A job Application consists of two parts-
1. The covering letter (appeal)
2. The bio-data/CV
The format for the covering letter is similar to the format of a Formal letter. It goes on like-
SENDER’s ADDRESS– The sender’s address is usually put on the top left-hand corner.
DATE- The sender’s address is followed by the date just below it. This is the date on which the
letter is being written. It is to be written in expanded form.
RECEIVER’s ADDRESS– Whether to write “To” above the address depends on the writer’s
preference. Make sure you write the official title/name/position etc of the receiver, as the first line
of the address.
SUBJECT- Then we sum up the purpose of writing the letter in one line. This helps the receiver
focus on the subject of the letter in one glance. It is important to underline the subject.
SALUTATIONS- This is where you greet the person you are addressing the letter to. Bear in
mind that it is a formal letter, so the greeting must be respectful and not too personal. The
general greetings used in formal letters are “Sir” or “Madam”.
BODY– This is the main content of the letter. It is either divided into three paragraphs or two
paragraphs if the letter is briefer. The tone of the content should be formal. Do not use any
flowery language. Another point to keep in mind is that the letter should be concise and to the
point. And always be respectful and considerate in your language.
PARAGRAPH 1– Begin the body of the letter by mentioning the source (from where you got to
know about the job) of information about the job (e.g., newspaper) along with the day, date and
advertisement number. Also mention the post you wish to apply for.
PARAGRAPH 2- Here, you are supposed to offer your candidature by briefing about your
qualifications, achievements, previous experiences and your strengths.
In other words, this paragraph should be an answer to the question: ‘How are you the perfect
candidate for the job?’.
Keep in mind that it should be to the point and clear. You should not sound boastful.
PARAGRAPH 3- In this part of the body, you are supposed to make a reference to the
photograph (passport-sized), Bio-data or curriculum vitae and other detailed documents that you
have enclosed. You can also appeal for a one-on-one interview.
End the body on a promising note, e.g., Looking forward to your positive response.
COMPLIMENTARY CLOSE- At the end of your letter, we write a complimentary closing. The
words “Yours Faithfully” or “Yours Sincerely” are used.
SIGNATURE– Here finally you sign your name. And then write your name in block letters
beneath the signature. This is how the recipient will know who is sending the letter.
Bio-data
After signing, you are supposed to mention the heading “ENCLOSURES” which will include the
name of the documents and testimonials attached along with the cover letter. They may include
the following-
● Photograph (Passport-sized)
● Bio-data or CV
● Copies of certificates
● Any other
Biodata Format
The Biodata or CV is generally divided into four parts as follows-
● Personal Details
● Qualifications
● Experience
● References
BIO DATA FORMAT -
● BIO-DATA (HEADING)
NAME-
FATHER’s NAME-
DATE OF BIRTH – In expanded form
ADDRESS-
AGE-
CONTACT NO.-
EMAIL ID-
NATIONALITY-Indian
MARITAL STATUS
QUALIFICATIONS-
NAME OF THE EXAMINATION-
NAME OF THE BOARD/ UNIVERSITY -
NAME OF THE INSTITUTION -
YEAR OF PASSING -
PERCENTAGE-
NAME OF THE EXAMINATION -
NAME OF THE BOARD/ UNIVERSITY -
NAME OF THE INSTITUTION -
YEAR OF PASSING -
PERCENTAGE-
NAME OF THE EXAMINATION -
NAME OF THE BOARD/ UNIVERSITY -
NAME OF THE INSTITUTION -
YEAR OF PASSING-
PERCENTAGE-
WORK EXPERIENCE– It should be written from latest to the oldest along with the duration.
ACHIEVEMENTS-
LANGUAGES KNOWN-
SKILLS-
WEAKNESSES-
HOBBIES-
REFERENCES-
DECLARATION-
DATE-
PLACE-
SIGNATURE-
Rules -
● Make sure you double check for grammatical accuracy and spellings. They carry marks.
● Leave an adequate number of lines between paragraphs to make it look clean.
● Underlining the main points is very important. But it is advised to do it after finishing your
exam. Use a pencil and scale for underlining.
● Presentation is very important.
● Read a lot of letters to get an idea.
