Lesson 3: Writing a letter of application
With your resume, you need to send a letter of application or cover letter. The letter is as
important as the resume, as this is the first contact between the candidate and employer, and it
should make you stand out from the crowd.
I.
How much do you know about writing an impressive application letter?
Decide if the following ideas are true or false:
Answer Y or N
___1. Should confirm that you wish to apply and say where you
learned about the job.
____2. Should give other important information about your background, not included in your resume.
____3. Should attract and encourage the prospective employer to
look for more details in your resume.
____4. Should not be too long, preferably not more than one side.
____5. Must be handwritten.
____6. Should say why you are interested in the position.
____7. Shows what you can contribute to the job by exaggerating
how perfect you are.
____8. States your availability for an interview.
19
Format of Application Letters
Full-block format
The full-block format is becoming very popular in business letters. Start all the lines from the
left margin.
Semi-block format with block paragraphs
In this style, four elements of the letter are aligned to the right margin. These are:




Your own address
Date
Closing phrase
Signature
The paragraphs are not indented.
Semi-block format with indented paragraphs
This is similar to the above. The only difference is the first line of every paragraph is
indented by 5 spaces to the right.
Punctuation
The two styles of punctuation commonly used in business letters are mixed and open.
The most popular style is mixed punctuation. Mixed punctuation requires a colon after the
salutation and a comma after the closing phrase.
20
A letter using mixed punctuation.
Flat 3E Blissful Garden,
34 Des Voeux Road West,
Hong Kong.
11th April, 2010.
Personnel Manager,
Mendoza Hong Kong Ltd,
19/F Exchange Square One,
1 Connaught Road,
Central.
Dear Sir/Madam,
I am a third year student who is about to graduate with a Bachelor degree in
Industrial Engineering and Engineering Management from the University of Science
and Technology. I am writing to inquire about possible employment opportunities
with Mendoza. I am interested in a position related to international shipping and
transportation management.
I have a strong interest in the transportation industry. An important component of
my degree programme has been the application of information technology to optimize
logistics, supply chain and distribution management. I had a chance to put this
knowledge to use in a project that simulates the operation of Dairy Farm. My interest
in the industry was further enhanced when I was involved in the practice of
engineering management last summer. I worked as an intern in the Hong Kong
International Terminal Limited, where I assisted the traffic design for Terminal 9 and
developed a berth model simulation. I believe Mendoza offers me the best setting to
acquire the professional knowledge needed for a career in the transportation industry.
As you can see from the enclosed resume, I have actively participated in many
student and community activities. I treasured most from these experiences the chance
to work closely with people from different sectors. I have emerged a confident
communicator and a competent team player. I have confidence that I will work well in
a position that demands skilful handling of complex situations.
I hope the experience and education described in my resume are of interest to
you, and I would appreciate it if you can consider me for any relevant openings in
Mendoza. Please contact me at the above address or by phone at 9493 0088. I look
forward to hearing from you soon.
Yours faithfully,
Koo Yuet Ching, Lawrence
Encl.: resume
21
Letters using open punctuation omit the comma after the salutation and the closing phrase.
Open punctuation is becoming more accepted but is still less popular than mixed punctuation.
A letter using open punctuation
422 Kwai King House
Kwai Tsuen Estate
Kwai Chung NT
3rd May 2000
Miss Gladys Cheung
Thomson Consulting
20/F Eagle Tower
111 Connaught Road Central
Hong Kong
Dear Miss Cheung
I am writing at the recommendation of my supervisor, Dr Denise So, who suggested I
contact you concerning job opportunities as an analyst at Thomson Consulting. Please
accept this letter and accompanying resume as evidence of my interest in applying for
this position with your company.
I am a computer major of the Hong Kong University of Science and Technology, who
is about to graduate in June. The degree programme has equipped me with a solid
foundation knowledge in computer science. Courses that should be of particular
relevance to the present position include computer engineering, operation systems,
network administration and database management. I have learnt about the latest
technology in these areas, and I have confidence that I can self-learn continuously to
keep up with the rapid development in this field.
Other than my studies, I have been earnestly seeking for opportunities to gain
understanding of my potential and the world around me. One of these experiences that
I treasured was a study tour to Taiwan I made last year, in which I had to compete
with 120 candidates to become one of the 40 participants in the tour. We visited the
Legislative Council of Taiwan and met the vice president of the Council to understand
the issues of their society. We also visited government departments and met the
famous economist, Woo Jia Ching. From this tour, I have gained much insight about
the Taiwan society. By comparing Taiwan and Hong Kong, I have also come to know
more about the place I live in.
