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While applying for a job, the first step is to send in your resume along with your job application letter, which is sometimes known as a cover letter as well. The Job Application Letter plays a very important role in enhancing your resume. If one has to explain what it is, it can be summarised in the following words: a Cover Letter is an important letter written by the job seeker (that is the one who wants to be employed in a particular organization/company) from their point of view, in which they appeal to the employer to hire them for their abilities, skill, and qualities. The prospective employee, therefore, tries to convince the employer that his services and skills will make him the ideal candidate for the position.

Therefore, whenever there is an opportunity, a job application letter must always be attached along with the resume. This would make it easier for the Hiring Manager to see you as a distinct individual, and what makes you stand out from others. The cover letter will help the Hiring Manager to corroborate your perspectives, opinions, and ambitions with the structured resume you submit. Therefore, a Job Application Letter is equally important as a resume, because while the resume presents itself like a decorated platter, a cover letter adds the necessary taste to it.

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Browsing through the internet, one can find tons of tips and methods to apply on their job application letter in the best way possible, but here we’ve squeezed out some of the easiest and the most necessary tips, step by step, one should follow to structurally and easily write their cover letter:

1. Analyse Yourself, the Company and the Position you are Applying for

Before penning your cover letter, it is extremely important that you research about the company thoroughly. This includes knowing about the company and its employees, through the company website, social media handles like Facebook, LinkedIn, Twitter, etc. This gives an idea of the environment and structure running in the organisation you are applying to. According to the company’s needs and expectations, you can offer the abilities best suited to the company’s interests and long-term goals. Your thoughts and persuasion should be encouraging and engaging, so that you’re able to sell your skills for the future prospectives of the company.

2. Format of the Job Application Letter

After collecting all the necessary content and details, we move on to formatting our Job Application Letter, which is divided as:

• Date and contact information
• Salutation/greeting
• Opening paragraph
• Middle paragraphs
• Closing paragraph
• Complimentary close and signature

On the top right corner, mention your name, and below that your email ID, Phone Number and address:

[Your Name]

Email ID | Phone Number | Address

In the next line:

Date

Hiring Manager’s Name

Company Name

Company Address

Company City, State, Pin Code

End the Cover Letter by thanking them for their time and consideration. Avoid familiar phrases and use any of these professional ending salutations:

• Sincerely
• Regards
• Best
• Respectfully
• Thank You
• Thank You for Your Consideration
• Kind Regards
• Best Regards

For fonts, use simple fonts like Calibri, Ariel or Times New Roman. A font size of 12 is usually considered the default size for all professional emails. Another thing to be kept in mind is that a job application letter should be short, just one page long.

3. Salutations

Opening Salutations like ‘To Whom it May Concern” or “Dear Sir/Madam” are very generic and old-fashioned, so don’t use these at all. Your only and best option should be using the Hiring Manager’s full name, along with the usual Mrs. or Mr. accordingly. The question arises, how can I know the Hiring Manager’s name? You can try several ways, and these are all appropriate ways:

1. Search them through the company name and similar keywords on LinkedIn.
2. Connect on LinkedIn with a person who’s working in the company you’re eyeing and send them a message asking if there’s an open position in the department you want and who’d be the best person to contact. The person would definitely let you know the name of the Hiring Manager.
3. The last and the easiest option is to call on the company’s main number and ask them who the hiring manager is!

4. Strong Opening

The Hiring Manager has tons of job applications and letters, therefore your opening paragraph of the letter has to be strong and sturdy. Don’t do it the old way of starting the letter by mentioning the advertisement or referral that brought you here. Instead of that, start with mentioning one of your qualities that’s the perfect fit for the position you’re applying for. For instance, “I’m a professional editor with 5 years of experience looking for an opportunity to apply my skills, expertise and enthusiasm to your editorial team.”

The first paragraph of the letter can further include your introduction, which can include your background and hobbies, along with your enthusiasm for the job you’re applying for.

5. Enthusiasm and Personal Value

In the second and third paragraphs, emphasise on your personal values, which will be beneficial to the company’s long-term goals and any shortcomings the company might be going through. You don’t have to re-explain your resume, but about your abilities and adaptability. Try to include instances from your life and work wherein you showed paces of accomplishment and your flexibility to handle problems. All of this will make your job application letter distinct from others. You must be able to convince the hiring manager of your enthusiasm for the position you’re applying for.

6. Easy Language 

Don’t use suave or adept language, but clear, easy and professional language. The cover letter should be succinct, so that the employer can scan it in one glance and get the gist of your capabilities in a few seconds. The employer doesn’t have the time to interpret quirky and fashionable words.

Also, make sure you don’t use flattery or boastful language. Flattery will not necessarily impress your employer, but can put you in trouble. Stay true to your expertise.

7. Future Oriented

While corroborating your expertise and skills with your resume and elaborating on them, try to keep a future oriented tone instead of a past tone. Give the hiring manager your image of the future perspectives and prospects for the company.

8. Proofreading and Feedback

Before sending in your job application letter, make sure you re-read it for mistakes, any scope of betterment, eliminations and grammatical errors. Feedback is one of the most helpful ways to find your errors and make improvements. A second and fresh pair of eyes are able to view it in a different light, and can identify if there are any discrepancies or overselling of the story you’re about to send. You can also ask the person if the letter is professional and convincing and if it’s able to tell your story.

These are all the necessary tips you’ll need to prepare your cover letter. Do not overdo it, and neither underestimate it. Don’t try to use humour to flatter the Hiring Manager because more often than not, it comes out as indifference and unprofessional. Most of all, do not use the same cover letter for all the other companies you’re applying for, even if you’re applying for the same position and department. Make changes according to the research you find on the company and its environment. Lastly, all the best!

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