UNIT 4

APPLICATION LETTER

An application letter, also known as a "cover letter," is sent with your resume during
the job application process. A letter adds more personality to your application by providing
more details about your background and interest in the position, while a resume outlines your
professional skills and experience more. An application letter is a standalone document you
submit to a potential employer to express your interest in an open position. The job
application letter explains who you are as a professional and an individual. The letter should
highlight your achievements and skills, helping to get the attention of the hiring manager or
recruiter responsible for reviewing applications. When written well, this letter explains to the
reader why they should ask you in for an interview and highlights the key qualifications that
make you a fit for the role. A job application letter can impress a potential employer and set
you apart from other applicants. In your letter, you may also want to show your familiarity
with the company to which you’re applying. You can talk about how your professional goals
and aspirations align with the company’s goals. It’s important to use your job application
letter to showcase aspects of your personality.

Job application letter tips

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When preparing a job application letter, follow these tips to make sure your letter includes the
information a hiring manager needs:

1. Emphasize your skills and abilities

An application letter is your opportunity to sell yourself as an excellent candidate for the
open position. Include specific examples of situations in which you applied your experience,
abilities and skills to benefit the organization. It is also helpful to include data that supports
your claims.

2. Stay concise

Although it may be tempting to include a lot of detailed information about yourself, it is

important to be concise. If a hiring manager receives a letter that is multiple pages, they may
not take the time to read it. A brief letter is more manageable and appealing.

3. Proofread the letter

Since this letter is serving as your first impression, you want to make sure It is as positive as
possible. Make sure your letter does not have any grammatical or spelling errors to avoid a
potentially negative first impression.

4. Review the job listing keywords

Most job postings will include certain skills and abilities that the hiring manager and
supervisor want applicants to possess. Including these keywords in your application letter
helps to show the person reviewing it you would be a good fit in that specific role.

5. Send a letter for every position to which you apply

Unless a job posting specifically states not to send an application letter, it is smart to send one
for each job to which you apply. This letter offers the opportunity for a potential employer to
learn more about you and gives you the chance to set yourself apart from other applicants.

How to format an application letter

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When writing an application letter for a job, follow these steps to make sure you include
information about yourself and your professional experience that will appeal to a hiring
manager:

1. Use a professional format.

2. Create the heading.

3. Address the letter to the hiring manager.

1. Use a professional format

A job application letter should be more professional than a thank-you card or an email to a
co-worker or friend. The alignment of the document should include single spacing, one-inch
margins and left alignment. It’s best to use a professional and traditional font, such as Times
New Roman, in a size from 10 to 12 points. Try to keep your job application letter to one
page. When a hiring manager reviews your job application letter, they will get their first
impression of you as a potential employee, so take time to format it professionally and keep it
concise.

2. Create the heading

Use a formal business heading for your job application letter. The heading should include
your name and contact information, the date and the company name and address. If you send
your job application letter via email, you can eliminate your name and contact information
from the header and put it at the bottom of the email after the signature instead.

Example header:

Your name
Your city and ZIP code
Your phone number
Your email address

Date

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Name of hiring manager or supervisor
Title of hiring manager or supervisor
Company name
Company physical address

By including a professional and detailed heading, you can make it easier for the hiring
manager to follow up with you regarding the position.

3. Address the letter to the hiring manager

In your research, try to find the name of the person reviewing applications for the job.
Address your letter to this person with a common business greeting, such as “Dear Mr./Ms.”
and their last name. If you’re unable to find their preferred gender pronouns (she/her,
them/they) of the individual reviewing your application, you can use “Dear [first and last
name]” or “Dear Hiring Manager.”

How to write an application letter

1. Review information about the company and position

2. Open the letter by describing your interest
3. Outline your experience and qualifications
4. Include aspects of your personality
5. Express appreciation

6. Close the letter

1. Review information about the company and position

It’s best to write a new application letter for each position you’re applying for so you can
include pertinent details and show your interest in the particular open role. Spend some time
reviewing the company information, which you can likely find on the website, as well as the
position listing. Compare your qualifications and experience with the list of skills in that

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posting. You may also want to think about specific experiences that have prepared you for the
role, such as leading a team or managing a major event.

2. Open the letter by describing your interest

In the first paragraph of your letter, mention the job title for which you’re applying and where
you saw the position posting. Include your specific interest in the role and company so the
reader knows this is not a generic application letter. Briefly state the main experience or
qualification you have that makes you a good fit. This is the section that will draw in the
hiring manager as the reader of your application letter, so it is important to appeal to that
person quickly and succinctly.

