below are parts of the application letter except

• Get the Job
• Resumes and CVs
• Applications
• Cover Letters
• Professional References

Professional Licenses and Exams

• Get a Promotion
• Negotiation
• Professional Ethics
• Professionalism
• Dealing with Coworkers
• Dealing with Bosses

Communication Skills

Managing the office, disabilities, harassment and discrimination, unemployment.

• Career Paths
• Compare Careers
• Switching Careers
• Training and Certifications
• Start a Company
• Internships and Apprenticeships
• Entry Level Jobs
• College Degrees

Growth Trends for Related Jobs

What are the parts of an application letter.

Whenever you apply for a job, you’re typically directed to submit a resume and a letter of application, also known as a cover letter . If you dread writing cover letters, you aren’t alone – many people would rather avoid them altogether. They are an important part of the job search process, though, and the better your letter, the better your chances of getting the job.

If you break down the application letter into several parts, though, it is a lot less intimidating. The most important thing to remember is that the cover letter isn’t about you and what you want. It’s a letter of introduction, in which you give the employer a taste of what you are capable of and what you can do for their company. Tailor the parts of the application letter – greeting, opening, body, company knowledge and closing section – to the individual position you’re applying for, and you’ll be successful in getting calls for interviews and, ultimately, a great job.

The Greeting

Every application letter needs a greeting. How you open your letter indicates not only your level of professionalism, but also how much effort you put into researching the company and position. Therefore, a generic “To Whom It May Concern” or “Dear Sir/Madam” is likely to get your letter tossed in the trash before it’s even read.

Sometimes, you will get lucky, and you’ll have a name. Rarely does a specific name appear in a job advertisement, but it can happen. If you are sending the letter to a personal contact, or you’ve already made contact with the recipient, great. Just make sure you spell his or her name correctly, and stick with “Ms.” instead of Miss or Mrs. If you have a good relationship with the person already, you can safely use only their first name, but otherwise, be formal and professional and stick with “Dear Mr. Smith ... ,” etc.

If you don’t have a specific name, then you will have to do some research. Google and social media are your friends; many companies have corporate directories online where you can find a relevant name. Other companies deliberately make it more difficult to find individual employee names and contact information in order to protect the privacy and security of their workers. You can try calling the human resources office and asking for a name, but if all else fails, you will have to use a more generic greeting.

In this case, your best bet is to tailor the greeting to the job; for example, you might write, “Dear Senior Account Executive Hiring Manager.” By doing so, you’re indicating that you are applying for a specific job and that your letter was written for this specific person. Again, avoid bland greetings that could apply to anyone, and focus on showing your interest in this specific job.

The Opening

You’ve probably heard the statistics about how recruiters only spend a few seconds reviewing applications. Knowing that the reader is likely to make a decision about whether to schedule an interview after only skimming a few lines of your letter, it’s important to make the opening paragraph compelling enough to spur the person to read on.

The first paragraph of your application letter should be just a few lines that tell the hiring manager why you are writing, highlight an accomplishment and show your enthusiasm for the position. It should be direct and to the point; don’t waste time going on and on about how you heard about the position or how you think you are perfect for the job. Employers aren’t really interested in what you think about your qualifications. Rather, they want specific details showing that you have the skills that they need.

For example, your opening paragraph might read something like, “As a sales professional with eight years of experience in the technology field, I am interested in your Senior Account Executive opening. I have consistently met and exceeded my sales goals, increasing overall profits in my region by 15 percent. I would love the opportunity to meet with you and discuss what I could do for your company.” If you learned about the position via a mutual contact, you could add in a line like, “Jane Smith suggested that I get in touch with you regarding this position, as she thinks my skills would be valuable to your company.”

Remember that the goal of your application letter is to get an interview, and that employers are interested in what you can do for them. Don’t open your letter by discussing how you are looking for a new challenge or that you believe or think that you are perfect for the job. Employers aren’t concerned about giving you a challenge or being a rung on your career ladder, so focus on how you can benefit them.

Once you’ve grabbed the hiring manager’s attention, it’s time to get into the specifics. Because you are sending this letter with a resume, don’t waste space rehashing everything contained in that document. Instead, the body of an application letter should read like a highlight reel. What are your most impressive accomplishments? Choose those that are most relevant to the position you’re applying for, and connect the dots for the reader. Show how you can bring value to the company, and that you have the skills and experience that they need.

