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Definition and How To Make Application Letter


An application letter is a business document, part of the important correspondence between applicant and organization, firm or company, institution or various boards and committees that publish a vacancy. It is a paper frequently used in all levels of government, commerce, industry, and academia. Students planning to correspond in any undertaking require the understanding of the main points of a job application letter.
Writing a correct job application letter is a useful talent for anyone planning to enter an administrative role in any industry or profession. In order to write a job application letter in the most exact manner, the writer must understand that letters employers are familiar with nowadays were established gradually to become effectual, succinct and workable documents.
A good job application letter addresses all the points stated in the job advertisement. The manner in which a person responds to a commercial announcement alerts recruiters and employers to their capacity, their level of education, personality, and professionalism.
A standard, generic form for the letter of application is (1) to introduce yourself, (2) to state briefly what you want, what position you are applying for, (3) to state clearly why you are qualified for the position, (4) to elaborate as to your special assets, why you are particularly well suited for the job, (5) to highlight your most important training, experiences, skills and accomplishments, and (6) to end with a compelling statement as to why the employer ought to hire you. 
A job application letter, also known as a cover letter, should be sent or uploaded with your resume when applying for jobs. The job application letters you send explain to the employer why you are qualified for the position and why you should be selected for an interview.
Here is information on how to write job application letters, along with job application letter samples, examples, and templates to use to write application letters to apply for jobs.
Writing a job application letters can seems like a challenging task. However, if you take it one step at a time, you'll soon be an expert at writing application letters to send with your resume.
2.      Job Application Letters  
A job application letter, also known as a cover letter, is a document sent with your resume to provide additional information on your skills and experience.
Guidelines for writing a letter of application for employment, including what should be included in the letter, choosing a font size and style, and letter spacing and formatting.
This job application letter format lists the information you need to include in the job application letter you send with your resume. Use this application letter format as a guideline to create customized application letters to send to employers.
Job application letter template to use to create your own personalized job application letters for applying for a job.

·         Steps for Writing a Job Application Letter
The traditional format of a business letter applies to most job application letters. The layout is the first thing noticed: those who receive business letters such as covering letters for a job application expect them to be set out in a specific way.
If everything is set out appropriately, the employer or recruiter concentrates on the content and meaning. If your arrangement on the sheet of paper seems incorrect, unusual or non-traditional, the prospective employer is distracted from the implicit message.
1.      Understand the format, and fill in the content according to that form.
2.      Make a list of all the information to go in the letter.
3.      Be brief, so the letter can fit onto a single page. Set out the text with wide margins. Position your address, the employer’s address, and the subject of the letter in the correct spaces. The subject must be centered at the top.
4.      Start by stating the reason for the letter.
5.      Contain the important parts in three paragraphs, to ensure the main points are clear,.  
6.      Most job application letters have no letterhead, because they originate from an individual. So the message must be placed in the middle, underneath the applicant’s address on the right, between a greeting and a salutation.
7.      The greeting starts, “Dear [Name]”. Always address the employer by their formal name. It is “Dear Mr. Jones,” not “Dear Larry.”
8.      The salutation must be formal, such as “Yours faithfully,” or “Yours sincerely.”
9.      Type your full name in upper case below your legal signature.
10.  Job application letters are customarily formatted in block style, without indents, with all lines aligned left. Aligning all paragraphs to the left is more legible than full justification.
·         Key Points to Consider
§  It is not wise to use slang, technical jargon, abbreviations, contractions, or unexplained acronyms in a job application. Neither is it appropriate to use a conversational tone. Job application letters are serious documents, often used as material evidence or commercial certification.
§  A job application letter has its own appropriate tone and attitude: assertive but unassuming, confident but not arrogant or conceited. It is improper to write overly long sentences full of pretensions or self-satisfaction.
§  Personal items, such as family news or casual felicitations, should be omitted from a good job application letter.
§  Always state the reason for application, the job in question, where you found the announcement, and why you think you are the person most suitable to take up the position.
·         Dos and Don’ts
Dos
Don’ts
Do check all details, even if they are your own and you are very familiar with them. Mistakes in addresses, telephone numbers, or email addresses could mean the application letter does not reach its destination on time. If details become confusing to the recruiter, or show the sender to be negligent or forgetful, the opportunity can be lost
Don’t neglect the significant steps of editing, checking, correctly drafting and proofing your application letter.

Do remember to use the correct traditional layout.
Don’t use a familiar or casual style – letters to apply for a position are impersonal and formal.
Do follow established commercial or academic formats.
Don’t include details unless they are pertinent to the core objective for sending the job application letter.
Do use the best stationery
Don’t use hackneyed phrases, clich├ęs, or other language that could betray a language weakness. Make sure your turn of phrase is precise.
Do contain your text between an appropriate greeting and a traditional salutation.
Don’t ignore the fact that punctuation, syntax, grammar, and word choice affect meaning. The whole package must impress any recruiter or prospective employer with your language skills and talents.
Do check that the date on your job application letter is the same as the day you put it in the mail
Don’t use all caps or too many italics.

·         Common Mistakes
Avoid making mistakes that might be risky, or that might lose you the opportunity to work in the place of your dreams. Some frequent mistakes found are:
§  Omitting to request an interview. Do this in the last paragraph and be firm and clear. Being demanding or rude is also a mistake.
§  Long-winded paragraphs.
§  Being sycophantic or fawning.
§  Text that does not match the occasion and the establishment you approach. Avoid colloquialisms and slang. Remember that a well-mannered message is always most effective.
§  The most frequent mistake made in job application letters is to flout convention and place paragraphs, addresses, or salutations in the wrong place.
§  Incorrectly spaced paragraphs, or a job application letter with more than two paper folds.
§  Insufficient clarity about the position for which you are applying. In addition, people often omit to state their qualification for it, or ask to speak personally with the person in charge.



Notes:
1.      Applicant’s Address
2.      Date
3.      Write in the following sequence
§  Name of the responsible officer
§  Post of the responsible officer
§  Name of the organization
§  Address of the organization
4.      Addressee:
§  Address to the responsible officer as far you can, e.g. Mr. Lee
5.      Title
§  State relevant post
6.      First Paragraph
§  State again the post you are applying for end explain how the vacancy is known
§  In the first paragraph of an unsolicited application letter, you should state the post or job area you are interested in and the reason for making self-referral
7.      Content
§  List the relevant academic qualifications and experience to show that you are the best person for the post
8.      Last Paragraph
§  Indicate your wish for an interview
9.      Closing
§  Use “yours sincerely” if you are addressing to the responsible officer, otherwise, use “Yours faithfully”
§  Sign your name below the closing remark and type your name under signature
10.  Enclosures
§  Resume and copy of certificates should be attached to the letter

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thanks for my group discussion: mutia, dina, and lestari. without our team work, this paper can't be finish.. 
and thanks to my  reference source:
- http://jobsearch.about.com/od/jobapplicationletters/a/job-application-letters.htm
- http://www.scribd.com/
- http://academichelp.net/business-writing-help/write-job-application-letter.html

Wardah F

Wardah F

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