GENERAL GUIDELINES FOR APPLICATION (COVER) LETTERS
Length:
- no more than one page long
Format:
- A letter of application should be single-spaced with a space between each paragraph. Use 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, sized 11-12 point.
How to Organize a Letter of Application
Header:
- 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.
Salutation:
- Begin your letter with "Dear Mr./Mrs. Lastname:" If you do not know the person's last name, simply write, "Dear Hiring Manager:" Try to find the name of a supervisor or hiring manager.
Introduction:
- Begin by stating what job you are applying for. Explain where/how you learned about the job, particularly if you heard about it from a contact associated with the company.
- Briefly explain why you are interested in the job and the employer/company.
Body:
- In paragraph 1, mention specific qualifications listed in the job posting, and explain how you meet each one with either training/education, or experience, or a combination.
- In paragraph 2, discuss specific examples of your skills in action. Mention a specific task or project you completed, the skills you developed, and one or two accomplishments you achieved.
- Elaborate with details to explain how the experience/training ties into this job you want.
- Do not simply restate your resume – present a sense of your personality and desire for the job.
Closing:
- Restate how your skills make you a strong fit for the company and/or position.
- State that you would like to interview and/or discuss employment opportunities.
- Explain what you will do to follow up, and when you will do it.
- Thank the employer for his/her consideration.
Signature:
- End with your signature, handwritten in black ink, followed by your typed name.
- If this is an email, simply include your typed name, followed by your contact information.
Sample Application Letter
YourFirstNameLastName
Street/PO Box Address
City, ST ZIP
Phone
Date
Name of Manager/Supervisor
This person’s title
Company Name
Street/PO Box Address
City, ST zip code #
Dear Mr./Ms. Contact Person:
I'm writing to express my interest in the Website Design Specialist position listed on your organization’s website. I have experience building and renovating websites with varying content for a variety of purposes at both the professional and personal levels. While much of my experience has been in the corporate sphere, I appreciate the value of the non-profit sector,and particularly StopNow’s goal of being a source of information for those seeking treatment for addiction. I am confident that my skills and experience will be an asset to your team.
An organization’s website often gives the public its first impression of that organization, and I take my responsibility to design an efficient,organized, and easily navigable site seriously. My prior responsibilities included developing and managingwebsitecontent, editorial voice and style, and interface design. As a result of my work to redevelop Company 123’s website, it saw a significant 20% increase in website visits which translated into increased sales and company expansion.
Experience has taught me how to collaborate with all departments of an organization. For example, I worked closely with Company ABC’s public relations department to assure that the graphic design and layout of the website aligned with the image and message of the organization it represented. Furthermore, I worked with web engineers to resolve technical issues, teamed with the development department to implement functional enhancements, monitored site statistics, and conducted search engine optimization.I want to bring this record of success to your organization, where I can support your vision of making access to these critical addiction resources easier for those in need.
I would welcome the opportunity to discuss this position and my qualifications in further detail. I have enclosed my resume for your review and will gladly provide letters of recommendation at your request. Please feel free to contact me by phone (xxx-xxx-xxxx) or by email (). Thank you for your consideration.
Respectfully,
Black Ink Signature
FirstNameLastName
Enc: resume
100 Somewhere Street
Stony Hill, OH 43000
1 September 2014
Mr. Woody Builder
President and CEO
Builders Construction, Inc.
101 Groundup Ave.
Blueprint, AK 99999
Dear Mr. Builder:
From the first day I began managing custom home construction projects, I have consistently realized my objective of bringing every single project in on time and under budget. However, I have never believed that meeting those criteria alone was good enough. If you agree that well-managed projects should exceed customers' expectations in terms of quality and service, I can be an asset to your company.
To help you learn more about my track record, I have enclosed my résumé. While it illustrates my experience and training, what it cannot communicate is my dedication to my craft. My professional creed includes:
- Pride in the quality of my work, and a willingness to personally perform even the most menial tasks to remove project obstacles and get the job done.
- Ability to envision how specific parts of the house should look and flow, and communicate those ideas to architects, designers, and upper management with positive results.
- Expertise in blueprint assessment and collaborating with architects throughout the course of a job to point out oversights that would unnecessarily consume the client's time and money.
- Skilled in building lasting relationships with homeowners and in guiding, motivating, training and mentoring other carpenters.
Based on my experience and strong commitment to my craft, I know I will add significant value to your team. I look forward to discussing my capabilities in more detail, and am available for a personal interview at your convenience. Thank you for your time and consideration.
Sincerely,
Your Signature
Your Name
Your Name
Your Address
Your Phone Number
Your Email Address
Date
Name
Title
Organization
Address
City, State, Zip Code
Dear Mr./Mrs. Lastname:
With over15 years of experiencein public relations and event planning, I am an ideal candidate for the position of Event Planner at XYZ Planning Services. I can bring to your company a record of planning hundreds of successful large-scale corporate events that have saved my clients money while ensuring their satisfaction.
