parts of application letter writing

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Writing a Winning Job Application Letter: Tips and Examples

A job application letter, also known as a cover letter, is a formal letter that accompanies your resume and introduces you to a potential employer. The purpose of a job application letter is to highlight your qualifications, experience, and skills that make you the perfect candidate for the job. It also helps employers understand your personality, work ethic, and how you plan to contribute to their organization.

Importance of Customization

One of the key factors that can make or break your job application letter is how well you customize it to the specific job you are applying for. Employers want to see that you have taken the time to research their company and understand what they are looking for in a candidate. Customizing your letter also shows that you are genuinely interested in the job and that you are willing to put in the extra effort to stand out from other applicants.

Brief Overview of Key Sections

While job application letters can vary slightly depending on the job and industry, they typically contain four key sections:

Introduction: This section should include a brief introduction, the job you are applying for, and how you found out about it.

Qualifications: In this section, you should discuss your qualifications and experience that make you a good fit for the job. Be sure to tailor this section to the specific job requirements to show that you have the skills they are looking for.

Skills: Here, you should highlight your relevant skills and how they apply to the job. Use examples from your past experiences to demonstrate your proficiency in each skill.

Closing: The closing paragraph should thank the employer for considering your application and provide contact information for them to reach you.

In this article, we will dive into each of these sections in more detail and provide tips and examples to help you write a winning job application letter.

Understand the Job Requirements

To write a winning job application letter, it is important to thoroughly understand the job requirements. This involves analyzing the job description and understanding the needs of the employer, as well as tailoring your letter to attract the specific employer.

A. Analyzing the Job Description

The job description provides you with valuable information about the position you are applying for. It outlines the required skills, qualifications, and responsibilities of the job. By analyzing the job description, you can determine if the role is a good fit for your experience and qualifications.

When analyzing the job description, it is important to pay attention to key phrases and requirements mentioned. These can give you insight into the priorities of the employer and allow you to tailor your application to meet those priorities.

B. Understanding the Needs of the Employer

To write a winning job application letter, it is also essential to understand the needs of the employer. This means researching the company and the industry to get a better understanding of the company culture, mission, and values. It also means understanding the desired outcome of the position and how you can address the employer’s needs.

One way to convey your understanding of the employer’s needs is to highlight relevant accomplishments in your application letter. By showing how you have successfully addressed similar challenges in the past, you can demonstrate your potential value to the employer.

C. Tailoring the Letter to Attract Specific Employer

Finally, to write a winning job application letter, it is important to tailor your letter to attract the specific employer. This means using language and examples that relate to the specific company and its values. It also means customizing your application letter to the specific job and its requirements.

To tailor your letter, take the time to research the company and its values. This can involve reviewing their website, social media, and other online resources. By addressing the specific needs and values of the employer, you can show that you are invested in the position and the company.

To write a winning job application letter, it is important to understand the job requirements, analyze the job description, understand the needs of the employer, and tailor the letter to attract the specific employer. By doing so, you can craft an application that stands out from the competition and showcases your value as a candidate.

Research the Company and Industry

Before writing your job application letter, it’s important to research the company and industry thoroughly to increase your chances of writing a winning letter. Here are three key areas to focus on:

A. Understanding the Mission, Vision, and Values of the Company

Make sure you take the time to research the company’s mission, vision, and values. This will help you understand the company’s goals and the qualities they look for in employees. You can find this information on the company’s website, social media pages or company annual report.

Incorporate the values and mission statement of the company into your job application letter. This highlights your alignment with the company culture, and how your beliefs and goals match that of the organization’s.

B. Identifying the Company’s Competition

Once you have an understanding of the company, you need to identify the company’s competition. Knowing who the competitors are can help you understand the industry as well as the company’s market share position.

List the company’s competitors in your job application letter and briefly explain how you see the company’s strengths overcoming the competitors’ weaknesses.

C. Industry Trends and How to Address Them

The final area to focus on when researching the company and industry is identifying current industry trends and how these trends may impact the company’s future. Use reputable sources to gather trends and predictions about the industry. This will also show the recruiter that you are not only familiar with their industry, but are engaging in informed discussion and contributing to innovative solutions.

Incorporate industry trends into your job application letter and showcase the ideas and innovations you bring, how leveraging them can enhance the company’s position and how you can contribute to any current and future challenges, for which the potential employer has yet to find a solution.

By researching and incorporating the above areas into your job application letter, you demonstrate a genuine interest in the organization and showcase clear understanding, innovative thought and how your expertise can improve the company’s performance.

Know Your Strengths and Skills

When writing a job application letter, it’s crucial to understand your unique selling proposition, relevant experience, and transferrable skills. This information will help you stand out from the other applicants and potentially land the job of your dreams.

A. Identifying Your Unique Selling Proposition

Your unique selling proposition (USP) is what sets you apart from the other candidates. It could be a specific skill, experience or personality trait that aligns with the company’s values and job requirements. Start by analyzing the job description and researching the company culture to identify what makes you an ideal candidate for the role.

Once you have identified your USP, use it as the main selling point in your job application letter. Highlight your strengths and skills and explain how they align with the job requirements and the company’s values. This will show the hiring manager that you are not just another candidate, but someone who has something valuable to offer.

B. Highlighting Your Relevant Experience and Accomplishments

Your work experience and achievements are essential in demonstrating your abilities and suitability for the job. When crafting your job application letter, focus on highlighting your relevant experience and accomplishments. Use specific examples to demonstrate how you have contributed in previous roles and how those skills could be applied to the new role you are applying for.

Be sure to use metrics whenever possible as numbers are a great way to showcase your achievements. For example, if you were able to increase sales revenue by 20% in your previous role, mention it in your letter. This will give the hiring manager a clear understanding of your capabilities and how they align with the job requirements.

C. Understanding How to Leverage Transferrable Skills

Transferrable skills are those abilities that you have gained from your previous experiences that are not necessarily related to the job you are applying for. They can be valuable in demonstrating your adaptability and ability to learn quickly.

When discussing your transferrable skills in your job application letter, highlight how they could be applied to the new role you are applying for. For example, if you have strong communication skills, explain how you could use that to effectively collaborate with team members and clients.

By understanding and leveraging your unique selling proposition, relevant experience and accomplishments, and transferrable skills, you can write a job application letter that stands out from the crowd. Remember to tailor your letter to the job requirements and company culture to increase your chances of success.

Address Gaps in Your Resume or Experience

When applying for a job, it’s important to consider any gaps in your resume or experience that might be a red flag for hiring managers. Addressing these gaps upfront can demonstrate your accountability and willingness to take ownership of your shortcomings.

A. Taking ownership of failings

If you have gaps in your work history or experience, don’t try to hide or make excuses for them. Instead, take ownership of any failings and show that you’re actively working to improve yourself. This could involve taking courses, pursuing certifications, or volunteering in relevant areas to gain hands-on experience.

B. Finding a workaround for unfilled requirements

Sometimes a job posting requires specific qualifications or experience that you don’t have. In these cases, it’s important to find a workaround that demonstrates your ability to still meet the employer’s needs. This could involve highlighting related experience or transferable skills that could compensate for the missing requirement. Alternatively, it might involve offering to take on additional training or work with a mentor to acquire the missing knowledge.

C. Highlighting transferable skills to counter an irrelevant job background

When applying for a job in a new industry or field, it’s common to have a background that might not seem directly relevant. However, this doesn’t necessarily mean you’re unqualified for the role. By highlighting transferable skills, such as leadership, problem-solving, or communication, you can demonstrate your ability to adapt to new situations and learn quickly.

Addressing gaps in your resume or experience is an important aspect of writing a winning job application letter. By taking ownership of your failings, finding workarounds for unfilled requirements, and highlighting transferable skills, you can position yourself as a strong candidate and increase your chances of landing the job you want.

Crafting an Attention-grabbing Opening Paragraph

In the competitive job market, first impressions matter. The opening paragraph of your job application letter is your opportunity to make a positive and lasting impression on potential employers. In this section, we’ll explore the importance of crafting an attention-grabbing opening paragraph and provide tips and examples on how to do so.

A. Importance of First Impressions

Studies show that it takes less than 30 seconds for a recruiter or hiring manager to form an initial impression of a job candidate. This means that your opening paragraph is a critical component of your job application letter. Your goal is to capture the employer’s interest and convince them to continue reading.

B. Creative and Engaging Opening Lines

One effective way to capture the employer’s attention is by starting your letter with a creative and engaging opening line. This can be a quote, a personal story, a relevant statistic, or a bold statement. The key is to be authentic and genuine while still standing out from other applicants.

C. Strategies for Catching the Employer’s Attention

Beyond the opening line, there are several strategies you can use to further capture the employer’s attention. These include highlighting relevant skills and experience, demonstrating enthusiasm for the position and company, and connecting your qualifications to the job requirements.

By following these tips and examples, you can craft an attention-grabbing opening paragraph that sets you apart from the competition and piques the employer’s interest.

Highlighting Your Accomplishments

When it comes to writing a winning job application letter, highlighting your accomplishments is crucial. This allows potential employers to see the proven results that you can bring to their organization. Here are a few tips on how to effectively highlight your accomplishments:

A. Demonstrating Achievements in Previous Roles

One of the most effective ways to demonstrate your achievements is by highlighting your accomplishments in your previous roles. This shows that you have a track record of success and can bring that success to your next job. When highlighting your achievements, make sure to focus on results, not just responsibilities. Instead of stating that you managed a team, highlight the specific results that you achieved as a team leader.

For example, instead of saying, “Managed a team of 10 employees,” you could say, “Led a team of 10 employees to achieve a 25% increase in sales within the first quarter.” This shows the impact you had in your previous role and gives potential employers an idea of what you can achieve in their organization.

B. Using Data to Support Accomplishments

Using data to support your accomplishments is a powerful way to illustrate the impact you had in your previous roles. This could include data such as sales figures, customer satisfaction ratings, or employee retention rates. When using data, make sure to include specific numbers and percentages.

For example, instead of saying, “Improved customer satisfaction,” you could say, “Increased customer satisfaction ratings by 15% through implementing a new customer service training program.” This demonstrates the impact you had on the organization and the value you can bring to a potential employer.

C. Highlighting Relevant Certifications and Awards

Another way to highlight your accomplishments is by showcasing any relevant certifications or awards you have received. This shows that you have taken the time to invest in your professional development and have been recognized for your achievements.

