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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.

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What To Include In A Cover Letter (With Examples)

• Cover Letter Format
• Salutation and Greeting
• Who To Address When Unknown
• How To Start A Cover Letter
• How To End A Cover Letter
• Best Cover Letter Font And Size
• Cover Letter Spacing
• Cover Letter Length
• Key Elements Of A Cover Letter
• How To Write An Address
• Official Letter Format
• Cover Letter Opening

Find a Job You Really Want In

Cover letters are the first introduction to you as a person and potential employee. While resumes cover your work experience and skills, the cover letter explains why you, specifically, should get the job. It’s where you can showcase your writing skills, why you want the position, and highlight your relevant skills and qualifications. If you’re looking to write up a cover letter for a job you’re applying to, or if you want to see if your letter checks all the boxes, then this article will help you out. While a hiring manager may not select you entirely because of your cover letter, giving it that extra bit of shine could push you into the top candidate slot. Key Takeaways Your cover letter should include: Your contact information and the date The employer’s contact information A greeting Body paragraphs A closing paragraph A sign-off You should customize your cover letter to every position you apply to. Focus on what you can add to the company in your cover letter. Work keywords from the job description into your cover letter. In This Article    Skip to section What to include in a cover letter Example cover letter Cover letter tips What not to put in a cover letter Final thoughts Cover letter FAQ References Sign Up For More Advice and Jobs Show More What to include in a cover letter

Cover letters, like every business communication, have a set of rules that you’re expected to follow. They should be short, confident, and include information relevant to the job. The format of a cover letter determines what goes where, meaning that you won’t have to spend long organizing your letter.

With that in mind, here’s everything you need to include in each part of your cover letter :

Your Contact Information and the Date

The very first key element your cover letter is going to be a header that includes your contact information. You’re going to list your name, your address, your phone number, and your email address. Feel free to include your LinkedIn contact information or a link to your online portfolio .

Make sure you create a professional email address if you don’t already have one. Something like [email protected]. It’s another way to make a good first impression on the hiring manager.

Lulu Paige 333 First Street Los Angeles, CA , 90001 (000) 111-2222 [email protected] January 1, 2023

Employer’s Contact Information

Even though most cover letters are submitted online nowadays, it’s still a rule of thumb to include the company’s contact information. Google the company to find their local address and list it beneath your own contact information.

If you can’t find out the company’s local address, don’t sweat it — but if you can find it, include it just for tradition’s sake.

Adam Smith Recruiter TopNotch Company 111 West Street Los Angeles, CA 90001

How you address your cover letter is more important than you might think. Try to avoid greetings like “ To Whom It May Concern ” or “ Dear Sir or Madam. ” While there’s nothing inherently wrong with either, they’re seen as out of date and impersonal.

Hiring managers value it if you show you’re willing to put in the extra effort to find out who to address the letter to. Put effort into finding out the name of the person who’s going to be reading your cover letter. Call the company’s front office or review their website to find their hiring manager’s name.

Acceptable addresses include:

Dear Chris Rogers, Dear Mr. Rogers, Dear Mr. Chris Rogers, Dear Hiring Manager, Dear Human Resources Manager,

While conventional wisdom states that using the person’s title (in this case “Mr.”) is preferable and more polite, be very careful about assuming someone’s gender. If their honorific is Dr., then it’s safe to include, but unless you know what the hiring manager’s preferred pronouns are, it’s best to just use their full name.

Body Paragraphs

The body of your cover letter is the most important part. It tells the employer what job you’re applying for, why they should bring you in for an interview , and how you’re going to follow up.

First paragraph. This is your cover letter introduction . It’s where you’re going to grab the employer’s attention and make them want to read the rest of your cover letter.

Let’s not waste any time in this paragraph — go ahead and tell them which position you’re applying for and how it relates to your background, and show them that you’re excited about the opportunity.

I am interested in applying for your Social Media Manager position that I saw advertised on Zippia .com. After contributing to the growth and success of my last employer’s presence on Facebook and Instagram, I am seeking new challenges with a company that is looking for someone with exceptional leadership and management abilities.

Second paragraph. This is where you’re going to tell the hiring manager what you have to offer. Use this paragraph to list your qualifications, give examples from your work experience , and quantify any of your achieved results.

I know my proven leadership skills, strong commitment to growing a social media base, and flexibility with regard to assignments would allow me to make a significant contribution to TopNotch Company. I welcome the opportunity to discuss how my qualifications could benefit your company’s continued success.

Pro tip: Go into more depth on your relevant qualifications, but make sure not to copy your resume word for word. Use your cover letter to highlight the most important reasons why you’re the ideal candidate.

Third paragraph. Discuss what you know (and like) about the company. This is your chance to impress the employers even further by showing them that you care enough to do some background research on the company , and how you can contribute to their mission.

TopNotch’s commitment to a sustainable future aligns with and inspires my own values of environmental consciousness and stewardship. Even as a digital marketer , I found ways to reduce my office’s carbon emissions by 11%, and I’d be thrilled to work for a company that values and prioritizes such changes.

Feel free to mention any current events, information about the company’s history, their core values, or their mission statement.

Closing Line

The final paragraph is where you’re going to close your cover letter . Summarize what you could bring to the position and request an interview or a phone call.

I’d like to thank you again for taking the time to review my application and resume, and I welcome the opportunity to discuss my qualifications with you in detail.

Picking an appropriate and successful sign-off is trickier than you might think. A cover letter is a professional document, so you have to be strategic with everything you write.

With that in mind, here are some sign-offs to choose from that hiring managers respond well to:

Best regards

Respectfully

Thanks in advance

And here are some sign-offs you should avoid at all costs:

Best wishes

Affectionately

Sent from my iPhone

You get the idea. Pick an appropriate sign-off, sign your name, and then you’ve got yourself a cover letter!

Example cover letter

Lulu Paige 333 First Street Los Angeles, CA, 90001 (000) 111-2222 [email protected] January 1, 2020 Adam Smith Recruiter TopNotch Company 111 West Street Los Angeles, CA 90001 Dear Mr. Smith, I am interested in applying for your Social Media Manager position that I saw advertised on Zippia.com. After contributing to the growth and success of my last employer’s presence on Facebook and Instagram, I am seeking new challenges with a company that is looking for someone with exceptional leadership and management abilities. As you will see in my enclosed resume, while serving as a Social Media Intern, I was tasked with onboarding new employees and managing their publishing schedules as well as coming up with content for my own calendar. My ability to juggle these different tasks reinforced my desire to advance in my career and step into a management role. I know my proven leadership skills, strong commitment to growing a social media base, and flexibility with regard to assignments would allow me to make a significant contribution to TopNotch Company. I welcome the opportunity to discuss how my qualifications could benefit your company’s continued success. I’d like to thank you again for taking the time to review my application and resume, and I welcome the opportunity to discuss my qualifications with you in detail. Sincerely, Lulu Paige

Cover letter tips

Knowing all the parts of a cover letter is essential, but that’s not the only trick to writing an excellent cover letter. Putting in a bit of extra effort will make your cover letter stand out from the rest, and will therefore make you more likely to get an interview.

Customize each cover letter. When you’re sending out applications to multiple companies, it’s essential to tailor each cover letter and resume for the job. Your resume customization may just take a few strategic keyword changes and emphasizing different parts of your experience.

Your cover letter customization, however, should be much more thorough. Hiring managers and recruiters can spot a generic cover letter a mile away, so be sure to talk specifically about why you’re interested in the company and what particular value you’d have for the company.

Find the hiring manager. In the spirit of customization, try your best to find the hiring manager or recipient’s name. Review the job posting for contact info, research the company’s website, and look on LinkedIn if you’re stuck. Or just call the company’s HR department and ask.

If you’re still stuck, “Dear Hiring Manager” or one of its alternatives will work.

Don’t copy your resume. Instead of repeating every point from your resume, pick one or two bullet points to really emphasize. Think about what accomplishments you can quantify since those are the most compelling evidence of your past success.

Also, your cover letter should answer the “how” and “why” of your career, so discuss how you achieved those awesome results and why you enjoy doing things your way.

Always focus on the company. A cover letter is your chance to sell yourself, but that mostly means highlighting how the company will benefit from your skills , methodologies, and contributions.

Steal keywords from the job description. Highlight keywords from the job description like skills, qualifications, and attributes, and then incorporate some of those words throughout your resume and cover letter. That way, it’s super easy for a recruiter or hiring manager to see how your experience matches up with the job requirements.

Match the company culture. Spend some time researching the company on their website and scouting employees on LinkedIn. If you can match the tone of the company’s written communications, you’ll be in good shape for presenting as a solid cultural fit.

Let your personality shine. Resumes are boring, but cover letters are your chance to showcase who you are as a person as well as a professional. Don’t go overly formal (unless you’re applying to a conservative firm).

Hiring managers want to know what kind of person you’re like to work with, and while the interview will inform them more fully, your cover letter is meant to whet the reader’s appetite so they want to call you in for an interview in the first place.

Open and finish strong. Cover letters are generally skimmed, so you really want to make your opening and closing lines count. Open with an attention grabber and finish with a strong call-to-action and reminder of your awesomeness and enthusiasm.

Keep it short . Cover letters should never be more than 400 words, but we recommend aiming for a 200-300 word count. As we said, recruiters usually skim these things, so make it easy for them.

Review and edit. Never send a cover letter without a proofread, a spellcheck program, and, if possible, a trusted confidant to read it over. Another pair of eyes might catch things you didn’t notice re-reading it over and over again.

Email cover letters. If you’re emailing your cover letter directly (as opposed to attaching it or mailing it physically), be sure to include a descriptive subject line.

Often, employers will tell you how to label your email in the job posting, so follow any directions there. If not, a subject line that includes your name and the position you’re applying for is a safe bet.

For an email cover letter, don’t include contact information at the start. Instead, put your contact information after your signature (you can skip your physical address) and leave out the company’s contact information entirely.

What not to put in a cover letter

Knowing what to avoid putting in your cover letter can be just as helpful as knowing what to put in it. Here are a few items you should leave out:

Lies (even little white ones or stretched truths).

Anything about salary.

Negativity about your current job.

Information about your personal life.

Long-winded paragraphs.

Unneccessary or irrelevant information.

Grammatical errors.

Misspelled words (including names).

Unprofessional email addresses or file names.

Polarizing or controversial hobbies or opinions.

