There are different types of Job Search applications. Nowadays it is increasingly common to send the application by email, but if this is not possible you can send it by post.
When sending in a postal application, you should find out the name of the person handling the job applications and address the letter personally to him or her. Here are some hints.
Writing application letters to send by post
- Applying for a form for a job vacancy.
A job advert on the internet or in a newspaper might ask you to send in for an application form. This would be a short message. You need not write much about yourself. Give the job title, and also the reference number (if there is one). Say where you saw the job advertised. (See example 1)
Some employers ask you to apply in writing for a vacancy and ask for your CV (Curriculum Vitae). (Also see the article on 'Writing your first CV'). Mention in this letter one or two of the key skills you have which make you suitable for this job. (See example 2)
- Speculative or 'on spec' letters
Write 'on spec' to companies to ask if they have vacancies now or if they will have vacancies soon. State the type of work you want. Describe some of your skills. Include your CV. Send your ‘on spec’ letter to a particular named person. (See example 3)
Example 1: Letter to request an application form
12 Low Road
Anytown
A29 41X
Tel. 1234 7890
iansmith@email.com
5 June 2008
Mr K Jones
Human Resources Manager
Business Inc.
21 High Road
Anytown
A92 9QX
Dear Mr Jones
Position of Clerical Assistant, Ref. 12345
With reference to the above position advertised on the ACME Jobsearch website on 4 June, would you please send me an application form and any further details.
Yours sincerely
Ian Smith
Example 2: Letter to accompany a CV or application form
12 Low Road
Anytown
A29 41X
Tel. 1234 7890
iansmith@email.com
5 June 2008
Mr K Jones
Human Resources Manager
Business Inc.
21 High Road
Anytown
A92 9QX
Dear Mr Jones
Position of Clerical Assistant, Ref. 12345
Please find enclosed my CV for the above vacancy advertised on the ACME Jobsearch website on 4 June.
As you can see from my CV I have excellent keyboard skills and I am competent in Word for Windows. I have had considerable experience in an office environment and possess excellent oral and written communication skills. I enjoy both working on my own initiative and as part of a team.
I hope this information is sufficient for your present purpose. Should you require any further information please do not hesitate to contact me.
I look forward to hearing from you.
Yours sincerely,
Ian Smith
Example 3: A speculative letter to accompany a CV
12 Low Road
Anytown
A29 41X
Tel. 1234 7890
iansmith@email.com
5 June 2008
Mr K Jones
Human Resources Manager
Business Inc.
21 High Road
Anytown
A92 9QX
Dear Mr Jones
I am writing to you regarding employment opportunities that Business Inc. may have for a qualified Clerical Assistant.
As you will see from my CV I have considerable experience of working in an office environment. I have excellent keyboard skills and am competent in Word for Windows and Lotus 1-2-3. I am qualified to HND level in Business Administration.
I believe that my skills and experience could be of value to your organisation and would welcome the opportunity to discuss this with you further. I will call soon to arrange a suitable time.
Yours sincerely
Ian Smith
Notes
- If you are responding to a job advert, read the advert carefully. Make sure you follow any instructions given when writing your letter.
- If you are sending an 'on spec' letter, phone the company first to find out the name of the right person to address it to. Send the letter to this person by name, not to the company in general, and not to “The Manager”.
- Send a letter with your CV or form unless the advert asks you not to.
- Keep the letter short - the employer gets lots of applications.
- Use A4 cream or white paper.
- Type the letter unless they ask you to apply in your own handwriting.
- If you are writing by hand, do a rough draft of your letter first.
- If you handwrite a letter, use a black pen. Write on only one side of the paper.
- Check spelling and grammar. Don’t make changes. If you find a mistake, reprint or rewrite the letter.
- Type or print your name under your signature.
- Keep a copy.
- Some employers don’t answer job applications. Don’t wait for a reply - look for the next job!
Sending an application by email
Generally email communication follows fewer hard and fast rules than letter writing. It is not usually necessary to place the whole address of yourself and of the recipient in formal lines at the top. However you should insert all your own contact details - postal address, telephone number and email address - either at the top or at the foot of the message.
It’s best to set the tone of your message according to the kind of organisation you are applying to.
If it is a conservative kind of company with more traditional managers, you might follow these guidelines:
Mr Kenneth Jones
Human Resources Manager, Business Inc.
Dear Mr Jones
Position of Clerical Assistant, Ref. 12345
With reference to the above position advertised on the ACME Jobsearch website on 4th June, would you please send me an application form and any further details.
Thank you.
Ian Smith
12 Low Road, Anytown, A29 41X
Tel: 1234 7890
Email: iansmith@email.com
If, on the other hand it's a company in one of the newer industries, with a youthful image and management, you can be more informal:
Position of Clerical Assistant, Ref. 12345
Kenneth Jones
I am interested in the above vacancy, posted on the ACME Jobsearch website on 4th June. Would you please send me details on how to apply?
Thank you.
Ian Smith
12 Low Road, Anytown, A29 41X
Tel: 1234 7890
Email: iansmith@email.com