How to Write Application Letter [FULL GUIDE]

How to Write an Application Letter: Learning the tips to construct a standard application letter is the foundation of getting a good job. The truth is writing a poor application letter can lead to not being able to secure the job. So, it is essential to follow this guide from the beginning to the end if you want to learn the accurate and standard way to write an application letter that will get you your dream job.

How to Write Application Letter [FULL GUIDE]
How to Write Application Letter [FULL GUIDE]

Moving forward, when applying for a job or internship, the application letter is your chance to make a great first impression. It is the first thing a potential employer will read, so it’s important to make it count. In this blog post, we’ll cover the essential steps you need to take to write an effective application letter that will help you stand out from the competition. Having said that this content will cover all you need to know about writing an application letter, I will also include some samples you can use if they will fit your job application.

However, before I move to the main topic I have to explain the meaning of an application letter first.

What Does Application Letter Mean?

An application letter, also known as a cover letter, is a formal document that accompanies a resume or CV (curriculum vitae) when applying for a job or internship. It introduces the applicant to the potential employer and highlights their qualifications and experience relevant to the position being applied for.

Now, let’s get to know about the purpose of an application letter.

Importance of Application Letter

  1. It is used to introduce oneself to a potential employer
  2. To express interest in a job or position
  3. An application letter is used to highlight relevant skills and qualifications
  4. For the purpose of demonstrating knowledge of the company and industry
  5. A cover letter is essential to explain any gaps in employment or career changes
  6. To provide additional information not included in the resume or CV
  7. To persuade the employer to invite the applicant for an interview
  8. To express gratitude for the opportunity to apply for the position
  9. To establish a professional tone and demonstrate attention to detail.

Now, the next important heading is the format to write an application letter.

Basic Format and Structure of an Application Letter

The listed below is the format you have to adhere to when writing an application letter;

  1. Contact Information
  2. Date
  3. Employer Contact Information
  4. Salutation
  5. Opening Paragraph
  6. Body Paragraphs
  7. Closing Paragraph
  8. Complimentary Close
  9. Signature
  10. Enclosure or Attachment notation (if applicable)

What does Personalization mean in an application letter?

Personalization in a letter refers to tailoring the content and tone of the letter to the specific recipient or audience. In the case of an application letter, personalization involves customizing the letter to the company and position being applied for. This includes researching the company’s mission, values, and culture, as well as studying the job description and requirements.

How to Customize the body of your application Letter

Check out how to customize your application letter to the reader and how to make it stand out.

  1. Research the company, its mission, values, and culture
  2. Study the job description and requirements to identify the specific skills and qualifications needed
  3. Address the letter to a specific person or department within the company, rather than using a generic greeting
  4. Use specific examples, anecdotes, and language that demonstrate the applicant’s understanding of the company and the job requirements
  5. Emphasize how the applicant’s skills and experience align with the specific job requirements
  6. Highlight any relevant achievements or accomplishments that make the applicant stand out from other candidates
  7. Show enthusiasm and a genuine interest in the company and position
  8. Use a professional tone and language throughout the letter
  9. Use a clear and concise writing style, avoiding jargon or overly complex language
  10. Ensure the letter is error-free, with no spelling or grammatical mistakes.

List of Common Mistakes in an application letter and ways to avoid them

This aspect is all about the common mistakes to avoid when writing an application letter. Check out the list of common mistakes you can make when writing an application letter for a job position;

  1. Using a generic salutation
  2. Failing to customize the letter to the specific company and position
  3. Repeating information from the resume or CV
  4. Including irrelevant information
  5. Using overly casual or informal language
  6. Focusing too much on the applicant’s needs rather than the employer’s
  7. Making spelling or grammatical errors
  8. Using a one-size-fits-all approach for all job applications
  9. Being too long or too short
  10. Failing to proofread the letter before submitting it.

By watching out for the above mistakes, you stand a good chance of writing a successful application letter for your desired job.

The next essential thing you need to know is how to tailor your application letter to the job description.

How to tailor your Application Letter to the Job Description

Follow the points listed below to tailor your cover letter to be relevant to the Job description;

  1. Analyze the job description and identify the key requirements and qualifications
  2. Match the skills and experience mentioned in the job description with the applicant’s own skills and experience
  3. Highlight relevant achievements or accomplishments that align with the job requirements
  4. Use specific language and keywords from the job description to show a clear understanding of the requirements
  5. Address any gaps in experience or qualifications that may be mentioned in the job description
  6. Avoid including irrelevant information or skills that do not relate to the job requirements

Using a Professional Language in an Application letter

  1. Dear [Hiring Manager or Name of Recruiter]
  2. I am writing to express my interest in the [Position] at [Company Name]
  3. I am excited to apply for this opportunity to contribute to your team and [company goal or vision]
  4. My experience aligns well with the qualifications and requirements listed in the job description
  5. I have a proven track record of [specific achievement or accomplishment relevant to the job]
  6. I am confident that my skills, qualifications, and experience make me a strong candidate for the position
  7. Thank you for considering my application, and I look forward to the opportunity to discuss my qualifications further
  8. I am available for an interview at your convenience
  9. Please let me know if you need any additional information or if you have any questions
  10. Sincerely, [Your Name]

How to write a Closing section of an Application Letter

It is important to develop a standard ending while writing your application as this will leave a good impression on the employer. To write a good closing section in your letter, check out the tips below;

  • Summarize your qualifications and interest in the position
  • Express appreciation and gratitude
  • Request an interview or the next steps
  • Provide contact information
  • Use a professional closing. E.g Sincerely” or “Best regards,” followed by your name.

Sample to write the closing section

Thank you for considering my application for the [Position] at [Company Name]. My experience and qualifications align well with the requirements of the position, and I am excited about the opportunity to contribute to your team. I would welcome the opportunity to discuss my application further and am available for an interview at your convenience. Please feel free to contact me at [Phone number] or [Email address]. Thank you again for your time and consideration.


[Your Name]”

The last heading on How to Write Application Letter is ‘Follow Up

Tips on how to follow up after sending an Application Letter

  • Wait for an appropriate amount of time: Give the employer a chance to review your application before following up.
  • Reach out via email or phone: Follow up with an email or phone call to inquire about the status of your application.
  • Ask for a timeline: Inquire about the timeline for the hiring process and when you can expect to hear back about the position.
  • Provide updated information: If you have any updated information to share, such as a new certification or accomplishment, mention it in your follow-up message.

Short sample of a follow-up Message

“Dear [Hiring Manager],

I hope this email finds you well. I recently applied for the [Position] at [Company Name] and wanted to follow up on the status of my application. I am still very interested in the position and believe my skills and experience align well with the requirements.

I wanted to inquire about the timeline for the hiring process and when I might expect to hear back about the position. Additionally, I recently earned [Certification] which I believe is relevant to the position.

Thank you for your time and consideration. I look forward to hearing from you soon.


[Your Name]”

Wrapping Up How to Write Application Letter

With all points listed above I believe have pointed out all information you need to know about the tips to write an application letter.

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