Example: “I saw the posting for the marketing intern role on my university’s online job
board, and I am very interested. I’m drawn to your company’s mission of innovation and
putting the customer first. I am in my final year of earning my bachelor’s degree in
marketing with a minor in communications, so I feel my educational experience has prepared
me to work in a fast-paced marketing department like the one within your organization.”

3. Outline your experience and qualifications

The next few paragraphs of your letter should highlight your experience, qualifications and
skills, positioned in a way that aligns with the company’s goals and mission. For example, if
you are applying for a job with a non-profit organization that provides educational
opportunities to underserved community members, you could talk about your experience with
non-profit organizations or educational offerings. Since a job application letter should stand
on its own without a resume, it’s helpful to include details about your experience that relate
to the position to which you’re applying.

4. Include aspects of your personality

As you’re writing your job application letter, consider how you can incorporate aspects of
your personality while remaining professional. A friendly and engaging letter is likely to
appeal to the reader, especially when they can get an idea of how well you might fit with the
team.

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For example, in the situation mentioned above, explain in your letter you are good at
connecting with children or how you value community spirit.

5. Express appreciation

Before you sign off on your letter, express your appreciation to the hiring manager for
reviewing your letter and considering you for the position. The hiring manager is taking time
out of their day to read what you have written, so expressing your gratitude for that time
spent is a polite and professional way to close the document.

Example: “I appreciate the time you have taken to review my application letter. Since you
likely received a number of applications and letters for this open position, I am extremely
grateful for the time you have spent reading about me and what would make me a good fit for
this role.”

6. Close the letter

Many people use “Sincerely” or “Best” to close the letter, although any professional sign-off
is fine to include. The final line of the letter should be your full name. If you submit a hard
copy of the letter, include your signature above your typed name. When submitting an
application letter via email, you should include your contact information beneath your name,
rather than including it in the header.

Job application letter example

Lee Jimenez
483 Apple Street
New York, NY 10001
(212) 555-8965
[email protected]

September 15, 2021

Sarah Jenkins
Recruiter
Rogers Consulting

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901 Main Street
New York, NY 10001

Dear Ms. Jenkins,

I am reaching out to you regarding the posting for the human resources consultant position I
found on Indeed.com. I have a great interest in this position and would appreciate your
consideration as a candidate for the role.

In my previous experience, I worked in human resources departments to provide support

across several different industries. I have worked in my current role as a human resources
generalist for the past four years. Prior to this job, I worked as a human resources assistant
for two years, which shows my ability to advance in my career.

I have a strong passion for helping others, which is why I have found such fulfilment in
human resources, providing support to my fellow employees and assisting them in ways that
benefit them both personally and professionally. I also enjoy looking for solutions to common
HR problems, which I feel would be a great asset in the position with your company. Since
this consultant position works directly with multiple clients, assisting them in their human
resources needs, I believe my innovative nature and strong skill set will help me succeed.

I have strong communication skills, which are vital to success in the HR field. I also have a
bachelor’s degree in human resources from Arizona State University. Throughout my
education, I worked with skilled human resources professionals who have shared their
insights and experience with me. Some of my strongest skills include my ability to increase
employee retention through the improvement of company culture and to develop training and
education programs to ensure all employees have access to the information they need to
succeed and comply with legal requirements.

I appreciate your time in reviewing this letter and hope to hear from you in regard to the next
steps in the hiring process. If you have any questions or need any additional information,
please don’t hesitate to contact me.

Sincerely,
Lee Jimenez

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Vocabulary:

- Application letter = ………………………..

- Personality = ……………………….
- Opportunity = ……………………….
- Hiring = ……………………….
- Succinctly = ……………………….
- Submit = ……………………….
- Manageable = ……………………….
- Appealing = ……………………….
- Supervisor = ……………………….
- Sincerely = ………………………
- Best regards = ………………………
- Consideration = ………………………

Assignments

I. Reading skill

Elizabeth Johnson
12 Jones Street
Portland, Maine 04101
555-555-5555
[email protected]

August 11, 2021

Mark Smith
Human Resources Manager
Veggies to Go

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 238 Main Street
Portland, Maine 04101

Dear Mr. Smith,

I was so excited when my former co-worker, 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 cancelled 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,

Elizabeth Johnson

Exercise

1. What is position that apply in the application letter above?

2. Who is the sender in that application letter?
3. What is the company that applied?
4. What is the sender’s skill?
5. Make an application letter if you apply to a company!

II. Speaking skill

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- Give your response about application letter in Reading skill! (show your opinion
in a short video!)

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