Patronage of Mary Development School

Poblacion, Boljoon, Cebu

Tel. Nos. (032)482-9302/(032)410-2466 - Website: www.pmds.ph - Email Address: [email protected]

ENGLISH FOR ACADEMIC AND PROFESSIONAL PURPOSES

LESSON 10
Writing an Application Letter
Objectives:

1. familiarize the parts and steps in writing of an application letter;

2. appreciate the importance of an application letter; and
3. write an effective application letter.

Occasionally, employers prefer to receive an application letter for an open position instead of a resume
and cover letter. You may use this letter when you’re applying for a job where your personality is
especially important to the role. An application letter reflects more details about you as an individual,
while a resume outlines your professional skills and experience more.

What is a job application letter?

An application letter is a standalone document you submit to a potential employer to express your
interest in an open position. The job application letter explains who you are as a professional and an
individual. The letter should highlight your achievements and skills, helping to get the attention of the
hiring manager or recruiter responsible for reviewing applications. When written well, this letter
explains to the reader why they should ask you in for an interview and highlights the key qualifications
that make you a fit for the role.
A job application letter can impress a potential employer and set you apart from other applicants. In
your letter, you may also want to show your familiarity with the company to which you’re applying.
You can talk about how your professional goals and aspirations align with the company’s goals. It’s
important to use your job application letter to showcase aspects of your personality.

How to write an application letter

When writing an application letter for a job, follow these steps to make sure you include information
about yourself and your professional experience that will appeal to a hiring manager:

1. Review information about the company and position

2. Use a professional format
3. Create the heading
4. Address the letter to the hiring manager
5. Open the letter by describing your interest
6. Outline your experience and qualifications
7. Include aspects of your personality
8. Express appreciation
9. Close the letter

1. Review information about the company and position

It’s best to write a new application letter for each position you’re applying for, so you can include
pertinent details and show your interest in the particular open role. Spend some time reviewing the
company information, which you can likely find on the website, as well as the position listing. Compare
your qualifications and experience with the list of skills in that posting. You may also want to think
about specific experiences that have prepared you for the role, such as leading a team or managing a
major event.

2. Use a professional format

A job application letter should be more professional than a thank-you card or an email to a coworker
or friend. The alignment of the document should include single spacing, one-inch margins and left
alignment. It’s best to use a professional and traditional font, such as Times New Roman, in a size
from 10 to 12 points. Try to keep your job application letter to one page. When a hiring manager
reviews your job application letter, they will get their first impression of you as a potential employee,
so take time to format it professionally and keep it concise.

1
3. Create the heading

Use a formal business heading for your job application letter. The heading should include your name
and contact information, the date and the company name and address. If you send your job
application letter via email, you can eliminate your name and contact information from the header and
put it at the bottom of the email after the signature instead.

Example header: James A. Cruz

Poblacion, Boljoon, Cebu
Your name
Your physical address
0945-6304344
Your phone number [email protected]
Your email address
January 30, 2021
Date
Mr. John C. Mathison
Name of hiring manager or supervisor HR Manager
Title of hiring manager or supervisor Gold Marketing Specialists
Company name
456 Mango Avenue, Cebu City
Company physical address

By including a professional and detailed heading, you can make it easier for the hiring manager to
follow up with you regarding the position.
4. Address the letter to the hiring manager
In your research, try to find the name of the person reviewing applications for the job. Address your
letter to this person with a common business greeting, such as “Dear Mr./Ms.” and their last name. If
you’re not sure of the name or gender of the individual reviewing your application, you can use the
generic “To Whom It May Concern” or “Dear Hiring Manager.”
eg. Dear Mr. Mathison:
5. Open the letter by describing your interest
In the first paragraph of your letter, mention the job title for which you’re applying and where you saw
the position posting. Include your interest in the role and briefly state the main experience or
qualification you have that makes you a good fit. This is the section that will draw in the hiring
manager as the reader of your application letter, so it is important to appeal to that person quickly
and succinctly.
Example: “I saw the posting for the Marketing Intern role on our school’s online job board and I am
very interested in the role. I am in my final year of earning my bachelor’s degree in marketing with a
minor in communications, so I feel my educational experience has prepared me to work in a fast-
paced marketing department like the one within your organization.”
6. Outline your experience and qualifications
The next few paragraphs of your letter should highlight your experience, qualifications and skills,
positioned in a way that aligns with the company’s goals and mission. For example, if you are applying
for a job with a non-profit organization that provides educational opportunities to underserved
community members, you could talk about your experience with non-profit organizations or
educational offerings. Since a job application letter should stand on its own without a resume, it’s
helpful to include details about your experience that relate to the position to which you’re applying.