After you have the opportunity to review my resume, I hope to have a chance to meet
you to discuss further how I might contribute to Thomson Consulting. I can be
reached at 9211 1133 or 2457 3421. I look forward to hearing from you.
Yours sincerely
Chan Tai Ming, Jerry
Enclosure.
22
Note:
The only enclosure, besides photographs, to be included with your application letter is your
resume. Do not send letters of references or a transcript. You may offer to send or bring them
with you during the interview.
Letter Layout
1) Full-Block Format
Most people use this format to approach employers for both advertised and unadvertised
positions.
5 Hill Street
Madison, Wisconsin 53700
March 15, 2005
Ms. Helen Jones
President
Jones, Jones & Jones
123 International Lane
Boston, Massachusetts 01234
The block format on this page is one of the two most common formats. There seems to
be no consensus about such fine points as whether to skip a line after your return
address and before the date: some guidelines suggest that you do; others do not. Let's
hope that your business letter succeeds no matter which choice you make!
When you use the block form to write a business letter, all the information is typed
flush left, with one-inch margins all around. First provide your own address, then skip
a line and provide the date, then skip one more line and provide the inside address of
the party to whom the letter is addressed. If you are using letterhead that already
provides your address, do not retype that information; just begin with the date. For
formal letters, avoid abbreviations where possible.
Skip another line before the salutation, which should be followed by a colon. Then
write the body of your letter as illustrated here, with no indentation at the beginnings of
paragraphs. Skip lines between paragraphs.
After writing the body of the letter, type the closing, followed by a comma, leave 3
blank lines, then type your name and title (if applicable), all flush left. Sign the letter in
the blank space above your typed name.
Sincerely,
John Do
23
Sample 1: Application Letter
(Full Block Format)
1225 Hampton Street
Yonkers, NY 10407
March 15, 2003
Ms. Dianne C. Strand
Manager of Human Resources
ABC Industries
2000 Smith Street
White Plains, NY 10592
Dear Ms. Strand:
I am applying for the position of systems analyst, which was advertised on March 12 with the
career services office at Manhattan College. The position seems to fit very well with my
education, experience, and career interests.
Your position requires experience in computer systems, financial applications software, and
end-user consulting. With a major in computer information systems, I have training on
mainframes, minicomputers, and microcomputers as well as with a variety of software
programs and applications. My practical experience in my college’s computer center as a
programmer and as a student consultant for system users gave me valuable exposure to
complex computer operations. Additionally, I worked as an intern in computing operations
for a large bank where I gained knowledge of financial systems. My enclosed resume
provides more details on my qualifications.
My background and career goals seem to match your job requirements well. I am confident
that I can perform the job effectively. Furthermore, I am genuinely interested in the position
and in working for ABC Industries.
Would you please consider my request for a personal interview to discuss further my
qualifications and to learn more about this opportunity? I will call you next week to see if a
meeting can be arranged. Should you need to reach me, please feel free to call me at 914-7792050. If I am not in, please leave a message on my answering machine and I will return your
call within a day.
Thank you for your consideration. I look forward to talking to you.
Sincerely,
(Written signature)
Lisa Watson
Enclosure
24
2) Modified Block Format
It is almost identical to the block format, except that the date and closing begin from the
center rather than being left-aligned.
000 Stalnaker Hall
West Virginia University
Morgantown, WV 26506
October 14, 2011
Ms. Susan Miller
Recruitment Coordinator
American Steel Corporation
100 Fifth Street
Charleston WV 43399-2349
Dear Ms. Miller:
¯
I am writing with regard to the American Steel Management Employment Program.
Having read about the tremendous opportunities available for business majors in
the ABC Employment Guide, enclosed is my resume for your review and
consideration.
¯
Currently I'm a junior, majoring in accounting at West Virginia University. I have
successfully completed 36 credit hours in accounting and business management
and would welcome the opportunity to test my classroom learning with practical
work experience in your 20XX Summer Internship Program.
¯
My resume reflects my work experience. Through my previous part-time and
summer employment, I have gained skills which will enhance my overall ability to
work for American Steel as an accounting aide. My education is important to me
and securing a career-related summer position will not only provide me with firsthand
experience in accounting, but will also permit me to continue to meet at least
80% of my senior year college expenses.
¯
I would like to become a part of your program, I am very eager to discuss my
career goals and will telephone you on October 24, 20XX, to confirm an interview
date. At that time, I would also be glad to answer any questions you have and
provide additional information as needed. Thank you very much for your time and
consideration to my employment request.
Sincerely,
(Handwritten Signature)
James Jones
25
3. Semi-Block Format
Room 305 Man Ying House,
Shun Lee Estate,
Kwun Tong,
Kowloon.
