Four short paragraphs
- The job, and why you. Name the job and where you saw it, then sum up in a sentence what you bring.
- Your proof. One or two examples from your work or studies that match what the job asks for, with results.
- Why them. What you would do for this employer in particular: something from the job advert, their work or their plans.
- A short close. Thank them, and say you would welcome the chance to meet.
Keep the whole letter to one page.
Write to a person
If the job advert or the company’s website names the person who is hiring, write to them by name. It shows you took the trouble, and it is more likely to be read.
If you cannot find a name, use the usual fallback where you are applying.
Habits differ by country
India. The date, then “To,” and the person’s name, title and company address. A subject line such as “Subject: Application for the post of Accounts Trainee” comes before the greeting. “Dear Sir/Madam,” is the fallback.
United States. No subject line. The greeting ends with a colon: “Dear Ms. Whitfield:”, or “Dear Hiring Manager:” if you have no name. Close with “Sincerely,”.
United Kingdom. The greeting is “Dear Ms Shaw,” or “Dear Sir or Madam,”. Close with “Yours sincerely,” when you used the person’s name, and “Yours faithfully,” when you did not. A subject line, if you use one, goes after the greeting.
In the builder, the subject line, the greeting and the closing are each a field of their own, so you can follow the habit of the place you are applying to.
Match your CV
Use the same name, contact details and template as your CV, so the two look like a pair. Do not repeat your CV line by line. Pick the two or three things that matter most for this job and say more about them.
Mistakes to avoid
- One letter for every job. Employers can tell, and it wastes the chance to say why them.
- Starting with “My name is”. Your name is at the top and at the bottom.
- Saying what you want from the job, and not what you would bring to it.
- Going over a page.