How to Write an Application Letter

Whether you are looking for a job or have already found your dream role; it's important to follow the right steps of writing an application letter. Application letter or cover letter is one of the criteria for job seekers. The big question is, do you know what it means, and can you write an application letter? Furthermore, in this post we have put together everything you need to know, the step-by-step guide and practical example on how to finely craft a good application letter.

What is an Application Letter

An Application Letter is also known as ‘Cover Letter’. However, it is a document that comes along with your resume when applying for a job. This letter is a personal introduction to a potential employer, explaining the reason why you are good and fit for the job. A well-written letter can make a difference between securing an interview or being overlooked. In other words, it more like a sales pitch, in a written form entailing why you think you are the best candidate for the job applied for.

1. Understanding the Purpose of an Application Letter

It's essential to understand the difference between Resume and Application letter since both serve distinct purposes. Unlike a resume, that consists of the list of all the skills and experiences that you have gained, while a letter gives you the opportunity to express yourself directly to the hiring manager. Before we take a deep dive into writing, it is necessary to understand the purpose of writing. These are the tools you are to use for a proper letter:

• Introduce yourself personally but in a formal way.
• Talk about the most relevant and important skill and experience for the job.
• Give a very good reason why you are interested in the position and the company.
•  Make a compelling case for why the employer should invite you for an interview.

2. Research the Company and Job Role 

Researching the company and the job role is a crucial step in crafting your application. It will give an insight into the company’s values and goals, thereby allowing you to express yourself deeply, like one who already knows what he wants. While researching look out for the following:

• The company’s mission and values.
• The job description and qualifications required.
• Any recent news or developments about the company.

By understanding the company’s culture and job role, you can better align your qualifications with the employer's needs.

3. Structure of an Application Letter

A well-structured application letter has a clear format, and there are things you should note before crafting an application letter. They are: 

• Make sure you to format your letter with single-space (1.15), using the fonts Times New Roman, Arial or Calibri in sizes 10-12 point.
• Begin your letter with a confident, engaging paragraph that summarizes qualifications. Next, explains how you found the job, and expresses your interest in the position. 
• Clearly state your passions, focus on the area related to the positions in one or two concise paragraphs. 
• Use keywords like leadership, communication detail-oriented all through your letter to show that you have done very good research.
• Header: Having a letterhead to some point makes your letter look professional. It contains your contact information like, first and last name, address, phone number, Email address, personal website, portfolio link and the employer’s contact information.
• Salutation: A polite greeting to the hiring manager or employer, like “Dear” or “Dear Mr.  Morgan”.
• Introduction: give a brief introduction that states the position you are applying for. Your first paragraph should be a sales pitch, sell yourself well to the employer, highlight all skills and experience you have that makes you outstanding and qualified. It is also good to continue your first paragraph with how you found out about the job, if possible, mention whoever that gave you the information.
• Body Paragraphs: Detailed sections highlighting your qualifications, experience, and why you are the best candidate for the role. Don’t forget that employers may verify your qualifications, keep it simple, don't lie.
• Conclusion: A closing paragraph that expresses enthusiasm for the role and invites the employer to contact you for an interview. Thank him for his time and consideration.
• Sign-off: A polite and formal closing, like

 4. Step-by-Step Guide to Writing Your Application Letter

a. Header

At the top of your letter, include your contact details, followed by the employer’s details:

[Your Name]  

[Your Address]  

[City, State, ZIP Code]  

[Your Email Address]  

[Phone Number]  

[Date]

[Employer’s Name]  

[Company Name]  

[Company Address]  

[City, State, ZIP Code]  

Ensure that your contact information is accurate, so the employer can reach you without any issues, also research well on the company’s contact, don’t guess. It's usually seen as a turnoff. 

b. Salutation

Address the letter to the hiring manager or the person responsible for recruitment. However, the job posting may not be specified, a little research on LinkedIn or the company website may help. Furthermore, if you're unable to find a specific person, you can use a general salutation like:

Dear Hiring Manager,

c. Introduction

Nevertheless, your introduction should capture the reader’s attention quickly. More so, mention the position you're applying for and where you found the job posting. For instance, I am writing to express my interest in the (Job Title), position at (Company Name), as advertised on (Where You Found the Job Posting). With my experience in (Relevant Field or Industry), I believe I can make a valuable contribution to your team.

Hence, in the introduction, it’s crucial to convey enthusiasm for the position and briefly mention your most relevant experience or skill set.

d. Body Paragraphs

In other word, the body of the letter is where you expand on why you are the best fit for the position. You should aim to:

• Showcase your skills and experiences that directly relate to the job.
• Demonstrate how you've successfully used these skills in the past.
• Highlight any achievements that align with the role.

For example, in my current role at (Current Company), I have refined my (specific skills) and achieved (specific accomplishments, such increasing sales). I believe these experiences have equipped me with the ability to (link your skills to the role you're applying for).

Furthermore, my ability to (mention another skill relevant to the role) will allow me to contribute effectively to (Company Name).  In addition to my excitement about the opportunity to join (Company Name), I believe my skills will greatly contribute to you team's success. 

Moreover, be specific and avoid merely listing your skills; instead, provide context. In addition, use concrete examples to demonstrate how you have applied your skills to achieve real results. 

e. Conclusion

In conclusion, restate your enthusiasm for the role and your eagerness to contribute to the company's success. Additionally, encourage the employer to contact you for further discussion or an interview. 

I am very excited about the opportunity to join [Company Name] and bring my [specific skill or experience] to your team. I would welcome the chance to discuss my qualifications in further detail and am available for an interview at your convenience. Thank you for considering my application, and I look forward to hearing from you.

f. Sign-off

Close the letter with a professional sign-off such as:

Sincerely,  

(Your Name)

 5. Proofread and Edit

In addition, a well edited application letter puts you ahead during consideration by the employer. Also, carefully proofread your letter; don't rush to submit it without reviewing thoroughly. Look out for any spelling or grammar errors, and ensure the letter is clear and concise. Besides, reading it aloud helps to catch awkward phrases or unclear sentences. Furthermore, ensure that the tone is professional, respectful, and consistent with the company's culture.

Finally, writing an effective application letter is a crucial step in the job application process. Therefore, understanding the purpose of the letter, researching the company, and tailoring each section to the job you're applying for, you can create a compelling and professional letter that stands out to employers. Truly, with the right structure, attention to detail, and a genuine expression of your skills and enthusiasm, your application letter can serve as a powerful tool in landing your next job.