How to Write a Job Application Letter

Tips for Writing a Job Application Letter

A job application letter, also known as a cover letter, should be sent or uploaded with your resume when applying for jobs. While your resume offers a history of your work experience and an outline of your skills and accomplishments, the job application letter you send to an employer explains why you are qualified for the position and should be selected for an interview.

Writing this letter can seem like a challenging task. However, if you take it one step at a time, you'll soon be an expert at writing application letters to send with your resume.

Melissa Ling. © The Balance 2018

How to Get Started

Before you begin writing your job application letter, do some groundwork. Consider what information you want to include (keeping in mind that space is limited). Remember, this letter is making a case for your candidacy for the position. But you can do better than just regurgitating your resume — instead, highlight your most relevant skills, experiences, and abilities.

To include the most convincing, relevant details in your letter, you'll need to know what the employer wants. The biggest clues are within the job advertisement, so spend some time decoding the job ad. Next, match your qualifications with the employer's wants and needs. Make a list of your relevant experience and skills. For instance, if the job ad calls for a strong leader, think of examples of when you've successfully led a team. Once you've jotted down some notes, and have a sense of what you want to highlight in your letter, you're ready to get started writing.

Writing Guidelines for Job Application Letters

Writing a job application letter is very different from a quick email to a friend or a thank-you note to a relative. Hiring managers and potential interviewers have certain expectations when it comes to the letter's presentation and appearance, from length (no more than a page) to font size and style to letter spacing:

Length: A letter of application should be no more than one page long.

Format and Page Margins: A letter of application should be single-spaced with a space between each paragraph. Use about 1" margins and align your text to the left, which is the standard alignment for most documents.

Font: Use a traditional font such as Times New Roman, Arial, or Calibri. The font size should be between 10 and 12 points.

What to Include in Each Section of the Letter

There are also set rules for the sections included in the letter, from salutation to sign-off, and how the letter is organized. Here's a quick lowdown on the main sections included in a job application letter:

Heading: A letter of application should begin with both your and the employer's contact information (name, address, phone number, email) followed by the date. If this is an email rather than an actual letter, include your contact information at the end of the letter, after your signature.

•  Header Examples

Salutation: This is your polite greeting. The most common salutation is "Dear Mr./Ms." followed by the person's last name. Find out more about appropriate cover letter salutations, including what to do if you don't know the person's name, or are unsure of a contact's gender.

Body of the letter: Think of this section as being three distinct parts.

In the first paragraph, you'll want to mention the job you are applying for and where you saw the job listing.

The next paragraph(s) are the most important part of your letter. Remember how you gathered all that information about what employers were seeking, and how you could meet their needs? This is where you'll share those relevant details on your experience and accomplishments.

The third and last part of the body of the letter will be your thank you to the employer; you can also offer follow-up information.

Complimentary Close: Sign off your email with a polite close, such as "Best" or "Sincerely," followed by your name.

• Closing Examples

Signature: End with your signature, handwritten, followed by your typed name. If this is an email, simply include your typed name, followed by your contact information.

• Signature Examples

Simple Formatting Using a Template

Overwhelmed by all these formatting and organization requirements? One way to make the process of writing a job application easier is to use a job application letter template to create your own personalized job application letters for applying for a job. Having a template can help save you time if you are sending a lot of application letters. Do be sure that each letter you send is personalized to the company and position.

Tips for Writing an Effective Letter

• Always write one. Unless a job posting specifically says not to send a letter of application or cover letter, you should always send one. Even if the company does not request a letter of application, it never hurts to include one. If they do ask you to send a letter, make sure to follow the directions exactly (for example, they might ask you to send the letter as an email attachment, or type it directly into their online application system). Following application directions is the first step to getting selected for an interview.

