Application letter and cover letter: how to write them?

Author: Zuzana Kocáková

Career

17. 11. 2023 11 reading minutes

The application letter and the cover letter are the basic documents you should be familiar with if you are applying for a job. If you write them correctly, you’ll make a good impression and increase your chances of landing your dream job. How to write an application letter or cover letter and what to look out for?

Application letter meaning

An application letter is a document you use to respond to a job offer. Nowadays, it is often replaced by a cover letter because it is very similar in many things. When responding to an advert, you can therefore choose which of the options to send.

Application letter does not have to be complicated. It is sufficient that it contains basic information, looks professional and contains no grammatical or stylistic errors.

Only write genuinely relevant information in your application. Avoid empty sentences that ultimately say nothing. As a rule, if you have nothing else to write, send a shorter application. Do not unnecessarily prolong it. Nobody has time to read long and boring texts.

Once you have your application letter ready, attach your CV and cover letter, and send it in. Now just wait and see if you’ve got anyone interested in you.

Why is an application letter of employment important?

The main purpose of a simple application letter is to provide some context to a brief CV and cover letter. This is in response to job offers or adverts. You should tell them why you responded to them and what you find interesting about them.

Individual information should be backed up by education or practical experience. For example, if a company is looking for an employee who is talkative and will be able to communicate with clients, you can write: “I have experience working with people from my previous job.”

In addition, don’t forget to mention your advantages and strengths. Employers particularly value reliability, punctuality, communication and flexibility.

Application letter of employment without job offer

An application letter is an additional document that is not required by every employer today. Many just need you to respond to their job offer by sending your CV. However, attaching an application letter can give you advantage in some cases. It shows that you don’t mind going the extra mile and that you are genuinely interested in the position.

But is it worth sending an application letter even if the company is not currently looking for anyone? The answer is definitely yes. If you are interested in a company, try contacting them. There may be a job vacancy for you, or the employer may keep your contact details and call you when something becomes available.

How to write an application letter?

Writing an application letter is not difficult at all. There are various templates you can follow to simplify the process. In addition, there are online forms that you can fill in, print and sign.

Even before you open the employment application template, you should know that this document has a certain structure that you should stick to in order to make the result look professional and to impress your future employer.

The whole application starts with a header where you enter the following information:

• name,
• last name,
• address,
• e-mail,
• phone.

The application is then divided into two parts:

The first part

The first part of the job application should contain information about how you found out about the job offer. This can be a website, a magazine, a newspaper or a social network. Feel free to add a link to the job offer or just mention when it was posted. For example, the text could look like this:

I am contacting you on the basis of your job offer on Profesia.sk, published on October 31, 2023.

In this section, you should also mention the position you are interested in. Many companies post multiple job offers, so they might not immediately know which job offer you’re responding to.

The second part

The second part of the application is solely for you and your experience. It should include why you are interested in the position or why the company interested you. Also briefly mention your work experience, education and skills.

At the end of the second part, express your interest in an interview and attach your contact details.

Application letter format

Is a PDF or Word version better for the job application? Or should it have a completely different form?

The vast majority of applications are sent to companies in the first two alternatives mentioned above, i.e. in PDF and Word (.doc or .docx) format. These are universal formats that a potential employer should have no problem with.

As for the font, it is advisable to use Arial, Times New Roman or Calibri. All three support almost every operating system on your computer, mobile or tablet. Avoid ornamental fonts. They are very difficult to read, many do not support diacritics and are not always displayed correctly.

There is also no need to overdo it with different colours. The best way to do this is to go for classic black and avoid bold shades.

Before sending the application, make sure that the font size is uniform and the same throughout the document. Next, check the alignment of the text and make sure there are no unnecessary typos.

Application letter example

Looking for an application letter sample? Below you will find two types of applications for Java developer position but you can customize them to match your skills and career goals.