Final thoughts

Cover letters are one of your most valuable tools when it comes to applying for jobs. They let you go into detail about your qualifications, demonstrate your communication skills , and show that you’re interested in a specific company.

When you write your cover letter, make sure to include your professional contact information, go into detail about your relevant skills, and show that you’re motivated to help the company achieve its goals. Show the hiring manager why you’re the best person for the position, and you’re on your way to getting the job of your dreams .

Cover letter FAQ

Do you need a cover letter?

Whether or not you need a cover letter will depend on the application’s requirements, but they’re highly recommended. Unless the instructions explicitly state not to send in a cover letter, it’s recommended to include one.

Cover letters allow you to focus on skills relevant to the job that may not fit into your resume. It also lets you show that you’ve looked into the company by mentioning something about its culture, knowing the hiring manager’s name, or mentioning key skills.

What should you include in a cover letter?

A cover letter should include:

Your contact information. Include your name, address, phone number, and email address.

Company’s contact information. This should include the name of the company, their phone number, email address, and physical address if you can find it.

Salutation. Do your best to address this directly to the hiring manager that will be reviewing your application.

Introduction. This is the part where you say who you are and why you’re applying.

Body. This should be one to two paragraphs that cover your relevant skills, why you think you’d be a good fit for the job, and show your interest.

Closing line. Make sure to thank the hiring manager for their time. It’s also recommended to include a call to action, such as saying “I look forward to hearing from you.”

Sign off. Make sure to end with a professional closing, such as “Sincerely,” and then your full name.

How do you format a cover letter?


Cover letters should be formatted in standard business format. That means that it should use a 10 or 12-point legible font, such as Times New Roman, have double spacing between paragraphs, and be no longer than a page .

Harvard Business Review — How to Write a Cover Letter

National Careers Service — How to Write a Cover Letter

University of Wisconsin-Madison — Writing Cover Letters

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Maddie Lloyd was a writer for the Zippia Advice blog focused on researching tips for interview, resume, and cover letter preparation. She's currently a graduate student at North Carolina State University's department of English concentrating in Film and Media Studies.

Matt Warzel a President of a resume writing firm (MJW Careers, LLC) with 15+ years of recruitment, outplacement, career coaching and resume writing experience. Matt is also a Certified Professional Resume Writer (CPRW) and Certified Internet Recruiter (CIR) with a Bachelor of Science in Business Administration (Marketing Focus) from John Carroll University.

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• The 6 Parts Of Your Cover Letter And What To Include In Them

Essential Parts of a Job Application Cover Letter

Applying for jobs is stressful, and having to tailor each application to the job and company in a timely manner just adds to the effort level. But if you want to stand out from the crowd of 100+ people that may apply for any job, you can’t just submit the same cover letter (or job application letter) to each hiring manager for each role.

When you’re submitting cover letters, it’s essential to get them right. From the basics, such as contact information, greeting, and salutation, to the bulk of the letter, we’ve laid out the key areas to cover and guidance for writing yours to stand out.

Note: We also have downloadable templates you can use so you don’t have to worry about coming up with your own professional designs. You can download and customize them for free from the Templates page.

As with any letter, there is an expected flow of information.

Introduction

The top part of your letter sets the stage by covering some of the common elements of a greeting and contact information.

Your Contact Information

Name, mailing address, phone number(s), email address, and any social media handles if you’d like to make it easier for the employer to check you out.

Employer Contact Information

Unlike the resume, where you don’t include information directly about the potential employer, you do in the cover letter.

Include the date either after your own contact information or before the greeting. By providing the date, you can also reference it if you need to follow up with the potential employer if you haven’t heard back about an interview. Here are a few examples of where you can place the date in the introductory design.

You need to address the letter to someone, but what do you do if you don’t know the name of the recruiter/hiring manager? First try to call or email the contact person listed on the job advertisement to see if you can find out who for sure will review your letter. That way, you show commitment to researching details and solidify your interest in the role. If that doesn’t work, you can always go with the customary “To Whom It May Concern.”

Requisition Number

When a job requisition number/identifying number is included on the job posting, you should include it somewhere within the cover letter to make it very clear the exact job you’re applying for. You can place it at the top in the introductory material, and/or mention it in the body text.

The first part of the letter was easy. The next part gets a little more challenging because you need to paint a positive picture of why this company would benefit from hiring you, but you don’t just want to rehash bullet points from your resume. To write a compelling letter, you need to answer these questions/ask yourself these questions and tie your experience to the job ad and your understanding of it. Use these prompts to help build your story rather than aimlessly tossing text into paragraphs. These prompts take some of the guesswork out.

Who I Am and How That Can Improve Your Business – Introductory paragraph

Don’t speak in general terms, just saying how many years you’ve held a certain job title or where you went to school. You also don’t want to sound self-serving by saying “I want to use this role to fulfill my goal of becoming a manager” or a similar statement. You do want to show enthusiasm for the role; just be certain that how you frame it shows the benefits you bring to the employer. Have you designed a training program that has been proven to increase employee retention? Simplified a process to reduce the number of minutes it takes to complete each task? Organized a yearly charity event to benefit the local community? Consistently worked with “difficult” team members to discover they were just in the wrong department / hired for the wrong job? Show how you can repeat these accomplishments for the new employer, based on the exact requests they’ve placed in the job ad.

Before you officially put the refined details into the introductory paragraph of your cover letter, you can jot out ideas, read them out loud, and improve them. Improvements include being specific and measurable in your details, and making sure you’re speaking directly rather than sounding too formal or forced.

In this paragraph, you’ll also want to let the hiring manager know how you learned about this open position. For example, were you referred by an employee, a long-time follower of their company who noticed the open position on Twitter, or happened upon it on a job board?

How I Have Achieved Success Before and How I Can Do it for You – Second/third paragraph

In the following body paragraphs, you elaborate on how your unique skills and experience will be an asset to the company. Don’t use generic statements like “my skills would lend well to the position.” Focus on specific skills, how they match the job ad, and support your claims with actual accomplishments from your work history (measurable, quantifiable if possible).

This is the time when you need to be persuasive, even if it feels like you’re bragging and it feels uncomfortable! It’s hard for most people to frame their talents and wins in a way that is persuasive and unique without feeling big-headed or arrogant. But it’s up to you to make it clear; no one can read between the lines.

In the last paragraph, thank them for considering your application to the role and reiterate why you’re excited to contribute to the organization and its customers. Indicate when you will follow up if you have not yet heard back from the recruiter or hiring manager. This strategy is not to sound impatient or ungracious; it’s really to make sure you are committed to the entire process of working toward earning the role, and to give the heads up in a polite and professional manner that you will continue to follow through on that commitment. Follow the standard letter format to close out your cover letter. Use a professional word such as “regards/kind regards” or “sincerely” followed by your full name.

Other Things to Consider

Keep the cover letter to one page. Even though the pages allowed has changed for resumes, you don’t need to drone on for more than a page in the letter.

You don’t need to spend money hiring and expensive graphic designer or professional career material creator, but do use some basic design elements to make the letter look professional. Simply using a letterhead template in your word processor or looking up standard letter formats on the web will guide you into clear design.

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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

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How to Structure a Cover Letter

What to include in each part of a cover letter.

The Structure of a Cover Letter

• What to Include in a Cover Letter

Sending an Email Cover Letter

Cover letter template and example.

When writing a cover letter to apply for a job, it's important to include all the requisite information clearly and efficiently.

Your cover letter is a way to grab the hiring manager's attention and it's important to be sure that it's polished, professional, and complete with the information the reader expects to see. If any elements are missing, it could even disqualify you from consideration for the job.

Here's how to structure a professional cover letter, with tips for every part and an example that includes everything.

A cover letter is comprised of several sections: your contact information, a salutation, the body of the cover letter, an appropriate closing, and a signature.

Review the structure of a cover letter, what to include in each part, and examples.

Your Contact Information

• What to include: The first section or header includes your contact information: name, address, phone or cell phone number, and your email address. It has also become common to include your LinkedIn address so that employers can immediately access your professional profile, resume, and networking contacts.  In an email, you can also list your contact info below your signature.
• Choose a style: Go with a simple centered header, or get a little fancy with the design if you're sending a hard copy. 
• Keep it professional: Also, keep in mind that your email address should sound simple and professional. Ideally, it would look like “[email protected].” Never use a “cutesy” email address that refers to your hobbies or political opinions or is off-color; your email address needs to reflect your professional identity, not your sense of humor.

You may want to create an email account dedicated solely to your career search. It can be easier to track all your correspondence when you have a dedicated email address for job hunting.

Employer Contact Information

• You can also include the employer's contact information. This is most appropriate to include on a formal, hard copy cover letter submitted through snail mail or by hand.
• If you are sending a job application by email or through an employer’s online application system, it is not as necessary to include this contact information.
• As a general rule of thumb for email applications, use the formal contact address if you know it, but don’t worry too much about omitting it otherwise.

Cover Letter Salutation

Although you may not need to know whom to address when sending a cover letter via email, getting a name to address your letter to is important. Do your research to avoid having to use the generic " To Whom It May Concern " or "Dear Sir or Madam," which can make things look like you didn't make an effort to learn more about the job or the employer. The best ways to learn contact names are to call an organization’s front office or to review their website.

To get in gear, review samples of  cover letter salutations . If you can't find a contact person, there are options you can use instead.

Cover Letter Body

The body of your cover letter lets the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow up. This section of your cover letter includes:

• First paragraph : Why you are writing. This is "the grab," your chance to grasp your reader by the collar and get their attention. Offer some specific, focused information regarding the job you're seeking and a few core strengths that demonstrate your suitability for the position.
• Second paragraph : What you have to offer the employer .  This is your hook where you highlight examples of the work performed and achieved results. Draw on your key competencies from your resume, although don't copy it word for word. Bullet points in this paragraph are extremely effective in drawing your reader's eye to your successes.
• Third paragraph : Your knowledge of the company. Show you did your research and know something about the business and how you can contribute to its mission.
• Fourth paragraph : Your closing. Summarize what you would bring to the position and suggest some next steps by requesting a meeting or suggesting a call.

You can boldface quantifiable achievements like year-over-year sales figures to make these “pop” on the page.

Finish your letter with a formal closing like "Sincerely" or "Yours truly." A cover letter is a professional correspondence, so don't use informal closings like "Cheers" in the letters you write to apply for jobs.

