Writing job application letters
A letter of application will probably be the first contact you have with a prospective employer. It is therefore important that your written work makes a good fist impression. Make sure that your letter clear and legible, and try not to make it too wordy - your skills and talents need to stand out. Always read the job advertisement thoroughly; underline the skills that the employer is looking for and make sure you demonstrate that you have these skills in your letter. Don’t be embarrassed or shy; always be confident that you are the perfect person for the job. Make sure that you don’t forget the obvious - your name, address, contact details and the date. Enclose a copy of your CV if requested. You will impress the employer if you have found out the name of the person you need to write to; it demonstrates that you have been proactive and that you pay attention to detail. If you start your letter with Dear Mrs Jones, end it with Your sincerely. If you start with Dear Sir/Madam, you always end the letter with Yours faithfully. If the advertisement has a reference number make sure you include it in your letter; enter it below the opening line. Write clearly and don’t use a long word if a short word will do. If you have been unemployed for a while say how you spend your spare time, for example voluntary work, study etc, and link what you have learnt through these activities to the skills that the employer is looking for. Be honest and keep to the facts; don’t say you enjoy bungee jumping - if it isn’t true you could be caught out in your interview. Be positive but don’t over sell yourself. Whether you hand write or type your letter make sure it is neat. Leave plenty of space around the edges and sufficient space between each paragraph. Always use a good pen - you don’t want your prospective employer struggling to read the words as your pen is running out. And make sure you use good quality paper and envelopes. It is imperative that you always check your spelling and grammar before sending the letter, and it is useful to write a rough draft first in case you miss anything out. You could ask a family member or friend to read through the letter before you send it – another pair of eyes are always valuable. Sign the letter and print your name underneath, this is just to make sure it can be easily read. Finally the golden rule, make sure your letter arrives on time. If your letter arrives late you probably won’t even be considered and your time will be wasted.
AFF National Employment Advisor tel: 01748 833351 – email: nea@affeas.org.uk February 2007
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Example Letters
1. Applying in writing to advertised jobs. Advertisement
BLINKS Requires responsible reception clerk/telephonist for busy office. Hours 9.00am to 5.30pm Mon-Fri. Post involves operating a switchboard, dealing with incoming and out going post and acting as first contact point for customers both in person and on the phone. Experience preferred, but training will be given. Keyboard skills are essential up to RSA 11 typing. Word processing an advantage. Apply in writing to Mr Jones, Blinks, 96 High Street, London, W1P 2LK
Mr Jones Blinks 96 High Street London W1P 2LX Dear Mr Jones
Your Address Your Phone Number Date
I would like to apply for the job of reception clerk/telephonist which was advertised in today’s Journal. For the past four years I have worked as a clerk/telephonist with ……..Due to their move to another part of the country I will be made redundant in two weeks time. My present job involves general reception duties, and I represent the company in person and over the telephone. I also: operate the switchboard deal with telephone enquiries deal with the post send fax messages type and word process documents. Before this job I was a trainee with …………. I have completed RSA 1 and 11 in Business Administration with RSA 1 in word processing. I have always enjoyed working with people and my experience will enable me to work as part of a team and to be an effective representative of your company. I am available for interview at any time and could start work immediately. References are available from my present and previous employers. Please find enclosed a copy of my CV for your further information. I look forward to hearing from you. Yours sincerely Sign Name Print Name Notes Paragraph 1 Paragraph 3 Paragraph 6 Paragraph 7 Explains the purpose of the letter Outlines your skills and experience (also enthusiasm for the job) States when you are available for interview Summarises with inclusion of CV, this ends the letter on a positive note AFF National Employment Advisor tel: 01748 833351 – email: nea@affeas.org.uk February 2007
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2. Applying for jobs not advertised You may just read an article. What’s stopping you!
Business is Booming New Firm has £3m orders European agriculture machine firm has taken £3,000,000 in orders in its first 120 days here in Catterick. Eurosaf who make potato harvesting and de-stoning machinery moved to Catterick Industrial Estate about 4 months ago. Mr Smith, Managing Director, said, “It’s going extremely well. We have sold over £250,000 in stock in the first few weeks. The fast expansion of Catterick has meant the appointment of additional staff to deal with our 65 appointed UK dealers. Business keeps expanding and we have found we need more people. We have got four people in our order processing department now, where we may need to employ three more.” Eurosaf now have ten staff in Catterick with sales representatives and service engineers working throughout the UK.
Mr Smith Managing Director Eurosaf (Agricultural Division) Catterick Yorkshire DL9 2PS Dear Mr Smith
Your Address
Your telephone number Date
I read with interest a report in yesterday’s Evening Gazette that Eurosaf has taken several large orders recently and that as a result of this success you have more appointed dealers and recruited more order processing staff. I would welcome the opportunity to be part of a new and growing business, and I was wondering whether you were in a position to recruit more staff. I would be grateful if you would consider me for a position in your order processing department. Please find enclosed a copy of my CV which I hope you will find interesting. I have considerable experience in order processing as I have worked in sales and stock control for the past five years. I also have supervisory experience and I was responsible for a team of four in my last job. I would be available to work on a full time or part time basis, and am available for interview at your convenience. I am happy to provide names for two employee references if requested, and I look forward to hearing from you. Yours sincerely Sign your name Print your name Notes Paragraphs 1 & 2 Paragraphs 3 & 4 Paragraphs 5 & 6 Mention where you saw the article and your reasons for writing. State your skills, experience and references. State when you are available and end the letter on a positive note.
AFF National Employment Advisor tel: 01748 833351 – email: nea@affeas.org.uk February 2007
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Completing an application form
Some employers may ask you to fill out an Application Form before offering you an interview. Here are some tips to improve the chance of your application being successful. Read the instructions carefully Photocopy the form and practice on a rough copy first Use a black pen, write neatly and clearly Keep the form clean and unfolded Follow the instructions exactly, e.g. complete fully in block capitals Answer all questions which apply to you; keep them short and to the point Make sure you include all relevant experience and give examples where required Avoid short cuts like enclosing your CV and referring to it on the application form Avoid using words which might put an employer off, e.g. sacked/dismissed Support your application with examples; if you need more space attach a separate piece of paper rather than trying to cram everything into the space provided Always check your spelling and grammar Make sure you have stated clearly which job you are applying for Use a large envelope; don’t squeeze your application form into a small envelope Take a copy for your own records and make sure the application form arrives on time.
Good luck!
AFF National Employment Advisor tel: 01748 833351 – email: nea@affeas.org.uk February 2007
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