How to Write a Job Application Letter (with Examples)

• Format your application letter single-spaced and in Times New Roman, Arial, or Calibri font that’s 10- to 12-point in size.
• Open your letter with an engaging and confident first paragraph that briefly includes your qualifications, where you found the job, and your overall interest in the position.
• Show your personality in the body paragraphs by describing the passions that relate to the position in 1 or 2 sentences.
• Use keywords (like leadership, communication, and detail-oriented) from the job description throughout your letter to show that you’ve done your research.

Formatting

Use Times New Roman, Arial, or Calibri font. Stick with a standard font that’s easy to read and professional. Opt for a 10- to 12-point font size and avoid colored ink.

Single-space your application letter. The goal is to put all your relevant information on one page, and a single-spaced format will help you achieve that. Plus, it looks professional and is easy for potential employers to read.

Include your contact information in the top left-hand corner. Having the proper letterhead can help your application letter look professional. Align the document to the left and include the information as follows: First and last name Address Phone number Email address Personal website and/or portfolio link (if you have one)

Provide the company’s information. Including the contact information of the company or employer you’re applying to will put you above the rest and show that you’ve done your homework. Leave a line of space separating your information and theirs, following the same format and order as before. If you don’t know the hiring manager's name, search the company’s website or refer to the name of the individual who originally posted the job opening. If you’re in doubt about who to address your letter to, use “[Department] Hiring Manager.”

Open your letter with a formal greeting. Address your application letter to the person listed in the company’s contact information. Use “Dear,” as a professional and polite greeting. For instance, “Dear Mr. Burgin.” If you don’t have the employer or hiring manager’s name, use a general but professional opening, “To Whom It May Concern” or “Dear [Department] Hiring Manager.”

Introduction

Explain what drew you to the job. Your letter of application should capture the interest of a potential employer, so be engaging. Open with a strong, declarative statement about your excitement for the position or interest in the company. Briefly highlight traits that make you a star candidate to pique their interest. Be short and specific in this opening paragraph—save those details for later. Think of your first paragraph as a sales pitch. What can you say that’ll grab their attention immediately? Is there something you have that other candidates don’t that make you more qualified for the position? Show the employer that you’re familiar with the company and job application by noting keywords and characteristics valued by the company. For example: “I write to apply for the Office Manager position at Acme Investments, Inc. I am an excellent fit for this position, as demonstrated by my extensive background in management and proven success as a corporate administrator.”

State where you found the position. Continue your first paragraph with how you found the job. If someone you know already works for the company, great! Don’t be afraid to drop their name, as they could be a valuable reference. If you found the application through LinkedIn, Indeed, or another job website, list that instead. Companies appreciate when job candidates include this information because it lets them know where people are searching for jobs. Only include a company contact or friend’s name if you have their permission. This way, they’ll be ready to answer any questions about you and your character later. You may write something like: “John Smith recommended that I get in touch with you about the general manager position at EnviroRent,” or “I came across the available position on LinkedIn and believe I am a strong candidate.”

Explain why hiring you would benefit the company. Sure, hiring you would ultimately benefit you and your life, but it would also help the employer. Highlight what you would bring to the table. List 1 or 2 accomplishments or experiences that make you the best fit for the job. For instance, if the company needs someone who can lead a team and handle multiple projects at once, note what team projects you’ve led in previous positions and how you improved overall productivity. If you have numerical data or stats to back up your accomplishments, include them! This is your time to brag about your achievements and show how you’ve excelled in the workplace.

Body Paragraphs

Summarize your strengths, qualifications, and experiences. In your second and third paragraphs, mirror the job qualifications with 2 to 3 of your abilities and experiences. Focus on attributes that make you the perfect fit for the role. Scan the job application for keywords like leadership, communication, management, and detail-oriented. Then, highlight in your letter how you have these characteristics or skills. Avoid embellishing any of your qualifications. Remember, an employer can always double-check the facts. If you’re not sure what to write, refer to your resume or CV. What have you done that matches the job description best, and how can you elaborate on it? For example: “In my previous role, I successfully supported an office of 100 personnel and honed my management and interpersonal skills through customer service and clerical responsibilities.”

Include details that aren’t on your resume. Don’t be afraid to paint a picture of yourself in your application letter. A hiring manager can read your resume or CV for the cliff notes of your experience; what they want now are the details. Show them the person behind the accomplishments by highlighting your passions and drive. For instance, you could express how the company has impacted you personally and why that’s driven you to apply for the position. Although you want to provide details, keep it short. Stick to a 1 to 2-sentence description rather than a full-length story. Your letter should stay under 3 paragraphs. Here’s an example: “My passion for teaching began the summer of my sophomore year of high school when I was a camp counselor. I was given the opportunity to teach a class focusing on local plant life, and the campers’ enthusiasm cultivated my love for teaching and conservation.

Finish with a call to action. In your final body paragraph, emphasize your desire to work for the employer and restate your interest in the job or company. Then, let them know you’d be available for a personal interview at their earliest convenience. This is your call to action. For instance, you could write, “I am excited about the possibility of working for you and your company. I would be more than happy to discuss my qualifications and Acme’s future direction in person or via video conference.” Keep your call to action brief and open, or provide specific dates you’d be available to meet with the employer.

Closing Your Letter

Thank the employer for their time and consideration. The best way to close a job application letter is to sign off politely and professionally. Acknowledge their time and thank them for considering you for the job. You can also further emphasize a will to speak with them. For instance, sign off with, “Thank you for your time and consideration. I look forward to hearing from you,” or “Thank you for considering me for this position. If you have any further questions or require additional documentation, please don’t hesitate to contact me.”

Sign off with a respectable salutation. Be polite and professional to keep your sign-off appropriate. Remember, you’re writing to a potential employer, not your best friend. Stick to “Sincerely,” “Best,” or “Thank you.”

Sign and type your name. Place your signature directly under your sign-off. If you’re typing your letter, leave an extra space between the sign-off and your name, so you have space to sign your name. Providing a scripted signature gives your letter a flare of professionalism. If you’re sending your letter via email, import your signature into the document as an image or .png file.