Your Signature 

How you sign your cover letter will depend if you're sending a paper or email letter. If you're sending a paper letter, type your name after the salutation, leaving a space for your handwritten signature. If you're sending an email cover letter, type your name and contact information after your salutation.

Signature for a Hard Copy Letter Example

Mary Barnes (Your Signature)

Mary Barnes

Email Letter Signature Example

Mary Barnes Address City, State Zip Email Phone

When you're sending a cover letter via email, include your name and the job you're applying for in the subject line of the message. That way, you'll be sure your message gets opened and read.

Subject: Mary Barnes - Marketing Assistant Position

Download a cover letter template (compatible with Google Docs and Word Online), or see below for more examples.

Cover Letter Example

Lucius Applicant 123 Main Street Anytown, CA 12345 555-555-5555 lucius.applicant@email.com

August 12, 2024

William Lee Lead Mechanic Acme Auto 123 Business Rd. Business City, NY 54321 

Dear Mr. Lee:

I’m writing to apply for the position of diesel mechanic at the City Transit Agency, as advertised on the city’s careers web page. I’ve included my resume for your consideration.

In addition to my experience as a diesel mechanic, I have an excellent knowledge of gasoline engines and electric systems, and I hold a CDL driver's license. Most recently, I worked for Trailer Transfer in Middletown as their lead diesel mechanic. While I was there, I developed a training program for new hires. However, I had to leave my job due to a move to your city.

Thank you for your time and consideration. I will follow up next week to see if I can offer any more information about my skills and experience. My cell phone is 555-555-5555 and my email is lucius.applicant@email.com. 

Best regards,

Lucius Applicant (Signature hard copy letter)

Lucius Applicant

Need more examples? Here are more cover letter examples , including templates you can customize to create your own cover letters.

Key Takeaways

• A cover letter should be clear and professional, and it should also include some necessary information to help ensure your application is properly assessed.
• Structure your cover letter with your contact information, a salutation, body paragraphs detailing your qualifications and knowledge of the company, a formal closing, and your signature.
• Tailor your cover letter by addressing it to a specific person and highlighting relevant achievements.
• Make sure to demonstrate your knowledge of the company to make a strong impression on the hiring manager.

• Career Blog

Writing a Winning Job Application Letter: Tips and Examples

A job application letter, also known as a cover letter, is a formal letter that accompanies your resume and introduces you to a potential employer. The purpose of a job application letter is to highlight your qualifications, experience, and skills that make you the perfect candidate for the job. It also helps employers understand your personality, work ethic, and how you plan to contribute to their organization.

Importance of Customization

One of the key factors that can make or break your job application letter is how well you customize it to the specific job you are applying for. Employers want to see that you have taken the time to research their company and understand what they are looking for in a candidate. Customizing your letter also shows that you are genuinely interested in the job and that you are willing to put in the extra effort to stand out from other applicants.

Brief Overview of Key Sections

While job application letters can vary slightly depending on the job and industry, they typically contain four key sections:

Introduction: This section should include a brief introduction, the job you are applying for, and how you found out about it.

Qualifications: In this section, you should discuss your qualifications and experience that make you a good fit for the job. Be sure to tailor this section to the specific job requirements to show that you have the skills they are looking for.

Skills: Here, you should highlight your relevant skills and how they apply to the job. Use examples from your past experiences to demonstrate your proficiency in each skill.

Closing: The closing paragraph should thank the employer for considering your application and provide contact information for them to reach you.

In this article, we will dive into each of these sections in more detail and provide tips and examples to help you write a winning job application letter.

Understand the Job Requirements

To write a winning job application letter, it is important to thoroughly understand the job requirements. This involves analyzing the job description and understanding the needs of the employer, as well as tailoring your letter to attract the specific employer.

A. Analyzing the Job Description

The job description provides you with valuable information about the position you are applying for. It outlines the required skills, qualifications, and responsibilities of the job. By analyzing the job description, you can determine if the role is a good fit for your experience and qualifications.

When analyzing the job description, it is important to pay attention to key phrases and requirements mentioned. These can give you insight into the priorities of the employer and allow you to tailor your application to meet those priorities.

B. Understanding the Needs of the Employer

To write a winning job application letter, it is also essential to understand the needs of the employer. This means researching the company and the industry to get a better understanding of the company culture, mission, and values. It also means understanding the desired outcome of the position and how you can address the employer’s needs.

One way to convey your understanding of the employer’s needs is to highlight relevant accomplishments in your application letter. By showing how you have successfully addressed similar challenges in the past, you can demonstrate your potential value to the employer.

C. Tailoring the Letter to Attract Specific Employer

Finally, to write a winning job application letter, it is important to tailor your letter to attract the specific employer. This means using language and examples that relate to the specific company and its values. It also means customizing your application letter to the specific job and its requirements.

To tailor your letter, take the time to research the company and its values. This can involve reviewing their website, social media, and other online resources. By addressing the specific needs and values of the employer, you can show that you are invested in the position and the company.

To write a winning job application letter, it is important to understand the job requirements, analyze the job description, understand the needs of the employer, and tailor the letter to attract the specific employer. By doing so, you can craft an application that stands out from the competition and showcases your value as a candidate.

Research the Company and Industry

Before writing your job application letter, it’s important to research the company and industry thoroughly to increase your chances of writing a winning letter. Here are three key areas to focus on:

A. Understanding the Mission, Vision, and Values of the Company

Make sure you take the time to research the company’s mission, vision, and values. This will help you understand the company’s goals and the qualities they look for in employees. You can find this information on the company’s website, social media pages or company annual report.

Incorporate the values and mission statement of the company into your job application letter. This highlights your alignment with the company culture, and how your beliefs and goals match that of the organization’s.

B. Identifying the Company’s Competition

Once you have an understanding of the company, you need to identify the company’s competition. Knowing who the competitors are can help you understand the industry as well as the company’s market share position.

List the company’s competitors in your job application letter and briefly explain how you see the company’s strengths overcoming the competitors’ weaknesses.

C. Industry Trends and How to Address Them

The final area to focus on when researching the company and industry is identifying current industry trends and how these trends may impact the company’s future. Use reputable sources to gather trends and predictions about the industry. This will also show the recruiter that you are not only familiar with their industry, but are engaging in informed discussion and contributing to innovative solutions.

Incorporate industry trends into your job application letter and showcase the ideas and innovations you bring, how leveraging them can enhance the company’s position and how you can contribute to any current and future challenges, for which the potential employer has yet to find a solution.

By researching and incorporating the above areas into your job application letter, you demonstrate a genuine interest in the organization and showcase clear understanding, innovative thought and how your expertise can improve the company’s performance.

Know Your Strengths and Skills

When writing a job application letter, it’s crucial to understand your unique selling proposition, relevant experience, and transferrable skills. This information will help you stand out from the other applicants and potentially land the job of your dreams.

A. Identifying Your Unique Selling Proposition

Your unique selling proposition (USP) is what sets you apart from the other candidates. It could be a specific skill, experience or personality trait that aligns with the company’s values and job requirements. Start by analyzing the job description and researching the company culture to identify what makes you an ideal candidate for the role.

Once you have identified your USP, use it as the main selling point in your job application letter. Highlight your strengths and skills and explain how they align with the job requirements and the company’s values. This will show the hiring manager that you are not just another candidate, but someone who has something valuable to offer.

B. Highlighting Your Relevant Experience and Accomplishments

Your work experience and achievements are essential in demonstrating your abilities and suitability for the job. When crafting your job application letter, focus on highlighting your relevant experience and accomplishments. Use specific examples to demonstrate how you have contributed in previous roles and how those skills could be applied to the new role you are applying for.

Be sure to use metrics whenever possible as numbers are a great way to showcase your achievements. For example, if you were able to increase sales revenue by 20% in your previous role, mention it in your letter. This will give the hiring manager a clear understanding of your capabilities and how they align with the job requirements.

C. Understanding How to Leverage Transferrable Skills

Transferrable skills are those abilities that you have gained from your previous experiences that are not necessarily related to the job you are applying for. They can be valuable in demonstrating your adaptability and ability to learn quickly.

When discussing your transferrable skills in your job application letter, highlight how they could be applied to the new role you are applying for. For example, if you have strong communication skills, explain how you could use that to effectively collaborate with team members and clients.

By understanding and leveraging your unique selling proposition, relevant experience and accomplishments, and transferrable skills, you can write a job application letter that stands out from the crowd. Remember to tailor your letter to the job requirements and company culture to increase your chances of success.

Address Gaps in Your Resume or Experience

When applying for a job, it’s important to consider any gaps in your resume or experience that might be a red flag for hiring managers. Addressing these gaps upfront can demonstrate your accountability and willingness to take ownership of your shortcomings.

A. Taking ownership of failings

If you have gaps in your work history or experience, don’t try to hide or make excuses for them. Instead, take ownership of any failings and show that you’re actively working to improve yourself. This could involve taking courses, pursuing certifications, or volunteering in relevant areas to gain hands-on experience.

B. Finding a workaround for unfilled requirements

Sometimes a job posting requires specific qualifications or experience that you don’t have. In these cases, it’s important to find a workaround that demonstrates your ability to still meet the employer’s needs. This could involve highlighting related experience or transferable skills that could compensate for the missing requirement. Alternatively, it might involve offering to take on additional training or work with a mentor to acquire the missing knowledge.

C. Highlighting transferable skills to counter an irrelevant job background

When applying for a job in a new industry or field, it’s common to have a background that might not seem directly relevant. However, this doesn’t necessarily mean you’re unqualified for the role. By highlighting transferable skills, such as leadership, problem-solving, or communication, you can demonstrate your ability to adapt to new situations and learn quickly.

Addressing gaps in your resume or experience is an important aspect of writing a winning job application letter. By taking ownership of your failings, finding workarounds for unfilled requirements, and highlighting transferable skills, you can position yourself as a strong candidate and increase your chances of landing the job you want.

Crafting an Attention-grabbing Opening Paragraph

In the competitive job market, first impressions matter. The opening paragraph of your job application letter is your opportunity to make a positive and lasting impression on potential employers. In this section, we’ll explore the importance of crafting an attention-grabbing opening paragraph and provide tips and examples on how to do so.

A. Importance of First Impressions

Studies show that it takes less than 30 seconds for a recruiter or hiring manager to form an initial impression of a job candidate. This means that your opening paragraph is a critical component of your job application letter. Your goal is to capture the employer’s interest and convince them to continue reading.

