How to Write an Application Letter: Format and 10 Examples
An application letter is a short letter that tells an employer why you want a job and why you can do it well. In this guide, you get the standard format, 10 full examples you can adapt, and phrases you can reuse. Each example uses a different job and a different background, so you can find one that is close to your situation.
What Is an Application Letter? (Quick Overview)
An application letter introduces you to an employer. It goes together with your CV or resume. The CV lists facts. The letter explains the story behind those facts.
Many people call it a cover letter. In most cases the two names mean the same thing. Some employers use "application letter" for a letter sent by email or post, and "cover letter" for the same letter inside an online form. If the job advert tells you which name to use, follow the advert.
A good letter does three things:
- Says which job you want. Name the exact position, and the company if you know it.
- Shows why you fit. Pick two or three skills or results that match the job advert.
- Asks for the next step. Politely ask for an interview or a reply.
Most employers read many letters quickly. A short letter of about 150 to 250 words, on one page, is often easier to read than a long one. This can differ by country and by employer, so check the advert first.
Standard Format and Layout
Use the same order every time. This order is common in many countries, and it is easy for a busy reader to follow.
1. Your details. Your name, phone number, email address and city.
2. Date. Write the date you send the letter.
3. Employer details. The name and title of the person, the company name and the address.
4. Greeting. "Dear Mr. Okoye," or "Dear Hiring Manager,"
5. Subject line. "Application for the position of Sales Executive"
6. Opening paragraph. The job you want, and where you saw it.
7. Middle paragraph. Two or three reasons you fit the job.
8. Closing paragraph. Thank the reader and ask for an interview.
9. Sign-off. "Yours sincerely," and your full name.
Which greeting should you use?
If you know the name of the person, use it. "Dear Ms. Banda," looks careful and polite. If you cannot find a name after a short search, "Dear Hiring Manager," is a common and safe choice.
Which sign-off should you use?
Use "Yours sincerely," when you wrote a name in the greeting. Use "Yours faithfully," when you did not use a name, such as "Dear Hiring Manager,". Many employers also accept "Kind regards," in emails. Both styles are widely understood.
10 Full Application Letter Examples
Each letter below is a model. Change the names, the job title and the details so they match your own story. Do not copy a letter word for word, because employers often notice when many letters sound the same.
Example 1: Fresh graduate, accounting (Nigeria)
Chidinma Okafor, Lagos, applying for Graduate Trainee Accountant
Dear Hiring Manager,
Application for Graduate Trainee Accountant
I am writing to apply for the Graduate Trainee Accountant position advertised on your website. I recently finished my B.Sc. in Accounting at the University of Lagos with a second class upper degree.
During my final year, I led a group project that built a simple bookkeeping system for a local market trader. I also completed a three-month internship at a small audit firm, where I checked invoices and helped prepare monthly reports. I am comfortable with Excel and I am now studying for my ICAN exams.
I would be glad to bring my attention to detail to your finance team. Thank you for your time. I look forward to hearing from you.
Yours faithfully,
Chidinma Okafor
Example 2: Customer support, 3 years of experience (India)
Priya Sharma, Pune, applying for Customer Support Executive
Dear Hiring Manager,
Application for Customer Support Executive
I am excited to apply for the Customer Support Executive role at your Pune office. For the past three years, I have worked in a phone and chat support team for an online electronics store.
In my current role, I handle about 60 chats and calls each day. Last year my team lead chose me to train five new colleagues because my customers often gave good feedback. I am calm with upset customers, and I write clear replies in English and Hindi.
I would like to use these skills in a larger team with more growth. I am available for an interview at any time that suits you.
Yours faithfully,
Priya Sharma
Example 3: Registered nurse (Philippines)
Maria Santos, Cebu City, applying for Staff Nurse
Dear Ms. Reyes,
Application for Staff Nurse, Medical-Surgical Ward
I would like to apply for the Staff Nurse position in your medical-surgical ward, as shared by your hospital on its careers page. I am a registered nurse with four years of experience in a busy 150-bed hospital in Cebu.