• Use business letter format. Use a formal business letter format when writing your letter. Include your contact information at the top, the date, and the employer’s contact information. Be sure to provide a salutation at the beginning, and your signature at the end.
• Sell yourself. Throughout the letter, focus on how you would benefit the company. Provide specific examples of times when you demonstrated skills or abilities that would be useful for the job, especially those listed in the job posting or description. If possible, include examples of times when you added value to a company. Numerical values offer concrete evidence of your skills and accomplishments.

• Use keywords. Reread the job listing, circling any keywords (such as skills or abilities that are emphasized in the listing). Try to include some of those words in your cover letter. This will help the employer see that you are a strong fit for the job.
• Keep it brief. Keep your letter under a page long, with no more than about four paragraphs. An employer is more likely to read a concise letter.
• Edit, edit, edit. Employers are likely to overlook an application with a lot of errors. Therefore, read through your cover letter, and if possible ask a friend or career counselor to review the letter. Proofread for any grammar or spelling errors.

Sample Job Application Letter

This is a job application letter sample. Download the letter template (compatible with Google Docs or Word Online) or read the example below.

© The Balance 2018

 Download the Word Template

Sample Job Application Letter (Text Version)

Elizabeth Johnson
12 Jones Street
Portland, Maine 04101
555-555-5555
elizabethjohnson@emailaddress.com

January 14, 2018

Mark Smith
Human Resources Manager
Veggies to Go
238 Main Street
Portland, Maine 04101

Dear Mr. Smith,

I was so excited when my former coworker, Jay Lopez, told me about your opening for an administrative assistant in your Portland offices. A long-time Veggies to Go customer and an experienced admin, I would love to help the company achieve its mission of making healthy produce as available as takeout.

I’ve worked for small companies for my entire career, and I relish the opportunity to wear many hats and work with the team to succeed. In my latest role as an administrative assistant at Beauty Corp, I saved my employer thousands of dollars in temp workers by implementing a self-scheduling system for the customer service reps that cut down on canceled shifts. I also learned web design, time sheet coding, and perfected my Excel skills. 

I’ve attached my resume for your consideration and hope to speak with you soon about your needs for the role.

Best Regards,

Handwritten Signature (for a hard copy letter)

Elizabeth Johnson

Sending an Email Application

When you are sending your letter via email include the reason you are writing in the subject line of your message:

Subject: Elizabeth Johnson – Administrative Assistant Position

List your contact information in your signature, rather than in the body of the letter:

Sincerely,

Elizabeth Johnson
12 Jones Street
Portland, Maine 04101
555-555-5555

How to write a letter of acceptance | The right way to correct a letter

At the moment you agree to an open invitation or request, show with enthusiasm your decision. One of the best ways to do so, simply creating a letter that says you accept.    The act of replying in writing says great things about your character to those inviting.   It says you are a genuine character and looking to support the function/event whole heatedly.

The greatest part of writing your acceptance, it is many times easier than making the decision to say  ‘yes.’

Here are a few things you might reply to with a letter of acceptance:

• admissions requests: educational institutes / clubs / organizations
• franchising opportunities
• invites to dine, celebrate, privy lunch outings, hospitality, meetings
• a proposal
• employment opportunity
• privy memberships invites: board committee/commission/empowered organizations
• invite to a wedding ceremony
• speaking engagements: workshops/forums/celebratory feasts
• any request for donations, a charitable favor, or other help

What to include in letter:

• The same thoughts that inspired you to agree to the the invite or proposal, should be expressed in the letter. Make sure your reply is a pleasure for inviting party to read.
• To further customize the acceptance, include the details of the event ( date, time, amount of the contribution you agree to, duties you are agreeing to, what you might be assisting with upon approval )
• Within the body of the letter, make mention of any needs if applicable to your situation. Whether you need a receipt for charitable donations to use as a tax deduction, address and directions to a venue, equipment for speaking or performance, list of everyone involved with organizing the event, or special needs for disabled, it should be mentioned in your reply which accepts the invite.
• Closing out the letter, express with transparency how much of a pleasure it is for you to be attending, being promoted, and/or finding growth from the situation.