B. Creative and Engaging Opening Lines

One effective way to capture the employer’s attention is by starting your letter with a creative and engaging opening line. This can be a quote, a personal story, a relevant statistic, or a bold statement. The key is to be authentic and genuine while still standing out from other applicants.

C. Strategies for Catching the Employer’s Attention

Beyond the opening line, there are several strategies you can use to further capture the employer’s attention. These include highlighting relevant skills and experience, demonstrating enthusiasm for the position and company, and connecting your qualifications to the job requirements.

By following these tips and examples, you can craft an attention-grabbing opening paragraph that sets you apart from the competition and piques the employer’s interest.

Highlighting Your Accomplishments

When it comes to writing a winning job application letter, highlighting your accomplishments is crucial. This allows potential employers to see the proven results that you can bring to their organization. Here are a few tips on how to effectively highlight your accomplishments:

A. Demonstrating Achievements in Previous Roles

One of the most effective ways to demonstrate your achievements is by highlighting your accomplishments in your previous roles. This shows that you have a track record of success and can bring that success to your next job. When highlighting your achievements, make sure to focus on results, not just responsibilities. Instead of stating that you managed a team, highlight the specific results that you achieved as a team leader.

For example, instead of saying, “Managed a team of 10 employees,” you could say, “Led a team of 10 employees to achieve a 25% increase in sales within the first quarter.” This shows the impact you had in your previous role and gives potential employers an idea of what you can achieve in their organization.

B. Using Data to Support Accomplishments

Using data to support your accomplishments is a powerful way to illustrate the impact you had in your previous roles. This could include data such as sales figures, customer satisfaction ratings, or employee retention rates. When using data, make sure to include specific numbers and percentages.

For example, instead of saying, “Improved customer satisfaction,” you could say, “Increased customer satisfaction ratings by 15% through implementing a new customer service training program.” This demonstrates the impact you had on the organization and the value you can bring to a potential employer.

C. Highlighting Relevant Certifications and Awards

Another way to highlight your accomplishments is by showcasing any relevant certifications or awards you have received. This shows that you have taken the time to invest in your professional development and have been recognized for your achievements.

When highlighting certifications and awards, make sure to explain why they are relevant to the job you are applying for. For example, if you are applying for a marketing position, highlighting your Google Analytics certification would be relevant as it demonstrates your analytics skills.

Highlighting your accomplishments is a crucial part of writing a winning job application letter. By demonstrating your achievements in previous roles, using data to support your accomplishments, and highlighting relevant certifications and awards, you can show potential employers the value you can bring to their organization.

Showcasing Your Writing Skills

When it comes to writing a winning job application letter, showcasing your exceptional writing skills is crucial to increase your chances of getting hired. Employers often look for applicants who have a way with words, can express themselves clearly, and can craft compelling content that leaves a lasting impression. Here are several ways to showcase your writing skills:

A. Highlighting experience in writing

One of the most effective ways to showcase your writing skills is to highlight your experience as a writer. This can include previous work experience in writing-related fields such as journalism, marketing, or content creation. If you have a writing degree, mention it. You can also share published articles or blog posts that you have written to demonstrate your skills in action. Highlighting relevant experience shows that you have the skills needed to excel in the role you are applying for.

B. Incorporating keywords

Incorporating keywords relevant to the job posting can also help showcase your writing skills. Employers often use applicant tracking systems (ATS) to scan resumes and cover letters for specific keywords related to the position. By including these keywords, you can increase your chances of getting past the initial screening process and showcase your understanding of industry-specific language.

C. Proper grammar, spelling, and tone

Finally, it’s essential to ensure that your writing exhibits proper grammar, spelling, and tone. Errors in these areas can undercut the impact of your application letter and send the wrong message to your potential employer. Take the time to proofread your cover letter and resume carefully, and have someone else review them too. Double-check for proper punctuation, spelling errors, and that your tone fits the professional context.

Showcasing your writing skills is critical when applying for jobs, particularly those that require excellent communication skills. Highlighting relevant experience, incorporating keywords, and ensuring proper grammar, spelling, and tone are strategies that can help set you apart from other applicants and make a lasting impression on potential employers.

Using Power Words and Phrases

When writing a job application letter, it is essential to use powerful words and phrases that can help you stand out from the crowd. Here are some tips to help you select the right words:

A. Selecting Strong Action Words

Action words can help demonstrate your skills and experience effectively. Use verbs that showcase your achievements and contributions to your previous roles. For instance, rather than saying you “assisted” your team, use words such as “led,” “managed,” or “initiated” to emphasize your role in driving projects and initiatives forward.

B. Avoiding Common Clichés and Buzzwords

Although buzzwords and clichés may seem tempting, they could potentially undermine the impact of your letter. Instead of using cookie-cutter phrases like “I am a team player,” try to use specific examples to illustrate your ability to work collaboratively. Also, avoid jargon that may not be familiar to the reader and opt for straightforward language that can be easily understood.

C. Crafting Impactful and Persuasive Sentences

To make your letter more impactful and persuasive, use language that emphasizes your strengths and accomplishments. Start sentences with action words and focus on the results you have achieved. Also, be specific and illustrate your points with concrete examples that demonstrate your value to the prospective employer.

When writing your job application letter, make sure to choose powerful words that demonstrate your expertise and experience effectively. Avoid using clichés and buzzwords and instead focus on crafting persuasive and impactful sentences that showcase your strengths and contributions. By following these principles, you can create a compelling letter that increases your chances of landing the job you want.

Formatting and Presentation of Your Job Application Letter

When it comes to writing a winning job application letter, the presentation and formatting of the letter are just as important as the content. Here are some tips to ensure your letter looks professional and polished:

A. Ensure consistency in formatting

Make sure your letter has a consistent format throughout. This means using the same font and font size for the entire letter. Also, ensure that the margins and spacing are consistent from beginning to end.

B. Proper use of fonts, margins, and spacing

Use a standard font like Times New Roman or Arial, in a legible size (such as 11pt or 12pt). Be sure to use proper spacing between paragraphs and section headers. It’s important to have enough white space to make the letter easy to read, but not so much that it takes up unnecessary space.

C. Guidelines on length of the letter

Longer letters can seem rambling and may deter the hiring manager from reading the whole thing. Focus on the most important points and make them clear and succinct. Remember, your goal is to make a strong case for yourself as a candidate, not overwhelm the reader with information.

By following these tips, you can ensure that your job application letter looks professional, polished, and focused on what matters most – your qualifications for the job.

Sample Job Application Letter

Writing a winning job application letter is important if you’re looking to impress the hiring manager and land your dream job. In this section of the article, we’ll walk through a sample job application letter, analyze its strong points, and provide strategies to improve it.

A. Walk Through a Sample Job Application Letter

Dear Hiring Manager,

I am writing to express my interest in the position of Marketing Manager at ABC Company, as advertised on [job board]. With over [number] years of experience in the marketing industry, I believe I have the skills and knowledge to succeed in this role and make a significant contribution to your team.

During my time at XYZ Company, I was responsible for developing and executing successful marketing campaigns that exceeded client expectations and resulted in increased ROI. My experience in digital marketing, social media management, and content creation have prepared me well for this role. I am highly adaptable, and I have a proven track record of implementing innovative strategies to achieve business objectives.

In addition, I am a strong communicator and collaborator, and I work well in cross-functional teams. I am confident that my skills and experience make me a strong candidate for the role of Marketing Manager at ABC Company.

Thank you for considering my application. I look forward to the opportunity to discuss my qualifications further.

Sincerely, [Your Name]

B. Analyzing the Strong Points in the Letter

The sample job application letter has several strong points:

• The candidate clearly expresses their interest in the position and summarizes their skills and experience in the marketing industry.
• The letter highlights the candidate’s successful track record in executing marketing campaigns and achieving business objectives.
• The candidate demonstrates their adaptability and ability to implement innovative strategies.
• The letter emphasizes the candidate’s communication and collaboration skills.

C. Strategies to Improve the Letter

To improve the sample job application letter, consider the following strategies:

• Start with a strong opening sentence that grabs the hiring manager’s attention, such as a personal anecdote or a statement about the company’s mission.
• Use specific examples of your achievements and accomplishments to demonstrate your value to the company.
• Customize your letter to the specific job and company by conducting research and referencing relevant company initiatives or values.
• Show enthusiasm and a willingness to learn by expressing interest in the company’s future projects or goals.

By implementing these strategies, you can enhance your job application letter and increase your chances of landing an interview with your dream company.

Writing a winning job application letter requires attention to detail, strong communication skills, and a clear understanding of the hiring company’s needs and values. By following these tips and analyzing examples such as the one above, you can take your job application letter to the next level and stand out from the competition.

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How to Write a Cover Letter: Complete Guide + Examples

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A compelling cover letter helps you shape and expand on your resume while providing the hiring manager insight into your personality and work ethic. It’s key to setting you apart from other candidates!

In this guide, you’ll learn how to write a cover letter for a job application and find writing tips and examples to help you make a lasting impression that gets you a callback. 

What is a Cover Letter?

A cover letter is a formal business letter that builds on and augments your resume . It’s an excellent opportunity to expand on the information in your resume and pique the interest of a potential employer!

This three to four-paragraph document should highlight specific skills and accomplishments that make you an ideal candidate but, most importantly, showcase what you can offer to the company and how their work aligns with your career goals. 

Prepare to Write Your Cover Letter

Writing a great cover letter requires research and preparation. Gather all the information you need to create an effective cover letter before you start writing. Consider the following: 

To tailor your cover letter to the job post, study the job description and identify keywords that signal the skills the role requires. Add these keywords and skills to your resume.

List all note-worthy accomplishments and the relevant resume skills you possess that demonstrate your ability to execute the role. 

Have a clear understanding of why you want to work at this enterprise. Do you admire their culture, services or products? Do you agree with their mission statement? 

Your cover letter should be tailored to the person reading it. Take the time to research the hiring manager’s full name. 

How to Write a Professional Cover Letter

After you’ve gathered all the information needed to create a strong cover letter, it’s time to start writing. The following sections provide a step-by-step guide. 

Choose the right template

For a professional look, your cover letter should match your resume . A well-formatted, visually pleasing template can make a lasting impression. Check out how this job seeker maintained a consistent look throughout his job application: 

Explore our library of free cover letter templates . 

