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How To Write A Letter – Job Application Letter

Student's Assignment Help August 19, 2019 147 Views

Are you among the one who wishes to write a letter to apply for a job application?  I think everyone wants this. Even if there is the case when the employers don’t ask for a job application letter, still if you write it will help you to show your skills and achievements and make the hiring manager pay attention to your profile. Here we will totally refer to how to write a letter of the application right from the preparing, writing to the finishing.

How To Prepare A Letter:

  • Step 1 – Take a piece of paper by making two columns: The first step is to take a piece of paper and split it into two columns. Write ‘requirements’ in the first column from the left ad write ‘My Skills’ in the right column. Go through your job application very sincerely and make you understood with the requirements of the job. Now the next thing you should do is to compare the requirements with those mentioned in your resume.

You should compare the requirements with your own skills and experiences.

  1. The left column should contain the requirements and skills necessary for the job.
  2. The right column should contain the points from your resume that matches the job requirements.
  3. Matching your points of interest from resume to the job requirements can help you to put the most necessary information in your cover letter swiftly and efficiently.
  • Step 2 – Begin writing the letter by adding the contact information at the top: You should provide all the necessary contact information to help your employer easy to contact you and help them to understand about you. Before start writing the letter, be assured that you have the proper letterhead.
  1. Be assured to align your paper to the left.
  2. Add the latest date detached it by a space. Add all your contact information in detail:
  3. Your name
  4. our detailed address
  5. Your Contact number details
  6. Your Email address
  7. Personal website, if available
  8. Your LinkedIn profile
  • Step 3 – Append the company’s information: After adding all your information in detail, you should add the employer’s name who belongs to the job you are applying for, job title, company’s name, and address.
  1. You should add the company’s contact information for which you are applying for the job to show that have invested a proper amount of time to craft a specific letter or application to this company. You have done proper research about the hiring manager to get the hiring requirement for this position.
  2. Completing all your homework keeps your application apart from the majority of applications which are clearly generic cut and paste letters, and shows your dedication for getting the job.
  3. In case you are unaware of the hiring manager’s name, search on the website of the company if you can find any detail. You can also search in LinkedIn or Twitter, for more intense search. It is beneficial if you find the head of the department i.e. HOD for which you are sending the job application. If all these fail to help you to find the name of the head, the only thing that helps is to send the cover letter to the hiring manager of the department.
  4. Address your letter to the person for whom you are writing the job letter. Never address your letter with “To whomsoever, it may concern ” as it is the informal form and it gives the sense that you haven’t research about the company or the post. In the absence of the name of the hiring manager, a simple “Dear [Department] Hiring Manager” can help.

Ways To Write A Letter:

  • Step 1 – Write an appealing first paragraph: There are a lot of cover letters received by the employers and they have to go through all of them. Most of the time, it happens that the hiring manager very hastily scans the cover letters to come to the conclusion whether your cover letter goes in the trash or would get forwarded for further process.
  1. Start writing the paragraph by using a strong declarative statement that shows the reader your excitement for applying for a particular position in the company.
  2. Give a brief description of what attracted you towards this job. What attracts you towards that particular company? Take an instance and never get afraid of being a little conversational depending on how casual the company is.
  3. With the help of your cover letter, you should depict the manager that you are familiar with the job or company for which they are applying. Also, you are the best fit for the job by applying in a similar tone to the company.
  4. As an instance, if you are writing a cover letter to apply in a that publishes news articles, you have to write the letter matching with the tone of that article. Are the articles serious or added with humor? If you are writing the job application letter for a formal company such as big marketing, then you should sound authoritative but stay polite.

