Job Application Letter
Before discussing the Job Application Letter, it will be much better if we
know and understand the general rules of writing it. It has been widely understood
that a potential employer's first impression of us (as job applicants) is our
application letter. This is because our application letter will be able to introduce us
and our curriculum vitae or resume. Our curriculum vitae or resume may never be
read if it is not accompanied with a professional application letter. In other words,
without our application letter, we will never receive a callback. In order to have
more comprehensive understanding about application letter, we need to know the
followings:
The purpose of writing and sending our application letter is actually in order
to get our curriculum vitae or resume read.
The purpose of sending our curriculum vitae or resume is in order to get an
interview.
The purpose of having an interview is to get a job.
Application letters carry more weight than curriculum vitae or resume
Our application letter is also considered as a sales letter because it can sell
our curriculum vitae or resume. Before writing an application letter, it is better for
us to know and understand the tips of writing application letters. It becomes very
important because job seekers often make a mistake in constructing an application
letter. This common mistake is caused by either neglecting an application letter
with their curriculum vitae or resume or writing a poor application letter.
Application letter tips
The following are some general rules of writing a letter of application.
However, we may have some changes which might be included in our application
letter. We should:
use white bond paper in writing our application letter;
use only one page in length in writing our application letter;
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write the heading of our application letter identical to that of the resume in
which we may include our name and contact information;
use a business format for dating and addressing our application letter to the
appropriate person;
write his/her correct position, for an example: "Mrs. Aulia Nourma Putri,
Personnel Manager";
write "Dear Mr. Salam:" or "Dear Mrs. Ulfa:" in our application letter
salutation. However, write "Dear Ms. Cahyani:" if we do not know the
marital status of a female receiver of our application letter; Not that we
should use a colon (:) not a comma (,) after the name of expected receiver
of our application letter.
use formal block (not indented) paragraphs with spaces in between because
an application letter is considered as a business letter.
Related to the contents of an application letter, there are some versions, one
of which consists of 3 (three) paragraphs: 1) Introductory paragraph (containing the
position we are applying for, the reason why we are applying the position, what we
know about the company, and our qualifications), 2) Job matching paragraph
(containing our strengths covering our qualifications, education, experience and
interests, especially those that match the employer's needs, and 3) close paragraph
(containing our statement that we are a strong match for the job position and our
expectation to meet the employer).
The other version consists of 4 (four) paragraphs: 1) the Source where we
get the information, our interest on the job offered, and the requirements needed, 2)
the Applicant’s qualifications, 3) the List of distinguished people who give letter of
recommendation to the applications, and 4) the Applicant’s hope.
As stated before that there are many ways to write job application letters.
The following are the samples of application letters (using the first version)
followed by some explanations, especially on the lay-out and on the contents of
each sample.
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Study the Sample 1
Jl. Gambuta H 9
Tidar Permai – Malang, 65146
[email protected]
January 20, 2018
Human Resources Manager
PT Karya Abadi
Jl. Ir.H Juanda Kav. 17 – 18
Jakarta Pusat
Dear Sir:
I am writing to apply for the position of a programmer that was advertised in
yesterday's Jawa Pos. As you will note from my enclosed curriculum vitae, I have
experienced with a wide range of programming languages through academic
projects and part-time employment.
I have demonstrated excellent skills in addition to strong writing and analytical
skills. I believe my education, skills and experiences fit your requirements, and I
am confident my skills would be an asset to your company.
I am available to meet with you at a time that's convenient to you. Please contact
me to set up a time. I look forward to hearing from you soon.
Faithfully yours,
your signature (not needed when sending via e-mail or for online job
applications)
Akbar Nourma Putra
(0341) 568684 / +6282144384758
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Since this application letter uses a block style, we may write our home address
on the right or left top of the paper. In this part we may write not only the street
and the number of our home-address, the city and its code but also our telephone
number; even we may write our e-mail address.
We may place the date when we write the job application letter under our home
address. The date above can be written as follows:
January 20, 2018
January 20th, 2018
20 January 2008 (without comma)
Since the date is after the 12th of the month, we may write the month in figures,
such as
20 – 07 – 2018
07 – 20 – 2018
But if the date is before the 13th of the month, it is not allowed to write the month
in figures. This is to avoid misunderstanding, for example when we write
10 – 02 – 2018
It may mean “ October 2, 2018” or “ February 10, 2018”
We can write the inside address or the adressee under the date when we write
the job application letter. It can begin with the name of the company or directly
to the manager, such as Human Resources Manager or Personnel Manager, or
to the department, such as Recruitment Department or Personnel Department.
Of course this part must also contain the company’s address (the street, the
number, and the city where the company is situated). In addition, if the job
application letter is sent abroad, then the country where the sender lives must be
included.
We may write the salutation under the inside address or the addressee. If the
the inside address is written as follows “Recruitment Department or Personnel
Department”, then the salutation is written like “Dear Sir (without –s).