Write your header

A cover letter header usually includes your name, mailing address and the recipient’s contact information. However, you’re probably submitting your cover letter and resume via email or an online application portal — this modern method of application forgoes your typical mailing address in favor of your full name, phone number, professional email address and current city and state. 

As for the recipient’s contact information, you’ll want to include the hiring manager’s full name, job title, company name and work address. This requires a little extra research. Here are two ways to find this information:

• Scan the job posting: Carefully review the job description. Not only will the posting include resume keywords that highlight the most desired skills for the job, but it may also include the hiring manager’s name and contact information.  
• Search the company directory or LinkedIn: If the job advertisement doesn’t feature the name of the hiring point person, you’ll need to do a little research. Find out which department or office the open job is based in and use that information to identify the head of that department. 

Here’s how it should look:

Alex Cohen (555) 367-8967 [email protected] San Francisco, CA

Nov. 7, 2023

Priya Walker Director of Marketing Wales Advertising 123 Orchard Drive San Francisco, CA

Address your cover letter

Once you have the recipient’s full name, address your cover letter using the formal “Dear [recipient’s full name].” Some examples of appropriate cover letter greetings include: 

• Dear [Job Title]’s Hiring Manager, 
• Dear Head of [Job Title’s Department], 
• Dear [Department] Recruiter, 
• Dear [Recruiter’s Name], 
• Dear Hiring Manager, 
• Greetings, 

Avoid outdated greetings like “To Whom It May Concern” and “Dear Sir or Madam.” 

Write a strong introduction

Think of your opening as a personal mission statement . It must capture the recruiter’s attention to entice them to read the rest of your cover letter. Your introduction should include the following information: 

• Who you are as a professional.
• What specific job title you’re applying for.
• Why you want to join the company.
• How your skills and work experience make you a good fit.
• Where you learned about the position.

Check out these sample introductions:

“Your advertisement in the Eureka Times-Standard for a building maintenance manager position at the Harborside Apartment Complex caught my eye as a perfect fit for my skills. I’m an experienced carpenter specializing in p lumbing and electrical maintenance and repair . I can be on hand to address residents’ maintenance and upkeep requests.”

This job seeker quickly mentions where they saw the advertisement, what position they’re applying to, and which skills they possess that would make them an effective building manager.

“As a professional with excellent lesson planning and curriculum adoption skills, I was happy to see and apply for the experienced language arts teacher at Marshall School District post via the HiredBoard website. Your school’s charter statement aligns with my beliefs about how students can succeed, reassuring me that I would be well-placed among your staff and students.”

This educational job seeker quickly advertises their classroom leadership skills and alignment with the school’s mission statement, indicating they’d be a good culture fit and an asset to the school.

Tailor the body of your cover letter

In the body of your cover letter, emphasize your experience using practical examples of your career accomplishments concisely. Follow these steps to write a compelling cover letter body: 

Step 1: Respond to the needs of the job.

You should already have a list of relevant skills and accomplishments that meet the job requirements. Now, describe these qualifications and achievements in detail to showcase you’re the ideal candidate for the role. 

Check out these examples:

“As a store merchandising manager, I excelled in attention to detail. Every inventory we performed was on point to the fiscal dollar. This also carried through to every store element, from how employees dressed to the frequency with which we adjusted displays and the courtesy shown to customers . It’s the details where people find value, and it serves as my guiding philosophy as a manager and the kind of comprehensive work I hope to bring to Grayson’s Boutique.” 

This retail job seeker understands the importance of meeting quarterly budgets to maintain a profitable inventory and a well-staffed store. They highlight their fiscal responsibility, budgeting experience, staff training, store-dressing and customer-first experience to highlight their qualifications as a site manager.

“My tenure as the head accountant at Brigtsen’s Lighting led to a multistep process that increased company revenue over two years by 34% . My initial analysis uncovered that our most considerable losses came from inefficient shipping practices . However, once we found more cost-effective logistics solutions , I spearheaded an audit of every element of our products and operations. From there, we minimized losses by working cross-functionally with production managers to source cheaper packaging materials . We maintained a high-quality product through these creative solutions while increasing efficiency and reducing costs .”

This job seeker highlights their business acumen and collaborative skills by showing how they identified vital profit-loss practices, worked with various departments to find alternate vendors, and implemented a streamlined onsite process to reduce shipping costs and increase company profits.

Step 2: Use the STAR method.

The Situation, Task, Action and Result or STAR interview method is a great way to present yourself as a proactive problem-solver and highlight additional achievements. See how this works in a cover letter: 

“While working as marketing manager for Browne Agency, a client approached us with a unique problem: their wristwatch brand had zero brand awareness in the U.S. (SITUATION). I led several brainstorming sessions (TASK) with our creative team and implemented our strategy through connections in the talent industry (ACTION) , managing to feature the product with top social media influencers. The result: Not only did it boost brand recognition , but also sales in the U.S. market increased by 22% (RESULT) .”

Step 3: Format your cover letter strategically.

It’s important to keep the body of your cover letter short and direct to retain a hiring manager’s attention. Mindful design choices help you highlight your skills and qualifications. Some formatting tricks include: 

Bulleted/numbered lists: The formulaic structure matches your resume and makes it easy for readers to scan your document and find vital information quickly.

Here's an example of how to write a cover letter with a numbered list:

“Working as an administrative assistant for two genetic testing clinics has honed my skills in the following areas:

• Professional phone manner, customer service and oral communication .
• Fluency in Office Suite, Google Workspace, Slack, Asana, Jira and Trello programs.
• Office hardware knowledge and problem-solving.
• Multitasking patient processing duties with phone reception, data entry and office management.
• Typing speed of 75 wpm.
• Great sense of teamwork and boosting office morale.”

Use bullet or numbered entries sparingly — an overreliance on them can strip away your voice. An effective cover letter highlights your skills and gives hiring managers insight into your thoughts and personality.

You can counteract this by combining complete sentences backed with skills-based bullet or numbered entries like the following job seeker. They cover their collaborative work style before listing their technical skills :

“Overall, as a web developer, I spent over two years at McClusky Developers working to perfect my base skills. Furthering my professional education by working for Beastcorp, I began asserting myself as a leader and more of a presence in our group meetings. I’ve earned a reputation as an expert in the following areas:

• C++ and Java fluency.
• Debugging pages without a given error code structure.
• Increasing performance and stability through troubleshooting.”

End with a call to action

Your final paragraph should reassure the hiring manager of your interest in the open job. Additionally, it must include an invitation to reconnect in an interview. Use this opportunity to add your availability and your contact information.

Here's an example: 

“Thank you for reviewing my application. I attached my design portfolio and resume so you can see my work samples. Feel free to contact me via xxx-xxx-xxxx or email this Wednesday and Thursday during normal business hours — I look forward to meeting and discussing this design opportunity further.”

Conclude your cover letter with a formal farewell and typed signature. Appropriate sign-offs could include:

• Thank you for your time, 
• Thank you, 
• Kind regards, 

How to Write a Cover Letter: Examples

This graphic designer uses the cover letter to showcase their work and digital portfolio.

This teacher uses their cover letter to outline their career highlights and subject matter expertise. 

5 Tips on How to Write a Good Cover Letter

The step-by-step guide above will make writing a cover letter quick and easy. Consider these writing tips to take your cover letter to the next level. 

Focus on the future, what you hope to do next and why. 

Review every element of your cover letter and ask a trustworthy person to proofread it. 

Authenticity is crucial. Avoid coming off as too enthusiastic, and be honest about your qualifications. 

Complement your resume; don’t repeat it. 

Be direct and dynamic. Use action verbs to make your letter stand out. 

How to Write a Cover Letter FAQ

How to write a cover letter with no experience.

Even if you never had a formal job, you have job-relevant experience thanks to school, family commitments or community service. If you took college courses, you already know how to keep to a schedule and complete tasks within a specified period — so let’s discuss how we translate that experience into job-related skills.

To write an effective cover letter without formal job experience , focus on transferable skills like:

• Teamwork includes group projects with high grades or after-school sports with favorable win rates.
• Time management is related to juggling multiple classes or after-school activities.
• Customer service related to volunteering for bake sales and fundraising.
• Basic math skills such as math courses or cashing handling experience.
• Physical stamina related to P.E. or after-school sports.
• Tutoring skills related to your academic courses and volunteering.

How to write a cover letter without a name?

Tailoring your cover letter is essential to making an impression. We always recommend taking the time to research the recipient’s name. However, if after hours of research, you still can’t find their name, the appropriate way to address your cover letter is using the following: 

• Dear Head of [Department], 

How can you make your cover letter stand out?

Review the job description carefully and look for “resume keywords.” You can find these keywords by looking for repeated phrases or highlighted responsibilities throughout the job advertisement.

These words or phrases are used by applicant tracking systems (ATS) and hiring managers to rate applicants — strategically placing them throughout your cover letter reassures hiring managers that you carefully read the descriptions and thoughtfully consider what qualifications you feature.

What are the three main things needed in a cover letter?

A cover letter must make a lasting impression , market yourself as the ideal candidate and encourage the reader to follow up. Here’s what you need to include to achieve this: 

• Attention-grabbing and dynamic introduction. 
• A direct and concise body that details the candidate’s qualifications. 
• An invitation to continue the conversation over an interview with the candidate’s contact information and availability. 

How to write a cover letter for an internship?

To write an effective internship cover letter, provide transferable skills based on your academic training or previous experience.

For example, this second-year business student advertises their data analysis and business strategy knowledge to conceptualize a potential marketing campaign their employer might use. This strategy demonstrates how this intern applicant is already applying their education training to benefit their potential employer.

“As a business management student, I am excited to apply for New Wave’s summer internship program. I look forward to applying my data analysis knowledge and developing a business strategy based on the exciting developments you and your current product team are creating. I look forward to working with your team and my fellow summer associates to draft an aggressive product marketing campaign you can adopt soon.”

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JobHero has published in-depth career guides, resume and cover letter articles since 2014. We aim to share job-seeking tools and empower job seekers throughout their careers! Visit our Editorial Process to see how our authors research, write and revise our articles.

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Last edited by: Ami Icanberry, Content Editing Manager - September 06, 2024

Natalia Merced

Natalia holds an M.A. in Counseling Psychology and a B.A. in Public Relations and Advertising. Her focus on music, pop culture, and its intersections with race and gender led her to publish editorial work in Remezcla, Hasta ‘Bajo Project, La Aguja Negra, Diarios Negros and Buena Vibra.

