression on the recipient.

4. Include Relevant Information

Do not exaggerate or write any unrelated information. Avoid exaggerating your qualifications or including irrelevant details. Instead, focus on showcasing the qualifications and skills that directly relate to the job profile you’re applying for. By doing this, you demonstrate your suitability for the position and show that you understand the requirements. Providing concise and targeted information will make a stronger impact and increase your chances of being considered for the role.

5. Write Proper Salutation

Address the right person with a proper salutation. It is important to mention who you are addressing the letter to. Take the time to identify the individual who will be receiving your letter and mention their name in the salutation.

This demonstrates your attentiveness and professionalism. If you are unsure of the recipient’s name, it is advisable to use a generic salutation such as “Dear Hiring Manager” or “To Whom It May Concern.” However, whenever possible, addressing the specific person adds a personal touch and shows that you have taken the initiative to gather relevant information.

6. Mention the Job Position You’re Applying For

Make sure you unquestionably mention the position you’re applying for to avoid any confusion. It is one of the key requisites of understanding how to write an application letter. When you explicitly mention the desired position, you demonstrate your focus and understanding of the application process, making it easier for the recipient to identify your application and consider you as a candidate.

7. Highlight the Reason for Applying

Highlight why you’re applying for the job and why you are a fit candidate for the specified position. This will help you make a mark on the employer’s mind. When you openly state your motivations and aspirations, you can effectively convey your genuine interest and enthusiasm for the job.

This allows you to demonstrate your understanding of the company and position, align your qualifications and experiences, and establish a personal connection with the employer. Overall, emphasizing the reason for your application enhances your chances of making a compelling case for consideration as a deserving candidate.

8. Format the Job Application Letter Properly

Write a well-structured and concise copy of the letter and do not make it unnecessarily lengthy. An application letter should be 1 page long or max 2 pages long, not more than that.

One of the most important tips on how to write an application letter is that you must follow professional guidelines like proper spacing and margins, a professional font, and proper alignment in the document.

Difference Between Application Letter v/s Cover Letter

People often get confused between the two: a cover letter and an application letter. However, both these documents are slightly different from each other.

	Application Letter	Cover Letter
Definition	An application letter on the other hand is a well-drafted document that thoroughly explains the applicant’s qualifications, skills, and why the applicant is the best fit for the job role.	A cover letter is a short precise intro of the applicant’s qualifications and skills and mainly aims at urging the employer to read the applicant’s resume.
Why it is used	The applicant can explain their skills and experiences in their past jobs. In case of an employment gap, the reasons for the same can also be mentioned in the application letter unlike in the case of a cover letter.	There’s not much information about the applicant revealed in the cover letter.
Where it is used	An application letter is used to gain the attention of an employer to consider you for a specific job role even if there are no vacancies or open positions left for that role. This way, the company can consider you in case of any future opportunities.	A cover letter can be attached whenever applying for an open job role whereas an application letter can also be used when you’re applying for a specific job position in a company wherein the hiring process isn’t even going on.
Length	1 Page	2 Pages

Job Application Letter Format

It is necessary to follow the standard format and some set professional document writing guidelines mentioned below to comprehend how to write an application letter for your next job.

• Your name and contact information- The letter should start with your name, your contact information, your email address, your residential address, and the job title you’re applying for.

• Date- It is necessary to mention the date on the application letter. Mention the date on which you’re sending the application and not the one when you started writing the letter.

• Employer’s name and address- Next comes the hiring manager’s name and contact information. Write the manager’s name, position, company name, and company’s complete address.

• Salutation and employer’s name- Start with writing “Dear” followed by a proper salutation i.e. Mr./ Ms. and the hiring manager’s name.

• Opening paragraph with the introduction- Start the opening paragraph by introducing yourself and how you got to know about the position that you’re applying for. Also, mention the reference where you got to hear about the job from. Also, mention why you’re interested in taking up this job role.

• First Body paragraph with a description of your skills and qualifications- Now go on to specify your distinct skills and qualifications and how you’ve handled your past job roles professionally well. This is the main context of your whole application letter since the employer will look at your key skills.

• The next paragraph should be about why you fit the job role- Express why you are a suitable candidate for the job and how you can be an asset to the company. Express your willingness and interest to work for the company.

• Closing paragraph with a CTA- End the application with a call-to-action statement that urges the recruiter to consider your application and take forward the hiring process in an impressive statement.

