A job application letter is a short, formal letter you send to an employer to introduce yourself and explain why you are interested in a particular job.
It is sometimes called a cover letter. A cover letter is a letter that goes with your CV or résumé and gives the employer a quick explanation of why you are a good match for the position.
The best application letters are not simply copies of your CV. They connect your experience, skills and interest to the specific job you want. It should be tailored to each position and kept concise, generally around 200 to 400 words.
What an application letter should do
Think of your CV as a detailed record of your career, while your application letter is your introduction to the employer.
Your letter should answer four basic questions:
- What job are you applying for?
- Why are you interested in the job?
- What relevant experience or skills do you have?
- Why should the employer consider you?
You do not need to tell your entire life story. The goal is to make the employer interested enough to read your CV and consider you for an interview.
Step 1: Find out who you are writing to
If possible, address the letter to the person responsible for hiring.
For example:
Dear Ms. Johnson,
or
Dear Mr. Williams,
If you cannot find the person’s name, you can use their job title or department, such as:
Dear Hiring Manager,
Dear Human Resources Manager,
You may also see “Dear Sir or Madam,” used as a fallback when the recipient’s name and gender are unknown. It is a traditional, formal greeting, but most modern career advice favours a more targeted greeting like “Dear Hiring Manager” because it reads as less generic. Use “Dear Sir or Madam” only if no better alternative is available.
Avoid using a greeting that is too casual for a formal job application.
Step 2: Start with a clear introduction
Your first paragraph should immediately tell the employer why you are writing.
Mention:
- The position you are applying for
- Where you saw the vacancy, if relevant
- Your current professional background
- Your interest in the opportunity
For example:
I am writing to apply for the position of Marketing Officer at ABC Company. With three years of experience in digital marketing and content development, I am interested in bringing my skills in social media management, campaign planning and communication to your team.
This is better than beginning with a long personal story.
The employer should know within the first few sentences what position you want.
Step 3: Explain what you can offer
This is the most important part of the letter.
Do not simply say:
I am hardworking, dedicated and passionate.
Many applicants use these words, so they do not tell the employer much.
Instead, connect your skills to the actual job.
For example, if you are applying for a customer service position:
In my previous role, I handled customer enquiries by phone, email and in person. I also helped resolve complaints and maintained accurate customer records. This experience strengthened my communication, problem-solving and organisational skills.
This gives the employer something concrete to consider.
A simple formula
You can use this approach:
What I have done + what I learned + how it can help this employer
For example:
In my previous position, I managed the company’s social media pages and created weekly content plans. This helped me develop strong skills in content planning, audience engagement and online communication, which I believe would be useful in this role.
Step 4: Show that you understand the job
A strong application letter should not look as if you sent exactly the same letter to 50 companies.
Read the job advertisement carefully and identify the main things the employer is looking for.
For example, suppose the advertisement says the company needs someone who can:
- Manage social media
- Write reports
- Work with clients
- Meet deadlines
Your letter could focus on your experience in those areas.
You do not have to mention every requirement. Focus on the qualifications and experiences that make you a strong match.
Customizing your cover letter for each position, rather than reusing one general letter for every application, makes a real difference to how it lands.
Step 5: Explain why you want to work there
The employer also wants to know why you chose their organization.
This does not mean writing:
Your company is the best company in the world and I have always dreamed of working here.
Instead, be specific.
For example:
I am particularly interested in this opportunity because of your company’s work in developing digital services for small businesses. My experience working with online content and business communication would allow me to contribute to this area.
This shows that you have taken some time to understand the organization.
Step 6: Write a strong closing
The final paragraph should be short.
You can:
- Confirm your interest
- Mention your CV or résumé
- Express your interest in an interview
- Thank the employer for their time
For example:
I would welcome the opportunity to discuss how my experience and skills could contribute to your team. My CV is attached for your consideration. Thank you for taking the time to review my application, and I look forward to hearing from you.
Then finish with:
Yours sincerely,
[Your full name]
The basic structure of an application letter
A good application letter normally follows this order:
Your name Your phone number Your email address Your location, where appropriate
Date
Employer’s name Job title Company name
Dear [Name/Hiring Manager],
Paragraph 1: State the job you are applying for and introduce yourself.
Paragraph 2: Explain your relevant experience, skills and achievements.
Paragraph 3: Explain why you are interested in the organization and how you could contribute.
Final paragraph: Express your interest in an interview and thank the employer.
Yours sincerely, Your full name
A cover letter normally should be about one page or less, generally around 200 to 400 words across three or four short paragraphs.
A complete example
Imagine that Sarah is applying for a Communications Assistant position at a company called Bright Solutions.
Here is how her application letter could look:
Sarah Mensah
Phone: +233 00 000 0000
Email: sarah.mensah@email.com
Accra, Ghana
11 September 2026
The Hiring Manager
Bright Solutions
Dear Hiring Manager,
I am writing to apply for the position of Communications Assistant at Bright Solutions. I have experience in content creation, social media management, and general communications, and I am interested in the opportunity to contribute these skills to your team.
In my previous role, I supported social media content development, prepared written materials, and communicated with clients and members of the public. I also managed multiple tasks at once and learned to meet deadlines while maintaining attention to detail. These experiences have strengthened my writing, communication, and organisational skills.