● Never mention any of your personal details, i.e., name, school name or address.
● Never write in one go. Make sure you follow the right format and make paragraphs.
● Don’t use slang or short forms.
● Try not to exceed the prescribed word limit of 120-150 words.
Samples -
Q1. Bal Vidya Public School, Bhilai, urgently requires a post-graduate teacher to teach political
science for which they have placed an advertisement in The Bhilai Express. You are
Sanjay/Sanjana Sharma from 21, Vasant Marg, Bhilai. Draft a letter including a CV, applying for
the advertised post.
Answer -
21, Vasant Marg
Bhilai
01 March, 20XX
The Principal
Bal Vidya Public School
Bhilai
Subject- Application for the post of a post-graduate teacher
Sir/Madam
In response to your advertisement in The Bhilai Express, dated February 25, 20XX for the post
of a political science teacher in your renowned school, I wish to offer my candidature.
I am enclosing a copy of my bio-data for your perusal and kind consideration.
I am available for the interview on any day of your convenience. If given a chance to serve you,
I assure you that I shall work with utmost sincerity and dedication up to your satisfaction.
Thank you
Yours faithfully
Sanjay/Sanjana Sharma
Encl.: Bio-data
BIO- DATA
NAME- Sanjay/Sanjana Sharma
FATHER’s NAME- Mithun Sharma
DATE OF BIRTH- 25 July, 1984
ADDRESS- 21, Vasant Marg, Bhilai
PHONE-98100XXXXX
E-MAIL- [email protected]
MARITAL STATUS- single
AGE- 28 years
NATIONALITY- Indian
ACADEMIC QUALIFICATIONS-
i. B.A. in Political Science
ii. M.A. Political Science
iii. B. Ed
HOBBIES- Trekking and reading
STRENGTHS- Good communication skills, computer literate, proficient in English, Hindi and
German
NAMES AND ADDRESSES OF REFERENCES-
i) Mr. Vijay Mathur, Principal
D.A.V. School, Gurudwara Rd., Delhi
ii) Mr. Satish Ohri
0Head of Commerce Department
Punjab University, Chandigarh.
Q4. You are Arjun of 14, New Town, Delhi. You have seen an advertisement in The Times of
India for the post of Chief Chef in a 5-Star Hotel. Apply for the job with complete biodata. Write
in 125-150 words.
Ans.
14, New Town
New Delhi
24 April, 20XX
The Human Resource Manager
The Leela Hotel
DLF Business Park, Sector 78
Gurugram
Subject – Application for the position of Chief Chef
Sir/Ma’am
This is with reference to the advertisement published in the esteemed daily, The Times of India,
on April 05, 20XX. I am Arjun. I have completed my MBA in hotel management
from Indian Institute of Hotel Management, New Delhi . I intend to apply for the post of chief
chef in your esteemed organization.
I would like to bring into notice that I possess all the aforementioned qualities required for the
job. I am enclosing a copy of my bio-data for your perusal and kind consideration.
I am available for the interview on any day of your convenience. If given a chance to serve you,
I assure you that I shall work with utmost sincerity and dedication up to your satisfaction.
Looking forward to working for The Leela Hotel.
Yours faithfully
Arjun Singhania
Encl.:
i) Bio-data
NAME- Arjun Singhania
FATHER’s NAME- Kaushal Singhania
DATE OF BIRTH- 21 April, 1995
ADDRESS- 14, New Town, Delhi
PHONE- 98100XXXXX
[email protected]
MARITAL STATUS- Unmarried
AGE- 27 years
NATIONALITY- Indian
ACADEMIC QUALIFICATIONS-
i) BA (Hons) in Hotel Management
ii) MBA in Hotel Management
HOBBIES- Reading, traveling, and net-surfing
STRENGTHS- Proficiency in English, Communication, Italian cuisine, Greek cuisine
EXPERIENCE- 8 years of experience as a sous- chef in The Oberoi Hotels.
NAMES AND ADDRESSES OF REFERENCES-
i) Mr. Vijay Kukreja, Chief Chef, The Oberois, New Delhi
ii) Mr. Ram Prakash
IIHM, Dean, New Delhi.
