How to Write a Job Application Letter (in English)

Today, Mytour will guide you step-by-step in crafting a job application letter in English, covering everything from preparation to drafting and finalizing the letter.

Start by taking a piece of paper and divide it into two columns. The left column will list the "Requirements" and the right column will list "My Qualifications." Carefully read the job description and familiarize yourself with the job requirements. Then, compare them with the skills and experience you've gained throughout your career.

• On the left column, write down the job requirements and necessary skills.
• On the right column, list the relevant qualifications from your resume.
• Write down the characteristics that align with the job to provide quick and effective information to include in your letter.

Begin drafting your contact details at the top of the letter. Make sure they are easily accessible so that the recruiters can quickly identify who you are and get in touch. Be sure to devote the right amount of attention to the header before you dive into the body of the letter.

• Ensure the text is aligned to the left throughout.
• Type the date, leave a space, and then add your contact details, which should include:
  • Name
  • Address
  • Phone number
  • Email address
  • Personal website (if applicable)
  • Link to your LinkedIn profile (if applicable)

Present the company's details. After your personal information, you need to include the recruiter's name, their position, and the company’s name and address.

• Including company information shows you've taken the time to tailor your letter or application to this specific company and researched the hiring manager for the role you're applying for.
• Writing a personalized letter sets your application apart from others that may have been copied and pasted, proving your dedication.
• If you’re unsure of the hiring manager’s name, visit the company’s website or check LinkedIn and even Twitter. If all else fails, look for the head of the department you're applying to. If you still can’t find a specific name, just address it as: '[Department] Hiring Manager.'

Address the recipient of your letter. Start your letter formally, addressing a specific person. Avoid using "To Whomsoever it May Concern" as it’s impersonal and gives the impression that you haven’t done your homework on the company.

• If you don’t know the hiring manager’s name, simply write "Dear [Department] Hiring Manager".

Craft a captivating opening paragraph. Recruiters read many cover letters and often skim them, quickly deciding whether your letter will end up in the trash or in the 'keep' pile. Don’t skip the opening; treat your cover letter like a news article.

• Start with a strong statement that shows you are genuinely excited about applying for the [position] at [company].
• Be concise and specific about what attracted you to the job. What do you like about the company? Offer an example, even if it turns into a small pitch about the company’s popularity.
• Your writing should convey that you’re not just a good fit for the company’s role, but the perfect match.
• For example, if you’re applying for a role at a news outlet, try writing your letter with a journalistic tone. Is the outlet serious or slightly humorous? If it’s a more formal company, like a large corporation or financial institution, write confidently but always politely.

Let them know where you found the job listing. Before applying, it’s worth checking if you know anyone within the company. Having a personal connection or a referral can give you an edge, so don’t hesitate to mention their name if you have their permission.

• If you don’t know anyone in the company, simply mention where you came across the job listing, such as a job board, the company’s website, or a newspaper ad, etc.

Convince them why choosing you will benefit the company. Don’t just talk about what you will gain from being selected. A vacant position means there's an issue that needs solving. You’re there to provide that solution.

• Look at your accomplishments and experience and pick one or two achievements to highlight. These should show why you are the perfect fit.
• For example, if the job requires someone to lead a team and manage multiple projects, refer to your track record in handling such responsibilities. Briefly explain how your leadership skills have developed through managing various projects.
• Whenever possible, back your claims with statistics or figures. For instance, if you can mention how profits increased or costs were reduced under your leadership, include those numbers to illustrate your impact.

Summarize your strengths, qualities, and experience briefly. In the second paragraph, you should match the job requirements with two or three of your key abilities and experiences to show why you’re the ideal candidate for the role.

• Invite them to review your CV, resume, or attached skill set for a more detailed presentation of your qualifications and character.
• Include a few quick anecdotes to emphasize how you’ve solved problems relevant to the company’s needs based on your past achievements.
• List the most relevant aspects of your work experience. In addition to recent accomplishments, you can also mention past roles that align with the job requirements—don’t hesitate to dig deeper.

Paint a picture of yourself that goes beyond what’s on your resume. The hiring manager may read your CV or resume and only see what you've done in your previous roles. You need to show them the real person behind those accomplishments.

• Express how the company has influenced you personally in one or two sentences. If this is your dream job, the company likely has played a role in shaping your aspirations.
• Keep it concise; don’t let the letter become too whimsical. However, by sharing another side of yourself through a brief story, you'll show them that you have more potential than what’s on paper.

Summarize in a sentence why you are the best candidate for the position. Ending the letter with a strong statement is crucial to securing the interview.

• When explaining how you can help build the company, remember that your goal is to become a part of the organization. Focus on the contributions you can make to grow the company, not what the company can do for you.
• Ask yourself: if you were the employer, what would you look for in an ideal candidate?

Encourage the employer to contact you. Emphasize that you are excited about the opportunity to discuss the role in more detail and provide your contact information again.

• You can also add a thank you and conclude with a phrase like I look forward to hearing from you at your earliest convenience.
• Don’t just ask the employer to contact you if they think you're qualified. Show a bit of confidence (not arrogance) by expressing that you are eager to talk more.

Close the letter. The conclusion of your letter can be seen as careless or even spoil the entire message if not done correctly. Use Yours sincerely or simply “Best”.

• Being overly formal could make the letter lose its sincerity or feel out of place compared to the rest of the message.
• Unlike love letters, it’s better to end with phrases like “Best” or “Best wishes” to show proper respect. Ending with “Cheers” or something similar could make the letter seem too informal or overly confident.

Write your name right below. After concluding the letter, write your full name on the last line and add your signature if desired.

• If you have a saved digital signature, insert it below your name.
• Alternatively, you can print the letter and sign it by hand, but then you will need to scan it back into your computer.
• A signature is not always mandatory.

• A cover letter needs to be clear and to the point. The first impression the employer gets is based on how you present yourself throughout the document.
• Divide the letter into three sections and never exceed one page. Employers typically skim through the letter to get the basic details before reading thoroughly.
• The letter should be formal and free of slang or inappropriate language.
• Double-check your grammar and spelling. Write in paragraphs and remember to use punctuation.
• Include your phone number, email address, and a reference's name if applicable.
• Instead of a cover letter, you could also ask someone else to draft a reference letter to attach along with your CV and resume when sending it to the employer.
• Ask a friend or family member to proofread your letter to catch any mistakes.
• Use basic fonts like Arial or Times New Roman. Avoid playful fonts like Comic Sans, as these will immediately undermine the letter's professionalism. While some unconventional industries may allow for more personal font choices, this is very rare. Stick to the safe option.
• It’s better to type your letter rather than handwrite it. A typed letter looks more formal, is easier to read, and makes it more appealing to the reader.

• Sending a cover letter does not guarantee a job offer. Avoid phrases that sound like you’re already ready to start working, such as “When you hire me, I will do these things.”
• The content of your cover letter should not repeat what is already in your CV or resume.