When highlighting certifications and awards, make sure to explain why they are relevant to the job you are applying for. For example, if you are applying for a marketing position, highlighting your Google Analytics certification would be relevant as it demonstrates your analytics skills.

Highlighting your accomplishments is a crucial part of writing a winning job application letter. By demonstrating your achievements in previous roles, using data to support your accomplishments, and highlighting relevant certifications and awards, you can show potential employers the value you can bring to their organization.

Showcasing Your Writing Skills

When it comes to writing a winning job application letter, showcasing your exceptional writing skills is crucial to increase your chances of getting hired. Employers often look for applicants who have a way with words, can express themselves clearly, and can craft compelling content that leaves a lasting impression. Here are several ways to showcase your writing skills:

A. Highlighting experience in writing

One of the most effective ways to showcase your writing skills is to highlight your experience as a writer. This can include previous work experience in writing-related fields such as journalism, marketing, or content creation. If you have a writing degree, mention it. You can also share published articles or blog posts that you have written to demonstrate your skills in action. Highlighting relevant experience shows that you have the skills needed to excel in the role you are applying for.

B. Incorporating keywords

Incorporating keywords relevant to the job posting can also help showcase your writing skills. Employers often use applicant tracking systems (ATS) to scan resumes and cover letters for specific keywords related to the position. By including these keywords, you can increase your chances of getting past the initial screening process and showcase your understanding of industry-specific language.

C. Proper grammar, spelling, and tone

Finally, it’s essential to ensure that your writing exhibits proper grammar, spelling, and tone. Errors in these areas can undercut the impact of your application letter and send the wrong message to your potential employer. Take the time to proofread your cover letter and resume carefully, and have someone else review them too. Double-check for proper punctuation, spelling errors, and that your tone fits the professional context.

Showcasing your writing skills is critical when applying for jobs, particularly those that require excellent communication skills. Highlighting relevant experience, incorporating keywords, and ensuring proper grammar, spelling, and tone are strategies that can help set you apart from other applicants and make a lasting impression on potential employers.

Using Power Words and Phrases

When writing a job application letter, it is essential to use powerful words and phrases that can help you stand out from the crowd. Here are some tips to help you select the right words:

A. Selecting Strong Action Words

Action words can help demonstrate your skills and experience effectively. Use verbs that showcase your achievements and contributions to your previous roles. For instance, rather than saying you “assisted” your team, use words such as “led,” “managed,” or “initiated” to emphasize your role in driving projects and initiatives forward.

B. Avoiding Common Clichés and Buzzwords

Although buzzwords and clichés may seem tempting, they could potentially undermine the impact of your letter. Instead of using cookie-cutter phrases like “I am a team player,” try to use specific examples to illustrate your ability to work collaboratively. Also, avoid jargon that may not be familiar to the reader and opt for straightforward language that can be easily understood.

C. Crafting Impactful and Persuasive Sentences

To make your letter more impactful and persuasive, use language that emphasizes your strengths and accomplishments. Start sentences with action words and focus on the results you have achieved. Also, be specific and illustrate your points with concrete examples that demonstrate your value to the prospective employer.

When writing your job application letter, make sure to choose powerful words that demonstrate your expertise and experience effectively. Avoid using clichés and buzzwords and instead focus on crafting persuasive and impactful sentences that showcase your strengths and contributions. By following these principles, you can create a compelling letter that increases your chances of landing the job you want.

Formatting and Presentation of Your Job Application Letter

When it comes to writing a winning job application letter, the presentation and formatting of the letter are just as important as the content. Here are some tips to ensure your letter looks professional and polished:

A. Ensure consistency in formatting

Make sure your letter has a consistent format throughout. This means using the same font and font size for the entire letter. Also, ensure that the margins and spacing are consistent from beginning to end.

B. Proper use of fonts, margins, and spacing

Use a standard font like Times New Roman or Arial, in a legible size (such as 11pt or 12pt). Be sure to use proper spacing between paragraphs and section headers. It’s important to have enough white space to make the letter easy to read, but not so much that it takes up unnecessary space.

C. Guidelines on length of the letter

Longer letters can seem rambling and may deter the hiring manager from reading the whole thing. Focus on the most important points and make them clear and succinct. Remember, your goal is to make a strong case for yourself as a candidate, not overwhelm the reader with information.

By following these tips, you can ensure that your job application letter looks professional, polished, and focused on what matters most – your qualifications for the job.

Sample Job Application Letter

Writing a winning job application letter is important if you’re looking to impress the hiring manager and land your dream job. In this section of the article, we’ll walk through a sample job application letter, analyze its strong points, and provide strategies to improve it.

A. Walk Through a Sample Job Application Letter

Dear Hiring Manager,

I am writing to express my interest in the position of Marketing Manager at ABC Company, as advertised on [job board]. With over [number] years of experience in the marketing industry, I believe I have the skills and knowledge to succeed in this role and make a significant contribution to your team.

During my time at XYZ Company, I was responsible for developing and executing successful marketing campaigns that exceeded client expectations and resulted in increased ROI. My experience in digital marketing, social media management, and content creation have prepared me well for this role. I am highly adaptable, and I have a proven track record of implementing innovative strategies to achieve business objectives.

In addition, I am a strong communicator and collaborator, and I work well in cross-functional teams. I am confident that my skills and experience make me a strong candidate for the role of Marketing Manager at ABC Company.

Thank you for considering my application. I look forward to the opportunity to discuss my qualifications further.

Sincerely, [Your Name]

B. Analyzing the Strong Points in the Letter

The sample job application letter has several strong points:

• The candidate clearly expresses their interest in the position and summarizes their skills and experience in the marketing industry.
• The letter highlights the candidate’s successful track record in executing marketing campaigns and achieving business objectives.
• The candidate demonstrates their adaptability and ability to implement innovative strategies.
• The letter emphasizes the candidate’s communication and collaboration skills.

C. Strategies to Improve the Letter

To improve the sample job application letter, consider the following strategies:

• Start with a strong opening sentence that grabs the hiring manager’s attention, such as a personal anecdote or a statement about the company’s mission.
• Use specific examples of your achievements and accomplishments to demonstrate your value to the company.
• Customize your letter to the specific job and company by conducting research and referencing relevant company initiatives or values.
• Show enthusiasm and a willingness to learn by expressing interest in the company’s future projects or goals.

By implementing these strategies, you can enhance your job application letter and increase your chances of landing an interview with your dream company.

Writing a winning job application letter requires attention to detail, strong communication skills, and a clear understanding of the hiring company’s needs and values. By following these tips and analyzing examples such as the one above, you can take your job application letter to the next level and stand out from the competition.

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More from ResumeHead

• Mar 26, 2024
• 11 min read

How to Write a Job Application Letter (Tips and Examples)

Your guide to getting your foot in the door.

Joanna Zambas

Content Manager and Career Expert

Reviewed by Chris Leitch

Do you have your heart set on a specific company but have never seen them post a single vacancy? And are you on the verge of giving up completely, and convinced you’re going to be jobless and broke for the rest of your life?

Well, don’t crumple your  perfectly written résumé  in a ball of paper just yet — there’s still hope for you!

All you need to do is write an awesome job application letter.

Application letters are a great way to get your foot in the door of a company that hasn’t advertised a position or when you’re applying for an academic program or an  internship .

So, what are you waiting for?

Read on to find out how to write a great job application letter (and land that  dream job  of yours in the process)!

What is a job application letter/email?

Whereas cover letters are used when applying for a specific vacancy, and include details which are complementary to what’s on the applicant’s résumé, application letters are submitted when there is no job opening, and they tend to be more detailed.

Unlike cover letters, which usually span about one page, application letters can be twice as long.

How should you structure your letter?

The structure and formatting of your application letter is just as important as the words you use to sell your skills and enthusiasm for the job. The pointers below will help you deliver your message in a professional and effective way.

Sender’s address

Begin your letter with your address listed in the left-hand corner of the page. In the US, it’s acceptable to list your address in the right-hand corner. (Skip this step if you’re going to send your application via email.)

If you’re applying via email, create an email address for professional use if you haven’t already. This should include your first and last names or initials — no nicknames or years of birth! Two appropriate examples are [email protected] and [email protected] .

As with any official letter, include the date of your letter below your address.

Subject line

The  subject of your email  should make the manager want to read more and not automatically press the “Delete” button. It could be something like: “Social Media Expert with over 5 Years of Experience”.

Inside address

The company’s address should appear a few lines below your address and the date. Skip this if you’re sending an email.

As with any formal letter, you need to open with the correct formal salutation (such as “Dear Mr [surname]” or “Dear Ms [surname]”).

It’s also best to find out who the head of the department is, and address your letter directly to them to show that you’ve taken the time to really do your research. If you begin with “Dear Hiring Manager”, for example, you’re potentially destroying your chances of getting the job you’re applying for.

Opening paragraph

The opening paragraph should provide details on why you’re getting in touch.

Think about what you want to achieve with this letter before forming your answer. For example, you could say that it’s been a dream of yours to work for the company and that you feel that, given the chance, you’d love to bring new skills and ideas to the table. You can also highlight any qualifications you have here.

Middle paragraph(s)

This is where you will explain why you’re suitable for the position by listing skills you’ve developed through previous work experience . Remember that this shouldn’t be a word-for-word copy of your résumé; rather, you should use this as an opportunity to expand on notable achievements.

And make sure you tailor the content of your letter to the particular job title and company you’re applying to — you don’t want to ramble on about irrelevant details.

Final paragraph

Finally, focus on what you bring to the table and how the company can benefit from your skills and experience. If you have statistics and figures to back up your claims, even better!

For example, if you’re an experienced project manager, you could say how you want to showcase your leadership skills and help the company reach its desired turnover, and then back this up with statistics on how you did just that in previous positions.

You should close your letter with a call-to-action. For example, you could say something like: “I look forward to hearing back from you to discuss any possibilities”. And don’t forget to thank the reader for their time!

Your name and signature

If you’re sending this by snail mail, opt for a handwritten signature. If, on the other hand, you’re sending an email, simply write your name, followed by your contact information.

Most application letter templates (and formal letter templates in general) use the Times New Roman typeface at 12 points. Other recommended fonts include Arial, Georgia and Calibri.

