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An application letter is merely another name for a cover letter, the official business letter often included with a job application and/or resume and sent to a prospective employer. Although application letters are generally considered optional components of applying for a job, more and more frequently, employers are singling out those who actually take the time to write an application letter as their top picks. Here are a few components of a typical, successful application letter:
Professional Style
Application letters are usually, and should always, be in an officer letter style, like block style. These letters should be formatted properly and checked for spelling and grammatical errors.
Salutation
Although many application letters open with a simple "Sir or Madam:", the more successful application letters are addressed personally to the hiring manager (which often takes some research on the part of the job applicant).
Body
The body of a good application letter, usually 3 to 4 paragraphs, explains why the applicant is a good fit for the job, explains relevant experience, and shows how that experience would be useful if selected for the career opportunity.
Attachments
An application letter is rarely sent to a prospective employer alone. It is usually accompanied by a resume, salary history, list of references, and/or other documentation of achievements.
Length
Application letters are generally no more than one page in length. Employers are unimpressed by application letters of half a page or less, though; filling most of one page is the safest way to complete an application letter.
What to Include in a Letter of Application
When writing an application letter you should include:
Subject (for an email letter)
List the job you are applying for and your name in the Subject Line of your email message, so the employer is clear as to what job you are interested in and who you are.
Greeting
Begin your letter greeting with "Dr./Mr./Ms. Last Name." If you do not know the employer's last name, simply write "Dear Hiring Manager" or leave the greeting off the letter and start with the first paragraph.
Body of Letter
• First Paragraph: Why you are writing - mention the job you are applying for and where you found the listing.
• Middle Paragraph(s): What you have to offer the employer - mention why your skills and experience are a good fit for the job.
• Last Paragraph: Say thank you to the hiring manager for considering you and note how you will follow up.
Signature
End your cover letter with your signature, handwritten, followed by your typed name.
When you submit your resume, you will typically need to write a cover letter as well. Since it is a formal letter, there are set guidelines for what information to include in your cover letter.
The following cover letter format lists the information you need to include in the cover letter you submit with your resume. Since a cover letter is a formal letter, it's important to adhere to these formatting standards.
Use the guideline below to create customized cover letters to send to employers. Then, review cover letter samples, a cover letter template, and tips for formatting hard copy and email cover letters you can use to write your own letters.
Cover Letter Format
Your Contact Information
Name
Address
City, State, Zip Code
Phone Number
Email Address
Date
Employer Contact Information (if you have it)
Name
Title
Company
Address
City, State, Zip Code
Salutation
Dear Mr./Ms. Last Name,
• Cover Letter Greeting Examples: Note: If you do not have a contact name, you can skip the salutation entirely. Or, you can use Dear Hiring Manager, To Whom It May Concern, or one of the other examples listed in the link. Ideally, you will be able to address your cover letter to a specific person. Doing research can help you figure out who is the most appropriate person to receive the letter. Note: If you do not know the gender of your contact, you can write out the person's full name, e.g., "Dear Cory Smith"or "Dear Jordan Parish."
Body of Cover Letter
The body of your cover letter lets the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow-up. Organize the body of your cover letter into the following paragraphs:
• First Paragraph
The first paragraph of your letter should include information on why you are writing. Mention the position you are applying for and where you found the job listing. Include the name of a mutual contact, if you have one.
• Middle Paragraph(s)
The next section of your cover letter should describe what you have to offer the employer. Mention specifically how your qualifications match the job you are applying for. Think of this section of the cover letter as where you're making a pitch for your fit as an employee and show makes you a great candidate. Keep in mind that employers will be more interested in what you can do for them, than a list of your background. Make the connection between your qualifications and the job requirements clear. Use this section to interpret your resume—don't repeat from it verbatim.
• Final Paragraph
Conclude your cover letter by thanking the employer for considering you for the position. Include information on how you will follow-up. Optionally, you can briefly restate why you would be a good fit for the position.
Example Application Letter
22 H Venture St.,
Diliman, Quezon City
Philippines
April 17, 2015
Mr. Vincent Chua
Hiring Manager
Bank of the Philippines Isslands (BPI)
12/F Ayala Life-FGU Center, Ayala Ave.
