Job Application Letter or Cover Letter – Format & Sample Download
A job application letter or cover letter is sent along-with your resume to the job advertiser or the hiring manager to apply for the post. It’s a one page brief about yourself and your previous experiences to convey to the hiring manager why you fit for the job post.
Job application letter or cover letter is written with reference to a job advertisement in any social media, news portal or job portal. Also you can write it having a referral from your friend or neighbour or anybody who is already working in that organisation.
You have to strictly follow the rules of a formal letter to write a job application letter or cover letter. This will increase the chance to be noticed by the hiring manager.
Watch the below video, if you don’t like in writing:
Table of Contents
- Why should you write a Job application letter or cover letter?
- Tips to write the letter
- Bonus tips to write the letter
- DON’Ts to write the letter
- Format of a job application letter or cover letter
- Download the format
- Worked out examples and free downloads
- Conclusion
Why should you write a Job application letter or cover letter?
You should always write a job application letter or cover letter while sending your resume unless it is instructed in the advertisement not to write one.
There are so many reasons why you should write a job application letter or cover letter. Here are a few reasons:
Provides a brief about your candidature
It provides a brief description about yourself and the reason of applying for the job.
It also says your hiring manager very briefly why you are a fit candidate for the job posted in the advertisement.
Keep in mind that the job application letter or cover letter is not a summary of your resume. So don’t copy and paste the content of your resume here.
Increases the chance to get noticed by recruiter
Your recruiter or hiring manager will barely spend 6-7 seconds to understand the candidate’s profile and to check his requirement.
Hence, the recruiters would like to see a job application letter or cover letter first in spite of your detailed resume.
Thus it will grab the attention of the recruiter and will increase the chance to get an interview call.
Makes the job relevancy checking easier
Your hiring manager can understand your field of expertise easily at a glance without checking your resume at the first attempt.
If your knowledge and experience match the job specific requirements, then the hiring manager can check your resume for further details. This will save the time and energy of the hiring professionals.
Helps recruiter to track the particular job posting
Most often, the organisations publish only single job advertisement for multiple posts. Hence, it’s very difficult for your recruiter to keep the track of the job post against which you’re applying for.
A job application letter or cover letter will help your hiring manager to keep the track of application. This will increase the chance to get a call from the organisation.
Tips to write the letter
- Strictly follow the prescribed format of a formal letter to write a job application letter or cover letter.
- Mention in the letter what good you can bring to the company if you’re being hired and what special skill-set or abilities you have that others may not have it.
- Write in a brief and precise way. Focus directly to the required skill-sets mentioned in the job description.
- Pick the matching keywords from the job advertisement and mention as many as possible in the letter.
- Write the main content of your letter in short paragraphs as far as practicable.
- Include your name and contact detail with email-id very clearly to get a response from the hiring manager
- Choose the subject line carefully. It should include your name and the post you’re applying for unless instructed specifically.
- Mention a clear Call-To-Action (CTA) so that the hiring manager can call you for an interview.
Bonus tips to write the letter
- Read the advertisement carefully several times. You can get the list of skills and special knowledge required for the job post.
- Match your experience and skill-set with the job requirement.
- Search in the internet to study about the company you’re going to apply. Mention the company’s name in the job application letter or cover letter to create a good impression.
Quick notes:
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DON’Ts to write the letter
- Don’t send common application letter to many companies for different job positions. Personalize the job requirement and customize accordingly.
- Your resume highlights your detail experience and academic qualifications. So don’t duplicate your resume content in the job application letter or cover letter.
- Don’t use any emotional or informal words.
A perfect job application letter or cover letter has:
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Format of a job application letter or cover letter
A job application letter or cover letter is a part of formal letter. Hence, it should follow the prescribed format of a formal letter.
Let’s check below the format of a job application letter or cover letter:
Sender’s address:
The address and the contact details of the sender are written first on the top left corner. Also include the email and phone no. of the sender.
Date:
Leave one line below the sender’s address and put the date of writing the letter.
Receiver’s address:
Leave one line below the date and write down the hiring manager’s address details with Company’s name, contact no. and email-id.
Subject line:
Leave one line below the recipient’s address and write down the subject line.
It should include your name and the job position you’re applying for unless mentioned anything in the application instruction.
The subject line must be short enough. It must be written in one line only.
Salutation
Start with “Dear Sir/Madam” or “Dear Mr./Mrs./Ms. ….” (if you know the name of your hiring manager).
Also you can write “Dear Hiring Manager” or “Dear HR Department” (if you don’t know the name of the hiring manager).
Use a comma (,) after the salutation.