 

  • Step 2 – State where you found the position to which you are applying: As you know about the job post, do not apply very swiftly. First, do complete and proper research and look if there is anyone in the company whom you know. If you find any reference, it will always help you. If the recommender permit, add their name. In case of absence of contact at the company, still, you should add the information from where you have come for this job application. You might have found the job through either the company’s website, job site or a newspaper, etc.
  • Step 3 – Declare the benefits the employer get by hiring you: It is very necessary to tell the employer about the benefits that they get after hiring you in spite of the fact that not everyone wants to do it. There is always a reason that the job application is open and there is a problem that needs solving.
  1. To explain your fitness for that particular job application, you should highlight the accomplishments, experience and also some examples that can elaborate on these.
  2. As an instance, if in the position there is a need that the person who will get hired should be an active team leader and is able to handle plenty of projects in one go, look at your accomplishments to see if you any relevant experience for the particular job post. If you have served as a team leader before, then you should explain briefly the benefits to the company through your effective leadership skills.
  3. If you have any stats or numbers to provide, reflect it too. While explaining the benefits to the employer or company by hiring you, it is beneficial to use stats such as an increase in the revenue or reduction in the cost under your leadership.
  • Step 4 – Give a brief summary of your strengths, qualifications, and experience: In this paragraph, you should depict your job qualifications along with your strengths and experience to show your perfection for the role.
  1. Check with your CV or resume to have a detailed explanation of your skills and qualifications.
  2. Highlighting some rapid anecdotes can help you to solve how your skills are able to solve the issues that the company might face in the future.
  3. Highlight the most mandatory points of your career. The best way to start is, to begin with, your latest accomplishments. Do not be afraid of going deep in the past to search for your accomplishments. There is definitely something in the past that is perfectly fit to the job requirements
  • Step 5 – Paint your picture in a manner that is not included in your resume: The hiring manager can come up with your resume about your previous accomplishments and your past job achievements. If you want to show the real you to the hiring manager, behind your accomplishments.
  1. Include a few sentences to explain how personal impact of the company on you. If you are applying to your dream job, chances are this company has somehow shaped your life.
  2. Keep your information short but enough. You can show your human side by with the help of a story to depict that you are far more than the facts shown on the piece of paper.

Formal Letter Closing :

  • Step 1 – Explain briefly in one sentence that why your candidature is perfect for the job: It is very mandatory that your letter of application should end in the right note.
  1. While explaining your contribution to the company, always remember that your wish is to put yourself in the shoes of the hiring manager. The process is about how you can help the company, not how the company helps you.
  2. Consider yourself as the hiring manager and ask what qualities you would like to look in the candidate.
  • Step 2 – Send an invitation to the hiring manager to contact you: Inform the hiring manager that you would love to speak again about the job position and tell about your contact information again.
  1. The job letter should be concluded honoring thanks to the hiring manager and should be ended with a statement such as ‘looking forward to hearing from you at your earliest convenience.’
  2. It is necessary to ask the hiring manager to contact you if they find you the best fit for the job role. It is necessary to show confidence by telling that you look forward to speaking further.
  • Step 3 – Signing off: Signing off can be seen as the afterthought or it may be annoying if you are unaware about the appropriateness. You should write words like yours sincerely etc.
  1. Here showing yourself too formal can harm you or prove yourself disingenuous. Being too formal can mismatch with the other part of your job letter.
  2. Using words like ‘best’ or ‘best wishes’ you are depicting respect by mismatching the fact of writing a love letter. On the other hand, using words such as ‘cheers’ may prove as too informal.
  • Step 4 – Write your name underneath: After completing the step of signing off, you should include your full name at the last line and also include the signature.
  1. Add the signature below your name, if you have added it in the word processor.
  2. You can also sign on the paper by your hand by printing the job letter. But if you use this process, you need to scan it back to the computer.
  3. There is always a need to add the signature.

Writing A Job Letter:

We also call a job letter as a cover letter. It is a letter that is to be sent or uploaded with the resume whenever you are sending an application for the job. As your resume contains the overall history related to work experience and an outline consisting of your overall skills and accomplishments, the job letter contains the outline depicting your qualification for the post and why you should get selected for the interview.

Writing a job application letter is not everyone’s cup of tea. But if you pay attention to each step and write it carefully, you can become an expert to write a job application letter very soon.

How To Start A Job Application Letter?

Before you start to write a job application letter, some foundation is very essential. Always make sure about the information that you want to include in the letter. The job application letter will give the surety about your candidature for the job.

It is very necessary that you should know all the requirements of your employer to make your letter more convincing. Job advertisements can help you in a better way, so it is most significant to spend some time there. The next thing you have to do is to match if you are qualified enough to apply for the job. Prepare a list containing all your significant experience and skills. As an example, if the job demands an enthusiastic team leader, remember some examples from the past jobs when you have been shine like a leader. After preparing all the relevant and required notes, and come with a conclusion that what you want to write in your job application letter, I think you are ready to start working with your writing.

