Business Correspondence — Application Letters




This section focuses on the application letter (sometimes called a "cover letter"), which together with the resume is often called the "job package." You may already have written one or both of these employment-seeking documents. That's okay. Read and study this section, and then apply the guidelines here to the resumes and application letters you have created in the past.

Note: Students enrolled in Online Technical Writing are encouraged to take the optional reading quiz on this chapter. (Anybody else is welcome to try it as well.)

This section presents many different ways to design and write application letters. Nothing here is trying to force you into one design. You design your own letter using whatever you find here that is useful and any other sources you know of.

In many job applications, you attach an application letter to your resume. Actually, the letter comes before the resume.

The role of the application letter is to draw a clear connection between the job you are seeking and your qualifications listed in the resume. To put it another way, the letter matches the requirements of the job with your qualifications, emphasizing how you are right for that job. The application letter is not a lengthy summary of the resume — not at all. It selectively mentions information in the resume, as appropriate.

Be sure to check out the example application letters accompanying this chapter:

The frames and nonframes versions work only on Netscape versions 3-5, but not on Netscape 6 or any version of Internet Explorer. See Netscape 5 archives.
Example application letter 1: Technical writing intern Frames Nonframes Plain
Example application letter 2: Science editorship Frames Nonframes Plain
Example application letter 3: Database programmer Frames Nonframes Plain
Example application letter 4: Quality assurance manager Frames Nonframes Plain
Example application letter 5: Programmer/analyst Frames Nonframes Plain

For related matters:

Common Types of Application Letters

To begin planning your letter, decide which type of application letter you need. This decision is in part based on requirements that employers may have, and in part based on what your background and employment needs are. In many ways, types of application letters are like the types of resumes. The types of application letters can be defined according to amount and kind of information:

How do you know which to write? For most technical-writing courses, write the highlight letter. However, in "real-life" situations, it's anybody's guess. Try calling the prospective employer; study the job advertisement for clues.

Common Sections in Application Letters

As for the actual content and organization of the paragraphs within the application letter (specifically the highlight type of application letter), consider the following comon approaches.

Introductory paragraph. That first paragraph of the application letter is the most important; it sets everything up — the tone, focus, as well as your most important qualification. A typical problem in the introductory paragraph involves diving directly into work and educational experience. Bad idea! A better idea is to do something like the following:

And you try to do all things like these in the space of very short paragraph — no more than 4 to 5 lines of the standard business letter. (And certainly, please don't think of these as the "right" or the "only" things to put in the introduction to an application letter.)

Main body paragraphs. In the main parts of the application letter, you present your work experience, education, training — whatever makes that connection between you and the job you are seeking. Remember that this is the most important job you have to do in this letter — to enable the reader see the match between your qualifications and the requirements for the job.

There are two common ways to present this information:

If you read the section on functional and thematic organization of resumes, just about everything said there applies here. Of course, the letter is not exhaustive or complete about your background — it highlights just those aspects of your background that make the connection with the job you are seeking.

Figure 1-4. Common sections of application letters. You can organize the letter thematically or functionally the same way that you can the resume.

Another section worth considering for the main body of the application letter is one in which you discuss your goals, objectives — the focus of your career — what you are doing, or want to do professionally. A paragraph like this is particularly good for people just starting their careers, when there is not much to put in the letter. Of course, be careful about loading a paragraph like this with "sweet nothings." For example, "I am seeking a challenging, rewarding career with an dynamic upscale company where I will have ample room for professional and personal growth" — come on! give us a break! Might as well say, "I want to be happy, well-paid, and well-fed."

Closing paragraph. In the last paragraph of the application letter, you can indicate how the prospective employer can get in touch with you and when are the best times for an interview. This is the place to urge that prospective employer to contact you to arrange an interview.

Background Details in the Application Letter

One of the best ways to make an application letter great is to work in details, examples, specifics about related aspects of your educational and employment background. Yes, if the resume is attached, readers can see all that details there. However, a letter that is overly general and vague might generate so little interest that the reader might not even care to turn to the resume.

In the application letter, you work in selective detail that makes your letter stand out, makes it memorable, and substantiates the claims you make about your skills and experience. Take a look at this example, which is rather lacking in specifics:

As for my experience working with persons with developmental disabilities, I have worked and volunteered at various rehabilitation hospitals and agencies in Austin and Houston [say which ones to inject more detail into this letter]. I have received training [where? certificates?] in supervising patients and assisting with physical and social therapy. Currently, I am volunteering at St. David's Hospital [doing what?] to continue my education in aiding persons with developmental disabilities.

Now take a look at the revision:

As for my experience working with persons with developmental disabilities, I have worked and volunteered at Cypress Creek Hospital in Houston and Capital Area Easter Seals/ Rehabilitation Center and Health South Rehabilitation Hospital in Austin. I have received CPR, First Aid, and Crisis Intervention certificates from Cypress Creek Hospital. Currently, I am volunteering at St. David's Hospital assisting with physical therapy to persons with developmental disabilities in the aquatics department.

Checklist of Common Problems in Application Letters


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