How to Write a Job Application Letter (with Examples and a Free Template)

What Is a Job Application Letter?

A job application letter is a document that accompanies your resume when applying for a job. Sometimes called a cover letter, the application letter shortly explains why you want and are a good fit for the job, emphasizes the critical points in your resume, and underlines your motivation and commitment towards the current job opening.

While a job application letter is not an exhaustive document, it provides a unique opportunity to include personal details that don’t typically appear on a professional resume. These could be the grades you achieved in a college class relevant to the position, the name of a respected university professor who mentored you, or the fact that a two-year gap in your resume was due to a personal development project or life event. These personal touches can make your application stand out and show the employer the unique value you can bring to the role.

Why Is It So Important to Write a Good Application Letter?

In many cases, the employer asks for an application letter, but in many others, they don’t. However, sending a job application letter alongside your resume is always a good idea, and here is why:

• You get the chance to present your qualifications and underline your skills and interests
• You have the opportunity to add personal traits and details unsuited for a professional resume
• You can state why you want to work for this particular company and this specific position (i.e., show your interest and appreciation)
• You have the opportunity to explain the weak points in your resume.

How to Write a Job Application Letter Step-by-Step?

Writing a job application letter may take longer than putting together your resume. Furthermore, it is customized for a specific position and company, which means you must write new application letters to apply to other companies. As a result, it’s a good idea to develop a step-by-step process for writing application letters. Although you can use parts of a letter to assemble the next one (e.g., the part explaining and elaborating your resume), take the time to personalize each application because it will win you essential points. Follow the next steps when writing a job application letter.

1. Structure Information

If the job application letter is mandatory, you usually have some application instructions to follow (e.g., size of the text, document settings, file format, etc.). Please carefully read these instructions and respect them. This will help you pass the initial elimination process and show that you are attentive to detail, respect requirements, and are determined to get the job.

If the job application letter is not mandatory, you get to choose the format. We’ll talk about the application letter format later on, but for now, keep in mind that it has to be easy to read (e.g., structured in paragraphs, using professional fonts and colors, etc.), experienced (e.g., include an opening and closing), and building up a narrative.

2. Underline the position you are applying for

The position you are applying for has to be apparent from the get-go. Companies often have multiple job openings simultaneously, so you want to clarify what you are after. Mention the company’s name as well. If it’s relevant, specify how you heard about the job posting.

For example, a company’s employee may have spoken about it at an industry event. Or you may have heard from their social media channels. You may even have gotten a recommendation for someone already working for the company in a similar position. Make sure you mention all the details.

3. Highlight the abilities and credentials that make you a strong candidate for the position

Next, showcase why you are a good fit for that job position. Extract the relevant information from your resume and add specific details, such as your ongoing interest in a particular topic, expertise acquired in previous jobs, mentors, and so on. Keep it professional by providing information related to education (e.g., classes, professors, training, etc.), experience (e.g., regular tasks at previous jobs), and skills (e.g., foreign language proficiency, soft skills, communication, teamwork, organizational, IT skills, management abilities, etc.).

4. Research the company’s culture and achievements and mention why you want to work for the company

Nowadays, fitting in with a company’s culture and employee profile is often more important than job requirements. Big or small, companies are looking for employees who value their culture and mission and commit to achieving their business goals. Research the company thoroughly and make the case that working for it will improve not only your career but also your life. Be honest with yourself most of all. If it seems like an ample career opportunity, but you don’t value the company, you won’t be happy in that environment regardless of how well-paid or well-seen the job is.

5. Add relevant details that aren’t in your resume

Resumes have a fixed format that doesn’t leave too much room for details. For example, you get to write in your resume the field in which you have a bachelor’s or master’s degree but not your favorite courses, the professors who inspired you, or the extra activities you participated in. Similarly, you get to write your language certificates but do not mention that you lived abroad for a few months, which has refined your foreign language speaking skills and understanding of that culture. So, here is the chance to fill in the reader of your application letter with all the details that aren’t in your resume.

Use this space to address any potential weak points in your resume, such as employment gaps or short job tenures. By explaining these professionally, respectfully, and enthusiastically, you can reassure the employer that there are valid reasons for these situations and demonstrate your ability to overcome challenges. One tip: don’t complain about how hard your life was at previous jobs.

6. Write a professional closing

Close the job application letter using a common professional letter closing and add your contact details. You may also thank the reader and mention a small call to action, such as looking forward to an answer or your availability to provide additional documents if needed.

Application Letter Format - What to Include in Each Section?

If you have to create an application letter format, create a structure and use it for every letter. It’s simpler and more efficient and allows you to have a slow and thorough formatting process. Most job application letters include the following sections:

1 Heading

This is the opening section and usually includes a professional, polite greeting. Typically, a written letter includes your contact details and the company’s details at the top, while an email application letter includes only your contact details in the closing section.

2 Body of the letter – paragraph one

The first paragraph of your job application letter underlines the position you are applying for and mentions where and how you heard of the opening if that is relevant (step 2 above).

3Body of the letter – paragraphs two and three

The following one or two paragraphs emphasize your skills and expertise and prove you are a good fit for the job. You can use an additional paragraph to address the company’s culture and how their mission impacts you and makes you want to be part of their story.

4 Body of the letter: last paragraph

Use the previous paragraph to explain parts of your resume or add details that aren’t there (step 5 from above). Maintain a neutral, professional tone and focus on the positives.

5 Closing

Use a polite tone and thank your reviewer. You may also include a phrase that opens future communication. Sign with your name and include contact details here if this is an email.

Examples of Application Letters

Here are a couple of examples that put everything we talked about so far to good use. They are informative, and all the names and details we use are fictional. Use them as examples to understand how to write a good job application letter and personalize yours to fit your resume, dream job, and personality.

Download our Free Job Application Letter Template

To ensure you don’t miss any steps, download our free job application letter template and use it whenever you need to write an application letter in word. The format is simple, professional, and easy to customize. Furthermore, it fits any job opening and level of experience.

Tips for Writing a Successful Application for a Job

Although it’s easy to follow an application letter format or customize a template, getting it right is in the details. So here are a few tips to transform a standard, dull job application letter into one that captures the reviewer’s attention and wins you points before you even arrive at the interview:

• Proofread your letter: Don’t let any mistakes ruin the first impression.
• Be concise and on point: No one has time to read a novel. Say what you need to say in a few short paragraphs.
• Use professional language: An application letter is a business communication. Treat it as such. Use business-like opening and closing expressions.
• Customize the letter for each receiver: It’s good manners first, and second, it will denote engagement and respect. It also shows that you did your homework and know the company you are applying for.
• Create a narrative: Start with an engaging introduction that shows why you are a good fit for the job. Then, explain how the company’s culture and mission match your own. End by showcasing interests, passions, and qualities that make you stand out from the crowd and complete your profile.
• Be positive: Show how you learn from mistakes, avoid being judgemental, and focus on what you bring to the table.

Concluding Guidelines

Getting your dream job may be challenging and sometimes tiresome. Think of it as a process from which you have plenty to learn. Be honest in your job application letter no matter what. If you don’t land the job, it probably wasn’t the job or the work environment for you in the first place. Write a professional application letter showcasing your skills, expertise, personality, and dedication. You are much more than your resume. Use the space given by an application letter to tell your compelling story.