Sentences For Invitations That Are Commonly Used:

“After reviewing your recent application, our company is pleased with your submission and able to offer you the funding requested.”

“I accept with great pleasure the offered position of Senior Analyst Chemist.”

“I am very happy  to be able and offered the opportunity to do this.”

“I appreciate greatly your generous apology and do accept with clear understanding.”

“I accept and happy to be meeting together in your office the morning of March 11th at 9:30.  Together we shall plan this year’s All-American Science Fair and create another wonderful event.”

“In a single word,  my answer is Absolutely.”

“My response to your letter requesting a supportive donation for the  Smithsonian Children’s Home, a charitable cause I appreciate the efforts of, find a check enclosed for $1,000.”

“Thanks for inviting me to be a speaker at the Swan Suun Meditation Center the next two months.”

“We do accept your kind invitation and with the greatest pleasure. Expect us to be there.”

“The estimate for refinishing the Queen Louisa dining room suite is graciously accepted.  We are happy to hire you.”

“We are definitely pleased to grant you an extension of 6-weeks to complete your work.  Everything done thus far has been great. You are great at your craft so we are willing to work with you.”

“The office of admissions is pleased to tell you that your application for enrollment to the Tiller School has been approved.”

“Our entire staff looks forward to having you in office and working with you.”

 Paragraphs Commonly Used In Letters of Acceptance:

“I accept your invitation to have dinner on Friday, 16th of February.  I will be there at 8 p.m. as requested.  I look forward to this meet.  I cannot wait to see you and Jennifer again.”

“Thank you for telling how the children at St. Josephine’s Home appreciated my storytelling earlier this week.  In knowing the kids appreciate my efforts, I am happy to accept your invite to become one of the regular volunteers.  I will cheerfully show up every other Wednesday evening to perform.   To aid my storytelling, do you have an iPad or other mp3 playing device and speakers which I can use to play music?”

“We look forward to seeing your graduation and I will also attend the reception after-wards.  Thank you for including me in the group invited.”

“The bid your company made for $11,111 to put up the wallpaper on our grand reception rooms has been approved.   Your attention to detail in the proposal submitted and bidding price are favorable.  Please read over the contract we have enclosed with this approval letter  and sign. Call us with any questions.”

Sample Letters

Acceptance Letter Sample

Dear Andrea,

Michelangelo and I accept with great pleasure the kind invitation to your parents’ 30th Wedding Anniversary celebration at the Hotel DeAnza in San Jose, California on the 16th of July, 8 p.m. and not a second after.

Sincerely,

Acceptance Letter Example

Dear Dr. Smith,

Thanks for inviting me to be a speaker at Simpsonville County’s Dental Society dinner banquet on July 10th at 6:15.  I cheerfully accept and as suggested by you and the other chairmen, discuss new in-patient education strategies.  Please give me the speaking time I have been allotted in your reply e-mail.

The best regards,

Example of an Acceptance Letter

Dear Mrs. Gupta,

I am pleased to receive your offer and graciously accept the position offered, Assistant Director of the Tipten Grebben Family and Recreation Center.

I really enjoyed our conversations prior and look forward to being part of the community resource you have directed so well during your career.  I am ecstatic to be learning as your assistant.

The salary, hours, requirements, start date, & other detail presented are all agreeable to me.   The standard benefits package, with an additional two weeks’ vacation, are great.

Sincerely Yours,

Sample of an Acceptance Letter

Dear Sallie Mae,

I will undoubtedly write a letter of reference for you.   I’m happy you thought to ask me for this.   In college you were one of my favorite students to teach.    I have no problem describing your brilliance in a letter to future employer Corey, Hadlex and Worthby.

Yours Truly,

Franchise Acceptance Letter

Dear Harvey M. Blue,

Congratulations from our company Headquarters.  Your application to join our franchise has been approved.  Welcome to the Moonlight Cleaners Family.