After briefly summarizing your experience in a few sentences, highlight your experience via short bullet points, ideally containing quantifiable achievements. In other words, don’t just say that you increased customer satisfaction – prove it, and show how much. Use numbers, performance metrics, or quotes and comments from customers or your co-workers to support your claims. If possible, incorporate keywords from the job description to make it clear to the reader how your experience relates to the specific position. For example, you could write:

“Implemented a new procedure for processing applications that increased productivity by 20 percent and reduced customer wait times by 30 percent.”

Or, “Developed a business strategy that reduced excess inventory and save the company $100,000.”

If you have quotes from former colleagues, bosses or customers that give you a glowing review, don’t be afraid to use them. But don’t go overboard – one or two is plenty.

Above all, your cover letter should reveal your personality, and show not only that you’re qualified for the position, but that you are interested in it and enthusiastic about working for the company. Entrepreneur Seth Porges, in Forbes, advised job seekers to spend some time doing some research on industry trends or history to add some flair to the application letter. For example, you might write about a recent technological innovation and how you’re excited to be a part of how it’s changing the world, or talk about how your industry has changed since you first started in it. The idea is to show the recruiter that you care, that you know the industry and that you’re curious and willing to stay up-to-date.

Highlight Your Knowledge of the Company

Once you’ve highlighted your experience and demonstrated your enthusiasm for the industry and the job, it’s worth devoting a few lines to show that you have done your homework and researched the company. If something interesting happened within the company recently, such as a new product launch or acquisition, mention it and how you’re excited to bring your skills to the company to help during this transition. If that’s not possible, research the company website to uncover the corporate mission and vision, or review its annual reports to find out the goals and major projects taking place. Relate your experience back to what you find, and your letter will stand out.

The Closing

Your final paragraph should summarize your skills (in one line) and focus on the next steps. Don’t ramble or repeat what you have already said, just succinctly state your case and ask for an interview. Although you may have been advised to tell the recipient that you’ll call to follow up at a specific time, that’s not advisable. For starters, it’s easy for the hiring manager to avoid your call. But more important, such a line can come across as pushy or arrogant, even if you think it shows that you take initiative. Instead, note that you would welcome the opportunity to meet with the recruiter to discuss your experience and potential contributions in more detail, and that you look forward to hearing from him or her. That way, you still include a call to action, but leave the control in the reader’s hands.

Special Circumstances

There are times when writing an application letter isn’t always so straightforward. For instance, if you are a student or recent graduate, you most likely don’t have a well of experience to draw from, and therefore have to get a little more creative in how you highlight your experience. Mention achievements from your summer jobs or internships, or point out coursework you completed that provides you with relevant knowledge.

Writing a cover letter can also be challenging if you have a resume gap or you are unemployed, whether it was due to a termination or by choice (such as you took time off to raise a family.) Employers are going to notice the gap, so you shouldn’t avoid it, but don’t make it the focus of your letter either. If you lost your most recent job, you might address it by focusing on what you’ve done since leaving, such as taking courses or working part-time. If you left for personal reasons, you might say something like, “Although I’m returning from a time away from the field to manage personal obligations, I have nearly two decades of experience in finance.” The idea is to address the gap, while still putting the focus on what you bring to the table.

However, be careful and selective about how much you share. Keep in mind, for example, that employers are prohibited from asking candidates about their marital status or if they have children. Sharing information about your family could inadvertently cause discrimination against you. By the same token, if you took time off from work and overcame a significant challenge, highlighting what you did and the lengths you went to to bounce back might show your strength, perseverance and determination, and impress an employer. Use your best judgment.

Don’t Forget the Basics

Your cover letter may be exceptional content-wise, but if it’s riddled with typos and grammatical errors, it’s going to land in the circular file. Put the same level of care and attention into your application letter that you do with your resume. Carefully proofread, and have someone else look it over as well to catch anything you missed. Make sure your contact information at the top of the page is correct, and don’t forget to sign the letter. It might take a little more time, but taking care of these details can make the difference between getting the job and more time pounding the pavement.

Related Articles

How to write a cover letter for a job →.

How to Write Application Letters →

How to write employment prospecting letters →.