Tips for writing your letter

When it’s time to write an application letter, bear the following points in mind to ensure that your document captures the hiring manager’s attention and successfully creates the impression that you’d make a good fit for their company.

1. Include bullet points

Bullet points can be used as an effective formatting tool when writing your application letter. They can demonstrate points clearly and concisely, as well as help with the overall layout, allowing for bite-sized, readable chunks of information.

2. Make sure the language you use is easy to read

You might be a literary wizard , but those long words won’t impress the hiring manager if they make your letter difficult to read.

3. Use positive language

Positivity is the way forward when it comes to selling your skills to a potential employer. Therefore, you should use positive words when explaining your previous work experience.

These words include “assisted”, “conducted”, “executed”, “proposed” and “recommended”, which (when used right) can demonstrate your contribution and dedication to your role and organization.

4. Be creative

Depending on the industry that you’re interested in, you can be a bit creative with your approach . This means that you don’t have to follow the conventional structure of a cover letter, and can instead adopt a more story-like approach.

Should you add any attachments?

Since application letters are not submitted in response to particular job ads, but rather serve as an inquiry into any unadvertised openings which may be available, they tend to be standalone documents. That is to say they are not typically accompanied by other files.

Whereas cover letters are concise, tailored to the job posting and accompanied by résumés, your letter of application will be a more extensive account of your skills and experiences.

That being said, if you’re applying for a creative position such as that of a video editor or blog writer, it makes sense to include a few samples of your work that best represent your talent and ability.

Job application letter samples

The following application letter samples can give you an idea as to what to include in your letter, as well as how to structure it effectively.

1. Job application email sample

Dear Mr Cannon,

I have long been following your company’s growth and progress, being extremely passionate about clean, renewable energy. I remember coming across XYZ Renewables back in the early 2000s, when it was still in its early startup stages, and I admire how your leadership has grown the company since.

Having gained extensive experience as a solar consultant over the last decade, I have kept an eye out for any job opportunities with XYZ Renewables. This is why I am writing to you today: to express a keen interest in working with you in the future, should any solar consultation vacancies become available at your company.

In my current role at ABC Energies, I train new hires in advising and liaising with clients, as well as in designing and installing solar systems that cater to the needs and budget of our clients. I carry out the same duties myself, and have been commended for my customer service skills and technical know-how in solar systems installations. Over the last year, I have overseen and facilitated transactions totaling upwards of $1 million.

I appreciate you taking the time to read through my application. I hope that my skills and work experience can contribute to a fruitful collaboration down the line.

Yours sincerely,

Mark Rowling

2. Internship application email sample

Dear Ms Kipling,

Ever since I was a sophomore in high school, I’ve dreamed about pursuing an undergraduate degree in interior design and going on to work for an award-winning architectural firm. During my studies at AB College, where I graduated from just over a month ago, I became exposed to the works of various such firms, including your own.

XY Designs stood out to me for the simplicity of its designs (I am also a fan of Scandinavian interiors!) as well as its clever use of natural lighting and earthy colors and textures. In particular, I was impressed with the renovation of the Workwell coworking space you undertook and completed in 2022.

I believe that working alongside the designers on your team and under your mentorship would be an invaluable experience, which is why I am reaching out to enquire about any potential internship opportunities you may have this coming summer. During my studies, I have become proficient in using SketchUp and 3Ds Max, and completed my final project on Scandinavian interiors and architecture specifically. I am attaching a link to my final project portfolio below.

Thank you for your time, and I hope to hear back from you soon.

Respectfully,

3. Academic application letter sample

Gregory Allen Department of English AB University Syracuse, NY

Tuesday, March 26, 2024

Dear Mr Allen,

During my undergraduate studies in animation, I discovered — quite unexpectedly — a passion for writing, and specifically writing for film and television. Although up until that point I had believed myself to be a VFX artist in the making, the discovery caused me to reconsider. Today, I am writing to express my interest in the Creative Writing MA program at AB University.

During my final year at Arts College, I produced a screenplay for a short film, and found that setting up the scene and creating a whole new world in words was far more fascinating to me than trying to recreate it by moving around and rendering pixels on a screen. I received the highest mark out of everyone on my course for that piece of writing; and that was followed by my screenwriting professor’s recommendation: the way he spoke about AB University’s history and faculty removed any sort of doubt from my mind. It all became clear: this was to be my new path.

I have attached some writing samples, as per the application guidelines: my final-year screenplay as well as two pieces of prose I wrote in my free time. I hope that you may consider my application for a spot on the Creative Writing course.

I look forward to hearing back from you. Thank you for your time!

Best wishes,

Things to remember

From writing the first draft of your application letter to editing it and adding the final touches, remember to do the following:

1. Do your research

Research is one of the most important steps when it comes to  job searching ; you need to make sure that you know all there is about the organization you’re targeting and you should have a clear understanding of what their company culture is like.

2. Don’t forget to proofread

This goes without saying, but never send your application letter off without proofreading it. With so many readily available editing tools online, there’s no excuse for a careless typo or wordy sentences. Grammarly and Hemmingway are two of the most popular programs to help you perfect your writing.

3. Use their style of writing

You can usually guess a company’s style of writing from their website and publications. So, it’s important to try and keep your letter in line with this so they can see that you’re a real match for the position and that they’d be silly to not invite you for an interview.

Final thoughts

Whether you go to write a cover letter or an application letter, or even to put together a portfolio for a prospective employer to see, the same thing applies: everything you include must be related to the position you’re hoping to land.

So, before you’ve started writing, take time to consider which of your skills, qualities and achievements best portray you as a strong candidate , and how you can best convey your interest in (and suitability for) the company as a whole.

Have you ever written an application letter before? Do you have any other tips to share with fellow jobseekers? Leave us a comment in the comments section below!

Originally published on August 21, 2018. Updated by Electra Michaelidou.

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Job Application Letter Format and Writing Tips

• Tips for Writing an Application Letter

Job Application Letter Format

Job application letter template, job application letter example.

• Job Application Email Example

A job application letter (also known as a cover letter) is a letter you send with your resume to provide information on your skills and experience. This letter is your chance to “sell” yourself to an employer, explaining why you are an ideal candidate for a position.

When you write your job application letter, it’s essential to pay close attention to formatting . There’s a right way to format a cover letter; deviate from the standard guidelines and hiring managers may drop you from consideration.

In fact, anything that makes your job application letter appear less than professional can prevent hiring managers from taking you seriously as a candidate. Make sure your cover letter is formatted properly and is free from errors before you send. 

Tips for Writing a Job Application Letter

Do not copy your resume. A cover letter is a sales pitch. The purpose of this letter is to convince the hiring manager that you’re a strong candidate and to highlight your relevant experience and abilities. Your application letter should show how exactly your background makes you a good fit for a particular position. In contrast, your resume is a general record of your experience, education, and accomplishments.

Tailor each application letter to the job. As mentioned above, emphasize in your letter why you are an ideal candidate for the specific job. This requires that you personalize each letter to fit the company and position. Match your qualifications to the job posting by highlighting the skills, experience, and requirements listed in the description.

Be professional. Application letters have a fairly rigid format—as hiring managers read your letter, they will expect to see certain information included in set areas. You have freedom within the structure to be personable, but it is important to stick to a certain level of formality. Pay particular attention to the professionalism of your salutation . You wouldn't, for instance, want to refer to the letter's recipient by their first name unless specifically requested.

Carefully proofread. Employers are likely to overlook an application with a lot of errors. Therefore, read through your cover letter, and even consider asking a friend or career counselor to read the letter. Proofread for grammar and spelling errors. Be particularly mindful to spell the letter recipient's name correctly, as well as the company name.

Follow business letter format. Use business letter format when writing your letter. If you’re sending a typed hard-copy letter, be sure to lead with a paragraph containing your address, followed by the date, followed by the address of the recipient. If you’re sending an email, you can omit the address and date sections.  

Decide whether to send a hard copy or email. The main difference in formatting an email application letter is that you need to include a subject line that clearly lays out your purpose for writing, e.g. “Graphic Designer—Joe Smith.” And, instead of placing your contact information at the top of the letter, as you would in a hard copy, you'll include it below your signature.

Since your application letter will be accompanied by your resume, make sure the letter does not duplicate your resume exactly.

Use this formatting information as a guideline when writing your customized application letters , so you know what information goes where.  

Contact Information Name Address City, State Zip Code Phone Number Email Address

Employer Contact Information (if you have it) Name Title Company Address City, State Zip Code

Salutation Dear Mr./Ms. Last Name, (leave out if you don't have a contact)

Body of Application Letter The body of your application letter lets the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow up. See below for a paragraph-by-paragraph breakdown of the body of the letter.

First Paragraph The  first paragraph  of your letter should include information on why you are writing. Mention the job you are applying for and where you found the job listing. Include the name of a mutual contact, if you have one. You might conclude by briefly and concisely saying why you think you are an ideal candidate for the job.

Middle Paragraph(s) The next section of your application letter should describe what you have to offer the employer.

It can be a single paragraph, or you can break it up into a couple of paragraphs. If the section gets lengthy, you may use bullet points to break up the text. Remember, you are interpreting your resume, not repeating it.

Mention specifically how  your qualifications match the job  you are applying for. In this portion of the letter, make your case for your candidacy.

It can be helpful to spend some time researching the company —this knowledge and insight helps you make an informed and persuasive argument for your candidacy.

Use specific examples whenever possible. For example, if you say that you have lots of experience working successfully on team projects, provide an example of a time you worked in a group and achieved success.

Final Paragraph Conclude your application letter by thanking the employer for considering you for the position. Include information on how you will follow up.

Complimentary Close (examples)

Signature (for a hard copy letter)

Typed Signature

Download the job application letter template (compatible with Google Docs and Word Online) or see below for more examples.

Melissa Brown 11 South Street Harbor View, Maine 04005 555-555-5555 melissa.brown@email.com

July 14, 2021

Jason Rivera Human Resources Director Avery Solutions, Inc. 700 Commerce Way Harbor View, Maine 04005

Dear Mr. Rivera,

I was excited when my former colleague, Stephanie Taylor, told me that you were hiring for a Human Resources Specialist at Avery Solutions.

Stephanie has told me how important teamwork is to your group at Avery, and how much you need an HR Specialist who can fit in with the department and hit the ground running on day one. I believe that I am the ideal candidate for your team.