The 5 Parts of a Cover Letter for Your Job Application

When looking for a job, you probably think only submitting a resume will suffice. While that may be true, having a cover letter submitted along with the resume can also impact your chances of being hired.

Crafting the perfect resume is taught to everyone before they're sent out to the world. However, not everyone knows how to write a cover letter. Before you start drafting one, you'll need to know the parts of a cover letter. You need to consider the position you're applying for, relevant qualifications to improve, and valuable skills.

Writing a Cover Letter

Proper structuring is important when it comes to your cover letter parts. A good cover letter provides benefits compared to just sending a resume. Among other things, it helps you stand out, especially in a job opening with many applicants.

The primary purpose of having a cover letter is to engage employers when they review your application. Succeeding in this can help give you an interview and maybe even an offer. It also shows information they may not find on your resume, like your motivation.

Parts of a Cover Letter

A cover letter is a one-page document submitted along with your resume. Since all companies are different, it's important to tailor your cover letter to ensure it aligns with your job's values.

For each position, you'll need to tailor the letter in a way that helps you stand out to employers. These include regularly modifying the following depending on the job description:

The salutation part of your cover letter is your greeting. Doing this makes the letter seem much more personal since you're addressing a specific person. That means you're better off writing a “Mr.” or “Ms.” Instead of a “To whom it may concern.” To make this part more effective, you'll have to do some research to understand who will be reviewing your resume.

Opening line

The opening line sets the tone for any cover letter. It has the potential to make the entire document more memorable. Examples of strong opening lines can include jokes and puns. You can also open a cover letter with strong emotions, like passion or enthusiasm.

The story is the biggest part of your cover letter. This part is your unique selling point, covering your skills, qualifications, and what you can bring to the table if you're hired. Here, you write the details of what makes you stand out compared to others. It's nearly impossible to have a similar career journey with someone else.

Closing line

Once you finish the letter's main body, a closing line allows you to end the letter gracefully and professionally. It's also here where you can express gratitude and thank the employer for their time. A good closing line summarizes your letter, meaning you should also remind the employer why you make the perfect fit for the role.

You can find the signature at the very bottom of the cover letter. It has your name, signature, and sign-offs like “Sincerely” or “Regards.” It's perhaps the least important to include out of the five, but it's a good closer. Contact information is unnecessary here since they can already find it on your resume.

A Letter That's Got You Covered!

Cover letters are a great way to add value to your application. Drafting one also highlights your motivations and expectations for the role. It tells employers that you're a candidate they should consider because you have the qualifications and skills to fulfill the role.

A good cover letter is nothing without any prospects. With over 51,000 job openings available, Career.com can help you land your dream job today!

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How to write the perfect cover letter for a job application

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So, you want to apply for a job? Normally, application documents include a resume, any relevant certificates, work portfolios, and possibly also a motivational letter. However, the actual application itself takes place in the cover letter , where you address the recipient directly and explain why you are interested in the advertised position and what qualifications you have. In the past, these documents were filed in an application folder. Nowadays, most applications are made online, either via e-mail or an input page on the company’s website.

However, regardless of whether you apply by mail or online, some rules apply to every type of application: while the resume, which consists of pure facts, is structured according to standard guidelines, the cover letter has more freedom when it comes to form, while also adhering to a loose structure. More freedom, however, often means more effort. If you want to score points with your cover letter, you have to focus it much more on the position in question, rather than your resume. Ideally, your cover letter should take into account the company you are targeting, the industry, your motivation, and the individual job advertisement. The cover letter is usually the first impression a manager, recruiter, or HR manager gets of you, which is why it is so important to try and impress as much as possible with this opening text. It is not enough to rely on samples, examples, and templates when writing a cover letter – even if they can be found everywhere on the internet. What you have to consider in detail when formulating a cover letter can be found in this article.

What’s a cover letter?

Job applicants use cover letters to signal their interest in the job to a potential employer. After reading the cover letter, the recruiter should know what your qualifications are and why you are interested in the job. Ideally, the cover letter should give them a precise impression of you as a worker – even without having to leaf through the rest of your documents.

For classic applications with multiple documents, the cover letter is the first page . If you design your cover letter convincingly and set the right priorities , the recipient will be more willing to deal with your application in more detail. Otherwise, your application will be put “ad acta” without being properly perused.

Do not confuse a cover letter with a motivational letter . Although the two documents are similar in some respects, they differ in their focus. While the cover letter briefly outlines all the points that are important in an application, in a motivation letter you primarily describe your personal goals and motives that prompted you to apply. Letters of motivation also give the author even more freedom with regard to formulation and structure than cover letters. For the latter, a certain structure is now standard.

How is a cover letter structured? What should a cover letter contain?

A certain structure has been established for cover letters which is worth adhering to. The reason for this is the function of the text: It should provide the person responsible with the most important information about your motivation and work qualifications as concisely and precisely as possible. It is not about individual creativity. If you structure the contents of your letter according to the usual structure, the HR manager will quickly know where to find what information in the document. The following graphic shows the basic structure of a cover letter:

Below are some explanations for those sections that are not completely self-explanatory:

Sender/contact details

List your contact details at the top of the document. Provide the recipient with multiple contact options by including a phone number and a legitimate e-mail address in addition to your home address.

There’s no need to experiment here either. The recipient should be able to see immediately what kind of document they have and what position you are applying for. Make the subject a short title instead of using whole sentences like “ I would like to apply for position X ” or “ I am applying for the position of X ”.

If you know your contact person , you can address them by name. If this person has a title, you should use it – if there are several titles, the highest title is sufficient (e.g. “Prof.”, even if the full name contains “Prof. Dr.”). If you do not know your contact person, write “Dear Madam/Sir”. However, it is advisable to research who the contact person is, and address them personally in the cover letter.

Introductory remarks

The introduction is about arousing the reader’s interest in only 3 to 5 lines so that they do not immediately reject your application. You can do this as follows:

• Briefly state your motivation for the application. Ideally, you can use the introduction to highlight that your interest in the position results from your previous work experience and that the advertised job position fits optimally to your interests and qualifications. However, limit yourself to a few sentences.
• State the main argument for your application. This can be specific knowledge and skills, your professional experience, studies and training, or previous successes. Be sure to concentrate on the essentials. More detailed descriptions should only take place in the main body of the text.
• A leading sentence rounds off the introduction. For example, you can emphasize your willingness to perform.

This section is about selling yourself as a worker and person as convincingly as possible . The main section should cover the following points:

• Name the most relevant hard skills you possess for the job. Be sure to include the skills that are explicitly required in the job posting. Don’t just list these skills, but explain how you acquired or used them by referring to your previous work experience or education.
• Also list your outstanding soft skills . At many workplaces, certain soft skills are particularly in demand, e.g. the ability to work in a team, problem-solving competence, and resistance to stress. Soft skills are usually more difficult to prove, but some soft skills are automatically associated with specific positions or industries. If an applicant mentions their experience in a marketing agency, it is quite credible for them to draw attention to their communication skills. However, avoid too many personal soft skills that are difficult to prove (e.g. knowledge of human nature, empathy), or those that are not of any use for the desired position.
• The main part of your skills should relate as much as possible to the job you’re applying for. In this way, you can explain why your skills make you the ideal candidate for the job. It is also an elegant way to move on to the next section.

Corporate reference

In this section, you will answer the following questions: How can I enrich the company and why did I choose this company as my employer ? You should give the reader the impression that you are the perfect candidate for the position. Not only do you need to relate your skills to the professional position, but you also need to explain why you as a person fit into the company . You can achieve this in the following way, for example:

• Describe the job as your next career step . This will give you the impression that the job you are aiming for is the logical next step in your career.
• Briefly outline the reasons why you find the company interesting . Highlight the positioning of the company within the industry. Explain why it is your personal goal to work in this company.

The last impression is one of the most important. However, if the reader has held out to the end, the cover letter has probably already been interesting enough so you will only have to do a little persuasion work. However, always express your wish for feedback. Also signal your willingness to appear personally in the company for a job interview . If an earlier starting date is also possible for you, this is a plus point that you could attach at the end. This can be particularly helpful if the company wants to fill the position promptly.

In some job advertisements, specifications of salary expectations is required. This is often difficult to place in a continuous text like a cover letter. However, the final part is well suited for small sentences like “ My salary expectations are between X and Y ”. Put the sentence in the middle of the final part before offering thanks. In this way, you will avoid your salary expectations being at the center of your application.

Tips & tricks for your cover letter

If you invest enough effort and time in your cover letter and adhere to the structure described above, you have already done a lot to make your application stand out. In addition, you should also take the following points into account in order to write a cover letter that is as convincing as possible.

Read the job advertisement carefully

Your cover letter should contain as many references as possible to the job advertisement and the position you are looking for. The basic requirement for this is that you read the advertisement carefully beforehand . What requirements does the employer place on the applicant? Which hard and soft skills are explicitly mentioned in the advertisement? Which strengths and weaknesses do you have with regard to the required qualifications?

It is best to take notes: for example, write down the 5 most important points in the job advertisement that you would like to include in your cover letter.

Explain gaps in your resume

Unexplained gaps in your resume seem unprofessional and give the impression that you quietly hope they will not attract attention. In your cover letter, mention a gap lasting several months (including unemployment). Experienced personnel will notice gaps in your resume and will definitely ask you about them during an interview.

Maximum one A4 page

Follow the unwritten rule that a cover letter should not be longer than one A4 page . Many personnel managers put applications with overly-long cover letters directly aside and don’t even read them. One page should be completely sufficient to deal with all the important points. If the employer is interested in a longer draft, they will ask for additional documentation like a motivational letter. The rule of thumb for online applications is that you should be able to read them without having to scroll much. If you send your cover letter online as a PDF file, simply use the A4 format for the printed version.

No format experiments

Do not experiment with format either! For a written application, you should use a legible font like Calibri or Times New Roman. Separate the individual sections with blank lines or paragraph spacing. Avoid unnecessarily complicated elements like tables and subheadings. Basically, you can’t go wrong with your writing program’s factory settings. This also applies to e-mails for which you should completely dispense with special formatting (depending on the mail program, these may not be displayed correctly to the recipient).

Short and easy to understand

Avoid overly long sentences in the cover letter. Do not build complicated subordinate clauses. Avoid excessive use of foreign words or pictorial language. Also, avoid anything that unnecessarily stretches the text: frequent use of passive voice, repetition, and auxiliary verbs. Instead, provide the reader with all relevant information in as concise a form as possible.

