Letter of Application: Definition

Letter of application is always formal in style unless the question explicitly states otherwise.
Its purpose is to propose a candidate and outline his suitability, for a particular position.
Description (of a person’s character and strengths), explanation and justification are important
functions in a letter of application.

Letter of Application: Structure

1. Salutation
Dear …….

2. The Introductory Paragraph

Begin your letter by telling the reader where you saw the advertisement:

3. The next paragraphs (the body)

List your experience, qualifications and abilities.

4. Closing paragraph
Conclude your letter and sign off with: Yours faithfully

Letter of Application: Writing Guide

1. Salutation

Dear Sir or Madam

If you do not know the name of the person you are writing to, use this. The following is a list
of letter salutation examples that are appropriate for letters of application.

 Dear Hiring Manager

 Dear Search Committee
 To whom it may concern
 Dear Human Resources Manager
 Dear Sir or Madam

2. The Introductory Paragraph

Begin by stating the job for which you are applying. Briefly mention how your skills and
experience match the company and/or position; this will give the employer a preview of the rest
of your letter.

I am writing to apply for the post of Fashion Shop Manager advertised in the ‘News Shopper’ of
14 February 2002.

3. The next paragraphs (the body)

In the following paragraphs, explain why you are interested in the job and why you make an
excellent candidate for the position. Mention specific qualifications listed in the job posting and
explain how you meet those qualifications.

Please see the example structure below:

(2nd paragraph) You might go and list your experience and relevant qualifications:

(briefly introduce yourself first) I am an ambitious and creative 25-year-old who have worked in
the retail industry for a total of ten years, first as a sales assistant in a department store and for
the last three years as a Section Head and Deputy Manager at Jones the Bootmaker.

(3rd paragraph) You might then go on to mention the particular abilities and skills that you
have:

I believe I have all the skills, knowledge and expertise that you are looking for. I have lots of
retail initiative, can schedule and prioritise tasks and can work to strict deadlines. I also work
particularly well with people and would enjoy leading the team and working with clients and
customers.

(4th paragraph) Say why you are particularly interested in this job:

I am applying for this position as I am looking to progress from junior to senior management. I
have always been interested in the latest fashion trends and developments and I believe your
organisation is a well-run quality fashion business. I would very much like to work for your
company.

4. Closing paragraph

Conclude your letter of application by thanking the employer for considering you for the
position and stating that you would like to interview.

You might close the letter with the following formula.

I look forward to hearing from you and hope that you will be able to invite me for an interview.

Yours faithfully

XYZ

“Yours sincerely” or “Yours faithfully”?

“Yours sincerely” is typically employed in English when the recipient is addressed by name
(e.g. “Dear John”) and is known to the sender to some degree, whereas “Yours faithfully” is
used when the recipient is not addressed by name (i.e., the recipient is addressed by a phrase
such as “Dear Sir/Madam”)

Let’s sum it up…

 TIP: Pay attention to style and register

At the exam, you should of course aim to write grammatically correct English. But is that enough? For
example, it is grammatically correct to write “Give me a job!” , but that is not the way to write a
successful job application. In fact, the employer is more likely to forgive a number of grammar or
spelling mistakes than to employ an applicant whose letter was too rude or too informal.

In the exam, writing is assessed with this in mind: what effect would the piece of writing have on the
person who is going to read it? The ability to use the right style, whether you are writing a business
letter or a holiday postcard, is one of the skills assessed by examiners.

Letter of Application: Example Answers

Letter of Application Sample 1

Letter of Application subject:

You have read the following information from a British university, and have decided to apply
for a course:

The university welcomes applications to all its courses from overseas students. Please write to
the Admissions Officer giving details of the course you wish to apply for and why. Your letter
should include an outline of your qualifications and any other relevant information.

Write your letter of application

Student’s Letter of Application Answer:

Dear Sir or Madam

I am writing to apply for your two-year degree in teaching English at the university level. At
present, I am a teacher of English and of Computer Science in the primary school here, in
Lutynia.

I am keen to improve my English as this is not only my hobby but also a strong need. I should
add that I am already half-way towards achieving my goal. Ten years ago I was a university
teacher of Computer Science. Up to now, I have specialized in both subjects. I graduated from
Technical University of Wroclaw, Department of Foreign Languages and the Academy of
Economics, Department of Computer Science with Master’s Degree.

I have a great deal of work experience that demonstrates my ability in languages. I have
undertaken a number of translation projects for doctors, scientists, computer programmers and
travel guides. I estimate that my English is at an advanced level and at present, I am preparing
for the CAE exam.

