HOW TO WRITE AN APPLICATION LETTER

 

Objectives

By the end of the lesson, the learner should be able to:

1. Identify features of a good application letter
2. Write a good application letter

 

You’re excited about a job vacancy and would like to apply for the position.

If you’re here because you want to learn how to write an application letter, then you came to the right place!

We write application letters when we are looking for a job, a scholarship, seeking school admission or membership in an organization

 
Why is it important to learn how to write application letters?

Writing application letters is a vital life hack.

An application letter explains why you are qualified and should be selected for an interview. It also backs the content of your curriculum vitaé.

While a CV focusses on your achievements and qualifications, an application letter amplifies the achievements, centers around your personality and clarifies why you are the appropriate candidate for the post.

 

How to write an application letter for a job

This article will give you all the tips you need in order to write a brilliant application letter for employment.

 

Features of an application letter

• Writer’s address
• Date
• Recipient’s address
• Salutation
• Subject
• Body
• Opening paragraph
• Main body paragraphs
• Closing paragraph
• Complimentary close

 

Writer’s address

• Consists of the writer's post office box number and town
• Do not write your name as part of the address
• You may include your contact information e.g. telephone number or email address
• No punctuation 
• Skip a line and write the date under the address

 

Date

• Write out the entire date including the full month
• In British English you could write the date as 14^th August 2021. In American English you could use August 14, 2021.

 

Recipient’s address

• Consists of the reader’s business title (e.g. the hiring manager, the human resources manager etc.), the name of the company, organization or institution, the post office box number and the town.

 

Salutation

• Begin with “Dear” followed by a respectful title and the name of the person
• Use the full name or the surname, not the first name
• Avoid structures that are deemed outdated such as “Dear sir/madam” or “To Whom It May Concern”.
• Address the recipient by their name to reduce the degree of formality
• If you do not know the reader by name, you can use the department e.g. “Dear marketing department” or a formal title e.g. “Dear HR manager”
• After the salutation, use a colon other than a coma

 

Subject

• Must be relevant to the written content since it works like a title or a heading for the content matter.
• It must be written in a concise formal manner
• It gives a summary of the purpose of the letter
• It is introduced by RE followed by a colon  
• It comes right after the salutation/greetings

 

The body of the letter

• Includes the main content of the letter
• Divided into 3 or 4 paragraphs
• Keep your letter clear, brief, concise and to the point
• Avoid poetic or flowery language
• Use a formal tone
• Use respectful and considerate language

 

Opening paragraph

• Strike the right tone for your industry e.g. use a formal tone when applying for a job in a law firm
• Mention the position you are applying for and where you saw the job listing (e.g. through an advertisement or recommendation by a friend) 
• State why you’re interested in the job/company/organization
• State the name of the company
• State your intention by making a zealous announcement that you’re applying for the open role
• Express your love for the company and your passion for work

 

Main body paragraph

PARAGRAPH 2:

• Elaborate how you would help the company
• Sell yourself passionately

 

PARAGRAPH 3:

• Give your recent work history
• Offer concrete evidence of your most important accomplishments or skills
• Include times when you added value to the previous company
• Provide examples of times when you provided skills that would be useful for the job
• In brief, prove that you have the skills to get the job done or say why you’re the best fit for the job
• Achievements may include: exceeding target profits, meeting customer satisfaction etc. (Use bullets to highlight your achievements)
• Mention if you ever got praises (compliments from your superiors or peers) or awards (e.g employee of the month)
• Experience includes the specific duties that you performed previously. Use numerical figures e.g. I helped to drive up the sales by 35 % within 2 months as the lead marketer at Wazital Records.
• If you have no previous experience, give your academic qualifications, mention the co-curricular activities you excelled in, and say that you’re self-motivated and goal-oriented

 

Closing paragraph

• Briefly explain why you want to work for the employer
• Thank the reader for reviewing your application
• Summarize why you would be a good hire and express your eagerness about the job opportunity
• Mention how you prefer to be contacted (via phone/email) and the times when you’re available
• Politely request the reader to send you an invitation for the interview

 

Complimentary close

• Ways of closing letters of application include Yours sincerely, faithfully, truly, Best regards, Kind regards, Thank you, Sincerely etc.
• In order to give the communication a personal touch, use Yours sincerely other than Yours faithfully
• Capitalise the first letter of your closing tag
• Sign before writing your name in full

 

Note:

• Keep your letter brief. Precisely one page long and no more than four paragraphs
• Proofread and edit for any grammar errors

You can send it together with your curriculum vitae.

FUNCTIONAL WRITING: KCSE PAST QUESTIONS ON APPLICATION LETTER

KCSE ENGLISH PAPER ONE 2020

Kenya Talent Academy is looking for a suitably qualified, experienced and enthusiastic sports coach. 

Responsibilities

• Coaching and training students in a variety of sports 
• Counselling and mentoring the youth 

Requirements 

• A minimum of a degree in Physical Education from a reputable institution 
• A minimum KCSE grade C+ in English
• Some experience in counselling young people
• Excellent communication skills

Imagine you are a qualified for the advertised position, write an application letter addressed to: 

Kenya Talent Academy

Sports and Talent Division 

Ministry of Education

P.O. Box 4410 - 00200

NAIROBI

KCSE ENGLISH PAPER ONE 2016

The Ministry of Health is seeking to recruit Form Four graduates to serve in a campaign aimed at creating awareness among young people on the importance of healthy eating.

Applicants must be:-

• citizens of Kenya
• 16 years and above
• in possession of a national identity card 
• fluent in English and Kiswahili
• able to demonstrate knowledge and experience on issues of healthy eating 
• creative and innovative

Interested persons are required to send their application to the following by 30th November 2016. 

The Principal Secretary

Ministry of Health 

P.O. Box 6789 - 00100

NAIROBI

a)Write a letter of application in response to the advertisement (12 marks)

b) Write a curriculum vitae to accompany your letter (8 marks) 

KCSE ENGLISH PAPER ONE 2012

The Electoral Commission is currently seeking to recruit 800 clerical officers, who will work closely with the commission for two months to register voters in preparation for elections. The clerks will be expected to prepare a voters register. 

Applicants must be: 

• citizens of Kenya
• 18 years and above 
• in possession of a national identification card 
• fluent in English and Kiswahili
• in possession of a KCSE grade C- and above 
• computer literate 
• able to work with little or no supervision

Interested candidates are required to send their application to the following address so as to reach the commission by 30th November 2015. 

The Chief Executive Officer

Electoral Commission

P.O. Box 679439 - 00100

NAIROBI

a) Write an application letter in response to the advertisement (10 marks)

b) Write an accompanying Curriculum Vitae (10 marks)  

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