The Essential Guidelines To Writing A Job Application Letter:

Job letter writing is totally a different thing as compared to writing an email or thank you note to a friend or a relative. There are certain expectations of the hiring manager when it comes to the presentation and appearance of the job application letter. There is a separate expectation for job letter application when it comes to its length, font size, style or letter spacing.

Lengthwise, it should be on one page. It should be single-spaced followed by a space in between each paragraph. The text should be left-aligned with 1” margin. It is the standard alignment for most of the documents. Always use a traditional font namely, Times New Roman, Arial and Calibri, and the size should be in between 10 to 12 points.

What Should Be Included In Each Section Of Letter?

There are certain rules for each section of the letter and what is the perfect organization of the letter. Here is an overview of how the job application letter should be organized:

  • No. 1 – Heading: The job letter application should be started with the contact information of you and the employer such as name, address, phone, email, etc, also include the date. If you are writing an email instead of the actual job letter, the contact information should be appended at the concluding portion of the letter, just following the signature.

Example of the header:

Name of applicant

Address of applicant

City, state and zip code of the applicant

The contact number of applicant

The email address of the applicant

 

Date:

 

Name of employer

Title of employer

Company

Address

City, state and zip code

Example of an email signature:

Name of applicant

The email address of the applicant

The contact number of applicant

LinkedIn profile or other related

 

  • No. 2 – Salutation: This is your polite greeting. The commonly used salutation is ‘Dear Mr/Ms’, after that write last name of the employer.

The salutations of a contact person, when you have a contact person;

  1. Dear Mr. Smith
  2. Dear Ms. Emily
  3. Dear Riley Doe
  4. Dear Dr. Haven
  5. Dear Professor Lawrence

Examples of general salutations:

Dear company name recruiter

Dear human resources manager

Dear hiring manager

Dear sir or madam

To whom it may concern

 

  • No. 3 – Body of job application letter: This section consists of three different parts:
  1. First paragraph -The first paragraph should consist of the job for which you are applying and the place from where you come to know about the job application.
  2. Second paragraph – The next paragraph contains the most vital part of your job application letter. Remember what makes you collect all the relevant information that is required by the employers and how you are able to match up with their requirements? This paragraph should contain all the important information related to your experience and skills.
  3. Third Paragraph – The third and concluding part of a job application letter will be your thank you to the employer.
  • No. 4 – Complimentary close: In the end, sign off the email by giving a polite close. You can give a closing with either ‘best’ or ‘sincerely’ along with your name.

Closing examples:

The cover letter of a job application should contain the following salutations:

  1. Thank you for your consideration
  2. Respectfully yours
  3. Most sincerely
  4. Kind regards
  5. Best regards
  6. Regards
  7. Sincerely
  8. Thank you
  9. Respectfully
  10. Yours truly
  11. With best regards
  12. Best
  13. Sincerely yours

Not To Use Closing Examples:

The cover letter of job application that should avoid the following salutations:

  1. Sent from my phone (if your phone automatically includes it, you can remove it in the settings)
  2. Use of abbreviations such as thnx etc is not appropriate.
  3. Yours
  4. Smiles
  5. Have a nice day
  6. Take it easy
  7. Warmly
  8. Warm regards
  9. Eagerly waiting for a response
  10. Best wishes
  11. Any emoticon (no smiley faces)
  12. Yours faithfully
  13. XOXO
  14. Love
  15. Have a great day
  16. Take care
  17. Warmest regards
  18. Fondly
  19. Cheers
  20. Affectionately
  • No. 5 – Signature: The letter should be ended with a handwritten signature just after your typed name. In case you are writing an email, you just have to add your typed name and the contact number.

