What Are the Parts of an Application Letter?

When applying for a job, the covering letter is just as important as the curriculum vitae or biographical data that accompanies it. It should be written on presentable paper, should be neat and nicely designed. It should be made to fit in one page, with the objective of attracting the reader to react favorably to the letter, thereby bringing the applicant to the next stage of the hiring process. This article describes the parts of that letter of application.

The Headings of the Letter

The upper right-hand corner of the letter, like most letters, should contain the name of the letter writer, his address and telephone number. Below that, on the left hand, should be the addressee's name, his title, his department, the name of her company and its address. Each of these should be in one line each. If the addressee's name is not immediately available, the applicant must try to access this, if possible, via a phone call.

The Opening Paragrph

The first paragraph of the letter should state clearly and concisely why the letter is being written, the job being applied for, and how or where the applicant found out about the job. If it is from a person possibly known to the addressee, the applicant should state so, not only identifying that person by name but also by title and position and place of work. If it is from a newspaper advertisement or other printed material, the applicant should state the publication and the date of issue.

The Second Paragraph

The second and third paragraphs compose the main body of the letter, where the applicant sells himself to the addressee. In the second paragraph, the applicant can say something about his personal circumstance, such as his willingness to relocate. He can cite his highest educational achievement and his present employment. He can cite the reason(s) why he wants to change jobs, without criticizing his present employer. All of these must be brief and to the point.

The Third Paragraph

The third paragraph is where the applicant tries to match his experience and skills with the requirements of the potential employer. The applicant must be careful to write about, and highlight, only the skills and accomplishments that are specific to the job being applied for, since the curriculum vitae takes care of the rest. The employer must see from these the benefits he can derive from employing the applicant.

The Closing Paragraph

The last paragraph should be an offer for more information if needed, and must indicate the applicant's desire to be called for the next step, which is normally an interview. This part must also specify the availability of the applicant for the next step, the address of the place or the telephone number(s) where he can be contacted, and the dates and time of these. In this part, the applicant must be careful not to be rude nor arrogant.

Other Options and Tips

A paragraph expressing the applicant's appreciation for being considered might be added. This and the way of writing the other paragraphs help show politeness, even as the applicant also shows an enthusiasm bordering on passion for work and the job. It can help to do background research on the company and to look at other sample letters of application. While the applicant should write in the style that best suits him, the object must always be to catch the attention of the reader so the application does not end up in the company's files, or wastebasket.

References

• Covering Letter (Letter of Application)
• Writing an Efficient Job Application Letter
• Writing Application Letters