Letter of Application
Purposes:
- sole purpose is to get the recipient to read your CV and raise enough interest for them to want to interview you
- allows you to sell yourself by pointing out key features of your CV
- gives you the opportunity to include material that is not in the CV, especially personal qualities that you listed when making your preparations
- shows a prospective employer that you know how to write a letter
- a test of your ability to communicate clearly and effectively
- demonstrate your writing ability
(taken fromhttp://www.askoxford.com/betterwriting/successfulcv/application/?view=uk
and http://www.indiana.edu/~wts/pamphlets/personal_statement.shtml)
Sample Format:
(Your name)
(Your address)
(Your telephone number)
(Your e-mail address)
(Date) 23/03/2009
Mrs Davis (Name of employer)
The Manager (Title of employer)
H Sons Ltd
43 Sandy Lane
Hammerhill
Leicestershire
LE10 8SD (Address of company)
Dear Mrs Davis,
Re: The post of xxxxx
(Introduction) I am writing to apply for the post of which was advertised in the Hammerhill Mail on 14 June.
(Body paragraph 1)
(Body paragraph 2)
(Body paragraph 3)
(Conclusion)
I look forward to hearing from you.
Yours sincerely,
______(Your signature)___
(Your full name)
Structure:
1) Opening:
- top right hand corner à your address and the date
- left hand side à address the letter (including name of person, title, company name, address and any position reference number)
2) Introduction (1st paragraph)
- state why you are writing to them
- detail the job and position you are applying for
- state the circumstances that have led you to apply for this job (advertisement? Recommendation of an agency or a friend?)
- a way to start the paragraph: “Please find enclosed my CV, which I am forwarding to you as an application for the position of……”
3) Body paragraphs (provides you the opportunity to present yourself to the employer) (2-3 paragraphs at most)
Body paragraph 1:
- tell the reader what you can offer and why they should read your CV
- summarize your experience and skills in 1-2 paragraphs AND respond to the position requirements
- explain why you are suitable for this job (sell yourself on some unique points)
- emphasize the skills you have which make you particularly suitable for the job
- analyse your career and summarize it in a few sentences
- highlight what you specialize in or how many years of experience you might have in the industry/ the level you may have reached
- answer any specific questions posed by the advert or job details
- should always direct the reader to your CV
- a way to start the paragraph: "You will see from my enclosed CV...." ; then go ahead and tell them something about your career which will immediately get their interest.
Body paragraph 2:
- a brief description of your personal skills
- list briefly the personal qualities you would bring to it
- Respond to the company’s needs
- use adjectives like “demonstrated ability”, “well developed”, “strong
4) Conclusion
-
- round the letter off, leaving the reader with a positive image
- briefly sum up the selling points made in the body of the letter
- ask for some action from the recipient (e.g. an interview)
- state where and how the employers can reach you
- include contact information, such as e-mail address or phone number where you can most easily be reached, and when you are available for calls, etc.
- thank the recipient for giving you the opportunity to apply
- mention any items enclosed (including the CV)
- express willingness to provide any further information that the reader may want to read
5) Closing
- add a closing remark, either “yours faithfully” or “yours sincerely”
*“yours sincerely” is used when the name of the recipient is addressed (i.e. NOT dear sir/madam)*
- leave a few spaces for your signature
- place your full name
Important features:
- not too long (avoid two sides of rambling prose)
- clear, concise and straight to the point
- brief, no more than one page in length
- easy to read and flow well
- only the absolute necessary information included
- everything is correctly addressed and spelled
- no grammar or spelling errors
- job requirements are responded
- must be *perfect*
- pretentious words avoided
(taken from http://www.askoxford.com/betterwriting/successfulcv/application/?view=uk
and http://www.engineers-international.com/careersletters.html and http://www.writeexpress.com/application.htm)
Sample letter applying for an internship for a BCCB student:
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Text of letter
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Comments
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Dear Dr. Miller,
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For the US, use Dr., not Prof., to address someone.
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I am a second-year student of Biochemistry and Cell Biology at the International University Bremen, Germany.
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Introduce yourself first.
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In order to gain practical experience in a research environment and to explore graduate school options, I wish to perform a 10-week internship in a research laboratory, and I would like to ask whether there might be a place available in your laboratory from June to August, 200x.
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Tell the addressee what you want from them, and why.
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During my studies at IUB, I have become interested in studying the molecular mechanisms of the immune response. I find it especially interesting how one might manipulate the system in order to induce specific immunity against viruses or other pathogens. The molecular basis of this is antigen presentation through MHC class I molecules, and I would like participate in research on them because it combines techniques across the whole spectrum of the life sciences, from molecular dynamics to cell biology.
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First, you need to demonstrate that you have a connection to the subject.
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I came across your laboratory when reading the literature on MHC class I molecules, and especially the work in your group described in the Journal of Immunology, 2004 ("The role of class I molecules in ankylosing spondylitis") and in Nature, 2005 ("Class I haplotype determines clinical outcome of ankylosing spondylitis") has motivated me to write to you.
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Next, you should demonstrate that you know some of the work from the lab, ideally by mentioning the titles of a couple of interesting papers (make sure you have actually seen them).
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I would be very excited to participate in work on a similar subject.
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Do not suggest an actual research project - as an intern you have no control over that.
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Regarding my training, I am convinced that the intense teaching approach at IUB has equipped me with solid fundamental knowledge of biochemistry and cell biology. Since IUB puts its students on the track to a career in research, this is complemented by laboratory courses from the first semester on. In addition, I have worked as a research assistant in Prof. xxx's lab for xxx months to gain some additional experience.
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You must convince them that you are well-trained. (only write what actually applies to you)
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If I am given the chance to work in your group, I am certain that due to my previous training and my enthusiasm for the subject I will be able to make a meaningful contribution to your research effort.
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Explain what your host will be able to get from your time with them?
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I have attached my CV, which contains the details of my theoretical and practical training, my current university transcript, and the names and addresses of three referees. If you wish, I can ask them to send their letters directly to you.
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Normally, for an internship, the prospective host would contact the referees and ask for the letters.
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I am looking forward to hearing from you.
Sincerely,
.......
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- it would be better if the addresses and date are included (see sample format)
- the letter is brief, yet very precise and straight to the point
- the language used is formal but not pretentious
- would be more polite if “yours sincerely” is used instead
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