English for 2 A-F Diploma program 3 (D-III)

Parts of the Application Letter

I. Theory of Application Letter
If you are applying for an advertised position, have the ad in front of you and refer to it
frequently. Be sure to address all the job requirements in the letter.

Match some of the keywords and skills from the advertisement or company Website with the
skills in your resume and letter.

Return Information/Heading
It is now permissible to only include your name, E-mail address and cell phone number. It is
acceptable to eliminate your address due to privacy and safety issues. Be sure your E-mail
address is mature and professional. Ideally, it should contain parts of your name for ease of use.

Inside/Letter Address
It is very important that you address your letter carefully. After spending time making your letter
perfect, you do not want it to be directed to the wrong person or get lost in the mail.

If there is a contact name on the ad, address your letter to that person. (Mr. John Smith)

If you are writing to a company for a job, the chances are that unless you have contacts on the
inside you will not know the name of the person you need to use in the inside address. In this
case you can address your letter to the manager of the specific department (Sales Manager,
Personnel Manager, etc.) or use Ladies and Gentlemen.

You should also make sure that the recipient's name, department and address details on the
envelope are the same as at the top of the letter.

This is also known as the greeting. The person’s name should be followed by a colon (:) or left
blank. Do not use a comma. (Commas are permissible for use in personal letters; not business
letters.

 Dear Mr. Smith: If you know the name of the person to whom you are writing.
 Dear Ms. Chambers: If you are not sure of the marital status of a female recipient.
 Ladies and Gentlemen: If you have no idea as to the name of the recipient.
Body
The body of the letter contains four basic parts and should be three or four paragraphs long.
These paragraphs should attract the employer’s attention; state your interest in the company and
position; arouse the employer’s desire to interview you; and request that the employer take action
in the form of an interview. (AIDA)

First Paragraph
Identify the purpose of the letter—why you are writing. Be specific. Tell the reader how you
learned about a job opening. Tell the employer what job you want.

Examples:

 In response to the advertised position in The Evening Sun on July12, please consider my
résumé in your search for an office assistant.
 I was pleased to hear from Jeremy Green that you will soon have a vacancy for a
Marketing Assistant. I am very interested in this position. With the skills that I possess, I
know that I could be an asset to your company.
 I am writing to apply for the Photographic Assistant position as advertised in the
November 1 edition of The Evening Sun.

Referrals and leads from friends and family members (networking) are the best way to learn
about a job. Most employers enjoy getting referrals. They trust the recommendation of a valued
employee or friend who states that you would be a good employee.

Examples:

 Mr. Peter Lo, a programmer in the systems programming department, suggested that I
contact you regarding an opening you may soon have for a Marketing Trainee.
 I was referred to you by Mike Thomas, who is a member of my church and a longtime
family friend.
 I am sending you my resume to you because of a referral from Mike Thomas, an
associate in your Baltimore store.

Second Paragraph
Why should an employer be interested in hiring you? Briefly describe your professional and
academic qualifications that are relevant to the position. Relate experiences that you have had,
classes you have taken or skills you possess that satisfy the job requirements. If the job was
advertised, refer to all of the required skills mentioned.

Examples:
  As my resume indicates, I am active in theater in high school and had important roles in
two plays. My school activities include being a member of both forensics and student
government. With these experiences, I can offer you excellent communication and
interpersonal skills. During the school year, I maintain a 3.0 average and work ten hours
per week. My technical skills include familiarity with Windows, Microsoft Office
applications and Google Docs. I use the Internet regularly and can keyboard more than
45 words per minute.
 As a computer science major with a sincere interest in................. (elaborate your
educational background)
 Interacting with people has always been one of my strongest attributes. During my last
summer job, I coordinated..........(state your work experience)
 For my senior graduation project, I built a personal computer .............. (state your
ability)

Third Paragraph
Emphasize what you can do for the company. Outline a relevant career goal. For example, if you
are applying for sales positions, do not say that you are training to be an airline pilot. Expand on
the most relevant points of your resume.

Example:

 Because I am energetic, reliable, and resourceful, I would be an asset to your

organization. I am willing to learn new things and be the best employee that I can be.

Fourth Paragraph
Request action. For example, indicate your desire for a personal interview and that you're able to
meet with the employer at their convenience. Include your cell phone number and when it would
be a good time to call.

Some advertisements ask you to include salary requirements. You can choose to ignore this.
You can either wait until the interview to talk about money and mention a broad salary range.