Makati City 1226
Dear Mr. Chua,
I am writing to express my interest for the position of Recruitment Assistant in your esteemed company.
Having recently obtained my Bachelor’s Degree in Business Administration major in Human Resource Development Management (BSBA-HRDM) in the Polytechnic University of the Philippines (PUP), I wish to bring my knowledge, skills and commitment to excellence to your company’s innovative environment.
As a Business Administration student, majoring in HR management, I’ve become equipped with the necessary knowledge that come with the position including manpower recruitment, workforce organization, personnel training and compensation as well as legal provisions and other labor concerns.
My internship at San Miguel Corporation also afforded me with the crucial skills to work with some of the best professionals in the recruitment and human resources industry. Being a trainee has developed in me enthusiasm and a true passion for human resources and has subsequently convinced me that human resource management is my true calling.
For additional details regarding my qualification and expertise, please review my attached resume.
Thank you for taking the time to consider this application and I look forward to hearing from you.
Sincerely,
(signature)
Jessica Cenadoza
2. Inquiry Letters
Inquiry letter is a tool of collecting information about people, products and prices. It plays vital role in making decisions relating to employment, purchase and sale of goods. Prospective employers extensively use inquire letter to collect information about job candidates. In modern time, it is very customary that job applicants mention one or more references in their job application. Prospective employers write inquiry letters to those referees mentioned by applicants. In addition to employment purpose, inquiry letter is written to collect information about business enterprises that want to make credit purchase. Sometimes, inquiry letter is also written to obtain price quotation, cataloger, terms and conditions of sales etc. with the growth and expansion of a business, utility of inquiry letter increases.
Contents or elements of personal status inquiry letter or, factors to be considered in writing inquiry letter about a person.
When a prospective employer writes letter to a referee for obtaining information about a job applicant, it is called personal status inquiry letter. The following contents should be included in the personal status inquiry letter:
Name and address of the applicant: The enquirer must mention full name and address of the applicant in the letter. This helps the receiver to identify the right person.
Cause of inquiry: In a personal status inquiry letter, the sender must clarify the cause of writing it. This enables the receiver to supply necessary and relevant information.
Information needed: The employer must clarify the type of information he requires. The employer may ask for information relating to educational attainments, character, habits, honesty, sincerity and family background of the applicant.
Promising to maintain secrecy of information supplied: An important aspect of inquiry letter is to assure the receiver that information provided by him will be kept secret.
Assuring further cooperation: The writer of the letter should also assure the receiver that similar help would be provided to him in future if he needs.
Expressing gratefulness: The sender should express gratitude or thanks to the receiver for cooperation. The writer can express gratefulness by some friendly comments like “Any cooperation will be highly appreciated” or “Thank you in advance for your response.”
Enclosure: The sender should enclose a return envelope with the letter. If facilitates quick response from the receiver.
Signature: At the end of the letter, sender should put his signature along with his full name and position.
Five tips for writing an inquiry letter:
• Begin your letter by stating who you are and giving your status or position.
• Clearly state what it is that you are inquiring about and what you would like the recipient of your letter to do. Make your inquiry as specific as possible.
• You might want to briefly explain the purpose of your letter or what you hope to accomplish.
• Include the date by which you need the information, services, etc. that you are requesting, and indicate that you await the reader’s response.
• Thank the person for his/her time.
Example Inquiry Letter
The Virtual Community Group, Inc.
17 Park Road
Rural Town, NH
January 2, 2011
Jane Smith, Executive Director
Xavier Foundation
555 S. Smith St.
Washington, D.C. 22222
Dear Ms. Smith,
I am writing to inquire whether the Xavier Foundation would invite a proposal from the Virtual Community Group, Inc., requesting an investment of $50,000 per year over two years to support our Enterprise 2000 initiative. This grant would provide part of the funds needed for us to train at least 1200 low-income entrepreneurs in rural New Hampshire in the computer skills they need to create sustainable businesses as we enter the twenty-first century. Your literature indicates that the Xavier Foundation is searching for innovative ideas to improve the lives of the rural poor; we believe Enterprise 2000 falls well within your area of interest.