How to Write Job Application Letters →

How to Write a Cover Letter to a Company That Does Not Have a Job Opening →

How to Write a Letter to Explaining Why You Want a Job →

• How to Write a Cover Letter
• Forbes: 6 Secrets To Writing A Great Cover Letter
• Business Insider: 5 Common Mistakes That Recent Grads Make When Applying For Jobs
• Monster: Unemployed? Put Your Cover letter to Work

An adjunct instructor at Central Maine Community College, Kristen Hamlin is also a freelance writer and editor, specializing in careers, business, education, and lifestyle topics. The author of Graduate! Everything You Need to Succeed After College (Capital Books), which covers everything from career and financial advice to furnishing your first apartment, her work has also appeared in Young Money, Lewiston Auburn Magazine, USA Today, and a variety of online outlets. She's also been quoted as a career expert in many newspapers and magazines, including Cosmopolitan and Parade. She has a B.A. in Communication from Stonehill College, and a Master of Liberal Studies in Creative Writing from the University of Denver.

ijeab/iStock/GettyImages

• Job Descriptions
• Law Enforcement Job Descriptions
• Administrative Job Descriptions
• Healthcare Job Descriptions
• Sales Job Descriptions
• Fashion Job Descriptions
• Education Job Descriptions
• Salary Insights
• Journalism Salaries
• Healthcare Salaries
• Military Salaries
• Engineering Salaries
• Teaching Salaries
• Accessibility
• Privacy Notice
• Cookie Notice
• Copyright Policy
• Contact Us
• Find a Job
• Manage Preferences
• California Notice of Collection
• Terms of Use

Parts of a Cover Letter: A Detailed Breakdown of 6 Must-Have Sections

3 takeaways

• Learn each part of a cover letter and proper cover letter structure
• Discover how to correctly write each section of your cover letter 
• The best method for generating personalized cover letters in seconds with the Teal AI Resume Builder

When you’re job searching, writing a cover letter can be one of the most discouraging tasks on the list. After all, you’ve already bookmarked the job you want, researched the company, and tailored the perfect resume to match the job description. 

And now, you need to find the time (and energy) to fit all that information into a single-page cover letter.

But by knowing all the parts of a cover letter, along with how to write them, you’ll have a massive head start in the application process. 

What are the parts of a cover letter?

Before you get started creating your cover letter sections, it's important to know the main parts of a professional cover letter. Here they are in order:

• Salutation (or greeting)
• Opening paragraph
• Closing paragraph

Struggling to land interviews with your current resume and cover letter? Get started with Teal’s AI Resume Builder today.

Just like there are resume sections , cover letters have sections, too.  So, first things first: should a cover letter have a header? Absolutely. 

More than just a list of ways to reach you, the header of your cover letter is your first branding opportunity. It should mirror the header of your resume to frame your application as a polished and cohesive package. 

This symmetry isn't just visually appealing; it shows a deliberate and meticulous approach to your job application.

But what should be on a cover letter header?

The key elements of a cover letter header include your:

• Email address
• LinkedIn URL (Optional)
• Phone number

Here’s an example: 

Consider adding a link to your professional online profile, like LinkedIn, especially if you’re applying for a remote job. 

Note: Even if you’re sending an email cover letter, you should attach your letter as a PDF. First, it’s just easier to format. Second, it helps the hiring manager print or share this document with other decision-makers. 

Following the date, you’ll want to add the:

• Name of the hiring manager 
• The company you’re applying to 

Here’s what this looks like: 

2. Salutation

When you’re on the hunt for a new job, first impressions matter. This is what makes the cover letter salutation so important.

This is where writing a personalized cover letter begins and where you demonstrate your interest and effort in connecting with the company on a human level. Directly addressing the hiring manager is highly recommended when you know their name. It signals respect, shows that you've done your homework, and positions you as a candidate who values personal engagement.

Why not just start your cover letter as “To whom it may concern”? 

Because in today's job market, where a lot of applications flood an inbox, a personalized greeting helps you stand out. It sets a tone of attentiveness and immediately tells the hiring manager that you pay attention to detail. 

Even this little gesture can transform a generic cover letter from a one-size-fits-all document into a tailored conversation starter that resonates with the person responsible for filling the role.

How to find the hiring manager's name

Finding the hiring manager’s name may seem difficult, but it’s often simpler than you think. 

Here are some strategies to uncover this key piece of information:

• LinkedIn : The professional network is your first port of call. Search for the company and sift through employee listings, focusing on those with titles like “Hiring Manager,” “Recruitment Officer,” or specific department heads if you’re applying for a specialized position.
• Company website : Sometimes, the information is hidden in plain sight on the company’s ‘Team’ or ‘About Us’ page. Larger companies might list their staff, job titles, and contact information.
• Calling in : A direct approach can be the most effective. Call the company’s front desk or HR department. Be polite, introduce yourself, and explain that you wish to address your cover letter appropriately. Most will be happy to help.
• Networking outreach : Rely on your network. Ask colleagues or mentors if they know who the hiring manager might be for the position you're eyeing. A mutual connection can often provide you with the name you need.
• Social media scan : Companies often post about their team and new hires on platforms like LinkedIn, Twitter, or Instagram. A quick search might yield the right name.