I am particularly interested in completing my degree at your university as it is famous all over

the world. If you wish Ms.J.Forde can give you a reference.
I hope you will give my application serious consideration and I look forward to hearing from
you.

Yours faithfully
(your name)

Letter of Application Sample 2

Letter of Application subject:

A restaurant in your region is to open shortly and the owner has placed the following
advertisement in your local newspaper:

RESTAURANT STAFF NEEDED…

…For a busy restaurant located in the main tourist area of this region. We have a number of
vacancies available, including: Junior Chef, Waiter/Waitress, Restaurant Manager.

Hours of work: 6 – 12pm, Mondays to Saturdays.

Please send us a letter explaining which post you are interested in and why we should consider
you for the job. Interviews will be held a week after the closing date.

Student’s Letter of Application Answer:

Dear Sir or Madam

I am writing with reference to your advertisement for the position of a Restaurant Manager,
which was placed in The Guardian on 10 December.

My reason for being interested in this vacancy is that according to what is said by the executives
of the companies I worked for (please find enclosed their letters of reference), I am particularly
efficient at being involved in projects requiring a great deal of physical and mental energy and
also creativity. I would be able to bring to bear these personal qualities of mine for the benefit of
the restaurant.

I am sure that I would be successful in this post as I have now gained managerial experience
having had work as a Senior Manager for the “Little Chef Restaurant” for 10 years. At present I
work for the restaurant mentioned above, where my responsibilities comprise dealing with
suppliers and corporate clients, recruiting employees and checking the financial statements of
affiliated companies.

My academic background (a Master’s Degree in Tourism & Hospitality) would also prove
valuable to you.

Please could you send me an application form and any other relevant details including those
of salary, working hours and any additional benefits (such as private health care or social
facilities).
I am able to attend an interview on any day from 11 a. m. Should you need any further
information, do not hesitate to contact me on 222333222 from 9 a.m. to 5 p.m. or by email
at olga_mail_2000@yahoo.com.

Yours faithfully,
name and surname

Letter of Application Sample 3

Letter of Application subject:

A tourist company which organises coach tours of your home town has placed the following
advertisement in your local newspaper:

TOUR GUIDES REQUIRED

Are you an outgoing and sociable person, who has a good command of English and some
knowledge of local history? Take-a-Tour is setting up a branch in your area and we are
looking for tour guides to accompany up to fifty passengers a time on our coach tours. Your
duties will include welcoming passengers aboard the coach, giving a commentary about the
local sights, and taking small groups around the town on foot.

Student’s Letter of Application Answer:

Dear Sir or Madam

I am writing to reply to your advertisement for a tour guide in The Tokyo Mini Times on 13th
January.

I have always been interested in working with tourists and this is one of the main reasons why I
am applying for this job. I actually have some experience of guiding foreign people around the
town as a volunteer. Therefore, the city council sometimes asks me to take people to some
historical places and explain about the background. Once I organised a sightseeing tour that
thirty people took part in. Every time I have a chance to do that, they appreciate my
explanations. I think I will be a competent guide.

I have been living in this town since I was born. My ancestors came to live here two hundred
years ago thus I know how this town has developed. I think I will manage to give a unique
speech to the tourists.

I passed the Cambridge Certificate in Advanced English last year, which I believe endorses my
English ability. As far as I am concerned, this level is suitable for a tour guide.

I am available to start work on 15th February. I am also available to attend an interview in the
afternoon on Monday to Thursday. Please do not hesitate to contact me if you need any further
information.

I would be very grateful if you consider my application. I look forward to hearing from you
soon.
Yours faithfully,
name and surname

Letter of Application: Useful Phrases & Language

Reasons

I’m writing to apply for the post/position of…..as advertised in……..

I’m writing with reference
I’m writing in response to your advertisement which I saw….
I’m writing in connection with your advertisement

Qualifications /Experience

I gained some experience while …

I am currently working as …
I have been working for … for the last four years.
I worked part-time for three years as …
At the moment| am employed by …
My qualifications include …
I have a diploma in …
I graduated from Barcelona University last year with a degree in …
Please find attached my CV
As you can see from the attached CV …

Personal Qualities

I see myself systematic, meticulous in my approach to work…..

I have a clear insight of………
I value time and not squander……
I tackle a problem…..

Closing remarks

I would appreciate a reply at your earliest convenience

Please contact me with any queries you may have,
I would be glad to attend an interview at any time convenient
I look forward to hearing from you in due course….