Example Of A Mailed Letter Signed Letter, Uploaded Or Emailed Letter:

Closing

Handwritten signature

Applicant’s name

OR

Best regards,

Nishtha Rai (signature)

Nishtha Rai

OR

Best regards,

Nishtha Rai

Sample email signature:

Regards,

Name of applicant

Email of applicant

The contact number of applicant

Sample email signature with full address:

Best,

Name of applicant

Street

City, state zip code

Email of applicant

The contact number of applicant

Sample email signature with social media handles:

Sincerely,

Name of applicant

Email of applicant

The contact number of applicant

LinkedIn profile (optional)

Twitter profile (optional)

 

Simple Format Of A  Job Application Letter Using A Template:

Sometimes people might get confused and stressed with all the formatting requirements of the job application letter. The best way to cope up with this problem is to use a template to make your own personalized job application letters to apply for a job. In case you are applying for many jobs at a time and you have to send the letter of job application to all of them. In such cases, using a personalized template can save a lot of time.

Job application letter template:

  • Contact information: The first section of job cover letter consists of the contact information through which the employer can contact you. If you are having employer’s contact information, including that. Otherwise, just list your information.

Personal information of the applicant:

Name of applicant

Street address

City, state zip code

Contact number

Email address

Date

Contact information of employer:

Name of employer

Title of employer

Company of employer

Address of the employer’s company

City, state zip code

Essential Tips For Writing An Effective Job Application Letter:

  • Always write one: It is beneficial to send a job application letter until it is mentioned in the ad that not to send the same. Even if it is not asked by the company to include the letter of application, it is always beneficial to if you send it. In case it is asked by the company to send one, then it is necessary to follow all the instructions carefully. They might ask to send the letter as an email attachment or as the typed one.
  • Use the format of business letter: Always remember that you should write a job letter application by using the formal format. You should add the contact information, date and contact information of the employer at the top of the page. It is mandatory to include the salutation at the top and signature at the end. The formal business letter format should be:

Contact information of the applicant:

Name of applicant

Job title of the applicant

Company of applicant

Address of applicant

City, state zip code

The contact number of applicant

The email address of the applicant

Date

Contact information of employer:

Name of employer

Title of employer

Company of employer

Address of the employer’s company

City, state zip code

 

The Salutation:

  • Write ‘To whom it may concern’, if you are unaware of the employer’s name
  • Use formal salutation such as ‘Dear Mr./Ms./Dr. [Last Name]’, if the recipient is unknown.
  • Write “Dear [First Name],”, in case you are having an informal relationship with the employer.

 Complimentary close:

The best options for the closing could be:

  1. Respectfully
  2. Yours sincerely
  3. Respectfully yours
  4. Cordially

While writing a less formal letter, consider using:

  1. Regards
  2. Best
  3. All the best
  4. Thank you

The signature:

Your handwritten signature

Typed full name

Title

 

  • Sell yourself: In the whole letter, you should focus on the benefits you could provide to the company. Give instances of the moments when you used your skills and abilities for the betterment of the organization and that can be helpful for the post you are applying for. Provide examples when you have worked towards the benefit of the company. To calculate your skills ad accomplishments, numerical values can help.
  • Use keywords: Use the necessary keywords to show your skills and abilities. Add them to your letter. With the help of this, you can prove as the best fit in front of the employer or hiring manager.
  • Keep it short and precise: Your letter should contain only one page with at most four paragraphs. The employer likes to read the brief and concise letter containing all the relevant information.
  • Edit, edit and edit: No one wants to read a paper containing plenty of flaws. Similarly, the employer or hiring manager simply neglects to read the letter full of errors. That is the reason; you should read the letter, again and again, to find out the flaws. Also, you can ask a friend or career counselor to review your job application letter. It is important to proofread the letter for all type of errors.

Sample Job Application Letter (text version):

Nishtha Rai

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

oliver20@yahoo.in

April 26, 2016

John Smith

HR manager

Veggies to Go
238 Main Street
Portland, Maine 04101

Dear Mr. Smith,

Body

Best regards,

Handwritten signature (for a hard copy letter)

Olive

Sending An Email Application:

In case, you are sending your job application letter through email, you should add the reason in the subject line of your message.

Example:

Subject: Nishtha Rai – Content writer position

The contact information should be included in the signature, instead of the body of the cover letter.

Example:

Sincerely,

Olive

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

olive20@yahoo.in

Hope! This article helped you to understand how to write a job application letter effectively to get the desired job. Writing a cover letter is very important to get a perfect job. Sometimes students instead of having lots of skills and accomplishments to put, still they are not able to put it in the right manner in their job cover letter.

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