Application Letters

Introduction

A letter of application should create enough interest to make the potential employer want to look at your application in greater detail by reading your CV and hopefully invite you for an interview.  Your application letter, however, should not contain too much detail about your experience and qualifications because that is the job of the CV (see the module on Writing Resumes/Curricula Vitae).

Layout and style

The letter should be limited to one page and a few paragraphs will normally be sufficient. It is better to address a letter to a specific person, e.g. Dear Miss Chan, rather than to Dear Sir or Madam . However, in some job advertisements the name of the person you are writing to is not given. It is good practice to try to find out the following information before you write your letter:

• the full name of the person you are writing;
• their title – Mr., Mrs., Miss, Ms, Dr, Professor, etc, and;
• their position – Personnel Manager, Human Resources Manager, etc.

All this information can be obtained by a quick phone call to the company. Remember, never write Dear Miss W. Chan. It should be Dear Miss Chan. Do not use the initial except in the address. If you start with Dear Sir/Madam, it is accepted practice to finish with Yours faithfully. Whereas, if you start with Dear Miss Chan, you may finish with Yours sincerely. Your letter should be neat and free from careless mistakes. You can follow the blocked and open punctuation style as shown in the Sample Letter of Application at the end of this module. For more information about the different layout styles of business letters, read pp.12-13 in Business Writing for Hong Kong. Whichever layout style you choose to use, you should use it consistently throughout the letter.

Structure of the letter

The general structure of the letter is given below:

Paragraph 1 It should state clearly why you are writing and where you saw the job advertised.

e.g.

I would like to apply for the post of … as advertised in today’s issue of ..

With reference to your advertisement in … on …, I am writing to apply for the position of …

Trainee Manager

I would like to apply for the above post (of Trainee Manager) as advertised …

Paragraph 2 It should give a little information about your qualifications and experience. Make sure the information you give is relevant to the job that you are applying for.

1. As you can see from my enclosed CV, I have worked in my present position for five years. During this time I have gained invaluable experience in …
   
2. I am currently a student at HKPU studying …….. I am due to graduate in……. Although I have been studying full time, I have had a number of summer jobs which have helped me to gain experience in …
   
3. My experience over the past two years has been at the managerial level, where I have had responsibility for …

Paragraph 3 It should say why you believe you are suited to the job and what you can offer the company. Those currently employed can state the reason for wishing to change their present job. However, you should not sound critical of your present employer.

e.g.

1. I am currently working as a receptionist in …The reason for my seeking a new position is that I wish to pursue a secretarial career. Unfortunately, there are no openings for advancement in my present employment.

2. For the last two years I have been working as a receptionist in …Unfortunately the company is moving its main offices overseas and I have therefore decided to look for a new position. I believe that the experience I have gained in … has given me the qualities you are looking for …

3. I believe I would be an asset to your company. I will be able to bring with me my experience of … which I believe would be useful in this position …

4. I feel that my ability to … will help/enable me to …

This is probably the most important paragraph of the letter. It is also the hardest part to write because you need to “sell yourself” without appearing too arrogant. However, you do need to be quite forceful and direct, showing that you possess the skills for the job you are applying for.

Paragraph 4 It should tell the reader  when you are available for an interview and how to contact you.

e.g.

1. I would like to have the opportunity to talk to you further about my application. I am available for interview at any time and I can be contacted at/on …

2. I am available for an interview at any time but would appreciate two days notice. I can be contacted on/at …

I look forward to hearing from/meeting you soon.

3. As requested in the advertisement, I enclose a copy of my resume together with a recent photograph.

I look forward to meeting with you to discuss my application further. I am available … and can be contacted on/at …

Remember you might have to give a bit more detail than in the above examples. You can also combine the language in these examples. The Sample Letter of Application at the end of this module is developed from the Sample CV in a related module, Writing Resumes and Curricula Vitae. You may compare the two documents to see how you can select useful information from your CV and highlight it in your application letter.

Also, it is sometimes useful to gather information about the company so that you know more about its background and policies. This may help you present yourself in the best light.

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