However, if the inside address is written directly using the name of the
company, such as “PT. H.M.Sampoerna”, then the salutation uses “Dear Sirs”
(with –s).
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The first paragraph of the job application letter above contains the information
which is relevant to the description of the advertisement of the position that we
are applying for. So, show the skills and expertise that we have that match the
description of the job we are applying for. Besides, it also contains the source
where we got the information about the vacancy, i.e. the advertisement we have
read.
We may state our qualifications which we think are important to tell to the
company we are applying for in the second paragraph.
The third paragraph may contain our available time which can be used by the
company to test and/or interview us.
Note:
If the advertisement we are applying to asks for our expected salary, it is
suggested that we add a sentence in our job application letter that our expected
salary is "negotiable" & to be more prepared for salary negotiations. Then, keep in
mind that the above example of job application letter is only a sample and it should
be personalized for each job, company & person we are applying to. The following
is another sample of job application letters.
Study the Sample 2
The following sample of the job application letter using the second version which
has different contents compared to those of the previous one. In order to get a
better picture of the whole contents, please learn the following sample.
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Jl.Gambuta III / H 9
Tidar Permai
Malang 65146
September 27th, 2017
HR Manager Save The Children
Brawijaya VIII No. 7 Kebayoran Baru
Jakarta Selatan
Dear Sir:
I was very interested when I read your advertisement in “Jawa Pos” dated on
September 24th, 2017 saying that you’re offering a job as The District Officers
in your office to the people who have graduated from educational study, have 2-4
years- experience in planning, establishing, running, and supervising a non-formal
education, and in providing technical support for education program, have
communication skills, organizational and management skills, are computer
literate, and able to work comfortably and effectively with or without supervision.
I am twenty eight-year- old, male, married, in good health , graduated from the
English Department of State University of Malang in 2013, the S-2 Program of
English Language Education of Islamic University of Malang in 2015 with GPA
3.73 and have been teaching English in the State Polytechnic of Malang since
2015.
If you want to know my character and ability, you may contact the following
people, who have known me for at least two years:
1. Dr. Nur Salam
Head of International Office
State Polytechnic of Malang
Jl. Soekarno Hatta 9 Malang
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2. Dr. Tundung Subali Patma, ST., MT
Director of State Polytechnic of Malang
Jl. Soekarno Hatta 9 Malang
Finally , I hope you will be interested in having an interview with me.
Faithfully yours
the signature of the applicant
Drs. Fariz Nourma Putra, M.Pd
The way to write the home address, date, and addressee can be seen in the
explanations above. The following is only discussing the contents of the job
application letter:
The first paragraph of the job application letter above contains our interest in
the job offered, the source (“Jawa Pos” dated on September 24th, 2017) where
we got an information that the company we are applying to needs an employee,
and the requirements needed:
have graduated from educational study,
have 2-4 years experience in planning, establishing, running, and
supervising a non-formal education, and in providing technical support for
education program,
have communication skills, organizational and management skills,
are computer literate, and able to work comfortably and effectively with or
without supervision
The second paragraph of the job application letter above tells what we are
starting with our age, sex, marital status, health condition, and our qualifications
which can fulfill the requirements needed as mentioned in the previous
paragraph, i.e.:
graduated from the English Department of State University of Malang in
2013, and the S-2 Program of English Language Education of Islamic
University of Malang in 2015 with GPA 3.73;
have been teaching English in the State Polytechnic of Malang since 2015.
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The third paragraph of the job application letter above contains the name,
position, and office address of the people who give us a letter of
recommendation.
The fourth paragraph of the job application letter above contains our hope that
we are expecting to have a job interview.
The following sample has a different form and contents.
Aulia Nourma Putri, SS
Jl.Gambuta III – H 9
Tidar Permai – Malang, 65146
July 1st, 2017
Prof. Dr. H. Abd. Haris, M.Ag.
Islamic University of Malang
Jl. Gajayana 104 Malang
Dear Mr. Haris,
Vacancy Ref No EE/UN111
I should like to be considered for the post of Bilingual Administration Assistant
as advertised in “Jawa Pos”.
Currently I am studying at the S-2 Program of The English Education of State
University of Malang. Hopefully, I will have graduated by the end of this
semester.
I am presently employed as a part-time administration assistant in an academic
department within the University. This post involves compiling letters and
reports using Microsoft Word and Excel. I am also responsible for the
distribution of internal post within the department, and other related office
duties.
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Studying for a degree and working have made it necessary for me to learn very
quickly how to prioritise tasks, and have instilled in me the need to remain
flexible. I have had to be highly organized in order to meet tight deadlines both
at work and study.
I feel that I would be able to offer the position advertised a great deal, as along
with my 18 months of administration experience, I speak and write fluently in
English and can converse in Arabic.
I would appreciate the opportunity to discuss this with you further, and look
forward to hearing from you soon.