7. Include aspects of your personality

As you’re writing your job application letter, consider how you can incorporate aspects of your
personality. A friendly and engaging letter is likely to appeal to the reader, especially when they can
get an idea of how well you might fit with the team.
For example, in the situation mentioned above, explain in your letter you are good at connecting with
children or how you value community spirit.
8. Express appreciation
Before you sign off on your letter, express your appreciation to the hiring manager for reviewing your
letter and considering you for the position. The hiring manager is taking time out of their day to read
what you have written, so expressing your gratitude for that time spent is a polite and professional
way to close the document.
Example: “I appreciate the time you have taken to review my application letter. I am extremely
grateful for the time you have spent reading about me and what would make me a good fit for this
role.”
9. Close the letter
Many people use “Sincerely” or “Best” to close the letter, although any professional sign-off is fine to
include. The final line of the letter should be your full name. If you submit a hard copy of the letter,
include your signature above your typed name. When submitting an application letter via email, you
should include your contact information beneath your name, rather than including it in the header.

2
 egs: Yours truly,
Yours sincerely,
Yours respectfully,
Sincerely,
Regards,
Sending a job application letter
The format of your job application letter will depend on how you are sending it to the hiring manager
or supervisor. If you plan to email the application letter, the formatting will differ from a printed,
mailed letter. Your contact information should be at the bottom of an email, beneath your typed full
name.
When emailing a job application letter, it is also important to consider what subject line to use to
make sure the hiring manager opens the email and reads your letter. When scanning their inbox, the
hiring manager will see the subject line you included first, along with your name and email address.
The decision to read or delete an email ultimately depends on what subject line you choose, which
means it is your chance to make a first impression.

The best subject lines are professional, polite, relevant and concise. When sending a job application
email, it is important to include the title of the job into which you are inquiring or for which you are
applying. Making your subject line specific also helps the reader categorize the email properly and
respond accordingly. Review your subject line to make sure it is free of any errors.
Eg. Application: James Cruz (for email subject)
Job application tips
When preparing a job application letter, follow these tips to make sure your letter includes the
information a hiring manager needs.
1. Emphasize your skills and abilities. An application letter is your opportunity to sell yourself
as an excellent candidate for the open position. Include specific examples of situations in which
you applied your experience, abilities and skills to benefit the organization. It is also helpful to
include data that supports your claims.
2. Stay concise. Although it may be tempting to include a lot of detailed information about
yourself, it is important to be concise. If a hiring manager receives a letter that is multiple
pages, they may not take the time to read it. A brief letter is more manageable and appealing.
3. Proofread the letter. Since this letter is serving as your first impression, you want to make
sure it is as positive as possible. Make sure your letter does not have any grammatical or
spelling errors to avoid a potentially negative first impression.
4. Review the job listing keywords. Most job postings will include certain skills and abilities
that the hiring manager and supervisor want applicants to possess. Including these keywords in
your application letter helps to show the person reviewing it you would be a good fit in that
specific role.
5. Send a letter for every position to which you apply. Unless a job posting specifically states
not to send an application letter, it is smart to send one for each job to which you apply. This
letter offers the opportunity for a potential employer to learn more about you and gives you the
chance to set yourself apart from other applicants.
Job application letter template
Consider the following template when planning your job application letter:

Your name
Your address
Your email address
Your phone number
Date
Name of hiring manager or supervisor
Title of hiring manager or supervisor
Company name
Company address
Salutation [Dear Mr./Ms.],
Outline where you saw the job posting and express your interest in working in this role.
Discuss some of your qualifications that would make you a good fit for the job.

Describe your past experience in a way that emphasizes your personality and skills, while also
showcasing how you align with the goals of the company.
Express your appreciation to the hiring manager for reviewing your letter. Include any follow-up
information, if applicable.

3
Closing [Sincerely, Best]
Your signature
Your name (printed)

Job application letter example

Use this sample job application letter to help inspire you to write your own:
James A. Cruz
Poblacion, Boljoon, Cebu
0945-6304344
[email protected]
January 30, 2021
Mr. John C. Mathison
HR Manager
Gold Marketing Specialists
456 Mango Avenue, Cebu City
Dear Mr. Mathison:
I am reaching out to you regarding the posting for the human resources consultant position I found on
your website. I have a great interest in this position and would appreciate your consideration as a
candidate for the role.