5th June, 2000.
Miss Stella Tang,
New Era Telecommunications Ltd.,
16/F Goodyear Building,
Taikoo Place,
Hong Kong.
Dear Miss Tang,
I would like to apply for the post of Graduate Trainee, advertised at the Careers Center of the
University of Science and Technology. I would appreciate it if you would consider me for the
vacancy.
As my enclosed resume shows, I will be graduating from the University of Science and
Technology with a Bachelor of Engineering degree this summer.
During my studies at HKUST, I have learnt some computer knowledge and the
application of this knowledge to solving some problems. In fact, I was a committee
member of the house and the Mathematics Society, and a guidance monitress in my
secondary school. These were really challenging posts and the experience helped me to
develop communication and team skills. As a result, I believe that my qualifications and
experience are very relevant for this position. I believe that I can make a valuable
contribution to your company.
My background and other technical skills are too extensive to be listed here. I would
appreciate the opportunity to meet with you to discuss my credentials at your
convenience. I can be reached on 2886 1919. I look forward to hearing from you.
Yours sincerely,
Cheung Yuet Yuet
Encl.: resume
26
Modified Block Form (Legend):
Return Address: type your name, address and optionally, phone number, five spaces to the
right of center or flush with the right margin. Five spaces to the right of center is common.
These days, it's also common to include an email address.
Date: Type the date five spaces to the right of center or flush with the right margin, two to six
lines below the letterhead. Five spaces to the right of center and three lines below the
letterhead are common. If there is no letterhead, type it where shown.
Reference Line: If the recipient specifically requests information, such as a job reference or
invoice number, type it on one or two lines, immediately below and aligned with the Date
(2). If you're replying to a letter, refer to it here. For example,
Re: Job # 625-01
Re: Your letter dated 1/1/200x.
Special Mailing Notations: Type in all uppercase characters, if appropriate. Examples
include
SPECIAL DELIVERY
CERTIFIED MAIL
AIRMAIL
On-Arrival Notations: Type in all uppercase characters, if appropriate. You might want to
include a notation on private correspondence, such as a resignation letter. Include the same on
the envelope. Examples are
PERSONAL
CONFIDENTIAL
Inside Address: Type the name and address of the person and/or company to whom you're
sending the letter, three to eight lines below the last component you typed. Four lines are
standard. If you type an Attention Line (7), skip the person's name here. Do the same on the
envelope.
Attention Line: Type the name of the person to whom you're sending the letter. If you type
the person's name in the Inside Address (6), skip this. Do the same on the envelope.
Salutation: Type the recipient's name here. Type Mr. or Ms. [Last Name] to show respect,
but don't guess spelling or gender. Some common salutations are
Ladies:
Gentlemen:
Dear Sir:
Dear Sir or Madam:
Dear [Full Name]:
To Whom it May Concern:
Subject Line: Type the gist of your letter in all uppercase characters. Be concise on one line.
If you type a Reference Line (3), consider if you really need this line. While it's not really
necessary for most employment-related letters, examples are below.
SUBJECT: RESIGNATION
LETTER OF REFERENCE
27
JOB INQUIRY
Body: Type two spaces between sentences. Keep it brief and to the point.
Complimentary Close: Type this aligned with the Date (2). What you type here depends on
the tone and degree of formality. For example,
Respectfully yours (very formal)
Sincerely (typical, less formal)
Very truly yours (polite, neutral)
Cordially yours (friendly, informal)
Signature Block: Align this with the Complimentary Close (11). Leave four blank lines to
sign your name. Sign it exactly the same as you typed it below your signature. Title is
optional depending on relevancy and degree of formality. Examples are
John Doe, Manager
P. Smith
Director, Technical Support
R. T. Jones - Sr. Field Engineer
Identification Initials: If someone typed the letter for you, he or she would typically include
three of your initials in all uppercase characters, then two of his or hers in all lowercase
characters. If you typed your own letter, just skip it since your name is already in the
Signature Block Common styles are below.
JAD/cm
JAD:cm
Enclosure Notation: This line tells the reader to look in the envelope for more. Type the
singular for only one enclosure, plural for more. If you don't enclose anything, skip it.
Common styles are below.
Enclosure
Enclosures: 3
Enclosures (3)
cc: Stands for courtesy copies (formerly carbon copies). List the names of people to whom
you distribute copies, in alphabetical order. If addresses would be useful to the recipient of
the letter, include them. If you don't copy your letter to anyone, skip it.
Tips:
Replace the text in brackets [ ] with the component indicated. Don't type the brackets.
Try to keep your letters to one page, but see page 2 of this sample if you need continuation
pages.
