Job application letter format: How to Write a Job Application Letter

Emeh Joy

Writing a perfect job application letter can seem like a challenging task. However, with these tips, you can be an expert at writing excellent application letters to send with your resume.

How to Write a Job Application Letter

Do you need to write a letter to apply for a job? Most of the time, the answer is yes. There are different sought job application letter formats for different types of job applications.

Even in the rare cases when employers don’t require a job application letter, such as in some part-time jobs, writing a job application letter will help you highlight your skills and achievements and get the hiring manager’s attention.

But the question is, how do you write a good application letter, one that will land you that dream job? The tips provided here will guide you on how to write great application letters.

Tips for writing a job application letter

A 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 job application 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.

Application letter format

Getting started with writing the job application letter

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 application 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 guidelines for job application letters

Writing a job application letter is very different from a quick email to a friend or a an informal letter 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 job application letter should be no more than one page long.

Format and Page Margins: A job application letter 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 job application letter

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

Heading: A job application letter should begin with both your's and the employer's contact information (name, address, phone number, email) followed by the date. If this is an email rather than an actual application letter, include your contact information at the end of the letter, after your signature.

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 job application letter: Think of this section as being three distinct parts.

In the first paragraph of the job application letter, 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 job application 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 job application 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 job application letter template

Overwhelmed by all these formatting and organization requirements? One way to make the process of writing a job application letter easier is to use a job application letter template to create your own personalized job application letters for applying for a job.

Having a writing template can help save you time if you are sending a lot of application letters.


Be sure that each job application letter you send is personalized to the company and position; do not send the same letter to different companies

Tips for writing an effective job application letter

  1. Always write one: Unless a job posting specifically says not to send a letter of application or cover letter, you should always send one. Even if the company does not request a letter of application, it never hurts to include one. If they ask you to send a letter, make sure to follow the directions exactly (for example, they might ask you to send the letter as an email attachment or type it directly into their online application system).
  2. Use a business letter format: Use a formal business letter format when writing your job application letter. Include your contact information at the top, the date, and the employer’s contact information. Be sure to provide a salutation at the beginning and your signature at the end.
  3. Sell yourself: Throughout the writing of your job application letter, focus on how you would benefit the company. Provide specific examples of times when you demonstrated skills or abilities that would be useful for the job, especially those listed in the job posting or description. If possible, include examples of times when you added value to a company. Numerical values offer concrete evidence of your skills and accomplishments.
  4. Use keywords: Reread the job listing, circling any keywords (such as skills or abilities emphasized in the listing). Try to include some of those words in your cover letter. This will help the employer see that you are a strong fit for the job.
  5. Keep it brief: Keep your letter under a page long, with no more than about four paragraphs. An employer is more likely to read a concise letter.
  6. Edit, edit, edit: Employers are likely to overlook an application with lots of errors. Therefore, read through your cover letter, and if possible, ask a friend or career counsellor to review the letter. Proofread for any grammar or spelling errors.

Sample job application letter

Read a sample of a job application letter below to get insight on how to write a good job application letter.

Sample Job Application Letter