In my current job at Smith Group, I created and run our onboarding program, including organizing background checks and new hire orientation. I also have extensive experience in:

• Data reporting/data entry on HRIS software
• Recruiting and hiring processes, including creating job descriptions and postings, screening resumes, and scheduling interviews
• Producing company events, such as the annual company-wide picnic (100+ employees from across the country)

I’d love to speak with you about my qualifications and what I can do for your team. I’ve attached my resume for your consideration. Please don’t hesitate to contact me on my cell at 555-555-5555 with questions or to arrange an interview.

Best regards,

Signature (hard copy letter)

Melissa Brown

Job Application Email Example 

Subject Line: George Woo – Editorial Assistant

Dear Ms. Cortez,

I was excited when Ada Wilson told me that you were looking for an editorial assistant with a background in rights and research and a passion for digital media. She suggested that I throw my hat in the ring, and I’d love the opportunity to tell you more about what I can offer your team.

I’ve interned for Ada’s team for the past three summers, developing extensive experience with the rights and research process. Last year, I was instrumental in securing the rights to include Sara Frey’s poems in our digital anthology – a first for an online publisher, according to Ms. Frey’s estate.

I also have:

• Expertise with most popular content management systems, including WordPress
• Analytics knowledge, including expert-level facility with Google Analytics
• A strong work ethic and commitment to meeting deadlines

I hope you’ll reach out at your convenience to tell me more about your team’s goals and needs for the coming year. You can reach me on my cell at 555-123-4567 or via email at George.Woo@email.com.

How to Get Your Application Noticed

Don’t copy your resume: Your job application letter is a sales pitch. Don’t regurgitate your resume; instead, use this document to sell the hiring manager on your skills.

Tailor your application letter to the job: Match your skills and qualifications to the job description, highlighting those that make you an ideal candidate.

Be professional: Use business letter format and be sure to proofread your letter before you send.

CareerOneStop. " How Do I Write a Cover Letter ?" Accessed July 14, 2021.

CareerOneStop. " Write Effective Cover Letters ." Accessed July 14, 2021.

Purdue University. " Writing the Basic Business Letter ." Accessed July 14, 2021.

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What are the parts of an application letter.

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

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

The Greeting

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

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

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

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

The Opening

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

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

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

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

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

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

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

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

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

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

Highlight Your Knowledge of the Company

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

The Closing

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

Special Circumstances

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

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

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

Don’t Forget the Basics

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

Related Articles

How to write a cover letter for a job →.

How to Write Application Letters →

How to write employment prospecting letters →.

How to Write Job Application Letters →

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

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

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

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

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How to Write an Application Letter

Last Updated: May 6, 2024 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 174,052 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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Free Australian Resume Template

What is an application letter?

Also known as a cover letter, an application letter is a summary of your strongest and most relevant skills and abilities that will be expanded in your resume or selection criteria. It introduces you to potential employers and highlights your suitability for the position you are applying for.

All written applications should include an application letter. In many cases, your application letter is just as important as your resume. It is unlikely that your resume will be read if your application letter doesn't make a good first impression.

The Dos and Don'ts

What to include

At the top ↑ :

At the bottom ↓ :

An application letter can be structured into 3 parts:

Introduction

The beginning of your application letter should include:

The body of the application letter is where you 'sell yourself. It should address the key requirements stated in the job ad, describing how you have the required qualifications, knowledge, skills and experience.

Identify keywords, phrases and skills mentioned in the ad and focus on emphasising your strengths in these areas. It isn't necessary to include everything mentioned in the job ad. Instead, focus on three to five of the most important elements.

Points to remember:

• Keep to one theme per paragraph and support your claims with examples.
• Write persuasively
• Explain why you are interested in the position or working for the company / organisation
• State the value you will bring to the position
• Identify how your achievements and skills qualify you for the role

At the end of the letter:

Sample Cover Letter

Mailing address

Telephone number(s)

Email address

Today's date

Your addressee's name

Professional title

Organisation name

Dear Mr/Ms [last name],

RE: Application for [job role], reference number [number]

Start your application letter with a statement that establishes a connection with your reader. Briefly say what job you are applying for and where you saw the job advertisement.

The mid-section of your application letter should include short paragraphs that make relevant points about how your qualifications and skills make you a good fit for the position. You should not summarise your resume. You may include bullet points here. Choose some qualifications, skills and experience that really target the position you are applying for. Do not go overboard and save information for the interview.

Your concluding paragraph should instigate the reader to contact you for an interview. Refer to any attachments added to your application. Show appreciation for consideration and say thank you.

Yours sincerely, 

(Include your contact details here if you do not add them at the top of the letter)

Further Support

Below are some useful links providing further support with:

They also include example cover letters. Please note, it is important to use examples as a guide only. DO NOT copy the examples and use them as your own.

• What is a Cover Letter? Useful advice and tips from seek.com.
• Cover Letters - The Good and The Bad A few simple tips from seek.com to help you get your cover letter noticed.
• Cover Letters - Monash University More advice about format and content of a cover letter, as well as industry specific examples.

Additional Resource

Featured Resources

• << Previous: Resume
• Next: Selection Criteria >>
• Last Updated: Jun 16, 2022 9:36 PM
• URL: https://top-au.libguides.com/career-support

Copyright © 2019 Australian National Institute of Management and Commerce (IMC) Registered Higher Education Provider TEQSA PRV12059 | CRICOS 02491D Top Education Group Ltd ACN 098 139 176 trading as Australian National Institute of Management and Commerce (IMC) All content is subject to change.

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Writing the Application Letter

Traditionally, the application letter or cover letter is a formal letter that accompanies your résumé when you apply for a position. Its purpose is to support your résumé, providing more specific details, and to explain in writing why you are a strong candidate for the specific position to which you are applying. It should not simply reiterate your résumé; it’s an opportunity for you to make a case for your candidacy in complete sentences and phrases, which gives the reader a better sense of your “voice.”

As always, it’s helpful to start by first thinking about the audience and purpose for the application letter. What information does your reader need to glean from your letter? At what point in the hiring process will they be reading it?

As you draft the letter, consider what you would want to say if you were sitting across the desk from your reader. It should be written in a formal, professional tone, but you still want it to flow like natural speech—this will make it easier for your reader to absorb the information quickly.

What to Include in the Application Letter

It can be helpful to think about writing the application letter in sections or “blocks.” This provides a basic structure for the letter; once you have an understanding of this foundation, you can customize, update, and personalize the letter for different applications and employers.

Introductory Paragraph

Open the letter with a concise, functional, and personable introduction to you as a job candidate. This is your chance to establish the essential basics of your qualifications and to set the themes and tone for the rest of the letter.

• Name the position you’re interested in (by exact name and number, if available), and where you heard about it
• Clearly state that you are applying for the position—remember that you are requesting (not demanding) that they consider you as a candidate for the position
• Identify your major, year or graduation date, and school (this should be a brief preview of your educational status/area—you will go into more detail in the Education paragraph)
• Create a theme (essentially a thesis statement) for the letter, based on the job requirements and your knowledge of the employer (this may not be possible until you write the other paragraphs, so save it for last) → NOTE: Once you have established the thesis (the key reasons for your qualifications), keep in mind that the remaining paragraphs must specifically “prove” or “show” that you possess these qualifications

Optionally, you might also take the opportunity at the beginning of the letter to express your interest in working for this particular company and/or your passion for and interest in the field—I am particularly interested in this position because… This sets a nice tone and shows that you are engaged and enthusiastic. It is also an opportunity to demonstrate your knowledge about the employer and what they do (developed through your research).

Education & Academics Paragraph(s)

Since you will have already stated your basic educational status (major/year/school) in the introductory paragraph, the purpose of this paragraph is to paint a more detailed picture of you as a student, making progress in your academic program and gaining valuable experiences along the way. Your opportunity in this paragraph is to describe your academic progress in more specific detail, explaining the activities and knowledge you are developing that most matter for this position and employer. Carefully consider what the employer will value most about your educational experiences.

• Emphasize specific skills and knowledge that you are developing
• Describe significant coursework or projects—don’t be afraid to focus in on a particularly compelling example or experience

If you have a lot of project experience or several key experiences that you want to highlight, this information may be written in multiple paragraphs.

This content should NOT be a laundry list of course titles. Instead, describe how your academics have shaped your understanding of the field you are entering and significant skills you are developing, but always tie it back to what the employer is looking for—stay focused on the information your audience needs and what they will care about.

Employment Paragraph (if applicable)

It is important for employers to feel that they are hiring responsible, reliable people who know how to hold down a job. If you do have work experience in this field such as a previous internship, this is a perfect time to discuss that.  If you have previous work experience, even if it’s not related to your field, this is your opportunity to describe the value of that experience—the value for you, but, more importantly, to your reader.

• Describe your previous work experience (show, don’t tell that you’re a good employee)
• Be specific about the company, the time frame, your responsibilities, actions and the outcomes/results
• Focus on relevant and transferable skills developed on the job

Activities Paragraph (if applicable)

Activities and involvement in things outside of your coursework and work experiences such as student organizations, clubs, and volunteer work are a great way to show that you are a well-rounded, motivated person with good time management skills. Personal, human connections are an important part of the job application process, and describing some of these activities and interests can help your reader start to feel a more personal connection.

• Demonstrate personality, values, and transferable skills through sports, volunteer, travel or other professional experiences
• Describe your specific actions and involvement honestly, while still trying to connect to transferable skills and the keywords in the job posting

If the employer has a strong program for charitable giving and involvement in an area that you share an interest, that would be another opportunity to build a connection with them and show that you could embrace the company culture and values.

Concluding Paragraph

As you conclude the letter,  tie everything together, acknowledge the next steps, and end on a positive note.

• Reference your resume (“You will find additional information on my résumé”)
• Request (don’t demand) an interview (“I would appreciate the opportunity to meet with to learn more about the position and discuss my application”)
• Provide contact information in the paragraph (phone number and email address)—don’t put this below your name
• Reiterate interest in the position, the employer—another opportunity to demonstrate your knowledge about the company

A Note About Topic Sentences

As you reinforce the main idea or purpose of the letter (that you have the necessary skills, qualifications, and temperament for the job), make sure you prioritize what your reader needs to know about you and that all of the experiences you describe are meaningful to them. One good way to do that is to focus on how you construct the topic sentences. The first sentence in each paragraph should clearly explain the purpose of the information contained in that paragraph.