How many blank lines you add between lines that require more than one, depends on how
much space is available on the page.
The same goes for margins. One and one-half inch (108 points) for short letters and one inch
(72 points) for longer letters are standard. If there is a letterhead, its position determines the
top margin on page 1.
If you don't type one of the more formal components, don't leave space for them. For
example, if you don't type the Reference Line (3), Special Mailing Notations (4) and OnArrival Notations (5), type the Inside Address (6) four lines below the Date (2).
28
Envelope format
The following picture shows what an addressed envelope should look like. The horizontal
lines represent lines of type.
Follow this format regardless of letter style you used.
Envelope
Parichart Wattana
29/30 Chengwatana Road
Stamp
Bangkok 10210
Mrs. Jenny Whittaker
Human Resources Manager
The MERIDIEN HOTEL
38, Silom Road
Bangkok 10500
29
COVER LETTER FORMAT:
Name
Address
City, State, Zip Code
Phone Number
Email Address
Date July 7, 2011
Employer Contact Information (if you have it)
Name
Title
Company
Address
City, State, Zip Code
Salutation
Dear Mr./Ms. Last Name, (leave out if you don't have a contact)
Dear Sir / Madam,
Body of Cover Letter
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.
First Paragraph
The first paragraph of your letter should include information on why you are writing.
Mention the position you are applying for and where you found the job listing. Include the
name of a mutual contact, if you have one.
Middle Paragraph(s)
The next section of your cover letter should describe what you have to offer the employer.
Mention specifically how your qualifications match the job you are applying for. Remember,
you are interpreting your resume, not repeating it.
Final Paragraph
Conclude your cover letter by thanking the employer for considering you for the position.
Include information on how you will follow-up.
Complimentary Close
Yours sincerely,
Signature
Handwritten Signature (for a mailed letter)
30
EXPRESSIONS OR PHRASES TO BE USED IN THE BODY OF THE PARAGRAPH
************
I am writing to apply for the programmer position advertised in the …….. As requested, I am
enclosing a completed job application, my certification, my resume and three references
I believe that my strong technical experience and education will make me a very competitive
candidate for this position. The key strengths that I possess for success in this position
include:



I have successfully mastered the knowledge of Food Technology
I strive for continued excellence
I provide exceptional contributions to the success of…………….
With a BS degree in Computer Programming, I have a full understanding of the full life cycle
of a software development project. I also have experience in learning and excelling at new
technologies as needed
Please see my resume for additional information on my experience.
I can be reached anytime via email at ver15@yahoo.com or my cell phone 66-84-7345472
Thank you for your time and consideration. I look forward to speaking with you about this
employment opportunity.
Sincerely,
******************************
APPLICATIONS – CHECK LIST
Before you seal the envelope containing your application, and post it, give your material one
final, very careful check through.




Check that you have enclosed all necessary components of your application, the CV,
the Covering Letter and ANY extras that may have been requested
Double-check all names and titles. Have another look at the advertisement. Are you
sure it is Mrs., not Miss or Ms…… You should send the application to? Is she/he the
Personnel of Human Resources Manager., or the Personnel Officer?
Double check in a dictionary all spellings, and check other details, such as dates.
Check the look of things. Is your covering letter neatly centered in the page? If not,
retype it. Check the envelope too. Is it the right size? Your application must emerge
crisp and clean. If not, make a new one.
31
Study the three letters to apply for the position of JUMBO air hostess and consider the
strengths and weaknesses of the three versions of the letter.
YOUR DREAM FOR A FLYING CAREER WITH JUMBO AIRWAYS.
JUMBO AIR HOSTESS






Thai female, single, aged between 20-26 years old.
Minimum height 156 cms, able to swim
University graduates
Possess pleasant personality & good eyesight
Polite and healthy
Good command of English. Knowing another foreign
language is an advantage
We offer attractive fringe benefits, overseas trips, allowances and training in America
to the successful candidates.
Please come in person for interview between 15-20 March, 09:00 – 16:00 with your
transcript, ID card and one 2” x 2” photo and one full length photograph
JUMBO AIRWAYS
1401 Airline Tower
982 Phahoyothin Road
Bangkok
Resume
RESUME
Name: Sunita Wongamat
Moon Tower
Age:
23
Sutthisan Road
Height: 165 cm
Bangkok 10423
Eyesight: Perfect
6734345
Health: Excellent
sunita25@yahoo.com
Education
2011
2009
Address: Apt 23,
288
TeL:
085-
Email:
B.A. in Business Administration, minoring in English,
Burapa University, Chonburi
Certificate in English language, level 3 (highest level)
AUA Language Centre, Bangkok..