A well-known guiding principle for effective cover letter writing is the “K.I.S.S. principle” – “Keep it short and simple!” Keep your writing short and simple. You won’t impress anyone by wasting space with many complicated sentences in your cover letter.

Have someone proofread your cover letters

Ideally, you will know someone who is experienced in proofreading. Have this person look over your cover letter and ask them for feedback. Often, you won’t notice any volatility or typing errors if you have worked on a text for a long time. It may also help to have your own text read to you by a text-to-speech program or a screenreader . If the language software reads the text aloud, you will notice your own errors more clearly.

Be confident (call-to-action)

Restrained letters do not stand out from the crowd. By explicitly inviting the reader to carry out an action in your cover letter, you show self-confidence and encourage the reader to react. You can do this, for example, by writing in the final section that you are looking forward to the interview (even if you have not yet been invited!).

You can also note in the final part that the employer is welcome to contact you for further information and refer to your telephone number or e-mail address. However, you should not use this “call-to-action” style in an inflammatory manner, otherwise you will appear obtrusive or even desperate. One or two sentences in this style can, however, enrich your cover letter in many cases.

If you have had a job interview, you can start with one follow-up e-mail to signal commitment.

Frequent errors in cover letters

Recruiters and HR professionals work their way through a huge number of applications in the course of their careers. Accordingly, these people have to pre-sort applications according to certain criteria so that the hiring process runs as fast as possible. The cover letter alone can contain mistakes or unreasonable statements, which could lead the HR manager to ignore your application. We will tell you which errors appear particularly frequently in cover letters so that you can avoid them in a targeted manner.

Distracting elements

Pictures, tables, eye-catching frames, strange fonts – all this and much more shouldn’t be in a cover letter. The purpose of the cover letter is to present professionally relevant information concisely and precisely. Unnecessary design elements distract from this – if the cover letter is too lavishly designed, personnel managers could also get the impression that you want to conceal weak points in content or missing qualifications within the design.

Copy-paste letters

In certain phases of your life, it might be the case that you are sending dozens of applications in a short amount of time. Of course, it is time-saving to write a single cover letter and simply change the name of the recipient in each application. It can be useful to use certain formulae in more than one cover letter. However, you should not use an almost completely unchanged cover letter for every application. At least adapt it slightly to the respective advertisement.

If you don’t do this, an experienced HR specialist will notice within a few seconds in the worst case that they have a copy-pasted cover letter. For example, in the final section you may address the wrong company or your qualifications hardly match those required in the advertisement. Ideally, you should not copy at all, but write a separate cover letter for each application. If you do copy your wording, it is important that you make at least some adjustments afterwards.

Paraphrased resume

The cover letter should not be a textual version of your resume . However, many applicants make the mistake of merely formulating information that is already in their resume. However, unlike your resume, your cover letter serves to establish a personal link between you, the job you are looking for, and the company. In addition, you only highlight information that is relevant to the job in question, while your resume lists all career stages. Although your resume can serve as an orientation guide for formulating your cover letter, you should never use your resume as a 1-to-1 template for your cover letter.

Why wait for a job advertisement to apply for a position? Use your initiative and send out an unsolicited application . You’ll find some tips in our article on the topic!

Repetition and digressions

In your cover letter, mention each piece of information just once . If not, the reader will get the impression that you have to stretch the cover letter artificially because you have too few qualifications to fill an A4 page.

You shouldn’t stray from important content. Ask yourself whether each sentence of your cover letter fulfils a certain function: Does this sentence help me get the job? For example, many applicants make the mistake of writing too extensively about soft skills, which actually only become clear in the interview. In particular, if certain knowledge or qualifications are required in the job advertisement, you should first present them before giving too much room to your soft skills.

Flattery and exaggerated enthusiasm

One last piece of good advice: don’t rely on obvious flattery. This applies in particular to the section on company relations , where you make a personal connection with the company you’re aiming to be hired by. There, you run the risk of attracting negative attention through excessively exuberant statements . If you write in a cover letter for a start-up company that it is an established player in the industry and that it would be an honor to work there, the HR manager will discard your application with a smile. Be reasonable.

If you flatter yourself, you look unprofessional and desperate ; as if you have to try to cover up weak points in your application with style. Also don’t mention too often how much you want to be invited for an interview – once or twice is enough. You don’t want to look as if you have to beg for the job.

Examples and templates for cover letters

On the web, you will find numerous examples and templates for cover letters. In principle, however, we recommend that you write cover letters yourself . Most HR professionals have already had contact with numerous templates and are therefore able to recognize immediately when they have a cover letter based on a template in front of them. As a rule, this is interpreted in such a way that the company was not worth an individual cover letter from you.

If you adhere to the standard text structure described above and create your own cover letter, you are on the safe side. Patterns and examples can, however, be used for initial orientation or comparison.

• Resumegenius.com offers a wide range of different cover letter templates . The majority of these are free of charge .
• Livecareer.com offers a free-of-charge cover letter builder tool, which can assist you with every step of writing a cover letter.
• Microsoft Office offer a wide range of Word-compatible cover letter and resume templates on their office.com website.

If you absolutely want to use a sample or a template for your cover letter, you should at least change the sentence structure. A good application requires time and effort; you should not save on both when applying, because your contact person will notice this immediately. The carefree use of samples or templates for your cover letter is the quickest way to the trash can!

5 Parts Of A Cover Letter (AKA How To Write A Good One!)

Every resume should be accompanied by the five parts of a cover letter . In this article, I am going to demonstrate the mechanics of a well written cover letter. I hope this provides some knowledge about the parts of a cover letter, and enables you to generate interest from a hiring manager.

How do you structure a cover letter?

A great cover letter has five parts: the salutation, the opening, the hook, the paragraph of knowledge, and the close.

1. The Salutation (The Hello)

Before writing your cover letter, you should research the company you're applying to. This includes finding the name of the hiring manager who will be reading your resume and cover letter. Get a name, any name. By hook or by crook try to get a name. Sometimes you can't—then try Dear hiring manager .

2. The Opening (The Grab)

The opening paragraph of your cover letter is your introduction and presents the reader with some immediate and focused information about your connection to the company. Don't just reiterate what you say in your resume. Explain what you admire about the company you're applying to. Essentially, you need to tell a story about why you want to work for them. It should "grab" the hiring manager and disrupt them in some way (hence a disruptive cover letter ).

3. The Second Paragraph (The Hook)

This paragraph should define some examples of the work performed and the results achieved. It should be connected to your resume. This does not mean you should copy verbatim what is in the resume. Rather, cover some key competencies that you feel define your success. Provide the hiring manager with some added context about your unique background, blending those facts with language from the job description. Set the stage for how you are qualified for the role you are applying to. But, don't overdo it.

In the event you are highlighting some information not contained in the resume (if you are switching careers, or have a unique value proposition), this is the perfect place to cover that information.

4. The Third Paragraph (Paragraph Of Knowledge)

Next, demonstrate something you know about the company (its goals, recent achievements, etc.) that prompted you to write. Then, select a couple of examples from your resume that you believe will impress recruiters and hiring managers . Reword these achievements and frame them in a way that shows the employers what you can do for them. This shows the reader that you did some preliminary homework and understand the company's drivers and goals.

Try to include quantifiable examples wherever possible since numbers usually resonate more than words.

5. The Fourth Paragraph (The Close)

In the closing paragraph, quickly summarize what you offer, ask for the interview , and close by thanking the hiring manager for taking the time to read your cover letter.

It's important to help the reader connect the dots to show them why you are a great job candidate, a business-of-one who can provide a service they need with a personal connection to the company that is invaluable.

That's it!

What should not be included in a cover letter?

Your cover letter should not include:

• A boring opening line
• Long paragraphs
• A recap of your resume
• Irrelevant information
• A boring closing statement

Need more help with your job search ?

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This article was originally published at an earlier date.

• 4 Steps To Writing A Disruptive Cover Letter ›
• #1 Thing You MUST Say In Your Cover Letter ›
• 3 Tips On What NOT To Do In Your Cover Letter ›
• 7 Cover Letter Mistakes You Make When Applying Via Email ›
• The 10 Key Components Of A Great Resume ›
• 4 Reasons Why Writing A Cover Letter DOESN'T Have To Be Difficult ›
• How To Write A Cover Letter That Stands Out To Recruiters - Work It Daily | Where Careers Go To Grow ›
• 7 Easy Tips For Writing A Stand-Out Cover Letter - Work It Daily | Where Careers Go To Grow ›
• When Should You Use 'Dear Hiring Team' On Your Cover Letter? - Work It Daily ›
• Parts of a Cover Letter & How to Structure its Components ›
• 7 Key Components of an Effective Cover Letter | Indeed.com ›
• What To Include In A Cover Letter (With Examples) – Zippia ›

11 Ways To Enjoy Summer When You’re Working A Full-Time Job

There you are: sitting on the beach, covered in sunscreen, reading your favorite book, drinking your favorite drink under the cool shade of an umbrella. Life doesn't get any better than this. Suddenly, a door slams, a phone rings, a printer turns on. You jolt back into consciousness. You're at work, sitting in your cubicle, without even a hint of sunshine streaming in from outside.

When you're working a full-time job, finding time to enjoy the warm, bright summer weather can be a challenge. This is especially true for young professionals , as many of them are used to having summers off (or, at the very least, having a flexible summer schedule). But there's no need to feel trapped behind your cubicle walls. Go out and enjoy summer!

Here are a few tips for making the most of your summer while working full time.

1. Grab Some Foldable Chairs

Keep a couple of foldable camping chairs at the office so you and a co-worker can catch some rays during lunch—whether it's in the park or the parking lot.

2. Keep A Beach Bag In Your Car​

Keep a bag full of summer supplies for your favorite summer activities . Having a bag (or, in my case, a backseat) full of towels, sunscreen, and swimwear keeps you prepared for anything. Friends hitting up the pool after work? You're covered. Once the clock strikes five, you can head to your destination of choice immediately.

3. Plan An Office Outing

Plan an office field trip to the beach, the park, or the pool. Just do something fun so your brain can recharge and refresh!

4. Organize Group Walks

Get a bunch of co-workers together and go on regular walks around town during lunch. (Or you could suggest a quick jaunt over to the ice cream shop.) This is a great way to get some fresh air, sunshine, and exercise.

