How to Write an Application Letter: A Step-by-Step Guide

An application letter, also known as a cover letter, is a document that you send with your resume when applying for a job. It allows you to showcase your skills, qualifications, and motivation for the position. A well-written application letter can make a positive impression on the hiring manager and increase your chances of getting an interview.

In this article, we will show you how to write an application letter that stands out from the crowd. We will cover the following steps:

  • Research the company and job opening
  • Use a professional format
  • Write a catchy introduction
  • Highlight your relevant skills and achievements
  • Explain why you are the best fit for the job
  • End with a call to action
  • Proofread and edit your letter

Step 1: Research the company and job opening

Before you start writing your application letter, you should do some research on the company and the job opening. This will help you tailor your letter to the specific requirements and expectations of the employer. You can look for information such as:

  • The company’s mission, vision, values, and goals
  • The company’s products, services, customers, and competitors
  • The company’s culture, achievements, and awards
  • The name and title of the hiring manager
  • The skills, qualifications, and experience required for the job
  • The benefits, challenges, and opportunities of working for the company

You can find this information on the company’s website, social media pages, annual reports, press releases, or online reviews. You can also use search engines like Bing to find relevant articles or news about the company or the industry.

Step 2: Use a professional format

Your application letter should follow a professional format that includes your name, contact details, date, and the company’s information at the top.

You should also use a formal salutation, such as “Dear Mr./Ms./Dr. [Last Name],” or “Dear [Hiring Manager],” if you don’t know their name. Avoid using generic greetings like “To Whom It May Concern” or “Dear Sir/Madam.”

Your letter should consist of three to four paragraphs that are no longer than one page. You should use clear and concise language that is easy to read and understand. You should also use a consistent font size and style, such as 12-point Arial or Times New Roman, and align your text to the left margin.

You can use single or double spacing between paragraphs, but make sure to leave some white space around your text.

Step 3: Write a catchy introduction

The first paragraph of your application letter should grab the attention of the hiring manager and make them want to read more. You should start by stating the position you are applying for and where you found it.

Then, you should briefly introduce yourself and explain why you are interested in working for the company. You can also mention something positive or unique about the company that shows you have done your research.

For example:

Dear Mr. John,

I am writing to express my interest in the Marketing Manager position that was advertised on I am a creative and results-oriented marketing professional with over five years of experience in developing and executing successful campaigns for various clients.

I have been following your company’s growth and achievements for a long time and I am impressed by your innovative approach to marketing. I admire how you use data-driven strategies to create engaging and personalized experiences for your customers.

Step 4: Highlight your relevant skills and achievements

The second paragraph of your application letter should highlight your most relevant skills and achievements that match the job requirements.

You should use specific examples from your previous work or education to demonstrate how you have applied these skills and what results you have achieved. You should also use quantifiable metrics, such as numbers, percentages, or awards, to show the impact of your work.

For example:

In my previous role as a Marketing Coordinator at (ABC Inc.), I was responsible for planning and executing various online and offline marketing campaigns for different products and services. Some of my accomplishments include:

  • Increasing website traffic by 50% through SEO optimization and content marketing
  • Generating over 100 leads per month through email marketing and social media campaigns
  • Boosting sales by 25% through creating effective landing pages and sales funnels
  • Winning the Best Marketing Campaign Award at the annual industry event

Step 5: Explain why you are the best fit for the job

The third paragraph of your application letter should explain why you are the best fit for the job and how you can add value to the company. You should emphasize how your skills, qualifications, and goals align with those of the employer. You should also show your enthusiasm and passion for working in this role and for this company.

For example:

I believe that I have the skills, qualifications, and experience that you are looking for in a Marketing Manager. I have a proven track record of delivering successful marketing campaigns that meet and exceed the expectations of clients and stakeholders. I have a strong knowledge of the latest marketing trends and tools, as well as a creative and analytical mindset that allows me to generate innovative and effective solutions.

I am also eager to learn from and contribute to your talented and dynamic marketing team. I share your vision of creating customer-centric and data-driven marketing strategies that drive growth and loyalty. I am confident that I can bring my skills, experience, and passion to this role and help your company achieve its goals.

Step 6: End with a call to action

The final paragraph of your application letter should end with a call to action that prompts the hiring manager to take the next step. You should thank them for their time and consideration and express your interest in hearing from them soon. You should also invite them to contact you if they have any questions or need any additional information. You should also mention how and when you can be reached, such as by phone or email.

For example:

Thank you for your time and consideration of my application. I am very interested in discussing this opportunity further with you and learning more about your company and the Marketing Manager position. Please feel free to contact me at any time if you have any questions or need any additional information. You can reach me at 123-456-7890 or

I look forward to hearing from you soon.

Step 7: Proofread and edit your letter

Before you send your application letter, you should proofread and edit it carefully. You should check for any spelling, grammar, punctuation, or formatting errors that might affect your professionalism and credibility. You should also make sure that your letter is clear, concise, and coherent, and that it conveys your main points effectively. You can use online tools like Grammarly or Hemingway to help you with this process.

You should also ask someone else to review your letter, such as a friend, family member, or mentor. They can provide you with honest feedback and suggestions on how to improve your letter. They can also help you catch any mistakes or typos that you might have missed.

Finally, you should end your letter with a complimentary close, such as “Sincerely,” “Best regards,” or “Yours faithfully,” followed by your name and signature.


An application letter is a vital document that can help you land an interview for your dream job. By following these seven steps, you can write an application letter that showcases your skills, qualifications, and motivation for the position.

Remember to research the company and job opening, use a professional format, write a catchy introduction, highlight your relevant skills and achievements, explain why you are the best fit for the job, end with a call to action, and proofread and edit your letter.

Good luck with your job search!

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