In my current ward, I care for up to eight patients per shift. I give medicines, monitor vital signs and teach patients and families how to manage care at home. I hold current BLS and ACLS certificates, and I keep careful records.
I believe my steady work habits and respect for patients would fit well with your team. Thank you for considering my application. I would welcome the chance to meet you.
Yours sincerely,
Maria Santos
Example 4: Primary school teacher (Kenya)
Wanjiru Kamau, Nairobi, applying for Class Teacher
Dear Head Teacher,
Application for Class Teacher, Grade 4
I am writing to apply for the Grade 4 Class Teacher vacancy at your school. I hold a Diploma in Primary Teacher Education and I am registered with the Teachers Service Commission.
For the last two years, I have taught English and Science to a class of 42 pupils. I use short group activities and simple home-made materials, and my pupils' reading scores improved over two terms. I also coach the school's drama club every Friday.
I enjoy helping children feel confident in class. I would be happy to share my teaching plans and to meet you for an interview.
Yours faithfully,
Wanjiru Kamau
Example 5: Junior web developer, self-taught (Ghana)
Kwame Mensah, Accra, applying for Junior Web Developer
Dear Hiring Manager,
Application for Junior Web Developer
I am applying for the Junior Web Developer position posted on your company page. I taught myself HTML, CSS, JavaScript and basic React over the last 18 months, using free online courses and daily practice.
To show my skills, I built three projects: a booking page for a barber shop, a simple online menu for a restaurant and a budget tracker for students. All three are on my GitHub page, and the links are in my CV. A small business owner in Accra now uses the booking page every day.
I learn quickly and I accept feedback well. I would be grateful for the chance to show you my work in an interview.
Yours faithfully,
Kwame Mensah
Example 6: Sales executive (Pakistan)
Ayesha Khan, Lahore, applying for Sales Executive
Dear Mr. Ahmed,
Application for Sales Executive
I am writing to apply for the Sales Executive position at your company. I have two years of experience selling packaged food products to shops and small supermarkets around Lahore.
In my current job, I visit about 25 shops each week. Over the last year, I increased my own monthly sales by 18 percent by following up with each shop owner and fixing delivery problems quickly. I keep a simple record of every visit, so I never forget a promise.
I am confident that I can build good relationships with your customers. I would appreciate an opportunity to discuss my experience with you.
Yours sincerely,
Ayesha Khan
Example 7: Office administrator (Zimbabwe)
Tendai Moyo, Harare, applying for Office Administrator
Dear Hiring Manager,
Application for Office Administrator
I would like to apply for the Office Administrator position that was advertised in the newspaper on Monday. I have five years of experience as a receptionist and administrative assistant in a legal office in Harare.
My daily tasks include answering calls, organizing files, scheduling meetings for three lawyers and preparing letters. I introduced a simple filing system that helped our office find documents much faster. I type 55 words per minute and I use Word, Excel and Outlook every day.
I am organized, honest and good with deadlines. Thank you for your time. I hope to hear from you soon.
Yours faithfully,
Tendai Moyo
Example 8: Career changer, from bank teller to HR assistant (Bangladesh)
Nusrat Jahan, Dhaka, applying for HR Assistant
Dear Hiring Manager,
Application for HR Assistant
I am writing to apply for the HR Assistant position at your company. For the past four years I have worked as a bank teller, and I am now moving into human resources, which is the field I have wanted to enter since university.
My banking work taught me to handle confidential information with care and to speak politely with all kinds of people. I also helped my branch manager organize staff schedules and leave records. Last year I finished an online certificate course in HR basics.
I understand that I am new to this field, and I am ready to learn quickly. I would be thankful for an opportunity to talk with you about the role.
Yours faithfully,
Nusrat Jahan
Example 9: Internship, no work experience (Zambia)
Joseph Banda, Lusaka, applying for a Civil Engineering Internship
Dear Hiring Manager,
Application for Civil Engineering Internship
I am a fourth-year Civil Engineering student at the University of Zambia, and I would like to apply for your three-month internship program. I am looking for hands-on experience on a real construction site.
Although I have not worked in a company yet, I have practical project experience. In my third year, my team designed a small drainage plan for a school compound, and I prepared the drawings using AutoCAD. I also volunteered with a community group to repair a footbridge.