In my previous experience, I worked in human resources departments to provide support across

several different industries. I have worked in my current role as a human resources generalist for the
past four years. Prior to this job, I worked as a human resources assistant for two years, which shows
my ability to advance in my career.
I have a strong passion for helping others, which is why I have found such fulfillment in human
resources, providing support to my fellow employees and assisting them in ways that benefit them
both personally and professionally. I also enjoy looking for solutions to common HR problems, which I
feel would be a great asset in the position with your company. Since this consultant position works
directly with multiple clients, assisting them in their human resources needs, I believe my innovative
nature and strong skill set will help me succeed.
I have strong communication skills, which are vital to success in the HR field. I also have a bachelor’s
degree in human resources from Arizona State University. Throughout my education, I worked with
skilled human resources professionals who have shared their insights and experience with me. Some
of my strongest skills include my ability to increase employee retention through the improvement of
company culture and to develop training and education programs to ensure all employees have access
to the information they need to succeed and comply with legal requirements.
I appreciate your time in reviewing this letter and hope to hear from you in regard to the next steps in
the hiring process. If you have any questions or need any additional information, please don’t hesitate
to contact me.

Sincerely,

James A. Cruz

References
Saqueton, Grace and Marikit Tara A. Uychoco (2016). English for Academic and Professional Purposes. Manila: Rex
Bookstore
Wyson, John Daryl B. (2016) English for Academic and Professional Purposes. Quezon City: Vibal Group Inc.

4
 Patronage of Mary Development School
Poblacion, Boljoon, Cebu
Tel. Nos. (032)482-9302/(032)410-2466 - Website: www.pmds.ph - Email Address: [email protected]

ENGLISH FOR ACADEMIC AND PROFESSIONAL PURPOSES

Learning Task 10

Name ______________________________________________ Grade Level __________

Email Address ___________________________ Date _____________ Time ___________

Write an application letter based on the career or job you want to apply 5-10 years from
now. You may use fictitious company and other information. Follow the suggested format.
Be guided by the rubric below.

______________________
______________________
______________________

______________________

______________________
______________________
______________________

______________________:

___________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
______________________,
______________________

5
 Application Letter Rubric

Name of Student: ______________________________________ Grade/Section:__________

Exemplary-5 Satisfactory-3 Unsatisfactory-1 Rating

The opening paragraph The opening paragraph The opening
arouses the interest of the is poorly written or is paragraph is poorly
employees by stating why missing one of the written and is missing
Opening you are interested in the required elements why more than one of the
Paragraph organization, names the you are interested, required elements.
specific job applied for and specific job, where you
states where you heard of heard of the job.
the job.
The middle paragraph is The middle paragraph The middle paragraph
neatly written and creates is poorly written and is poorly written and
a desire for an employer to does not create a desire does not make the
Middle know more about you. It for the employer to employer want to
Paragraph emphasizes the resume know more about the meet the individual,
pointing out achievements student or does not emphasize the
and qualifications that emphasize the resume. resume and does not
meet the job description. refer to the job
description.
The closing paragraph The closing paragraph There is no closing
paves the way for an leaves the employer paragraph.
Closing interview by offering to call unsure if the applicant
Paragraph in the future. would like an interview
or does not offer to call
in the future.
The letter is organized. It The letter is missing 1 There is no apparent
includes all the required of the required organization to the
Layout components in the correct elements or the letter. It is missing
order with the correct components are not in multiple components.
spacing between elements. the correct order.
Sentences are fluent and Sentences are usually Sentences are
effective. Very few errors controlled. There are generally adequate.
Writing in mechanics, punctuation minor errors in There are lapses in
Skills and word usage. mechanics, mechanics,
punctuation, and word punctuation, and
usage. grammar.
Letter meets 100% of the Letter does not include The letter is missing
formatting requirements. one of the formatting more than one of the
Format requirements. formatting
requirements.
Total Rating
Grading Scale:
27-30 = Excellent
24-26 = Very Satisfactory
21-23 = Satisfactory
18-20 = Fair
Below 18 = Poor

Rated by ____________________ Date __________________

General Comments/ Recommendations:

_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________
_________________________________________________________________________