Examples:

 You can reach me on my cell phone any day after 4 p.m. E-mail is also a great way to
contact me as I check it daily. I look forward to hearing from you soon. Thank you for
your time and consideration.
 I hope that my qualifications are of interest to you and that an interview might be
arranged at your convenience. I can be reached at (717) 876-5432 or a message can be
left on my cell phone. I look forward to meeting you.
Closing the letter
Finish your letter with an appropriate Complimentary Closing (Sincerely, or Sincerely yours,).
Leave enough room to sign the letter before keying your name. Do not forget to sign it.
Remember to include an enclosure notation at the bottom.

II. Format of Application Letter

A. General Format
B.Detailed Format of Application Letter
 III. Types of Application Letter
There are three types of application letter, they are :

 Solisated Letter
 Unsolisated Letter
 Application Form
1. Solicited Application Letter is a letter done by applicant(s) because
there is a vacancy informed. The information of vacancy of the job can
be checked from advertisements (newspaper, radio, etc), or friends
(senior friends who work at that company).
2. Unsolicited Application Letter is a letter done without getting the
information of vacancy of the job from the company or institution you
apply. What are you doing is to try by yourself to get this new job.
3. Application Form is a letter prepared by company, ect, at the time the
team of that company comes to recruit to applicants. What is done by
applicants are only to fill out the form suitable with the data they have.

This is an example of Application Form

Today’s Date: ____________________

Name of Position for Which You Are Applying: _________________

Name: ________________________________________________

Address: ______________________________________

Apt./Unit________________

City: ___________________ State: __________________

ZIP Code: ______________

Phone: ___________________ Email Address: _____________

Salary Required: __________________________ (The legality of this question

varies by company location.)
When Are You Able to Start This Job?
_______________________________________

Are you legally eligible to work in the foreign country.? Yes No

Have you been convicted of a felony in the past 5 years?

Yes

No Details: ______________________________________________ (The

legality of this question varies by company location.)

Have you worked for this company in the past? Yes No Details:
_______________________________________________

Employment History

Position Title: _____________________________________________________

Responsibilities: ___________________________________________________

Employer: _______________ From: __________ To: __________

Employer Address: _________________________________________________

Manager: ______________________Phone: ____________________

May we contact this employer? Yes No

Reason for Leaving: _______________________________________________

Position Title: _________________________________________________

Responsibilities: _______________________________________________

Employer: _______________From: __________ To: __________

Employer Address: _____________________________________________

Manager: ___________________Phone: ____________________

May we contact this employer? Yes No

Reason for Leaving: ___________________________________________

Position Title: ________________________________________________

Responsibilities: ______________________________________________

Employer: _____________________ From: __________ To: __________

Employer Address: ___________________________________________

Manager: ______________________Phone: ____________________

May we contact this employer? Yes No

Reason for Leaving: ___________________________________________

Educational Background

Highest Degree Earned: ________ School: ______________________

Major: ________________Minor(s): _________________

Dates Attended: From: ______________ To: ______________

Degree Earned: ______________ School: ______________________

Major: ________________Minor(s): _________________

Dates Attended: From: ______________ To: ______________

Degree Earned: ______________ School: ______________________

Major: ________________Minor(s): __________________

Dates Attended: From: ______________ To: ______________

List any work-related training and certifications. Date Received:

___________________________________________________

I authorize you to verify the information listed above. I certify that the information
contained in this employment application is accurate and truthful. I understand
that providing false information on this application may be grounds for not
offering me employment or for the termination of my employment at any point in
the future.
Applicant Signature: ______________________________________ Date:
________________

By signing the job application certification, the applicant is attesting to the truth of
the information included on the job application. If the job application is online, the
applicant will generally click a box to acknowledge that they are submitting
complete and accurate information. The checked box is considered your
signature in any future employment determinations.

IV. Assignments
Create 3 (three) types of applicaton leter: 1. Solicited, 2. Unsolicited and 3.
Application Form. About the names of company, the address, etc. you use
in the letter, you can design by yourself but it must be appropriate with
your department. Submit your work next week on May, Friday 8, 2020
through the captain of your class. Submit it at my email
address:achmadsjaifullah@yahoo.com

Notes:

1. Add theory of application letter anywhere (internet, books, etc) in

order to improve your work.
2. It must be separated in different page among the three assignments
that I give you.
3. Modify yourself Application Form that you do.
4. To decide the type of application letter (solicited, unsilicted) of the
application letter can be cheched from at the first paragraph of the
body of the letter.