32
Work Experience
Jan-May 2010
Trainee Tour Guide
Mytravel, Bangkok
University Activities
2009-2010
Active member of English Club, Burapa University, Chonburi
REFERENCES FURNISHED UPON REQUEST
Letter A
Apt 23, Moon Tower
288 Sutthisan Road
Bangkok 10423
March 5, 2012
Human Resources Manager
JUMBO AIRWAYS
1401 Airline Tower
982 Phahoyothin Road
Bangkok
Dear Sir/Madam,
I saw your advertisement in the Bangkok Post and, as my cousin is an air hostess, I
would like to apply for this position.
As you can see from my enclosed resume, the job you are offering matches both my
education background and work experience.
I have joined a Voluntary Camp, building schools, bridges and playgrounds for
children in remote areas and can operate a PC with Microsoft Window 7.
I would be pleased to discuss my candidacy with you at your convenience. Also I
would greatly appreciate it if you would inform me of your decision. In the meantime,
please feel free to call me any time if you would like more information.
Yours faithfully,
Sunita Wongamat
Sunita Wongamat
33
Letter B
Apt 23, Moon Tower
288 Sutthisan Road
Bangkok 10423
March 5, 2012
Human Resources Manager
JUMBO AIRWAYS
1401 Airline Tower
982 Phahoyothin Road
Bangkok
Dear Sir/Madam
I am writing to apply for the position of JUMBO air hostess which was advertised last
week in the Bangkok Post.
I have just graduated with a B.A in Business Administration. I am certain that I have
all the qualifications you require. I excel in dealing with foreigners. Moreover, I am a
pleasant, good-looking, energetic and service-minded person.
If you would like to know me more, please do not hesitate to contact me. I look
forward to hearing from you.
Yours sincerely,
Sunita Wongamat
Sunita Wongamat
Letter C
Apt 23, Moon Tower
288 Sutthisan Road
Bangkok 10423
March 5, 2012
Human Resources Manager
JUMBO AIRWAYS
1401 Airline Tower
982 Phahoyothin Road
Bangkok
Dear Sir/Madam,
I saw your advertisement in the Bangkok Post of March 5, and would like to apply for
a position as an Air Hostess. I am therefore enclosing my resume for your
34
consideration.
I feel that I am well-qualified for the position. I am a single Thai female, 23 years of
age and 160 cm in height, with excellent health and good eyesight. I also feel I have a
pleasant personality. I have graduated from Burapa University, Chonburi with a B.A
in Business Administration.
I am confident of my English language ability, having minored in English and having
worked as a Liaison Officer at the World Economic Forum 2011 at the Queen Sirikit
Convention Hall, where I had to interpret from Thai to English and English to Thai
for the participants. This and my training as a tour guide has given me valuable
experience in dealing with foreigners, and convinced me that I am suited to work in a
service job.
I will be free to come for an interview at any time that is convenient for you. I look
forward to hearing from you.
Yours faithfully,
Sunita Wongamat
Sunita Wongamat
Encl: resume
IV. One of the most important parts of a covering letter is to show that you are qualified for
the position. Weak job applicants often include irrelevant or illogical support for the
qualifications they claim. Choose the best expression to show that you have the qualifications
required.



Good command of English
a) I am confident of my English because I majored in English
b) I have a BA from Burapa University, and have many foreign friends.
c) I attended several English courses while studying for a BA and spent a year in
Australia as an exchange student.
Experience
a) During my time at Burapa University, I joined many voluntary English camps
helping students. This has made me keen to work as a flight attendant.
b) My work experience has familiarized me with many of the challenges involved in
public relations today. I am sure that this, together with my understanding of the
needs and expectations of sports and nature enthusiasts, would be extremely
relevant to the position of Public Relations Officer.
c) Although I haven’t had any experience writing articles at all, I am confident that
I can work as an editor since I got a B.A. in Mass Communications.
Personality
35
a) I am good-looking, energetic, friendly and easy going person. Therefore, I am
certain that I am well-qualified for the position.
b) As I am applying for the position of Customer Service Assistant, I am familiar
with office work. Moreover, I enjoy making a decision on my own and leading
a peaceful life.
c) I enjoy meeting and working with people as well as travelling. I have been to
several countries, and have developed lasting friendship with foreigners. We
enjoy sharing ideas on cross-cultural issues. This makes me feel that I am
suitable for the position of Flight Attendant.
V. Assignment.
Write your own letter of application to accompany your resume for the job at Cosmos
Trading/Textile Mfg. Co. Ltd. Hong Kong. Letter should be typed
36