If you can’t find the hiring manager's name despite your best efforts, opt for a polite and general salutation like “Dear hiring manager” or “Dear hiring team” over the impersonal “To whom it may concern.” 

This retains a level of personalization and respect for the team's collaborative hiring effort. It also sets you apart from the many others who simply wrote: “to whom it may concern.”

Write the elements of a cover letter with Teal's AI

Before you start writing the main parts of your cover letter, consider using Teal instead.

Teal’s cover letter generator pulls from the information you added to a specific resume (also extracting the main keywords and details from the job posting you’re applying to) to align your content. Then, in just a click, you’ll have a great cover letter written before your eyes.

3. Opening paragraph

The opening paragraph of your cover letter is your chance to captivate the reader's interest and set the stage for your narrative. 

When it comes to your cover letter format , this section should include a succinct introduction of who you are, a brief mention of the position you’re applying for, and a compelling reason why the role aligns perfectly with your skills and career aspirations. 

How to grab your reader’s attention in the opening paragraph

To make your entrance memorable, the opening paragraph must do more than introduce – it must intrigue. Here’s how to ensure it does that:

• Start with a bang : Lead with a strong statement or a striking fact about your career achievements. Alternatively, a concise, bold expression of your enthusiasm for the company can be just as effective.
• Show, don't tell : Use a mini anecdote or a powerful example from your experience that reflects your capabilities and mirrors the values or needs of the company.
• Tailor your tone : Match the tone of your writing to the culture of the company. A startup might appreciate a more casual and innovative opener, while a traditional firm might respect a formal and straightforward approach.
• Add some flair : Add a touch of your personality without overshadowing your professionalism. Make sure it’s a blend that conveys your unique professional identity.
• Research results : Mention something recent about the company that impressed you, showing you’re up-to-date and genuinely interested in what they do.
• Give the why and the what : Clearly articulate why you’re excited about the role and what you bring to the table – this is your unique value proposition.

Example of cover letter content for an opening paragraph

“Imagine a marketing strategy so engaging that it doesn't just capture attention but creates a movement. That's been the hallmark of my approach as a Marketing Manager for the past decade, where I've increased brand engagement by an average of 65% year-over-year. Inspired by [Company Name]'s recent groundbreaking campaign on sustainability—a subject close to my heart since I was just a kid—I am eager to bring my expertise in crafting compelling narratives to the role of Head of Marketing.”

You can find more cover letter samples in these marketing manager cover letter examples .

What makes this a strong opening:

• Engages with storytelling: The opening verb is “Imagine,” which is much more engaging than something more traditional, like “My name is…”
• Quantifiable achievements: It includes a specific, measurable achievement (increasing brand engagement by 65% year-over-year), which adds credibility to the applicant’s claims and showcases a track record of success.
• Personal connection: There’s a personal touch with the mention of a lifelong passion for sustainability, making the applicant’s interest in the company feel genuine and deeply rooted.
• Alignment with company values: The reference to the company’s campaign on sustainability suggests that the applicant has done their research and shares the company’s values, implying a natural cultural fit.
• Focus on contribution: By stating a desire to bring expertise in crafting compelling narratives, the applicant immediately addresses how they can contribute to the company’s success rather than just what they wish to gain from the position.

If you can get all of those qualities to shine through in your cover letter, you’ll be more likely to get the reader over to the body of your cover letter. 

Your cover letter body is the meat of your message. It's where you dive into your professional journey, aligning your skills and experiences with the needs of the job at hand. 

This part should be structured in a clear and compelling manner, usually composed of one to three paragraphs, each serving a distinct purpose. 

The first paragraph should connect your past successes to the potential future contributions you'll make to the company. Subsequent paragraphs , like the second or third paragraph , can be used to go further into your relevant skills, experiences, and achievements while also reflecting your knowledge of the company’s goals and challenges.

How to showcase relevant skills and experiences

Here’s how to write a cover letter body that resonates with hiring managers:

• Customize and contextualize : Tailor each example of your experience to mirror the job description. It’s about relevance—show the reader why and how your background prepares you for the specific role.
• Quantify your impact : Use numbers and metrics to give weight to your achievements. Whether it’s increasing sales by a certain percentage or reducing costs through innovative solutions, numbers speak louder than words .
• Problem, action, result (PAR) method : For each skill or experience you share, present the problem you encountered, the action you took, and the result of your efforts. This method illustrates your thought process and problem-solving skills.
• Align with the company's vision : Show that you’ve done your homework by relating your experience to the company's current projects or goals. This demonstrates not just alignment but also initiative and forward-thinking.
• Storytelling with substance : Craft your experiences into a narrative that’s engaging. Your goal is to lead the reader on a journey that showcases growth, impact, and relevance to the role.
• Be concise, be clear : Avoid jargon and overly complex language. The body of your cover letter should be easy to read and understand, ensuring that your points are made without confusion.