5. Eat Lunch At The Park

When you find yourself eating out, hit up places with a deck, porch, or patio of some sort. Obviously, eating out every day isn't really a feasible option for most of us, so look into alternative ideas as well. Pack a lunch and hit the park for your own little picnic.

6. Organize Office Sports

Whether it's setting up an official office sports team or just hanging out with your colleagues a few times a week, playing sports is a great way to get out and enjoy the weather. Have a field nearby? Try setting up some slow-pitch softball games. Or see if you can get a basketball hoop for the office so you and a few co-workers can shoot some hoops at lunch.

7. Join A Professional Group

During the summer, professional networking groups often have fun events like harbor cruises, pub crawls, and outdoor mixers. Find a professional group in your area and make networking fun this summer.

8. Have An Office BBQ

Get your grill on! Talk to your boss about setting up an office BBQ. Ask everyone to contribute their favorite dish, side, or drink. Fire up the grill and relax! Hey, it's summer after all.

9. Wake Up Early

Yes, yes, I know...waking up early is an incredibly painful and unbearable experience for some of us, but waking up even an hour earlier has its benefits—especially in the summer. Go for a morning run, putter around in the garden, or watch the sunrise with a loved one. Talk about starting the day off right!

10. Strategically Use Your Time Off

Strategically use your vacation days around holidays. This way, you can make a potentially long weekend longer without having to use too much of your precious vacation time . Half days are also pretty awesome. It's amazing how much you can do with four extra hours! If you want an early weekend but don't want to burn up your vacation days too quickly, try taking a half day on a Friday instead of using a full day off.

11. Bike To Work

If you're one of the lucky few who live within walking or biking distance of work, take advantage of it! Not only will you get plenty of fresh air, but you'll also save money on gas, which is always a plus!

There are plenty of easy ways to enjoy summer when you work a full-time job. So this summer, try out a few of these ideas and make the most of the sunshine and warm weather—while they're still around!

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What is a Job Application Letter?

There is no denying the overall importance of a resume in your hiring process. A well-formatted and in-depth resume can work wonders for your hiring mechanism. Irrespective of how good a resume is, it should always be submitted with a dedicated application letter to support the same. There are several ways in which a well-composed application letter can benefit your candidate’s resume. They can take expert help as well!

With the help of an application letter, your candidates are able to communicate to the hiring manager how their existing skills and experience are relevant to the job. It allows the prospective employer to know their profile better as an individual while adding value to the background.

A well-composed cover letter or application letter allows the employer to understand the respective interest in the given position. For allowing a job letter to help you in specific ways, you are expected to understand the crucial parts of the job application letter.

Understanding the Components of an Attractive Job Application Letter

The job application that your candidates share with you should be eye-catching. Moreover, it should also be capable of grabbing the instant attention of the employers. In short, it should allow the hiring managers to know why the applicants are fit for the given job. They should customize their application as per the given job profile or position. However, they should always be ready with a proper draft.

An ideal job application letter should contain the following parts:

Addressing the Right Individual

It is crucial for your candidate to make use of a proper name. They can make use of your existing network or browse the internet for knowing who they should be addressing.

The Opening or First Paragraph

The hooking paragraph.

In the subsequent paragraphs that connect or hook the first paragraph of the job application letter to its end, the candidate should include instances of the work that they have done before, accomplished results, previous experiences, and so more.

Including Education

The concluding part.

Therefore, when an ideal candidate is sending over the job application letter, he/she makes sure that he/she proofreads the same. This will help you in understanding the behavior of the applicants.

Common Mistakes to Avoid While Writing a Job Application Letter

Here are some common mistakes that most candidates do when writing a job application letter.

Too Much Verbose

Talking only about yourself:, using the same cover letter for every job application:, typos and grammatical errors:.

As hiring managers, you are on the lookout for a whole personality set, and not merely some skill sets. Therefore, you need to understand if your candidates have used a dedicated job application letter in conjunction with a resume to define themselves -not just their skill sets.

You can further simplify your recruitment process by managing your company’s hiring on Jobsoid. Sign up for Free Account today!

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7 Parts of a Business Letter (Components with Examples)

By Status.net Editorial Team on November 22, 2023 — 6 minutes to read

When you write a business letter, you establish a professional communication that can make a significant impact on your relationships. Using correct components and formatting in your business writing shows respect and conveys your intentions clearly. Let’s explore the main parts of a business letter, along with some examples to help you create effective professional correspondence.

1. Heading: This is where you place your company’s contact information (name, address, phone number, email). It’s essential for the recipient to know where the letter is coming from and how to get in touch with your company.

Example: Tech Solutions Inc. 1234 Main Street City, State 12345 Phone: (555) 555-5555 Email: [email protected]

2. Date: Writing the date the letter was written helps maintain a record of the correspondence for future reference. Always use a proper date format, such as “November 21, 2023.”

3. Recipient’s information: Just below the date, you should list the recipient’s full name, title, company name, and address. This ensures the letter is delivered to the right person or department.

Example: Ms. Jane Smith Manager, Client Services X Enterprise 5678 Market Road City, State 67890

4. Salutation: A polite and professional greeting sets the tone for the rest of the letter. When addressing your recipient, use their name if you know it (e.g. “Dear Ms. Smith,”). If you don’t have their name, use “To Whom It May Concern:” or “Dear Sir/Madam:.”

5. Body: This is the heart of your letter, where you convey the purpose, request, or information you’re sharing. When writing the body, use clear and concise language. Break up the text into paragraphs to make it easy to read and follow.

For example:

• State the reason for writing the letter: “We are writing to inform you about a new software update for your system.”
• Explain the content or request (details, benefits, instructions): “The update includes improved security features and a more user-friendly interface to streamline your business processes.”
• Mention any further action or information needed: “Please find the attached installation guide and let us know if you have any questions.”

6. Complimentary close: A professional closing like “Sincerely,” or “Kind regards,” followed by a comma, brings the letter to an end. This is followed by a space and your (the writer’s) full name, title, and sometimes contact information.

Example: Sincerely,

John Doe Account Manager Tech Solutions Inc. Phone: (555) 555-5555 Email: [email protected]

7. Attachments or enclosures (if any): If you’re attaching or enclosing additional documents, mention them below your signature. This helps ensure the recipient is aware of the extra materials.

Example: “Enclosures: Installation Guide, Product Brochure”

Professional Titles And Genders In Business Letters

Ms., Mrs., and Miss: These are used for women, but they have different meanings. You’ll use Ms. if you’re unsure or if the woman prefers a neutral title. Mrs. is used for married women, while Miss is for unmarried women. However, these distinctions are becoming less important, so when in doubt, default to Ms.

• Ms. Jane Doe

Mr.: This is the standard title for men, regardless of their marital status. It’s the safe bet when you’re not sure about someone’s academic or professional title.

• Mr. John Smith

Dr.: If a person has a doctoral degree, use the Dr. title, whether they are male or female. However, if they also have a different professional title or prefer to use a gender-specific title (Mr., Mrs., etc.), follow their preference.

• Dr. Alex Brown

Regarding job titles , make sure you double-check a person’s role within the organization to avoid any errors. Job titles should be written before the person’s name when addressing them in a business letter.

• President Jane Smith

For gender-neutral titles, some people prefer to be addressed simply by their first and last names, or by using a title like Mx. If you know someone’s gender-neutral preference, be sure to accommodate it in your letter.

• Mx. Jamie Lee

Fonts And Letterheads

When choosing a font for your business letter, consider readability and professionalism. Times New Roman and Arial are two popular options that are both easy to read and widely accepted.

Times New Roman: This classic font is a favorite among businesses and lends a formal, polished appearance to your letter. With its distinct serifs, Times New Roman can convey a sense of tradition and authority.

Arial: If you prefer a more modern look, Arial is an excellent choice. It is a sans-serif font, which means it has smooth, clean lines without any extra embellishments. Arial’s simple design makes it highly legible even in smaller sizes.

When it comes to choosing a size for your font, stick with something between 10 and 12 points. Smaller text can be difficult to read, while larger text may seem unprofessional.

Making Effective Use Of The Subject Line

A well-crafted subject line is like a handshake for your business letter. It sets the tone for the rest of your message, so make sure it’s impactful and informative.

• Keep it concise. Your subject line should be clear and specific, as it will give your reader a good idea of what to expect from the letter. Aim for roughly 5-7 words, if possible. For instance, you could use: “Proposal for New Marketing Campaign.”
• Be relevant. Make your subject line directly related to the purpose of your letter. Avoid vague or generic terms. Instead, opt for phrases like “Product Launch Feedback,” which conveys the letter’s main topic.
• Avoid ALL CAPS. Writing your subject line in all capital letters can give the impression of shouting and may come across as unprofessional. Stick to sentence case for a more polished look, such as: “Requesting Support for Fundraiser.”
• Use action words. Including action words in your subject line shows the reader that there’s a purpose and a desired outcome for your letter. For example, “Schedule Meeting for Project Update” demonstrates your intent for the correspondence and what you’d like the recipient to do.
• At times, using a deadline can be helpful. Incorporating a deadline in your subject line can indicate urgency to the reader and prompt faster action. This can be useful for time-sensitive matters. For example, “Invoice Payment Due Tomorrow.”

Frequently Asked Questions

Can you provide examples of a business letter heading.

A business letter heading typically consists of the sender’s name, address, telephone number, and/or email: John Doe 123 Main Street City, State 12345 Phone: (555) 555-1234 Email: [email protected]

What are some common components of a formal letter?

• Heading: Your information and contact details.
• Inside address: Recipient’s name, title, and address.
• Salutation: Suitable greeting such as “Dear Mr. Smith” or “Dear Dr. Jones.”
• Body: Main message, often split into paragraphs for easier reading.
• Complimentary close: A courteous closing like “Sincerely” or “Best regards.”
• Signature: Your handwritten and typed name, as well as your title if applicable.

What’s a good sample for a formal letter with a subject line?

A sample formal letter with a subject line might be structured as follows:

[Subject Line: Brief Description of Letter’s Purpose]

Dear [Recipient’s Name],

[Begin with an introduction, stating the letter’s purpose and any necessary background information.]

[In subsequent paragraphs, provide relevant details, making sure your message is clear and concise.]

[End by stating any expected actions or outcomes, and express your appreciation for their time and consideration.]

Sincerely, [Your Name] [Your Title, if applicable]

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