Begin each paragraph with a statement that connects your experience to the employer’s requirements and desired qualifications.

Topic Sentence = My experience + Why it matters

Consider how the following examples were revised to focus more on the value of the experience to the employer rather than simply stating the information about the experience.

• Original: During the past three summers, I worked at Ray’s diner in my hometown.
• Revised: Working at Ray’s diner in my hometown for the past three summers has taught me a lot about responsibility and reliability.
• Original: During my freshman year, I was part of an Alternative Energy Vehicle project group.
• Revised: I gained first-hand experience with collaborative problem solving and project management while working on an Alternative Energy Vehicle project during my freshman year.

The revised versions explicitly connect the experience (working at the diner, being on a project team) with the value and lessons learned, making it easier for your reader to understand, even while reading quickly, how this supports your qualifications.

Letter Formatting Considerations

Your application letter should use formal letter formatting. You will find detailed information about the required elements of a letter document here and more information about writing cover letters here (both are from Purdue’s Online Writing Lab).

In today’s job market, where many applications are online, the letter might be delivered in a variety of different formats. For example, it might be a PDF file uploaded to an online application system or if might be simply sent in the body of an email. In any case, consider the following as you decide how to format the letter:

• If you are delivering it as a stand-alone file or an attachment, use a formal letter format and save it as a PDF (unless otherwise instructed).
• If you are sending the application letter content directly in the body of an email, you do NOT typically need to include the sender’s (your) address, the date, or the recipient/inside address. You would begin the email with the greeting.

Adapted from “Preparing Job Application Materials” in A Guide to Technical Communications: Strategies & Applications” by Lynn Hall & Leah Wahlin is licensed under CC BY-NC 4.0

Writing as Critical Inquiry Copyright © by Keri Sanburn Behre, Ph.D. and Kate Comer, Ph.D. is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License , except where otherwise noted.

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How To Write A Cover Letter For A Job In 2023 (With Examples)

• How To Write A Cover Letter
• When Is A Cover Letter Necessary
• Free Cover Letter Templates
• Cover Letter Mistakes To Avoid
• Cover Letter Tips
• How To Sell Yourself In A Cover Letter

Find a Job You Really Want In

Cover letters aren’t required with every application, but the majority of managers pay more attention to a candidate who includes a cover letter. This is especially so if you make an effort to tailor your letter to the specific position. It’s important not to just change the names and job positions, but also to show how your professional experience fits with the job.

A good cover letter greatly increases your chance of getting an interview. If you’re looking to write a cover letter, rework a letter that you have, or just want to know what’s involved in the job application process, then keep reading.

Key Takeaways:

A cover letter should be a maximum of one page long, with three to five paragraphs.

Before writing your cover letter, it’s important to reread the job description and include keywords from it.

Do research to figure out who you are addressing, and make sure to keep your greeting gender neutral if you don’t know.

Tailoring your resume to each job can help you stand out from other candidates.

What is a cover letter?

Why cover letters are important, how to write a cover letter, cover letter examples, cover letter template, do’s and don’ts in a cover letter, cover letter faq, expert opinion.

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A cover letter is a one-page document that describes your professional background, fitness for the role, and interest in the company. Cover letters are a way of introducing yourself to hiring managers in a more engaging way than resumes can.

While your resume spells out the “who, what, where, when” of your relevant experience, a cover letter fills in the “why” and “how.” A good cover letter not only expands on your resume’s accomplishments but also highlights the soft skills that make you an excellent person to work alongside.

While there are no official formatting guidelines for cover letters, hiring managers and recruiters do have certain expectations regarding structure, length, and content.

Writing a good cover letter is important because it is your chance to stand out from other potential candidates. Showing your personality while also matching the tone of the company will help recruiters to visualize how you could fit into the role.

Simply submitting a cover letter isn’t enough though. Each cover letter you write should be specifically tailored to the job you’re applying for (just like resumes). It’s essential that you show the reader that you’ve done your homework and understand exactly what function you’d be serving if hired. You do that by providing examples of past work experiences that directly relate to the responsibilities of the new job.

Cover letters are inherently unique based on who’s writing them and for what position. However, as a cover letter is a business letter, it has an expected format that it should follow. This is important because you want the hiring manager to be able to look over your cover letter quickly and understand your qualifications and interest in the position.

Here’s the standard way that a cover letter should be formatted and what to include:

The header. The header of your letter is where you should input all of the contact information for yourself and the hiring manager . Do you best to address it directly to the person who’ll be reading the letter — typically either the hiring manager or HR manager.

Traditionally, you should include both your name and address and the employer’s name and address. However, as the majority of applications are online, the employer’s address is often omitted. But a traditional cover letter’s heading would look like this:

Page Roman 444 Frog Rd. Marigold, TX, 10987 August 27th, 2021 Chris Morgan Marketing Manager New Media Company 833 Rune Rd. Marigold, TX, 10987

If you’re emailing your cover letter, you can simply include your name, telephone number, email address, and fewer address details (just your city and state will suffice). You can also include a zip code if you live in a big city with multiple zip codes.

Jessica Dancer jessica. dancer @email.email | (555)-444-3333 | Colombus, OH 43110

Be sure to use a professional-sounding email address that’s not associated with your current or past employer. It’s disrespectful to both your current employer and the company you’re applying to, and will likely hurt your chances of being invited for an interview.

The greeting or salutation. Traditionally, the best salutation would be to use Dear Mr./Ms. [Last Name]. Make sure that you know the person’s gender when doing this, however, as you don’t want to misgender the hiring manager. Using “Dear [First Name] [Last Name]” is becoming more popular for this reason, patriotically among younger workers.

Dear Mr. Morgan, Dear Mrs. Smith Dear Ms. Conner

Avoid using generic greetings such as “To whom it may concern” as it’ll look like you didn’t bother to personalize the letter (even if you did.) That particular phrase has become somewhat controversial as well, so if you need to put a generic address — if you can’t find the hiring manager’s name, for instance — use something else, such as:

Dear Hiring Manager Dear [Department] Manager Dear [Title of the Person You’d Report to if Hired] Dear [Department] Hiring Team

Opening paragraph. The opening of your professional cover letter should instantly grab the attention of your reader . Try to lead off with one of your most relevant and impressive accomplishments.

Open strong . Open with a statement other than your name or stating your interest in the position. Lead with an interesting experience or achievement that directly relates to the new position.

Convey your personal value. There are always other qualified applicants with similar skills, so it is key to express why you personally would bring value to the organization. Give specific details as to the value you brought in a previous position, and how that could transfer to the new role.

Show your enthusiasm. Recruiters want to hire candidates who are excited about the position. Express enthusiasm and convey why you are passionate about the role. This is another opportunity to share a quick personal anecdote related to the job.

Keep it short. All of these points in your opening paragraph shouldn’t be more than a sentence or two each. You don’t want your introduction to be too long, as you want the reader to be able to quickly go through your cover letter.

As a Content Writer with a passion for travel and literature, I was thrilled to see the Senior Content Writer position open up at BookFly. My past experience driving organic traffic by 23% YoY to the travel website, XTravel, would translate perfectly into the position’s stated goals from the job description.

First body paragraph. Here is where you should really sell yourself across several areas. Showcase how your personality traits, such as being honest or having the ability to work under pressure, make you a good fit.

Emphasize transferable skills. Explain how the skills you’ve cultivated make you the perfect fit for the role. This can include collaborative work you’ve done in the past, a leadership role you had that drove results, or interpersonal skills.

Revisit the job description. Make sure to pull relevant skills from the job description and put them in your cover letter. If the hiring manager spent the time to list those skills, they’re going to be looking for candidates that have them.

It also helps with applicant tracking systems that may sift through cover letters looking for keywords.

Don’t skimp on personality traits. These are especially important if you don’t have a lot of experience. Desirable skills such as ambition, dedication, and getting work done on time are good for both entry-level positions and if you’re making a career change.

I have a passion for content creation and a deep understanding of the content cycle, from ideation to promotion. My years in the digital publishing world have crafted my ability to drive killer CTR and resonate with an audience. Not only did CTR jump by 2.1% in the months after I was brought on board, but it had a knock-on effect on social media engagement, which rose by 8% in the same time frame. I believe good content has its roots in good data. This is why while at Media Company I created a content-marketing dashboard to highlight KPIs like those mentioned above. The dashboard allowed us to take advantage of wins more rapidly and avoid repeating losses.

Second body paragraph. Just as an employer wants to know why you’d want the role, they also want to know why you’d want to work at their company. Do your research and learn more about the core values of the company. Discuss how they align with your own.

Check the company’s website but also start to explore LinkedIn for greater insights. Employers want to make sure that you fit into the overall culture, and this is also something you should consider for yourself. However you feel you fit into the work culture, explain to the recruiter why. Paint a picture of how you’ll be better from the company, and how the company will also benefit.

I thrive in a fast-paced environment and excel at creating structures from scratch. I spearheaded our SEO efforts, developing workflows and systems to ramp up content production from zero. BookFly’s commitment to core values of “collaboration and imagination” aligns with my own preferred approach to tackling projects and dreaming of big ideas.

Closing. The closing of your letter is your final impression to the hiring manager, and therefore should clearly express your eagerness to take on the position. You don’t need to rehash all of the accomplishments and skills highlighted in previous sections. Consider this more of a statement of intent.

First, express gratitude that they took the time to consider you for the job by making it all the way through your letter. Then, quickly remind them of the benefits that you can bring to the role and company.

Finally, your closing should state a clear call-to-action (CTA) for the recruiter to take next, such as calling you to schedule an interview. Being confident and direct at the end of your cover letter helps to close the deal.