Example of what should be in a cover letter body

During my tenure with XYZ Corp, a pioneer in eco-friendly packaging, I spearheaded a transition that faced significant initial resistance both internally and from our customer base. The challenge was formidable: to reframe the public's perception of sustainable packaging from a costly alternative to a savvy, consumer-driven choice. My strategy was to launch an educational campaign that highlighted not just the environmental impact but also the long-term economic benefits. This initiative not only garnered a 120% increase in consumer engagement but also positioned XYZ Corp as a thought leader in the market. In my most recent project, I led a cross-functional team to address a 15% slump in market share due to increased competition. By instituting a thorough competitor analysis and customer feedback loop, we identified key areas where our messaging fell flat. I orchestrated a brand revitalization campaign focused on our core strengths, infused with customer success stories. The result was a 25% market share rebound within the first quarter post-campaign. In each role, I've aligned my actions not only with the company's immediate goals but with a visionary outlook. For instance, anticipating the rise of AI in marketing, I initiated a successful pilot program at XYZ Corp that utilized machine learning to personalize customer interactions, leading to a 30% uptick in customer retention rates.

But remember, not every cover letter will focus on the same information. You’ll need to craft your cover letter according to the specific job you’re applying to. 

While this level of personalization may seem tedious, it’s absolutely necessary. 

5. Closing paragraph

One of the last main parts of a professional cover letter , the closing paragraph, isn’t just a summary but a strategic push to get you into the interview room. This part should reiterate your interest in the position, succinctly summarize why you’re the right fit, and express your enthusiasm about the potential to contribute to the company. 

It's also the place to include a call to action, such as expressing your desire to discuss your application in more detail in a personal interview.

How to end the cover letter on a strong note

• Reaffirm your value : Concisely restate how your skills and experiences align with the job and can benefit the company.
• Personal touch : Express genuine enthusiasm and confidence in your ability to perform the role. Let them feel your eagerness and readiness to take on the challenges it presents.
• Call to action : Encourage the hiring manager to take the next step. You can say you look forward to the opportunity to discuss how you can contribute to their team or that you're eager to provide further details on how you can help achieve their goals.

Closing paragraph example in a cover letter

I am excited to contribute to [Company Name]'s innovative marketing efforts. My skill set aligns seamlessly with the objectives of the Head of Marketing position. I am eager to apply my expertise in strategic planning and digital engagement to drive impactful campaigns that resonate with your brand's vision, and I look forward to discussing how my experience and insights can support your company's success. Thank you for considering my application, and I am hopeful for the opportunity to discuss collaboration in person.

If you're looking for more inspiration, check out this comprehensive database of 1300+ cover letter examples .

6. Sign-off

A professional sign-off sets the tone for how your cover letter is received. It's the equivalent of the final handshake after a successful meeting—it should convey respect and formality. 

Here's how you can ensure your sign-off strengthens your application:

• Choose the right closing : "Sincerely," "Best regards," and "Kind regards" are safe and professional options. If the company culture is more casual, "Best" or "Warm regards" may be suitable.
• Include your full name : Your sign-off should always include your full name to ensure clarity and formality. If you've established a personal connection with the hiring manager, adding a handwritten signature above your typed name can add a personal touch.
• Professional contact details : Beneath your name, include your professional contact details, such as your phone number and email address, and LinkedIn profile URL to facilitate easy follow-up.

The best way to write a cover letter 

Again, if writing a cover letter is your least favorite part of the job application, you’re not alone. It can be difficult to take all the bullet-point information from a resume and turn that into a single page of compelling and persuasive text. 

From getting the cover letter format just right to writing the actual information, it’s not an easy task. 

That’s why, with a tool like Teal’s cover letter generator , there’s simply no excuse for not having a personalized cover letter with each application. 

Simply build your resume, and with the click of a button, you can have a polished and personalized cover letter in seconds. 

Sign up for Teal today to give it a try!

Frequently Asked Questions

How long should each section of a cover letter be to maintain the reader's interest, can i include bullet points in the body of my cover letter to highlight my achievements, is it necessary to address the cover letter to a specific person, and what if i can't find a name.