I am hardworking, I follow safety rules and I am willing to learn from your engineers. Thank you for reading my letter. I hope to meet you soon.
Yours faithfully,
Joseph Banda
Example 10: Open application, no advert (Uganda)
Sarah Nakato, Kampala, applying for an Inventory Clerk role
Dear Hiring Manager,
Inquiry about Inventory Clerk opportunities
I am writing to ask whether your company has any openings for an Inventory Clerk. I admire the way your warehouse in Kampala delivers goods on time, and I would like to be part of that work.
For three years I have worked in a hardware shop, where I count stock each week, record deliveries and report missing items. I use Excel to track more than 400 products. My records helped the owner reduce lost stock during my last year there.
I have attached my CV for your review. If there is no vacancy at the moment, I would be grateful if you could keep my details for the future. Thank you for your time.
Yours faithfully,
Sarah Nakato
Phrases You Can Reuse
Short, simple phrases keep your letter clear. Pick the ones that sound natural for you, and fit them to your own facts.
| Purpose | Phrase |
|---|---|
| Start the letter | I am writing to apply for the position of [job title] advertised on [place]. |
| Show your experience | For the past [number] years, I have worked as [job] at [place]. |
| Show a result | I helped my team [result], by [action]. |
| Show a skill | I am confident in [skill], and I use it every day. |
| Show interest in the company | I was interested to read that your company [fact about the company]. |
| Mention your CV | Please find my CV attached for your review. |
| Ask for an interview | I would welcome the chance to discuss my application in an interview. |
| Close politely | Thank you for your time and consideration. |
Weak opening vs strong opening
| Weak opening | Stronger opening |
|---|---|
| I need a job and I hope you can help me. | I am applying for the Sales Executive role, and I have two years of field sales experience. |
| I am a hardworking person who likes to work. | I increased my shop sales by 18 percent last year and I would like to do the same for you. |
Mistakes to Avoid
- Sending the same letter to every company. Change the job title, the company name and one or two details each time. Employers often notice a general letter.
- Repeating your whole CV. Choose two or three strong points. The CV already has the full list.
- Writing long paragraphs. Keep each paragraph to three or four sentences, so the letter is easy to read on a phone.
- Making spelling or name mistakes. Check the company name and the reader's name twice. Ask a friend to read the letter before you send it.
- Using big words you do not normally use. Simple, clear English usually sounds more natural and honest.
- Saying only what you want. Also explain what you can give to the employer, such as a skill or a result.
- Forgetting contact details. Put your phone number and a professional-looking email address at the top.
- Making promises you cannot prove. Words like "the best candidate" are not very useful. Real examples from your life are often stronger.
A quick checklist before you send
- Does the subject line name the exact job?
- Is the company name and the reader's name spelled correctly?
- Did you mention at least one real result or skill that matches the advert?
- Is the letter short enough to fit on one page?
- Did you attach your CV, and did you save the file with a clear name, such as "Chidinma-Okafor-CV"?
- Did someone else read the letter for spelling and grammar?
If you can answer yes to most of these questions, your letter is probably in good shape.
Related Guides
FAQ
Is an application letter the same as a cover letter?
In most cases, yes. Both are short letters that go with your CV. Some employers use one name and some use the other, so follow the wording in the job advert.
How long should an application letter be?
About 150 to 250 words on one page is a common choice. A short letter is usually easier for a busy employer to read. If the advert gives a length, follow it.
Should I write the letter by hand or type it?
Typed letters are more common today, especially for email and online applications. Some employers or schools still ask for a handwritten letter. Read the advert carefully, and write clearly if you must use a pen.
What should I do if the job advert has no name?
Try a quick search on the company website or on a professional networking site to find the hiring manager. If you cannot find a name, "Dear Hiring Manager," is a polite and common choice.
Can I send an application letter if there is no job advert?
Yes, many people do this. It is often called an open application. Say what kind of work you are looking for, show one or two strong skills, and attach your CV. Keep in mind that a reply is not always guaranteed.
Good luck with your applications. We hope you soon find a job that fits your skills and your goals.
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