I look forward to learning more about how the Senior Content Writer operates within BookFly and the current content process. Thank you for taking the time to consider my application. Sincerely, Jessica Dancer

With thousands of cover letter templates on the internet, you want to make sure you choose the right one. Here’s a basic format of what a good cover letter will contain:

Jessica Dancer [email protected] | (555)-444-3333 | Colombus, OH 43110 Dear Mr. Morgan, As a Content Writer with a passion for travel and literature, I was thrilled to see the Senior Content Writer position open up at BookFly. My past experience driving organic traffic by 23% YoY to the travel website, XTravel, would translate perfectly into the position’s stated goals from the job description. I have a passion for content creation and a deep understanding of the content cycle, from ideation to promotion. My years in the digital publishing world have crafted my ability to drive killer CTR and resonate with an audience. Not only did CTR jump by 2.1% in the months after I was brought on board, but it had a knock-on effect on social media engagement, which rose by 8% in the same time frame. I believe good content has its roots in good data. This is why while at Media Company I created a content-marketing dashboard to highlight KPIs like those mentioned above. The dashboard allowed us to take advantage of wins more rapidly and avoid repeating losses. I thrive in a fast-paced environment and excel at creating structures from scratch. I spearheaded our SEO efforts, developing workflows and systems to ramp up content production from zero. BookFly’s commitment to core values of “collaboration and imagination” aligns with my own preferred approach to tackling projects and dreaming of big ideas. I look forward to learning more about how the Senior Content Writer operates within BookFly and the current content process. Thank you for taking the time to consider my application. Sincerely, Jessica Dancer

If you’re putting the cover letter in an email, you can omit putting the contact information at the top and instead include it below your signature. You want to make sure to include your name, phone number, and LinkedIn link, as well as a professional portfolio , if applicable.

Dear hiring manager: I am writing about the position of veterinary receptionist at Pet Care Clinic posted on indeed.com. I am a certified dog trainer with both Petsmart and Petco, allowing me insight into animal behavior. I’m also an aspiring novelist , making me a fast, experienced typist as well as adept with Microsoft Word and Apple Pages. Since I’ve worked at pet stores for several years, I am familiar with different kinds of animal and animal care, as well as building a rapport with pet owners. While I enjoy working with animals and my coworkers, I would like to move into a business where I can continue to learn and build on my experience. I would also like to work for a smaller business. Veterinary medicine has always interested me, and I very much enjoy learning new things. I’m eager to learn more about it in order to help customers make the best choices for their pets. I’ve always enjoyed working with animals, even before I was able to get a job that allowed me to. I grew up with dogs and cats, so I’m comfortable and familiar with their behavior. Being a pet owner myself, I’m able to understand what customers are looking for in a veterinary clinic and tailor the experience to their needs. Thank you for your time and I look forward to hearing from you. Sincerely, Michelle Bolivar Email: [email protected] Phone: (555) 545-9706

[your contact information] [date] Dear [Hiring Manager], I’m writing to apply for the open [position] at [company] that you posted [place job ad was found]. I believe that my [relevant experience] would be an excellent fit with [company name]. I have long been interested in [specific industry/department], and particularly your company because [why you’re interested in the company/awards they have won/accomplishments]. That experience and [relevant skills] that I’ve cultivated as a [current position] for [time worked in position or industry] will be an asset to the company as it’ll make me effective [at the job/particular aspect of the job]. The [responsibilities required in the job description] will be a [challenge/interesting task] and I look forward to making use of my [relevant skills]. I excel at [working with a team/working alone] and I want to use my expertise to further [company’s] success. I am excited about the possibilities this position holds, and I believe that my qualifications ensure I’d be an asset to your team. I look forward to being able to further discuss the details of the position and my qualifications with you in an interview. Please let me know if you require further information from me. Thank you for your time and I look forward to hearing from you. Sincerely, [Your name] [Your contact information (if it’s an email)

Knowing the proper format of a cover letter is the most important factor, of course, but there are some additional dos and don’ts that if you follow can make your cover letter better. It’s during the editing process, it’s important to go over and make sure that you haven’t made any common mistakes that’ll hurt your chances.

Here are 10 dos and don’ts for writing a good cover letter:

Do’s:

Do start by scanning the original job posting for keywords you can include in your letter.

Do be proud of your accomplishments and make sure to highlight them.

Do clearly express why you would be an asset to the organization.

Do tailor your cover letter to every hiring manager and position that you apply for.

Do try to find unique experiences, but make sure to always discuss measurable and relevant results.

Don’ts:

Don’t feel the need to lie about your skills or accomplishments. One of the worst mistakes to make is being caught in a lie.

Don’t copy and paste a template and only change your name and job titles. Recruiters will not see the value in a plug-in-play cover letter that has been used by multiple applicants.

Don’t forget to be direct and include a call to action.

Don’t make your cover letter too long. Similar to your resume, you want the reader to sum up who you are and get a quick explanation of why you’re a good fit.

Don’t forget to proofread. Grammatical errors on a cover letter and resume are a quick way to get your packet in the “no pile”.

What do you write in a cover letter?

In a cover letter, you should mostly write about impressive accomplishments from past jobs or academic experiences that relate to the job you’re applying for.

What is the purpose of cover letter?

The purpose of a cover letter is to help a hiring manager see why your background makes you suitable for the role in question. While a resume lists achievements, educational background , and skills , it doesn’t give the reader an idea of your actual expertise or personality.

A cover letter allows you to share your approach to work, as well as your ability to communicate your value effectively. A good cover letter makes it easy for a reader to think “I could imagine this person working for us.”

How do you write a simple cover letter?

To write a simple cover letter, start with the header and greeting we outlined above. Next, state your interest in the position (give the exact job title as listed in the job description) and mention your years of industry/job experience.

To keep your cover letter simple, you can now briefly mention in 1-2 sentences or 3-4 bullet points what parts of your background are most important for the hiring manager.

Finally, thank the reader for considering your application, and sign off as usual (e.g., “Sincerely, [full name]”).

What is the best way to start a cover letter?

The best way to start a cover letter is with an accomplishment that speaks directly to your ability to provide value for the company. Other good strategies include describing your long-standing passion for the field, mentioning an important reference at the company, or referring specifically to challenges the company is currently facing.

Do you introduce yourself in a cover letter?

No, you do not introduce yourself in a cover letter. By that we mean you do not say “My name is so-and-so” — you simply jump into your background and why you’re interested in the position.

Your name can be found at the bottom of the cover letter, as well as the header, your email address, and your resume, so there’s no need to force it awkwardly into your cover letter’s opening.

How do you end a cover letter?

To end a cover letter, thank the reader for their time and/or consideration, express enthusiasm for further correspondence and conversation, and sign off with a standard closing like “Sincerely.”

How long should a cover letter be?

A cover letter should be a maximum of one page long, with three to five paragraphs. Half a page is the shortest that your cover letter should be.

Harvard Business Review — How to Write a Cover Letter

University of Washington — Writing the Cover Letter

What’s a quick cover letter tip?

Michael Akbar Vice President Certified Professional Career Coach

Use your six seconds to show the employer in a tailored cover letter and resume that you understand their pain and will make their lives better if put in the position.

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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.

Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.

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Jobscan > Cover Letter Writing Guide

How To Write A Cover Letter in 2024 (Expert Tips and Examples)

Here’s a comprehensive guide on how to write a cover letter that will get you noticed by recruiters.

Trusted by:

A survey revealed that 77% of recruiters prefer candidates who send in a cover letter, even if submitting it is optional. Additionally, 90% of executives consider cover letters invaluable when assessing job candidates.

So, if you think cover letters are no longer important and necessary in 2024, think again.

Here’s a comprehensive guide to help you write a cover letter that effectively sells your skills and professional experience, increases your chances of getting interviews, and gets your foot in the door.

Table of Contents

What is a cover letter and do you still need one in 2024?

A cover letter is a letter of introduction accompanying your resume that paints why you are the best person for the job, what you bring to the table, and how you can help move the company forward.

Is the cover letter dead? No! In fact, a recent study by ResumeLab revealed that 64% of job vacancies still require that you include a cover letter in your application and 83% of HR pros said that cover letters are important for their hiring decision.

The bottom line is that a cover letter is still a valuable piece of your job search collateral. Nail your cover letter and you could end up getting that dream job.

So what exactly do you need to accomplish in your cover letter?

What is the purpose of a cover letter?

According to 49% of HR managers , your cover letter is the second best way to call attention to your resume and distinguish yourself from other applicants.

So the main purpose of your cover letter is to compel the recruiter to read more about you on your resume and move you to the next part of the hiring process.

Further, according to award-winning resume expert Melanie Denny , your cover letter is your value proposition letter. It proves why you are the best candidate to address the company’s needs with the professional skills and qualifications to succeed in the job.

Here’s an example of a great cover letter:

Now let’s get into the details of what your cover letter needs to include.

Cover Letter Structure Checklist

Here’s a quick rundown of what you need to include in your cover letter.

• Contact Details Name Address (or City, State with zip code) Phone number Email address
• Greeting Whenever possible, address the hiring manager by name.
• Opening Who are you? What are your relevant skills and accomplishments?
• Body (1-2 paragraphs) What do you know about the company? Why are you applying for this job? What value can you bring to the company? Include measurable results when possible.
• Closing Reiterate your interest. Add a Call to Action. Mention any attachments. Use a professional sign-off like “Best” or “Sincerely” before your full name.

Here’s an example for the visual learners out there:

Now that you know the basics of what to include in your cover letter, let’s go through the process from start to finish to see how you can write a cover letter that will make you stand out from the rest of the candidates.

How to write a cover letter in 9 steps

It can be intimidating to try to parse down all your best qualities into a few quick paragraphs for your cover letter.

Here are 9 steps you can take to make sure you’re headed in the right direction:

Step 1. Do your research

Before writing your cover letter, thoroughly read the job description and the requirements for the job.

Melanie Denny , award-winning resume expert, likens the job description to your cover letter cheat sheet. And when checking the job description, she says you need to consider the following:

• What are the company’s priorities?
• What are their goals for the role?
• What outcomes and accomplishments in your previous roles match the goals?
• What are the key phrases and verbiage the company uses?

This will help you customize your cover letter, angle yourself and your narrative to fit the role better, and impress the hiring manager.

Try reaching out to the recruiter, hiring manager, or someone working in the company if you want more in-depth information about the company and the position you are applying for.

Step 2. Customize your cover letter for every job

Make sure your cover letter matches the job you are applying for. Writing a generic cover letter is a missed opportunity as this will not appeal to the recruiter or hiring manager. According to research from ResumeGo , 81% of HR professionals value job-specific cover letters over generic ones. Jobseekers who had tailored cover letters received a 53% higher callback rate compared to those who had no cover letter.

Remember, your cover letter is your chance to prove that you are passionate about working for a given company, so take the time to write a tailored cover letter for each position . You can do this by mentioning your skills and experience that are directly related to what’s mentioned in the job description. If you’re applying for a data analyst role that requires expertise in Microsoft Power BI, cite an example of a Power BI dashboard you built and how it helped the company.