Nathan Thompson

Related articles.

How to Choose a Career in 4 Steps [Tips + Tools]

How to Find a Job You Love [Tips + Template]

Enhancv Review: Ratings & User Feedback

Reference Letter vs Recommendation Letter: What’s the Difference? [Examples]

We help you find the career dream.

ENGL210: Technical Writing

Job application letters.

This chapter focuses on the application letter (sometimes called a "cover letter"), which together with the resume is often called the "job package". You may already have written one or both of these employment-seeking documents. That's okay. Read and study this section, and then apply the guidelines here to the resumes and application letters you have created in the past.

In many job applications, you attach an application letter to your resume. Actually, the letter comes before the resume.

The role of the application letter is to draw a clear connection between the job you are seeking and your qualifications listed in the resume. To put it another way, the letter matches the requirements of the job with your qualifications, emphasizing how you are right for that job. The application letter is not a lengthy summary of the resume – not at all. It selectively mentions information in the resume, as appropriate.

Common Types of Application Letters

To begin planning your letter, decide which type of application letter you need. This decision is in part based on employers' requirements and, in part, based on what your background and employment needs are. In many ways, types of application letters are like the types of resumes. The types of application letters can be defined according to amount and kind of information:

• Objective letters – One type of letter says very little: it identifies the position being sought, indicates an interest in having an interview, and calls attention to the fact that the resume is attached. It also mentions any other special matters that are not included on the resume, such as dates and times when you are available to come in for an interview. This letter does no salesmanship and is very brief. (It represents the true meaning of "cover" letter.)
• Highlight letters – Another type of application letter, the type you do for most technical writing courses, tries to summarize the key information from the resume, the key information that will emphasize that you are a good candidate for the job. In other words, it selects the best information from the resume and summarizes it in the letter – this type of letter is specially designed to make the connection with the specific job.

How do you know which to write? For most technical-writing courses, write the highlight letter. However, in "real-life" situations, try calling the prospective employer; study the job advertisement for clues.

Common Sections in Application Letters

As for the actual content and organization of the paragraphs within the application letter (specifically for the highlight type of application letter), consider the following common approaches.

Introductory paragraph. That first paragraph of the application letter is the most important; it sets everything up – the tone, focus, as well as your most important qualification. A typical problem in the introductory paragraph involves diving directly into work and educational experience. Bad idea! A better idea is to do some combination of the following:

• State the purpose of the letter – to inquire about an employment opportunity.
• Indicate the source of your information about the job – newspaper advertisement, a personal contact, or other.
• State one eye-catching, attention-getting thing about yourself in relation to the job or to the employer that will cause the reader to want to continue.

And you try to do all things like these in the space of a very short paragraph – no more than 3 to 4 lines of the standard business letter.

Main body paragraphs. In the main parts of the application letter, you present your work experience, education, training – whatever makes that connection between you and the job you are seeking. Remember that this is the most important job you have to do in this letter – to enable the reader to see the match between your qualifications and the requirements for the job.

There are two common ways to present this information:

• Functional approach – This one presents education in one section, and work experience in the other. If there were military experience, that might go in another section. Whichever of these section contains your "best stuff" should come first, after the introduction.
• Thematic approach – This one divides experience and education into groups such as "management", "technical", "financial", and so on and then discusses your work and education related to them in separate paragraphs.

If you read the section on functional and thematic organization of resumes, just about everything said there applies here. Of course, the letter is not exhaustive or complete about your background – it highlights just those aspects of your background that make the connection with the job you are seeking.

Another section worth considering for the main body of the application letter is one in which you discuss your goals, objectives – the focus of your career – what you are doing, or want to do professionally. A paragraph like this is particularly good for people just starting their careers, when there is not much to put in the letter. Of course, be careful about loading a paragraph like this with "sweet nothings". For example, "I am seeking a challenging, rewarding career with a dynamic upscale company where I will have ample room for professional and personal growth" – come on! give us a break! Might as well say, "I want to be happy, well-paid, and well-fed".

Closing paragraph. In the last paragraph of the application letter, you can indicate how the prospective employer can get in touch with you and when are the best times for an interview. This is the place to urge that prospective employer to contact you to arrange an interview.

Background Details in the Application Letter

One of the best ways to make an application letter great is to work in details, examples, specifics about related aspects of your educational and employment background. Yes, if the resume is attached, readers can see all the details there. However, a letter that is overly general and vague might generate so little interest that the reader might not even care to turn to the resume.