Body of the letter
This can be sub-divided into three parts:
Part-1: Introduction and the purpose of writing the letter. Also you need to mention the reference where you saw the job advertisement.
Part-2: This is the right place where you have to declare your skills and abilities to meet the job descriptions.
Describe your previous experiences and special skills you have applied to meet the expectations of your earlier employer(s). Also mention how the company can get the benefits from these if they hire you.
However, keep in mind to mention the description points in the job details as many as possible. You can use the words or phrases exactly appearing in the advertisement, as applicable.
This will grab the attention of your hiring manager to go through your resume in details.
Part-3: Draw a conclusion by requesting a call back or an interview.
Provide your contact details and email-id for the purpose.
Finally, thank your hiring manager for his time and consideration.
Complimentary Closing
A complimentary closing is a polite way to convey your regards to the recipient.
You can use “Yours sincerely,” or “Yours faithfully,”.
Sender’s name, signature and designation
Leave another couple of lines for the last step—your name and signature. Type your full name underneath it.
Enclosures or attachments
When you’re applying for a job, you need to send this job application letter or cover letter along-with your resume as an attachment.
So mention the attachment in the last of your application letter.
Download the format of a job application letter or cover letter
| [Sender’s address]
[Date] [Receiver’s address] [Subject line] [Salutation] Dear Sir/Madam, [Body of the letter] Part-1: Introduction and the reference where you saw the job advertisement Part-2: Your skills and abilities to fit for the job Part-3: Request a call back or an interview [Complimentary closing] Yours Sincerely, [Sender’s signature] [Sender’s name and designation] [Enclosures (1)] Resume |
Worked out examples and free downloads
Example-1: Job application letter for an Engineer
| 3/A, East Enclave,
New Town, Kolkata. Cell no.: (+91) 6290725477 E-mail: [email protected] June 15, 2020 Mr. Prashant Paul, The Human Resource Department, XYZ Company Pvt. Ltd. 24/1, GC Avenue, Kolkata. Subject: Application for the post of Sr. Electrical Design Engineer Dear Sir, With reference to the job advertisement published in “The Times of India” dated 26-June-2020, I would like to present myself as a suitable candidate for the post. I have 14 years of expertise knowledge in project and detail design engineering in Power Plants up to 660 MW & associated Substations up to 400 KV voltage level. As a design engineer, I have the working experience in HV, MV & LV system design with power distribution Single Line Diagram (SLD). Detail design includes the preparation of technical specifications, tendering, equipment sizing calculations, system study, layout preparation, vendor document review, BOQ, cable schedule, plant illumination, lightning protection system etc. Further, I worked in the Middle East for four years in Combined Cycle Power Plants. I used to co-ordinate the design issues with the site engineering team as and when required. I’m fully familiar with the project Health Safety and Environment (HSE) practices, RFIW for inspection work, commissioning procedures. I strongly believe that my experience in design and project site will add values greatly in your organisation if I get a chance to work with your dedicated team. I have attached my resume for your kind perusal and I request you to arrange an interview. Thank you for your time and consideration Yours sincerely,
Sourav Sengupta (Sr. Electrical Design Engineer) Enclosure (1): Resume – Sourav Sengupta |
Example-2: Job application letter for a School Teacher
| 249/1, Anjali Apartment,
New Town, Kolkata. Cell no.: (+91) 6290725477 E-mail: [email protected] June 29, 2020 Mr. P. Joshi, The Principal, St. Loreto School. 12/1, Rabindra Sarani, Kolkata. Subject: Application for the post of English Teacher Dear Sir, This is regarding to the job advertisement published in “The Hindustan Times” dated 22-June-2020 for the vacancy of an English Teacher, I would like to apply for the post. I have 10 years of teaching experience in the English subject in Class-IX and Class-X. Also I am teaching in the St. Xavier’s School for the last 5 years. Since teaching is always my passion, I build a strong bonding relationship with the students to motivate them. I believe that my qualification and experience match your requirements. I have attached my resume for your kind perusal. If you find my application suitable for your requirement, please feel free to contact me at the above contact detail. Thank you for your time and consideration. Yours sincerely,
Rishav Banerji (Assistant English Teacher) Enclosure (1): Resume – Rishav Banerji |
Conclusion
Since a job application letter or cover letter is a formal letter, always maintain the prescribed format to write the letter.
Go through the job advertisement carefully to understand the exact requirement of the company.
Be specific and write the job application letter or cover letter precisely.
If you can grab the attention of the hiring manager, there is a high chance that they will go through your resume in details.
Once you master the art of writing a job application letter or cover letter, it’ll help you throughout your lifetime to apply for a new job every time.
Have you ever written a job application letter or cover letter? Share your feedback.