Enclosed with this letter is the contract for you and an attorney to review.  Also find a package of other documents that give you a briefing of company specs.

Please call our office to set up an appointment to further discuss joining the Moonlight franchise and address any questions you may have.

Welcome to the family,

Job Acceptance Letter

Dear Lord Handley,

The answer is simply, yes!  I am ecstatic you selected me to perform 20 minutes of magic tricks at the 7th Annual Sixty Towns Children’s Hospital fair and zoo. I will be there at 4 p.m. on Saturday,  26th of September.   As the date approaches, lets have a dinner or lunch meeting to discuss further detail.

Thanks Again,

Nina Sizer

Sitter Acceptance Letter

Greetings Rafael,

Of course I will stay with your twins during your short vacation. Our kids will love their company.  While you and Skylar take the horses to the state fair for competition, we will make sure your children stay entertained and safe.   You offered us a week, but give us two, so we can take the bunch camping (in the backyard lol).   The offer of a free plane ticket is also appreciated, thank you for the gesture.

Love,

Simone and Rodger

Loan Acceptance Letter

Dear Bonty V. Lacker,

My response to your letter from yesterday, I am pleased to grant you the two month extension for the loaned slide which displays our amusement park development.    My team appreciates you finding pleasure in presenting our project to your company and hope it lands sponsorship approval from all chairmen.

Cordially,

Dalia J. DeYounge

Publisher Acceptance Letter

Dear Mr. Rose,

We happily accept the request for publishing of your new self-help book, “Never Ever Give Up.” It will be a hit.   Our entire staff is excited by the possibilities of this literature project.

Find enclosed with this letter of approval, all guidelines needed to finalize this process.  The production editor also had a few notes, which are included.   The paperwork is a preliminary draft of your book contract.

Please look this over during the next 7 days, I will call you next Thursday at five-thirty o’clock sharp.

Sincerely Yours,

Harry S. Truman

Tips

Reply that you accept as soon as possible. If quick to reply, it shows you have appreciation for the invite without hesitation and projects a genuine appreciation.

If you are late to reply but accepting, apologize with a brief line and move on.

Though you want to make key points and be read as a pleasure, keep the letter as brief as possible.

Recognized usage expert Rudolph Flesch has a tip: "If your answer to an inquiry is yes, it’s a good idea to make yes the first word of your letter."

Include a mention that will really project positive vibes to the reader(s). Make a note of something that may be personal, vibrant, or invoking of a smile. This is important because it will increase your stock in the mind and view of those inviting. Be sure to fit something into your letter accepting between the 'okay' and the repeat of event details to really get value from the writing.

Mention everyone listed as inviting you in the letter of acceptance. For the mail envelope 'to' field however, only list the person mentioned under R.S.V.P. or the first name given on the invite you were sent.

If the invitation has been marked with or mentions the need to “R.S.V.P.” or uses the words “please reply,” always be quick to respond. Any such requests usually means it is completely imperative, mandatory, politely demanded, and essential you make your intent clear quickly for important reasons.

For those replying to an employment opportunity, write with a passion that expresses your pleasure and excitement for the upward or lateral shift in your career.

Tips for letters offering a job to an applicant: 
Include a brief congratulatory note or remark to those chosen. Not only that, mention something complimentary about the invited individual's skill, credentials, an experience, or interview highlight. Be sure to include new job duties and requirements, date to begin new position, and supervisor's name. The person or group responsible for providing helpful answers and information to the applicant should also have their contacts mentioned in the invite. Last, remind the potential employee that if hired all the reasons they will enjoy working for the company to influence their decision. The extra tid-bits may persuade their decision to join the business.

In some instances ( for example, large weddings or celebrations ), there may be invites that are written to two people or a group. Sometimes, one (or more) of those invited may decline, while the other accepts. Preparing for such cases, especially when there are dinner parties being arranged, check with the host to see if it is acceptable that only a portion of the party invited attends.