In the application letter, you work in selective detail that makes your letter stand out, makes it memorable, and substantiates the claims you make about your skills and experience. Take a look at this example, which is rather lacking in specifics:

Now take a look at the revision:

Checklist of Common Problems in Application Letters

• Readability and white space – Are there any dense paragraphs over 8 lines? Are there comfortable 1-inch to 1.5-inch margins all the way around the letter? Is there adequate spacing between paragraphs and between the components of the letter?
• Page fill – Is the letter placed on the page nicely: not crammed at the top one-half of the page; not spilling over to a second page by only three or four lines?
• General neatness, professional-looking quality – Is the letter on good quality paper, and is the copy clean and free of smudges and erasures?
• Proper use of the business-letter format – Have you set up the letter in one of the standard business-letter formats? (See the references earlier in this chapter.)
• Overt, direct indication of the connection between your background and the requirements of the job – Do you emphasize this connection?
• A good upbeat, positive tone – Is the tone of your letter bright and positive? Does it avoid sounding overly aggressive, brash, over-confident (unless that is really the tone you want)? Does your letter avoid the opposite problem of sounding stiff, overly reserved, stand-offish, blasé, indifferent?
• A good introduction – Does your introduction establish the purpose of the letter? Does it avoid diving directly into the details of your work and educational experience? Do you present one little compelling detail about yourself that will cause the reader to want to keep reading?
• A good balance between brevity and details – Does your letter avoid becoming too detailed (making readers less inclined to read thoroughly)? Does your letter avoid the opposite extreme of being so general that it could refer to practically anybody?
• Lots of specifics (dates, numbers, names, etc.) – Does your letter present plenty of specific detail but without making the letter too densely detailed? Do you present hard factual detail (numbers, dates, proper names) that make you stand out as an individual?
• A minimum of information that is simply your opinion of yourself – Do you avoid over-reliance on information that is simply your opinions about yourself. For example, instead of saying that you "work well with others", do you cite work experience that proves that fact but without actually stating it?
• Grammar, spelling, usage – And of course, does your letter use correct grammar, usage, and spelling?

Want to create or adapt books like this? Learn more about how Pressbooks supports open publishing practices.

Writing the Application Letter

Traditionally, the application letter or cover letter is a formal letter that accompanies your résumé when you apply for a position. Its purpose is to support your résumé, providing more specific details, and to explain in writing why you are a strong candidate for the specific position to which you are applying. It should not simply reiterate your résumé; it’s an opportunity for you to make a case for your candidacy in complete sentences and phrases, which gives the reader a better sense of your “voice.”

As always, it’s helpful to start by first thinking about the audience and purpose for the application letter. What information does your reader need to glean from your letter? At what point in the hiring process will they be reading it?

As you draft the letter, consider what you would want to say if you were sitting across the desk from your reader. It should be written in a formal, professional tone, but you still want it to flow like natural speech—this will make it easier for your reader to absorb the information quickly.

What to Include in the Application Letter

It can be helpful to think about writing the application letter in sections or “blocks.” This provides a basic structure for the letter; once you have an understanding of this foundation, you can customize, update, and personalize the letter for different applications and employers.

Introductory Paragraph

Open the letter with a concise, functional, and personable introduction to you as a job candidate. This is your chance to establish the essential basics of your qualifications and to set the themes and tone for the rest of the letter.

• Name the position you’re interested in (by exact name and number, if available), and where you heard about it
• Clearly state that you are applying for the position—remember that you are requesting (not demanding) that they consider you as a candidate for the position
• Identify your major, year or graduation date, and school (this should be a brief preview of your educational status/area—you will go into more detail in the Education paragraph)
• Create a theme (essentially a thesis statement) for the letter, based on the job requirements and your knowledge of the employer (this may not be possible until you write the other paragraphs, so save it for last) → NOTE: Once you have established the thesis (the key reasons for your qualifications), keep in mind that the remaining paragraphs must specifically “prove” or “show” that you possess these qualifications

Optionally, you might also take the opportunity at the beginning of the letter to express your interest in working for this particular company and/or your passion for and interest in the field—I am particularly interested in this position because… This sets a nice tone and shows that you are engaged and enthusiastic. It is also an opportunity to demonstrate your knowledge about the employer and what they do (developed through your research).

Education & Academics Paragraph(s)

Since you will have already stated your basic educational status (major/year/school) in the introductory paragraph, the purpose of this paragraph is to paint a more detailed picture of you as a student, making progress in your academic program and gaining valuable experiences along the way. Your opportunity in this paragraph is to describe your academic progress in more specific detail, explaining the activities and knowledge you are developing that most matter for this position and employer. Carefully consider what the employer will value most about your educational experiences.