I have worked as an event planner at ABC Consulting for the past five years, advancing through three separate promotions due to my ability to achieve cost-effective and quality results for my clients. Here are some of the high-level achievements I can bring to XYZ Planning Services:
- Plan large-scale events10% under budgetdue to skills in financial and contract management
- Maintain strong professional relationships withover 200 vendors in catering, venues, attire, and more
- Achieve over95% client satisfaction
I would love the opportunity to bring these skills and experiences to XYZ Planning Services. I have enclosed my resume and a list of references, and will call next week to discuss how I can contribute to your company. Thank you so much for your consideration.
Sincerely,
FirstnameLastname(signature)
FirstnameLastname (typed)
21 Example West Street
Marietta, GA 63329
(000) 999-9014
October 7, 2013
Mr. John Doe
Hiring Manager
Coca-Cola Refreshments
92 Some Ave.
Marietta, GA 63374
Dear Mr. Doe:
I came across your advertisement for the position of Production Worker at Coca-Cola Refreshments in the Daily Times yesterday. As an enthusiastic individual, I offer my diverse production worker experiences for the advancement of Coca-Cola Refreshments. My enclosed resume will give you an insight what I would bring to Coca-Cola Refreshments.
My experience in the manufacturing world is vast; I am a hard-working individual who can handle everything in a production environment – from a forklift to inventory and everything in between. Having spent a number of years in manufacturing, I understand the need to do long shifts with minimal breaks and developed great physical capabilities to perform manual work efficiently.
In addition, I am highly skilled in preparing work papers for shipments that go out and materials that come in. Owing to working in a high risk environment, I understand the need for safety precautions both for myself and other people around me.
In order to further explore the opportunity of working with you, I would like to set up an interview for which I will call you next week. Please feel free to contact me at (000) 999-9014 if you need to speak to me in the meantime.
Thank you for your time and consideration.
Sincerely,
(Signature)
William Kirk
Enc. Resume
John Doe
817 Sweet Pine Dr.
Delaware, OH 43015
740-555-5555
31 August 2012
Mr. George Gilhooley
Director of Operations
Computers Inc.
87 Delaware Road
Hatfield, CA 08065
Dear Mr. Gilhooley:
I am writing to apply for the programmer position advertised in the Times Union. Enclosed you will find a completed job application, my certification, my resume, and three references.
The opportunity presented in this listing is very interesting because I have wanted to pursue a career in software design since first learning how a computer system operates. Now, after pursuing formal training and internships at Comptech, Inc., I believe that my strong technical experience and education will make me a very competitive candidate for this position. The key strengths that I possess for success in this position include:
- designed, developed, and supported live use applications
- knowledge of multiple languages, including C++, Java, Dart, and Ceylon
- aptitude at learning new software and systems
- provided exceptional customer service for all customers
With a BS degree in Computer Programming, I have a thorough understanding of the full life cycle of a software development project. At my internship, I excelled at new technologies and even assisted our team manager with the implementation of his new editing program. Please see my resume for additional information on my experience.
I would appreciate the opportunity to discuss this position and my qualifications with you at your earliest convenience. I have included my resume and letters of recommendation for you to review.
I can be reached any time via email at or my cell phone, 740-555-5555.
Thank you for your time and consideration.
Sincerely,
Black Ink Signature
John Doe
Enc: resume, letters of recommendation
123 Main Street
XYZ Town, NY 11111
1 September 2014
Mr. Paul Paulin
Principal
Greenwood Elementary School
123 Harmony Lane
Brooks Farms, OH 43001
Dear Mr. Paulin:
Independent schools such as Greenwood Elementary require a hardworking, organized administrative staff to ensure that the school runs successfully and efficiently. My administrative experience and organizational skills would help contribute to the long history of success at Greenwood School.
I have extensive administrative experience in an academic setting. For the past two years I have worked at the Early Childhood Center at XYZ College, where I alternated between running activities for the children and answering phones, scheduling parent-teacher meetings, and performing other organizational tasks. I also served as an intern for the principal of 123 Elementary School, undertaking a variety of office assignments while also observing firsthand the day-to-day duties of an academic administrator.
I have attached my resume, and would love to speak with you regarding how I could make a significant contribution to Greenwood School's daily operations. I will call you within the next week to discuss arranging an interview. Thank you for your time and consideration.
Sincerely,
Susan Sharp
123 Main Street
XYZ Town, NY 11111
Email:
Cell: 555-555-5555
GUIDELINES FOR FOLLOW-UP / THANK YOU LETTERS & EMAILS
The thank you letter acts as a follow-up "sales" letter. In other words, you can restate why you want the job, what your qualifications are, how you might make significant contributions, and so on.
Introduction:
- Thank the person for the opportunity to interview.
- Remind the person of the position and confirm your interest in the position.
Body:
- Remind the person about your main qualifications.