Information technologies are a promising solution to one of the primary obstacles facing the small rural enterprise: the geographic distances which inhibit networking with other businesses, and which segregate them from a larger marketplace. The Internet and other networks are now making it possible for entrepreneurs even in the most remote locations to communicate and do business on a region-wide, national, or even international basis. Working in conjunction with other organizations, Enterprise 2000 gives program participants technical skills training adapted to individual need; and, in collaboration with organizations which recondition and redistribute used computers, we also assure that they obtain the necessary computer hardware, at low or no cost.
We believe that broadly-implemented technical skills programs such as Enterprise 2000 have the potential to transform the lives of many struggling entrepreneurs, and change the economic landscape of impoverished rural communities. Unlike many poverty alleviation initiatives, all of the Virtual Community Group programs are predicated on the assumption that these entrepreneurs already have 90% of what it takes to compete in the marketplace -- intelligence, ambition, initiative, and talent. After two years of experimentation and program development, the Virtual Community Group has fashioned a superb, easily replicable model in Enterprise 2000, and established a high degree of credibility among community groups, policy makers, and funders. With your support, we can make that 10% difference in the lives of these hard-working people and the future of our rural communities.
Please feel free to call me with any questions. I look forward to hearing from you soon.
Sincerely,
Executive Director
(This sample letter of inquiry was created for AGM by Molly Clark Associates.)
3. Complaint Letters
The Scottish Public Sector Ombudsman’s definition of a complaint is:
'An expression of dissatisfaction by one or more members of the public about the organisation's action or lack of action, or about the standard of service provided by or on behalf of the organisation.'
A complaint may relate to:
• failure to provide a service
• inadequate standard of service
• dissatisfaction with the Scottish Government’s policy
• treatment by or attitude of a member of staff
• disagreement with a decision where the customer cannot use another procedure (for example an appeal) to resolve the matter
• the Scottish Government's failure to follow the appropriate administrative process.
Letters of complaint usually include the following stages:
1. Background
2. Problem - cause and effect
3. Solution
4. Warning (optional)
5. Closing
1. Background
This section describes the situation; e.g.
I am writing to inform you that the goods we ordered from your company have not been supplied correctly.
I attended your exhibition Sound Systems 2016 at the Fortune Hotel (22-25 January) and found it informative and interesting. Unfortunately, my enjoyment of the event was spoiled by a number of organisational problems.
I am a shareholder of Sunshine Bank and I am very concerned regarding recent newspaper reports on the financial situation of the bank. Your company is listed as the auditor in the latest annual report of the bank, so I am writing to you to ask for an explanation of the following issues.
I am writing to inform you of my dissatisfaction with the food and drinks at the 'European Restaurant' on 18 January this year.
2. Problem
Cause:
On 4 January 2016 we placed an order with your firm for 12,000 ultra super long-life batteries. The consignment arrived yesterday but contained only 1,200 batteries.
Firstly, I had difficulty in registering to attend the event. You set up an on-line registration facility, but I found the facility totally unworkable.
You sent us an invoice for $10,532, but did not deduct our usual 10% discount.
We have found 16 spelling errors and 2 mis-labelled diagrams in the sample book.
Effect:
This error put our firm in a difficult position, as we had to make some emergency purchases to fulfil our commitments to all our customers. This caused us considerable inconvenience.
Even after spending several wasted hours trying to register in this way, the computer would not accept my application.
I am therefore returning the invoice to you for correction.
This large number of errors is unacceptable to our customers, and we are therefore unable to sell these books.
3. Solution
I am writing to ask you to please make up the shortfall immediately and to ensure that such errors do not happen again.
Could I please ask you to look into these matters.
Please send us a corrected invoice for $9,479
I enclose a copy of the book with the errors highlighted. Please re-print the book and send it to us by next Friday.
4. Warning (optional)
Otherwise, we may have to look elsewhere for our supplies.
I'm afraid that if these conditions are not met, we may be forced to take legal action.
If the outstanding fees are not paid by Wednesday, 20 January 2016, you will incur a 10% late payment fee.
5. Closing
I look forward to receiving your explanation of these matters.
I look forward to receiving your payment.
I look forward to hearing from you shortly.