Read our full guide: How to Optimize Your Cover Letter

Step 3. Include all of your contact info

You should make it easy for the hiring manager to reach you. In your cover letter, list these three things:

• Address (including zip code– for ATS purposes )
• Phone number with area code
• Email address
• Name of the Hiring Manager
• Name of the Company
• Address of the Company

Traditionally, your contact information is included in the upper left corner of your cover letter if you’re writing in a document. If you’re writing an email, this can be included beneath your signature at the end of the message.

Cover Letter Header Example:

Jane Jobscan Seattle, WA 98101 (555) 555-5555 • [email protected] linkedin.com/in/jane-jobscan

February 25, 2024

Lavinia Smith Hiring Manager Media Raven, Inc. Plantersville, MS 38862

Step 4. Address your cover letter to a real person

According to Melanie Denny, resume expert and President of Resume-Evolution, addressing your cover letter to a real person and addressing them by their name feels more personal and shows recruiters and hiring managers that you took time and did the research.

You can usually find the hiring manager’s name by searching the company website or LinkedIn profile, or by calling the company and asking which hiring manager is assigned to the particular position.

Once you learn the name, a simple greeting of “John” or “Hello John” is all you need.

If you can’t find the hiring manager’s name, you can use any of the following:

• Dear Hiring Manager
• Dear (Department) Team
• To whom it may concern

Read our full guide: How to Address a Cover Letter

Step 5. Write a strong opening statement

Melanie Denny suggests that you start your cover letter with a bang. This will hook the hiring manager’s interest and show them how you can be a valuable addition to the team.

Here are things you can do:

• Open with a thought-provoking question
• Make a big claim about what you can do for the company
• Say something relevant and specific to the company

For example,

“I want to bring the marketing department of Media Raven Inc. to the next level and help the company exceed goals and reach more customers as Marketing Manager.”

Step 6. Prove how your professional background and skills help the company in the body of your cover letter

Take advantage of this real estate and prove to the prospective employer how your background, values, and professional experiences position you as the best fit for what the role requires.

This is especially important if you are switching careers. Highlight your relevant accomplishments in your cover letter, showcase your transferable skills, and explain how you can help the company address its challenges and succeed.

For example:

“As the Director of Marketing at ABC Company since 2018, I directed all phases of both the creative and technical elements of marketing initiatives, including data mining, brand creation, print/web collateral development, lead generation, channel partner cultivation, customer segmentation/profiling, as well as CRM and acquisition strategies.

Perhaps most importantly, I offer a history of proven results, as evidenced by the following marketing accomplishments for my current employer:

• Captured a 28% expansion in customer base since 2018, achieved during a period of overall decline in the retail industry.
• Led national marketing campaign (comprised of trade shows, media, and PR initiatives) for my company’s newly launched technology services division
• Developed and executed SEO strategy that achieved and sustained top 3 rankings on Google (organic, nonpaid results) for key product search terms.
• Oversaw the creation of a new company logo and rebranded 100+ products to cement a cohesive corporate identity and support new company direction.”

Just like when writing a resume, your cover letter should only include the most relevant and positive information about you. To home in on the right skills and qualifications to mention, try scanning your cover letter .

Read our full guide: What Do You Put in a Cover Letter?

Step 7. Write a strong closing statement and a call to action

Use the closing of your cover letter to:

• Thank the hiring manager for their time
• Mention any attachments (resume, portfolio, samples)
• Invite to schedule an interview
• Let the hiring manager know that you will follow up

Keep the closing professional and try not to sound too eager since that can come off as desperate. You must also keep in mind the tone and personality of the company you’re communicating with.

“Given the opportunity, I’m confident I can achieve similar groundbreaking marketing results for Media Raven, Inc.

Ms. Smith, I would welcome the chance to discuss your marketing objectives and how I can help you attain them. Feel free to call me at (555) 555-5555 or email me at [email protected] to arrange a meeting. I look forward to speaking with you.”

Read our full guide: How to End a Cover Letter With a Call to Action

Step 8. End with a professional closing salutation

To finish out the closing , use a formal signature. You can use “Sincerely,” “Best,” “Regards,” “Yours,” or any other professional signoff.

Use your first and last name as your signature. If you’re sending your cover letter in the body of an email, make sure it’s your personal email account that does not list your current work signature beneath the email. Your other option is to write the cover letter in a word document, save it as a PDF, and attach it to your email.

Step 9. Optimize your cover letter for the ATS

The Applicant Tracking System or the ATS is a software that companies use to screen applications and shrink their pool of applicants. Through the ATS database, a recruiter or hiring manager can just search for specific skills and keywords and the ATS will return a list of the top candidates who match the search criteria.

To optimize your cover letter for ATS, you need to:

• Carefully read the job description
• Take note of skills and resume keywords frequently mentioned
• Incorporate these keywords into your cover letter

Read our full guide: How to Optimize Your Cover Letter to Beat the ATS

Does your cover letter pass the test?

Scan your cover letter to see how well it matches the job you're applying for. Optimize your cover letter and resume with Jobscan to get more interviews.

How to Format Your Cover Letter

A cover letter is a letter, but that doesn’t mean you should just plop everything onto the page in a stream-of-consciousness flow. After all, cover letter formats determine the order in which the hiring manager learns about you, which can significantly influence their first impression. Use the format order below as a guideline for building the structure of your cover letter.

Notice how the topics flow like a conversation? When you first meet someone, you introduce yourself, tell them your name and a little about yourself, and then leave the conversation open for future meetings.

Your cover letter is just a like having a conversation with someone for the first time. Keeping that in mind will help you to keep things simple and focus on the right information.

Below are some examples of how to format your cover letter for different types of applications.

How to format your cover letter for a job

• State your name
• Explain your work history
• Tell them what you can do for their company
• Say goodbye

How to format your cover letter for an internship

• Explain your coursework history and education
• Explain what you can gain professionally

How to format your cover letter with no experience

• Explain your skillset and character qualities that make you well-suited for the role
• Outline entry-level achievements

You can also check out our cover letter templates to help you as you write your own cover letter.

Do you want to save time and receive instant feedback on your cover letter? Check out Jobscan’s cover letter tool .

Read more : How to Write a Resume for Today’s Job Market

Cover Letter Examples

Here are some examples to help you create a cover letter that will make you stand out and give a strong first impression.

1. Internship Cover Letter Example

2. Career Change Cover Letter Example

3. Operations Manager Cover Letter Example

4. Communications Professional Cover Letter Example

5. Software Engineer Cover Letter Example

Cover Letter Do’s and Don’ts

Aside from the basic steps of how to write a cover letter, there are some things you definitely need to make sure you avoid – and things you can’t skip! Follow these do’s and don’ts for writing a cover letter, and you’ll end up with a much better result.

• Use a cover letter unless one was requested.
• Attach a cover letter directly to your resume unless requested to do so.
• Use the same boilerplate cover letter for multiple job applications.
• Over-explain your work history, employment gaps, or qualifications – save it for the interview.
• Badmouth any of your past employers.
• Use the cover letter to complain or tell about your job search journey.
• Use non-standard formatting like tables, columns, or graphics. (ATS can’t read those and your cover letter copy might not be scannable by the system.)
• Use long paragraphs.
• Customize a cover letter for every job application that asks for one.
• Incorporate the top skills or keywords from the job description in your cover letter.
• Include the company name and address, the job title, and point of contact’s name on your cover letter.
• Incorporate relevant and compelling measurable results in your cover letter.
• Explain, briefly, any dramatic shifts in a career (i.e. you are changing industries or job titles).
• Use company information to relate your interest in the job.
• Keep your cover letter concise.
• Convey WHY you are right for the position.

More Cover Letter Tips

• When emailing your cover letter, be strategic with your subject line. Never leave the subject line blank, and double-check for specific instructions in the job posting. If possible, use the email subject line to sell yourself. For example: “Experienced Software Engineer Seeks Senior Level Mobile Position.”
• Keep your cover letter brief and to the point. The hiring manager will be reading many cover letters. By carefully selecting your words and experiences to include, you can stand out from the crowd of applicants.
• Be confident. Let the hiring manager know the reasons why you deserve this position, and make yourself believe them too!
• Your cover letter should not be simply a rephrasing of your resume. Let your personality show and go into further detail about your most valuable skills and experiences.
• Do your research on the company and position before writing the cover letter. It should be customized to that specific company’s values and needs. Hiring managers can spot a generic resume from a mile away.
• Use the job posting as your guide for what topics, skills, and experience to focus on.
• The best cover letters include keywords from the job posting. Applicant tracking systems may scan your cover letter along with your resume and will be using these keywords to sort through the applicants.
• Check for spelling and grammar errors.
• Send your cover letter as a PDF to avoid readability issues and to present the most professional application package.
• Scan Your Cover Letter with Jobscan to make sure you’re checking all the boxes.

Optimize Your Cover Letter with Jobscan’s Cover Letter Scanner

In addition to resume scans, Jobscan Premium users can also scan their cover letters against a job description.

This generates a report of the top hard skills and soft skills found in the job description that should be included in your cover letter, plus additional checks for optimal length, contact information, measurable results, and more.

Here’s how it works:

Key Takeaways

Your cover letter gives recruiters, hiring managers, and prospective employers an overview of your professional qualifications and relevant accomplishments that position you as the best candidate for the job.

So you have to make your cover letter powerful and interesting enough to make the recruiter or hiring manager read your resume and move you to the next step of the hiring process.

Here are key pointers when writing your cover letter.

• Make sure you’ve read the job description and done your research about the company.
• Get to know the name of the recruiter or hiring manager so you can address your cover letter properly.
• Include relevant and measurable accomplishments in the body of your cover letter to prove to the hiring manager that you have what it takes to succeed in the job.
• Keep your cover letter short and concise.
• Your cover letter is not a substitute for your resume so don’t just copy and paste whatever is in your resume into your cover letter.

One last important reminder!

Having a strong cover letter is not enough. You also need to create a killer resume to make sure you stand out and land job interviews.

Learn more about writing a cover letter

How to Address a Cover Letter

10 Tips for Writing a Cover Letter

The Career Change Cover Letter: How to Get it Right

What Do You Put in a Cover Letter?

Is Your Cover Letter Robot-Approved?