- Mention a highlight from the interview (without announcing it by saying “I nailed it when I said…”).
- Remind the person that you know his/her requirements and how you can support them.
- *If something didn’t go well in the interview, correct it here without sounding too apologetic.
Closing:
- Restate interest, willingness to answer further questions, and contact information.
SAMPLE
Your Name
Your Address
Your City, ST Zip Code
Your Phone Number
Your Email
Date
Name
Title
Organization
Address
City, State, Zip Code
Dear Mr./Ms. Last Name:
I enjoyed speaking with you last Thursday, October 9, about the Assistant Account Executive position available at the Smith Agency. The position, as you presented it, seems to be a clear match for my education and experience.
In addition to my enthusiasm, I will bring strong writing skills, assertiveness, and the ability to encourage others to work cooperatively within the department. As I shared in our discussion, my education from Ohio University offered me with the foundational knowledge that I can utilize in order to provide you with the administrative support you need. Furthermore, my work with Brandice, Inc. -- where I performed all duties mentioned in the description of this position -- honed my skills in prioritizing and managing multiple operational tasks as an efficient assistant, so I will need very little training if hired.
I neglected to mention during my interview that I had worked for two summers as an office assistant while in college; I am confident that this experience was instrumental in developing my secretarial and clerical skills that I later fostered during my time with McDougall, Inc. as its Account Manager. I look forward to employing my detail orientation and organizational talents to support you so that you can focus on the strategic issues that Smith Agency faces daily.
I appreciate the time you took to speak with me. If I can provide you any additional information, please do not hesitate to contact me by phone at (000) 000-0000 or via email at . I am very interested in working for you, and I look forward to hearing from you about this position.
Sincerely,
Your Signature
Your Typed Name
Application Letter RubricApplicant ______
I. Technical Aspects
___ no more than one page long
___ single-spaced with a space between each paragraph
___ correct spacing between major sections of letter
___ 1" margins and aligned text to the left; block format
___ readable print font such as Times New Roman, Arial, or Calibri, sized 11-12 point
II. Header/Closing
Applicant’s Address:
___ First/Last Name___ City, ST ZIP#___ Date
___ Street___ Contact Info
Employer’s Address:
___ Contact Person/Title___ Street
___ Org/Company___ City, ST ZIP#
Formalities:
___ Appropriate Salutation/Greeting ___ Signature (black ink)
___ Appropriate Closing ___ Typed Name
Complete/Accurate (A) / Minor issue (B) / Lacking/Inconsistent(C) / Unacceptable (F)III. Content
Introduction:
___ States what position you are applying for.
___ Explains where/how you heard about the job.
___ Briefly mentions your interest in the company and position.
Body:
___ Explains why you are interested.
___ Mentions specific job qualifications and specifics about how you meet those qualifications.
___ Discusses specific examples/anecdotes that demonstrate your abilities in school/work scenarios.
Conclusion/Closing:
___ Restates how your skills make you a strong fit for the company and/or position.
___ States that you would like to interview and/or discuss employment opportunities.
___ Thanks the contact person / employer for his/her consideration.
Excellent (A) / Effective (B) / Lacking/Inconsistent (C) / Unacceptable (F)IV. Grammar/Mechanics/Proofreading
____ spelling____ punctuation____ complete sentences/clarity
____ typos____ capitalization____ accurate word usage
No errors (A) / Well edited; a couple of minor errors (B) / Some minor errorsthat are easily noticed (C) / Distracting minor errors or any major errors (F)V. Style/Professionalism
_____ word choice_____ tone_____ sent. variety (not choppy/not redundant)
Overall Rating
Follow Up Letter/Email RubricApplicant ______
I. Content
Introduction:
____Thanks the contact person for the opportunity to interview
____ Reminds the person of the specific position desired and confirms interest
Body:
____Reminds the person about your primary qualifications
____Mentions a specific highlight from the interview
____Reminds the person that you know the requirements and how you can support the company
____Clarifies or addresses a weakness from interview (optional, if needed)
Conclusion/Closing:
____Restates interest, offers to provide more information, expresses gratitude
Excellent (A) / Effective (B) / Lacking/Inconsistent (C) / Unacceptable (F)II. Formalities/Format
____Appropriate & specific subject line(if emailed)
____Appropriate address information for you (if a letter)
____Appropriate address information for employer (if a letter)
____Font is plain/print, sized 11-12; no cursive; no emoticons; no decoration
____Proper spacing
____Appropriate Greeting
____Appropriate Closing
____Typed Name
____Signature in black ink (if a letter)
____Contact Info (email, phone, skype, etc.)
Excellent (A) / Effective (B) / Lacking (C) / Unacceptable (F)III. Grammar/Mechanics/Proofreading
____ spelling____ punctuation____ complete sentences/clarity
____ typos____ capitalization____ accurate word usage
IV. Style/Professionalism
_____ word choice_____ tone _____ sent. variety (not choppy/not redundant)
Overall Rating