Yours sincerely,
your signature
Aulia Nourma Putri, SS
The sample above includes the name of the applicant before the home
address.
The letter is addressed directly to a certain person who will employ the
applicant.
If the addressee is the name of the employer, then the salutation uses “Dear
Mr. / Mrs. + his / her second name (Mr. Haris not Mr. Abdul).
This letter has a vacancy reference which is put under the salutation.
The first paragraph contains the applicant’s hope.
The second and third paragraphs tell what the applicant is doing at
present:
studying at the S-2 Program of the English Education of State University
of Malang
working as a part-time administration assistant in an academic department
within the University with the duties of:
compiling letters and reports using Microsoft Word and Excel
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distributing the internal post within the department, and
doing other related office duties.
The fourth and fifth paragraphs try to convince the employer that the
applicant is the right person to be employed.
The sixth paragraph contains the applicant’s hope to be given an
opportunity for the employment. In addition to the explanations above, here
are some useful key phrases to use in our own application letters.
Useful Key Phrases
I am writing to you in response to your advertisement for...
As you can see from my enclosed resume, my experiences and
qualifications match this position's requirements.
I would like to point out... immediately upon the return.
During ...., I improved (furthered, extended, etc.) my knowledge of...,
I look forward to an opportunity to speak with you in person. (OR to speak
with you personally)
Exercise 1:
1. Study the following sample of application letter (sample 1). Then, describe
the content(s) of each paragraph found in the letter.
Sample 1
Gambuta III – H 9
Tidar Permai – Malang, 65146
Malang, April 19, 2018
Mr. Bob Subianto, SH.,MH., PhD.
Personnel Manager
Importers Inc.
Jl.HR Rasuna Said Kav. 13 – 15
Jakarta Selatan
Dear Mr. Subianto:
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I am writing to you in response to your advertisement for a Legal Assistant
specializing in Port Regulatory Law, which appeared in Kompas on Sunday, April
15. As you can see from my enclosed resume, my experience and qualifications
match this position's requirements.
I especially would like to point out that I graduated Cum Laude from The University
of Indonesia and was hired directly upon graduation due to my expertise in port
authority regulations.
During the four years that I worked for Maria and Co., I furthered deepened my
knowledge of the fast changing regulatory laws in our country. My employer also
thought highly enough of my abilities to promote me to head legal researcher after
my first year of employment.
I look forward to an opportunity to personally discuss the position with you. I will
be ready to have a job interview by the end of this month.
Sincerely,
your signature
Akbar Nourma Putra
Enclosure
2. Read the following sample of application letter (samples 2). Then,
describe the content(s) of each paragraph. Finally, compare it with the
sample 1 above to find the difference(s) and the similarity(ies).
Sample 2
Jl.Wonorejo 66
Arjowinangun - Malang
March 28, 2018
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Ms. Dian Arum
Director of Human Resources
ABC Corporation
Jl. Menur 12 - Kebayoran Lama Selatan
Jakarta Selatan, 12100
Dear Ms. Arum:
I am interested in applying for the sales representative position recently advertised
in “Kompas”. The skills that I have developed from internship experience and
academic background support my strong interest in a sales career.
As you can see from my résumé, the internship I had with XYZ Corporation
provided an opportunity for me to gain practical experience with account
maintenance and cold-calling accounts. In addition, I have worked in the retail field
throughout college and have learned how to effectively deal with customers and
their demands. I have even been formally recognized with the “Employee of the
Month” award.
Ever since I decided to pursue a sales career, ABC Corporation has been at the top
of my list of prospective employers. Your company is clearly the market leader in
construction products, as evidenced by the Corporarion Top 100 distinction. I
would very much like an opportunity to speak with you regarding the sales
representative position. I will be ready to discuss my qualifications for the position
with you late next week, or you can reach me in the meantime at (0341) 568684.
Thank you for considering me for this position.
Sincerely,
your signature
Maria Ulfa
Enclosure
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Exercise 2
Write a job application letter based on the following advertisement
Your job application lettter must contain:
Your home address
The inside address (see the advertisement)
The date (when you are writing your job application letter)
The salutation
The body of the letter containing: your interest, source,
requirements, your qualifications, reference, closing sentence.
An outstanding foreign company is going to open its branch offices in Indonesia.
We need some professional civil engineers with the following qualifications:
1. The applicant must be a graduate from at least Diploma III of Civil Engineering
– Polytechnic. (Imagine that you had graduated from D-III of Civil Engineering
– Polytechnic ).
2. Not older that 24 years by the end of this year.
3. Fluent in English and Japanese.
4. Dedicated and energetic.
5. Willing to be placed in Denpasar Bali or Lombok.
6. Understand Word, Excel, Power Point, and Auto-Cad
7. Her / his GPA is > 3.00.
The application letter must be sent not later than August 15th , 2018 to:
NOURMA & SONS CO.LTD
Jl.Tengku Umar 25 Denpasar Bali
Bali Post, July 20th 2018
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