I am particularly interested in Bright Solutions because of your focus on using digital communication to connect businesses with their customers. I believe my experience in content development and digital communication would allow me to contribute positively to your communications activities.
I would welcome the opportunity to discuss my application and explain how my experience could benefit your team. My CV is attached for your consideration. Thank you for taking the time to review my application.
Yours sincerely,
Sarah Mensah
If you have little or no work experience
You can still write a good application letter.
Instead of focusing only on previous employment, talk about relevant:
- Education
- Internships
- Volunteer work
- School projects
- Freelance work
- Training
- Community activities
- Personal projects
- Skills you have developed
For example, someone applying for an entry-level social media position could say:
Although I am at the beginning of my professional career, I have developed practical experience creating content for social media through school projects and personal work. I am comfortable using social media platforms, writing short-form content and learning new digital tools.
The important thing is to be honest. Do not invent experience simply because you think the employer expects it.
If you are changing careers
You can use the application letter to explain why your previous experience is still useful.
For example, someone moving from teaching into customer service might write:
My five years of teaching experience have developed strong communication, organisation and problem-solving skills. I regularly worked with people from different backgrounds, managed competing responsibilities and explained information clearly. I believe these skills are highly relevant to the customer service position.
This is useful because it helps the employer understand how your previous career connects to the new one.
If you have a gap in your employment
You do not necessarily need to explain every period when you were not working.
If the gap is important to understanding your application, you can briefly explain it without providing unnecessary personal information.
For example:
After leaving my previous position, I used the period to complete professional training and develop additional skills in digital marketing.
Employment gaps can sometimes be worth addressing in a cover letter, particularly when the experience gained during the gap is relevant to the position.
What you should not put in an application letter
Avoid making the letter unnecessarily long.
You generally do not need to include:
- Your entire employment history
- Every course you have taken
- Every skill you possess
- Personal problems that are unrelated to the job
- Long explanations about why you need the job
- Information that is already irrelevant to the position
- False qualifications or experience
The letter should focus on what you can contribute to the employer.
Common mistakes to avoid
1. Sending the same letter everywhere
A letter addressed to one company but mentioning another company is an obvious mistake.
Always check the company name and position before sending.
2. Repeating your CV word for word
Your application letter and CV should work together.
The CV gives the employer the details. The letter explains which parts of your background are particularly relevant to this job.
Avoid simply repeating your résumé in the cover letter.
3. Making the letter too long
Hiring managers may have many applications to review. A short, focused letter is usually more effective than several pages of unnecessary information.
4. Using vague statements
Instead of:
I am a very hardworking person with excellent skills.
Try:
In my previous role, I managed weekly client reports and consistently completed them before the required deadline.
The second statement gives evidence.
5. Making spelling and grammar mistakes
Proofread the letter before sending it.
It can also help to ask another person to read it and check for errors before you submit.
6. Ignoring the job advertisement
If the employer asks for a CV and cover letter, provide both.
If the employer gives specific instructions about what to include, follow them carefully. Some employers make a cover letter optional, while others specifically require one.
Application letter vs CV
The easiest way to understand the difference is:
| Application letter | CV or résumé |
|---|---|
| Introduces you to the employer | Gives detailed information about your background |
| Explains your interest in the position | Lists your work experience and education |
| Highlights your most relevant strengths | Provides a broader record of your qualifications |
| Usually one page or less | Often one or more pages |
| Written specifically for the job | Can contain more comprehensive career information |
Think of the CV as the full record and the application letter as the introduction.
Should you send an application letter with every job application?
Not necessarily.
Follow the instructions in the job advertisement.
If the employer specifically requests a cover letter, you should provide one. If it is optional, it can still be useful when you have something relevant to explain or highlight. Some employers do not request one at all.
When applying by email, the application letter can sometimes be written in the body of the email rather than attached as a separate document, depending on the employer’s instructions.
The easiest way to write one
Before you start writing, answer these five questions:
1. What is the exact job title? Example: Administrative Assistant
2. Why do I want this job? Example: I want to build my career in administration and believe the organization offers relevant opportunities.
3. What experience do I have that relates to the job? Example: Two years of office administration experience.
4. What are my strongest relevant skills? Example: Customer service, Microsoft Office, organisation and communication.
5. What can I offer this employer? Example: Experience handling customers, preparing documents and managing office records.
Once you have these answers, turn them into three or four short paragraphs.
The result should be a letter that is specific, honest, relevant and easy to read.
A simple formula to remember
Introduce yourself → Name the job → Show relevant experience → Explain your interest → Ask for an interview → Thank the employer
That is the basic structure of a strong job application letter.
References
CareerOneStop. (n.d.). Cover letters. U.S. Department of Labor. https://cloudfront.careeronestop.org/JobSearch/Resumes/cover-letters.aspx
CareerOneStop. (n.d.). Cover letters: Veteran and Military Transition Center. U.S. Department of Labor. https://cloudfront.careeronestop.org/Veterans/JobSearch/ResumesAndApplications/cover-letters.aspx
CareerOneStop. (n.d.). How to: Find a job now: Apply for jobs. U.S. Department of Labor. https://cloudfront.careeronestop.org/HowTo/FindAJobNow/apply-for-jobs.aspx
CareerOneStop. (n.d.). Job applications. U.S. Department of Labor. https://cloudfront.careeronestop.org/JusticeImpacted/FindAJob/PrepareYourResume/job-applications.aspx
