Many job applicants find it hard to write a well-structured professional application letter, and this usually hinders them from getting their dream job.
This is because the effectiveness of your application letter is often what gets you noticed and lands you your dream job.
Hence, it is very important to know how to write a professional application letter.
This article teaches you how to write a professional application letter that is well structured, outlines your values and achievements and ultimately lands you an interview.
What is a Professional Application Letter?
A professional application letter is a formal document that you submit alongside your curriculum vitae (CV) when applying for a job. It contains an introduction, lists out your qualifications and convinces the employer that you are the best person for the job.
A strong professional application letter has a clear and logical structure. This structure creates a sequence and flow that keeps the reader engaged and leads them to the key information.
A professional application letter differs from a CV because it not only lists out your experiences, but it also allows you to express your motivation for the job.
Why a Professional Application Letter Matters
The job market today is more competitive than it has ever been; employers receive thousands of application letters for a single position. Some advantages of a well-written professional application letter are:
To Show You Fit: It directly links your specific experiences and background to the specific requirements listed by the employer.
To Show You’ve Done Your Homework: It demonstrates that you understand what the company represents: its value and unique challenges. This shows genuine interest and effort.
To Show Your Enthusiasm: It passes across a message that shows how genuinely excited you are for the opportunity and the value you believe you can bring.
You can consider your professional application letter as a bridge that connects your skills and experiences to your dream job. You are selling your most valuable product: yourself and your ability to solve their problems.
Step-by-Step Guide: How to Write a Professional Application Letter
Step 1: Follow the Correct Format
A professional application letter should have a clear structure. It should be well organised and have a consistent, simple font.
Following a consistent format ensures you cover all the essentials. The format includes:
Your contact information
- Your name
- Your phone number
- Your professional email address
Date Write it out in simple standard formatting.
Hiring manager’s information
- Name
- Title
- Company address
Greeting/Salutation “Dear [Mr./Ms./Mx. Last Name]” is always the most professional application letter opener.
Instead of the regular “To whom it may concern”, ensure you always write out the hiring manager’s name. In cases where you don’t know his/her name, do some digging on the company’s website or LinkedIn to find their names.
Introduction paragraph
Body (one or two paragraphs)
Closing paragraph
Signature
Ensure your letter is one page long after following this format.
Step 2: Write a Captivating Introduction
You need to hook your reader(s) as soon as they begin reading. So, your first 3 sentences must be attention-grabbing because they will ultimately determine if they continue reading or not.
You can begin by stating the role you’re applying for and expressing your passion for the company’s work. But in doing this, avoid using generic or weak openings; use specific and strong openings.
For instance:
A weak opening: “I am writing to apply for the senior manager position at XYZ company.”
A strong opening: “When I saw XYZ Company’s opening for a Project Manager, I was immediately drawn to your mission of streamlining sustainable energy solutions. Over the years, I’ve focused on managing complex projects that reduce inefficiency, which perfectly aligns with your mission.”
The difference lies in the specificity of the second one and proves that the applicant has done proper research on the company. It also begins by offering a value proposition.
Step 3: Highlight Your Relevant Skills and Achievements
In this paragraph, you show them why you are the best fit for the job. This is the core of your professional application letter because here, you discuss your experience and skills and connect them to the job requirements.
Do not just list out your skills from your resume; rather, use the CAR (Challenge-Action-Result) format to structure out a compelling narrative.
Challenge: Briefly describe the problem. (For instance, at my previous company, we faced a 20% drop in renewal rate…)
Action: What steps did you take? For instance, I initiated a feedback system where I personally conducted check-in calls with our top 50 clients.
Result: What was the outcome? (For instance, this resulted in an 85% retention rate within the first month of implementation).
These instances can be structured into clear paragraphs, and each needs to be focused on the key skills required for the job and how you demonstrated those skills.
This interests the hiring manager and makes him/her want to look into your CV for the details.
Step 4: Show You Understand the Company
This part of your professional application letter should be able to show how well you know the company and are interested in what they do.
This is because employers mostly consider candidates who learn about the company first before others.
You can mention a recent achievement or product launch by the company. For example, “I’ve been following your company’s page on LinkedIn for a while now, and your recent post on the ways to make money online without investment resonated deeply with my knowledge of affiliate marketing.”
You can also talk about their mission or values and how, as an individual, those values are similar to the values you uphold.
Doing this shows that you didn’t just submit your letter to any company that had an opening, but you deliberately chose them because you are interested in the role.
Step 5: End with a Confident and Polite Closing
End your letter with confidence.
- Thank the reader for the time.
- Briefly restate your excitement for the opportunity.
- Mention something specific about the company to show you did your research.
- Kindly suggest a meeting or interview to discuss how your skills can benefit them.
This final paragraph should summarise everything and should have a proactive tone.
End the letter with a polite and professional closing, such as “sincerely”, “respectfully” or “best regards”.
After this, you add in your full name and a signature, which is optional.
Extra Tips for Writing a Professional Application Letter
- After writing, read it aloud to yourself.
- Each letter should be personalised for the specific job you are applying for.
- Keep your writing specific and concise – not more than one page.
- Your English should be clear and simple to understand.
- Ensure you proofread your work to delete typos.
- Speak confidently, as though you are the best candidate for the job.
- Align your tone to be in line with the company’s value.
- Never send in a professional application letter without your contact information.
Conclusion
Writing a professional application letter, just like any other skill, gets easier and better with practice.
If properly understood, it no longer feels like a burden but an opportunity to open doors to new jobs and great opportunities.
The key is keeping it simple – let it sound like an actual conversation.
Practising the steps outlined in this article on how to write a professional application letter is the beginning of your dream job.
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