How to End a Cover Letter with a Call to Action

Frequently asked questions, what are the different types of cover letters.

There are four types of cover letters.

• Application cover letter An application cover letter is what you send to the recruiter or hiring manager along with your resume.
• Prospecting cover letter You send this when you want to inquire prospective employers about open positions in their company or put yourself top-of-mind when they do decide to hire.
• Networking cover letter You will send this to professionals in your network in hopes of getting referrals, introductions, job search advice, and job opportunities.
• Career change cover letter This is what you send when you are switching careers or industries.

What tense should I use when writing a cover letter?

It can be appropriate to change tenses throughout your cover letter.

For example, you can explain who you are in the present tense and explain important aspects of your work history in the past tense. You can switch to future perfect tense when discussing the ways you would perform if given the position.

Think of it like this, “I am ABC, I did XYZ previously, and I look forward to doing EFG in this position.”

What to include in a cover letter

Our cover letter guidelines above explain how to write a cover letter more deeply, but in summary, you should always include your name, relevant work experience, and reasons why you are right for the job in your cover letter.

When not to include a cover letter

• When the job posting clearly states not to include a cover letter
• When you don’t have the time and energy to customize your cover letter. It’s better not to send a cover letter than to send a half-baked and mediocre one.
• When you are applying online and there is no field to upload your cover letter.
• When your cover letter has a lot of typos and errors.

What should you send first: a cover letter or a resume?

Typically, your cover letter and resume will be sent as a pair, but your cover letter is meant to be an introduction to your resume. If it is an email, use the cover letter in the body and attach your resume, otherwise, attach both.

Pro Tip: Be sure to review all instructions in the job description to follow the hiring manager’s requests.

How long should a cover letter be?

According to 70% of recruiters, a cover letter should not exceed 250 to 300 words.

Although there is no hard and fast rule about this, the ideal cover letter length should be around half a page to one full page in length to keep your message concise, clear, and easy to digest.

Should a cover letter be sent as a file attachment?

If it is not specified in the job posting, a cover letter can be sent either as an attachment (PDF is best) or in the body of an application email with your resume attached.

How to share a cover letter with a potential employer

There are several methods of sharing a cover letter with potential employers, depending on their application process.

Cover letters can be written on a document and turned into a PDF to be uploaded to a job application website or attached to an email along with your resume.

In other cases, your cover letter can simply be written in the email message to a hiring manager, with your resume attached.

How to title and save your cover letter

The key in every aspect of job applications is to make yourself an easy “yes” for your potential employer. That means making it easy for the hiring manager to keep track of your application materials for later review. With this in mind, make sure your full name and the phrase “cover letter” are included in the file label. Other helpful details might include the job title you’re applying for or the year of your application.

Here are a few examples:

• Your Name_Cover Letter_Job Title.pdf
• Cover Letter_Your Name_Job Title.pdf
• Job Title_Your Name_Cover Letter.pdf
• Your Name_Cover Letter_2024.pdf
• Cover Letter_Your Name_2024.pdf

Explore more cover letter resources

Cover Letter Formats

ATS-Optimized Cover Letter

Cover Letter Templates

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Say goodbye to the stress of writing a cover letter from scratch. Our AI-powered cover letter generator uses GPT-4 technology to create a personalized and ATS-friendly cover letter in one click. Stand out from the competition and land more job interviews.

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Free cover letter templates

Stand out and get hired faster with our collection of free professional cover letter templates expertly-designed to land you the perfect position.

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General cover letter template.

A general cover letter template is the perfect starting point for writing your next job-winning cover letter. In the example below, you’ll find a cover letter that can be modified to suit just about any position or industry. 

Make sure to update it to include key examples from your own experience and education. Each cover letter is a chance to convince the employer that you’re the best candidate for their role, so make it count!

You’ve developed an excellent resume. What a relief! But you’re not finished with your job application package. It’s time to write a stellar cover letter. That blank page can be scary, but the tips below will help you grab that interview.

Why use our cover letter templates

Resume.io’s cover letter templates offer several advantages when it comes to completing your application and landing your next great position. We take pride in creating fresh and professional designs that stand out and make a positive first impression in today’s competitive job market. 

Here are a few reasons why our free cover letter templates are a cut above the rest:

• Expertly crafted templates: Our team of professional graphic designers is constantly creating and updating our templates to make sure they meet the needs of today’s job seekers. Our collection of templates ranges from minimalist and modern to bold and creative to ensure that we offer the perfect cover letter template for every candidate.
• Approved by recruiters: We work with career HR and recruitment professionals to make sure our cover letter templates meet the strict standards of today’s employers. We follow the latest hiring trends to update and adapt our cover letter templates for the needs of modern job seekers.
• Customize with ease: Not only do we provide expertly designed free cover letter templates, but we also offer an intuitive cover letter builder to help job seekers customize their application letters with ease. Our cover letter builder is easy-to-use and full of helpful features and advice to help you craft a cover letter that’s a cut above the rest.
• AI-powered tools: Even the best writers could use a hand sometimes. That’s why we’ve introduced AI-powered sample sentences that can be inserted directly within the cover letter builder and updated for your own experience. Our powerful spelling and grammar checker also helps to eliminate costly cover letter errors.

Most job applications specify whether they’d like to receive your cover letter as a PDF or Word Docx format. We’ve made it easy to download either option within our cover letter builder.

Choosing the right cover letter template

Every candidate and every position is unique, meaning the same cover letter won’t work for everyone. That’s why we’ve created an extensive collection of cover letter templates with designs ranging from clean and classic to modern and attention-grabbing. 

Within our cover letter builder, you can also easily switch from one template to another, meaning the perfect cover letter design is always within reach. Our free cover letter templates are divided into four categories:

• Simple: Our simple cover letter templates are go-to classics that can work for a wide variety of positions and applicants. These templates are best-suited for students and first-time job seekers, along with applicants working in fields like hospitality, transportation, logistics, and retail. Our simple templates are highly versatile and can serve as a great starting point for any cover letter.
• Modern: If fresh ideas and innovation are the keys to your industry, our modern cover letter templates are the right choice. These designs feature minimalistic lines, clean fonts, and a refreshing balance of white space to text. Our modern cover letter templates are perfect for candidates in IT, marketing, administration, and sales.
• Creative: If your industry or job title calls for a bold approach, look no further than our collection of creative cover letter templates . These designs feature bright colors, striking fonts, and larger-than-life headers to draw attention to your cover letter. Our creative cover letter templates are perfect for candidates in fields like film and television, design, photography, art, architecture, content creation, and any job where your personality should be in the spotlight.
• Professional: Sometimes, tried-and-true is the only option, and that’s where our professional templates come into play. These are classic designs with traditional font choices and the organized sections recruiters expect to see. When in doubt, a professional cover letter template is the way to go, especially in fields like business, medicine, education, engineering, accounting, and finance.

What makes a good cover letter template?

A good cover letter template is a combination of elements that work together to highlight and emphasize a candidate’s experience and qualifications for the role. 

Here are a few factors that make a good cover letter template:

Header: An excellent cover letter template features a header that draws attention to the applicant’s name and contact information. The header may be located at the top or on the side of the page, but it must contain key details like a phone number, email address, and LinkedIn profile or portfolio website.

Balance of white space to text: A great cover letter template is easy to read and carefully balances the amount of white space in the text to avoid visual fatigue for the reader. Paragraphs should be divided in a logical way, and margins should not be shrunk to cram in more text.

Font choice: The best cover letters use font styles and sizes that are both legible and appropriate for the industry or job title. A good cover letter builder eliminates the guesswork by automatically choosing the right font and size for the cover letter template.

Color or design elements: While not appropriate for every industry, a touch of color or a dividing line can help create a more attractive page design and make the candidate stand out in a crowded applicant pool. Resume.io’s cover letter templates that feature color give several options so that you can choose the hue that works best for your application.

Different jobs can require different cover letter formats , which is why we’ve made it easy to switch colors, line spacing, or even whole templates directly inside our cover letter builder.

Cover letter template frequently asked questions (FAQs)

What is a good format for a cover letter.

A good format for a cover letter is one that catches the hiring manager’s attention with an attractive layout, easy-to-read font, and clear and concise information about the candidate’s experience and qualifications.

What are the three parts of a cover letter?

The four parts of a cover letter are as follows:

• The greeting: The way the hiring manager is addressed at the start of the cover letter.  
• Introduction: The first one or two sentences that introduce the candidate and the role they are applying for.  
• Body: The main paragraphs of the cover letter where the candidate discusses their experience and the reasons why they’re right for the job.  
• Conclusion and sign-off: The final sentences that express interest for the role and include the candidate’s full name as a signature.

How long should a cover letter be?

A good cover letter should be around 300 words or within the range of 250-350 words. This equals roughly three paragraphs. Any shorter and the reader may not fully understand why you are qualified for the role. Any longer, and you risk losing the reader’s attention before they get to the end of your letter.

What are three do’s and three don’ts with a cover letter ?

• Include a header that aligns with the design and information on your resume
• Use numbers and concrete information to show your accomplishments
• Leave a balance of white space to text to increase readability
• Change the document margins to cram in more text or make your cover letter appear longer
• Add a full street address to your cover letter
• Go overboard with images, design elements, or colors

What are two things that should always be in a cover letter?

Two things that should always be in a cover letter are the name of the company and the role you are applying to. Hiring managers often look for candidates for multiple openings at once, so this helps the employer identify who you are and the job you are looking for.

Are cover letters necessary?

Cover letters are one of the best ways to increase your chances of landing your desired position. That’s because they give you the opportunity to expand on key experiences from your resume. 

While not every hiring manager reads cover letters, the ones that do can often use them to determine who is on the shortlist for an interview. We recommend every applicant write a cover letter to show their interest and qualifications for the position.

How to end a cover letter

We recommend always ending your cover letter with a call to action. This sentence expresses your enthusiasm for the position and politely suggests that the hiring manager get in touch with you for an interview. 

You can also leave your name and contact information in this section once again, space permitting. Then, sign off with a phrase like “Sincerely” or “Best regards” and your full name.

How do you address a cover letter without a name?

While using the hiring manager’s name on your cover letter is the best way to establish a personal connection, some companies do not share information about who will be reading your cover letter. In that case, a more general greeting like “Dear (Company Name) Hiring Team” or “Dear (Department Name) Team Lead” can do the trick.

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