Sample application letter form when responding to a job offer

Name and surname, address, contact information

Company and company address

Subject: Application for employment

Place and date

Based on your advertisement in ……, posted on ……, I am applying for the position ……

The vacancy in your company appealed to me because I have been in programming for more than 10 years. During this period I have gained many practical skills that I can use when working for your company. I am fluent in English, German and I know programming languages Java and Python. My greatest strengths are reliability, flexibility and good communication skills.

I will be happy to provide you with further information during a personal interview. Thank you in advance for your consideration of my application.

In …… on……

……………………

Signature of the applicant

Attachments:

CV, cover letter

Model application form for self-initiated recruitment

Name and surname, address, contact information

Company and company address

Subject: Application for employment

Place and date

Based on my own initiative and information about your company, I am contacting you to apply for the position ……

I have completed …… (school/department). I assume that my experience would be beneficial for your company.

I have been in the programming field for more than 10 years. During this period I have gained many practical skills that I can use when working for your company.

My strengths are precision, communication and flexibility. I have very good organizational skills that I can apply in a teamwork. I am fluent in English, German and I know Java and Python programming languages.

Even though your company does not currently have any job vacancies posted, I hope that my application will appeal to you and that I will be given the opportunity to present myself at a personal interview. Thank you in advance.

In …… on ……

……………………

Signature of the applicant

Attachments:

CV, cover letter

The cover letter provides information about you and your strengths

Cover letter meaning

The cover letter is very similar to an application letter. The biggest difference is the fact that it is often part of the forms that companies have on their websites. Therefore, you do not need to write it in a separate document.

The role of a cover letter is the same as for an application letter. This means that it should provide information about you and why you are interested in the job to the potential employer.

If you are writing a cover letter for your CV in a separate document, the same rules apply as for the application letter:

• Use a universal font such as Times New Roman, Arial or Calibri.
• Use black font and avoid a variety of bold colours.
• Make sure the text is aligned.
• Check that the font type and size is the same throughout the document.
• Read the text once finished to make sure it is free of typos and grammatical errors.

What cover letter should include

The cover letter when sending your CV should:

• Start with the salutation – address the text directly to the contact person.
• Be concise – the cover letter should be brief and concise. You can give the employer more information at the interview.
• Make it relevant to the job – explain why you are the ideal candidate for the position.
• Include your strengths – this can tune the recruiter in and motivate them to find out more about you.

If you follow all these points, the cover letter will look something like this:

Dear Mr. …..,

I am responding to your job offer published in …… dated …… I believe that my experience and qualifications make me a suitable candidate for this job.

I am a computer science graduate with more than 10 years of experience in the field. In my previous job I gained a lot of practical knowledge that I could use when working for your company.

My greatest strengths are reliability, flexibility and good communication skills. I am fluent in English, German and I know programming languages Java and Python.

I will be happy to provide you with further information during a personal interview. Thank you in advance for your consideration of my application.

Regards,

Your name

The most common mistakes when writing a cover letter for job application

You already know how to write an application letter or cover letter. But beyond that, you should also be aware of the mistakes that many job seekers make. What to watch out for?

• Don’t use one-size-fits-all wording – don’t send the same cover letter or job application to every company. The universal-sounding text looks impersonal and the recruiter at that company knows that they are not the only one who got it. Always read the job offer well and find out more about the company. Then use these details in your writing to show that you’re genuinely interested.
• Always read the text once finished – never send it without going through it at least once.
• Only use truthful information – don’t make anything up in your application letter or cover letter. Only write information that can be supported by your CV.
• Use the correct file format – if you are sending image attachments, send the letter or application in PDF, JPEG or PNG format. If you are sending text only, you can use PDF or Word (.doc or .docx).

Get your dream job

An application letter and cover letter can improve your chances of getting a job. However, they must be written correctly. Use our practical tips to respond to job offers and take advantage of great employee benefits!

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Application letter and cover letter: how to write them?

Zuzana Kocáková

At msg life Slovakia I take care of the company culture, events and I am part of the marketing team. I like a job where I can be creative and contribute to making my colleagues at msg feel good. I regularly prepare for you not only news and interesting things from the world of information technology and insurance, but also from behind the scenes events at msg life Slovakia.