• Emphasize specific skills and knowledge that you are developing
• Describe significant coursework or projects—don’t be afraid to focus in on a particularly compelling example or experience

If you have a lot of project experience or several key experiences that you want to highlight, this information may be written in multiple paragraphs.

This content should NOT be a laundry list of course titles. Instead, describe how your academics have shaped your understanding of the field you are entering and significant skills you are developing, but always tie it back to what the employer is looking for—stay focused on the information your audience needs and what they will care about.

Employment Paragraph (if applicable)

It is important for employers to feel that they are hiring responsible, reliable people who know how to hold down a job. If you do have work experience in this field such as a previous internship, this is a perfect time to discuss that.  If you have previous work experience, even if it’s not related to your field, this is your opportunity to describe the value of that experience—the value for you, but, more importantly, to your reader.

• Describe your previous work experience (show, don’t tell that you’re a good employee)
• Be specific about the company, the time frame, your responsibilities, actions and the outcomes/results
• Focus on relevant and transferable skills developed on the job

Activities Paragraph (if applicable)

Activities and involvement in things outside of your coursework and work experiences such as student organizations, clubs, and volunteer work are a great way to show that you are a well-rounded, motivated person with good time management skills. Personal, human connections are an important part of the job application process, and describing some of these activities and interests can help your reader start to feel a more personal connection.

• Demonstrate personality, values, and transferable skills through sports, volunteer, travel or other professional experiences
• Describe your specific actions and involvement honestly, while still trying to connect to transferable skills and the keywords in the job posting

If the employer has a strong program for charitable giving and involvement in an area that you share an interest, that would be another opportunity to build a connection with them and show that you could embrace the company culture and values.

Concluding Paragraph

As you conclude the letter,  tie everything together, acknowledge the next steps, and end on a positive note.

• Reference your resume (“You will find additional information on my résumé”)
• Request (don’t demand) an interview (“I would appreciate the opportunity to meet with to learn more about the position and discuss my application”)
• Provide contact information in the paragraph (phone number and email address)—don’t put this below your name
• Reiterate interest in the position, the employer—another opportunity to demonstrate your knowledge about the company

A Note About Topic Sentences

As you reinforce the main idea or purpose of the letter (that you have the necessary skills, qualifications, and temperament for the job), make sure you prioritize what your reader needs to know about you and that all of the experiences you describe are meaningful to them. One good way to do that is to focus on how you construct the topic sentences. The first sentence in each paragraph should clearly explain the purpose of the information contained in that paragraph.

Begin each paragraph with a statement that connects your experience to the employer’s requirements and desired qualifications.

Topic Sentence = My experience + Why it matters

Consider how the following examples were revised to focus more on the value of the experience to the employer rather than simply stating the information about the experience.

• Original: During the past three summers, I worked at Ray’s diner in my hometown.
• Revised: Working at Ray’s diner in my hometown for the past three summers has taught me a lot about responsibility and reliability.
• Original: During my freshman year, I was part of an Alternative Energy Vehicle project group.
• Revised: I gained first-hand experience with collaborative problem solving and project management while working on an Alternative Energy Vehicle project during my freshman year.

The revised versions explicitly connect the experience (working at the diner, being on a project team) with the value and lessons learned, making it easier for your reader to understand, even while reading quickly, how this supports your qualifications.

Letter Formatting Considerations

Your application letter should use formal letter formatting. You will find detailed information about the required elements of a letter document here and more information about writing cover letters here (both are from Purdue’s Online Writing Lab).

In today’s job market, where many applications are online, the letter might be delivered in a variety of different formats. For example, it might be a PDF file uploaded to an online application system or if might be simply sent in the body of an email. In any case, consider the following as you decide how to format the letter:

• If you are delivering it as a stand-alone file or an attachment, use a formal letter format and save it as a PDF (unless otherwise instructed).
• If you are sending the application letter content directly in the body of an email, you do NOT typically need to include the sender’s (your) address, the date, or the recipient/inside address. You would begin the email with the greeting.

Adapted from “Preparing Job Application Materials” in A Guide to Technical Communications: Strategies & Applications” by Lynn Hall & Leah Wahlin is licensed under CC BY-NC 4.0

Writing as Critical Inquiry Copyright © by Keri Sanburn Behre, Ph.D. and Kate Comer, Ph.D. is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License , except where otherwise noted.

Share This Book