How to Write a Job Application Letter

Job Application Letter Writing Guidelines and Format Advice

Businessman working on laptop outside of office building
Dan Dalton / Getty Images

Do you need to write a letter to apply for a job? Not sure what to include or how to format your letter? What does an employer expect to read in the letters they receive from applicants? Here's all the information you need to write a job application letter that will help you secure a job interview.

What is a Job Application Letter?

job application letter, also known as a cover letter, should be sent or uploaded with your resume when applying for jobs.

While your resume offers a history of your work experience and an outline of your skills and accomplishments, the job application letter you send to an employer explains why you are qualified for the position and should be selected for an interview. 

Writing this letter can seem like a challenging task. However, if you take it one step at a time, you'll soon be an expert at writing application letters to send with your resume.

How to Get Started 

Before you begin writing your job application letter, do some groundwork. Consider what information you want to include (keeping in mind that space is limited). Remember, this letter is making a case for your candidacy for the position. But you can do better than just regurgitating your resume — instead, highlight your most relevant skills, experiences, and abilities. 

To include the most convincing, relevant details in your letter, you'll need to know what the employer wants.

The biggest clues are within the job advertisement, so spend some time decoding the job ad. Next, match your qualifications with the employer's wants and needs. Make a list of your relevant experience and skills. For instance, if the job ad calls for a strong leader, think of examples of when you've successfully led a team.

Once you've jotted down some notes, and have a sense of what you want to highlight in your letter, you're ready to get started writing. 

Writing Guidelines for Job Application Letters

Writing a job application letter is very different from a quick email to a friend or a thank you note to a relative. Hiring managers and potential interviewers have certain expectations when it comes to the letter's presentation and appearance, from length (no more than a page) to font size and style to letter spacing:

Length: A letter of application should be no more than one page long.

Format and Page Margins: A letter of application should be single-spaced with a space between each paragraph. Use about 1" margins and align your text to the left, which is the standard alignment for most documents.

Font: Use a traditional font such as Times New Roman, Arial, or Calibri. The font size should be between 10 and 12 points.

What to Include in Each Section of the Letter

There are also set rules for the sections included in the letter, from salutation to sign-off, and how the letter is organized. Here's a quick lowdown on the main sections included in a job application letter: 

Heading: A letter of application should begin with both you and the employer's contact information (name, address, phone number, email) followed by the date.

If this is an email rather than an actual letter, include your contact information at the end of the letter, after your signature. Here's how to send an email application letter.

Salutation: This is your polite greeting. The most common salutation is "Dear Mr./Ms." followed by the person's last name. Find out more about appropriate cover letter salutations, including what to do if you don't know the person's name, or are unsure of a contact's gender. 

Body of the letter: Think of this section as being three distinct parts.

  • In the first paragraph, you'll want to mention the job you are applying for and where you saw the job listing.
  • The next paragraph(s) are the most important part of your letter. Remember how you gathered all that information about what employers were seeking, and how you could meet their needs? This is where you'll share those relevant details on your experience and accomplishments.
  • The third and last part of the body of the letter will be your thank you to the employer; you can also offer follow-up information. 

Complimentary Close: Sign off your email with a polite close, such as "Best" or "Sincerely," followed by your name. 

Signature: End with your signature, handwritten, followed by your typed name. If this is an email, simply include your typed name, followed by your contact information.

Simple Formatting Using a Template

Overwhelmed by all these formatting and organization requirements? One way to make the process of writing a job application easier is to use a job application letter template to create your own personalized job application letters for applying for a job. Having a template can help save you time if you are sending a lot of application letters. Do be sure that each letter you send is personalized to the company and position.

Proof and Edit Your Letter

Remember to proof and edit your letter before sending it. It may sound silly, but also be sure to include the correct employer and company names - when you write many letters of application at once, it is easy to make a mistake.

If you are applying for a job in advertising or another field that emphasizes creativity, you might be able to be more flexible with these guidelines. However, think closely about the position and the company before deviating drastically from this format.

Sample Job Application Letters

Review these sample job application letters and edit them to create your own. Customize each letter you send - include information on your skills and experience that are relevant to the job you are applying for.

Your letter should show the hiring manager, at a glance, why you are a good candidate. Browse through these cover letter samples to help you get started writing your own letter. 

More About Job Applications: Best Ways to Apply for Jobs | Sample Resumes | Proofreading Tips for Job Seekers | How to Build a Resume in 7 Easy Steps