• Signing off with your signature- End the letter with a professional signing-off. You can write “sincerely” followed by your signature or you can even write “enclosure” followed by your name and the links to the attached documents.

Job Application Letter Examples –

Template 1: For the Post of a Software Engineer

Saurav Shah

Block-A/21

FGH Vihar

Delhi- 110063

sauravshah@xyzmail.com

78XXXXXXX1

Jun. 6, 2023

Richa Sharma

Hiring Manager

XYZ Company

C-Block

Connaught Place, Delhi

Subject- Application for the role of Software Engineer

Dear Ms. Sharma,

I’m writing this letter to express my interest in the position of Software Engineer in your company. I got to know about this opportunity through your former employee Mr. Malhotra.

Here is a quick introduction to me. I obtained my B. Tech. in computer science from the ABC institution. In my final exams, I received an A grade and passed with 90%.

I took part in several tech events while I was a student, and I also received a gold medal for building an app from scratch for an inter-university tech competition.

I know I can succeed in your dynamic company. I’ve always wanted to work for your organization because you offer so many prospects for growth. I ask that you offer me the chance to work with your esteemed company and develop professionally through this position.

Looking forward to being given a chance to be a part of this amazing company. Please find my resume attached herewith.

Thanks and Regards,

Saurav Shah

Template 2: For the post of an Administrative Assistant

Karan Rajput

Block-A/21

FGH Vihar

Delhi- 110063

rajputkaran@xyzmail.com

98XXXXXXX0

June 6, 2023

Prateek Kumar

Human Resource Manager

XYZ Company

C-Block

Connaught Place, Delhi

Subject- Application for the role of Administrative Assistant

Dear Mr. Kumar,

I’m a seasoned administrator and I’m writing to express my desire to work for your prestigious firm as an administrative assistant. When a former coworker told me about your need for an administrative assistant in your Delhi offices, I got quite excited to grab the opportunity.

My entire career has been spent working for small businesses, so I enjoy the chance to do a variety of jobs and collaborate with the team to be successful.

In my most recent position as an administrative assistant at ASD Corp, I helped my employer save thousands of dollars by reducing the number of canceled shifts by developing a self-scheduling system for customer service representatives. Along with honing my talents, I also learned site design and timesheet coding.

I believe I possess the skills that can prove to be meritorious for your company. I hope you consider this application and give me a chance to serve the company in the future.

Thanks and Regards,

Karan Rajput

Conclusion

Understanding how to write an application letter that is attractive and inspiring is truly significant in today’s times when there’s competition all around. A resume is not enough to leave a lasting impact on the recruiters. While many companies do mention in the job descriptions if they require a cover letter or application letter along with or not, in case it isn’t mentioned, it is always recommended to write one.

An application letter signifies your interest, your excitement, and your dedication. The company will be able to know your a little better than others which can truly change the game for you and help you grab the job you’re looking for!

Frequently Asked Questions on Job Application Letter Format

Q1: Is it necessary to write an application letter while applying for a job?

Answer:

No, it is not mandatory that you write a job application letter but it adds more value to your resume and helps in creating a lasting impression on the employer. It is advised to write one always to increase the chances of securing the interview.

Q2: Are the job application letter and cover letter the same?

Answer:

A job application letter and a cover letter are almost similar are the terms are used interchangeably. But there are slight differences between the two since an application letter is a more detailed document as compared to a cover letter.

Q3: What are the important sections in an application letter?

Answer:

An application letter must be well drafted in a correct format that includes your name and contact information, employer’s name and contact information, date of application, the title of the job you’re applying for, proper salutation, professional body text that includes your skills, qualifications and interests and a proper signing off.

Q4: Tips to write a job application letter

Answer:

These are the tips to write a job application letter:

• Go through the job description thoroughly
• Prepare the copy of job application with clear heading
• Address the correct person
• Express your interest in the job
• Describe your skills and eligibility for the given job role
• Highlight you personality and attributes
• Thank the person and express your appreciation politely
• Proofread the letter before sending it to the concerned hiring

Q5: Step to write job application letter

Answer:

These are the steps to write a job application letter:

• Follow a proper format
• Write down a catchy subject line
• Customize the letter according to the role
• Add proper keywords and employment gaps
• Write down about your suitability for the job
• Add you skills and achievements
• End the letter on a positive note