Example Complaint Letter
Flat 303 Lucky Mansions
856 Cheung Sha Wan Road
Cheung Sha Wan
Kowloon
8 January 2016
The Administrative Officer
Exhibition Services
Exhibitions International
33 Kadoorie Avenue
Kowloon
Dear Sir/Madam
I attended your exhibition Sound Systems 2016 at the Fortune Hotel from 31 December 2015 - 1 January 2016 and found it informative and interesting. Unfortunately, my enjoyment of the event was spoiled by a number of organisational problems. I explain each of the problems below.
Firstly, I had difficulty in registering to attend the event. You set up an on-line registration facility, but I found the facility totally unworkable. Even after spending several wasted hours trying to register in this way, the computer would not accept my application. I eventually succeeded in registering by faxing you.
Secondly, the exhibition was held at one of Hong Kong's most prestigious hotels, but frankly the venue was better suited to a medium-sized business conference than to a large exhibition open by registration to the public. The lack of space led to serious overcrowding in the venue, particularly at peak visiting times (i.e. lunch times and early evening). On one or two occasions I was also seriously concerned about the physical safety of attendees.
The final point I want to make concerns product information. It is very enjoyable to see and test a range of excellent sound systems, but it is also important to be able to take away leaflets on interesting products, so that more research can be done before deciding which system to buy. However, by the time I attended the exhibition all the leaflets had been taken.
Could I please ask you to look into these matters - not only on my behalf but also on behalf of other attendees, and in fact on behalf of your company, too.
I look forward to hearing from you.
Yours faithfully
Michael Leung
Michael Leung
4. Puchase Order Letters
The letter that is written by a potential buyer to the seller requesting him to deliver goods is known as order letter. By writing inquiry letters, buyers can collect necessary information about the price, quality of goods and terms of sale. If the buyer finds the quoted price, quality of goods and terms of sales satisfactory, he places an order to supply goods in his address. The seller delivers the good according to the buyer’s order.
In modern time, sellers supply printed orders forms to the customers and customers place orders by filling up those printed order blanks. In this case, the printed order sheet or blank is considered as the order letter.
Factors to Be Considered In Writing Order Letter or, Contents of Order Letter
Through order letter, the potential buyers request the suppliers to deliver goods to them. In modern time, printed order blanks or purchase order forms supplied by the seller are typically used for placing orders. However, in absence of order blanks and purchase order forms, order letters are written. Such letters contain three major categories of information:
• Information about the items being ordered;
• Information relating to shipping; and
• Information relating to payment.
1. Information about the items being ordered: An order letter must contain full particulars of goods ordered. Such information include the followings:
• Product name
• Brand name
• Quantity
• Catalog number
• Model number
• Color
• Size
• Weight
• Unit price
2. Information relating to shipping: Shipping information is very important. In absence of shipping information, there can arise misunderstanding between buyer and seller. Shipping information may include the followings:
• Desired receipt date;
• Desired shipping location; and
• Mode of shipping (rail, road, or waterways).
3. Information relating to payment: Mode of payment of prices for the ordered items must be clearly indicated. The seller will accept the order letter only when both of them come to a common ground relation to payment of price. Payment information include the following:
• Mode of payment (cash, cheque, draft)
• Payment data
The above stated factors are usually included in order letter. However, the buyer can include any other instruction or element if he thinks necessary.
Example Purchase Order Letter
Pelayang Raya Street
Jambi
September 7, 2014
Subject: Puchase order for 500 pairs of shoes
Dear Sir or Madam
This is with reference to our meeting on September 3, 2014 when we visited your factory in connection with purchase of shoes for our school children.
We are pleased to place an order for 500 pairs of black shoes item number 555 and size 34. We would appreciate if the order is delivered at the address given below latest by September 26, 2014 so that we can start selling it to children before the holiday.
The terms and conditions of the purchase order as follows:
1. Order for 500 pairs of black shoes with item number 555 and size 34.
2. Delivery will be made at the address mentioned below.
3. The order should be delivered latest by September 26, 2014.
4. 100% payment will be made on delivery.
5. If the order is not delivered by the due date, please consider it as cancelled.
6. The price per pair, as mutually agreed, is IDR. 75,000 inclusive of all taxes.
We hope to have a long business relationship with you.
Please feel free to contact the undersigned for any clarifications or discrepancy in the order details.
Best regards,
Referensi :
SUMUR1
SUMUR2
SUMUR3
SUMUR4
SUMUR5
SUMUR6
SUMUR7
SUMUR8
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