This application letter template gives you a simple, formal format you can fill in for almost any job. An application letter, also called a letter of application, is the letter you send with your resume to apply for a position. In many countries the term means the same thing as a cover letter.
Below you will find the standard format, three fill-in templates (a job application, a response to a posted ad and an unsolicited letter), two full samples, a comparison table and the mistakes to avoid. You will also see how an application letter differs from a cover letter and other career letters.
You can type the letter in any word processor, then export it to PDF before you send it. If you need the longer writing process, see how to write a cover letter.
What an application letter is
An application letter is a one-page formal letter that tells an employer you want a job and why you are a good fit. It goes with your resume. It is short, polite and direct.
People use the terms "application letter", "letter of application", "job application letter" and "application cover letter" in much the same way. If a job post asks for one, you can follow the cover letter approach in this guide. Our what is a cover letter page explains the idea in more detail.
| Document | Purpose | Length |
|---|---|---|
| Application letter | Applies for a specific job and shows fit | One page |
| Cover letter | Same purpose in most workplaces; the common name in the US | One page |
| Letter of intent | States intent to join a program, school or deal | One page |
| Statement of qualifications | Lists how you meet set requirements, often for government roles | One to several pages |
| Resume | Lists your work, skills and education | One to two pages |
The application letter format, step by step
The classic application letter format follows a block layout with everything left-aligned. Here is the order.
- Sender details. Your name, city, phone and email.
- Date. Written out, such as October 23, 2026.
- Receiver details. Name, title, company and address of the person you are writing to.
- Greeting. "Dear Mr. Okafor," or "Dear Hiring Manager,".
- Subject line (optional). "Application for Sales Associate", which helps in busy inboxes.
- Opening paragraph. The job you are applying for and where you saw it.
- Middle paragraph. Your best skills and proof that match the job.
- Closing paragraph. Thanks, a request for an interview and a note that your resume is attached.
- Sign-off. "Yours sincerely," or "Sincerely," and your name.
- Enclosure line (optional). "Enclosure: Resume".
Use a plain font at 11 or 12 points and one-inch margins. For layout details, read how to format a cover letter.
Simple application letter template to copy
This simple application letter template works for most jobs. Replace each bracket with true details.
[Your name]
[City, State] | [Phone] | [Email][Date]
[Hiring manager's name]
[Title]
[Company]
[Company address]Dear [Mr./Ms. Last name],
Subject: Application for [job title]
I am writing to apply for the [job title] position at [company], which I saw on [website or source]. I have [number] years of experience in [field] and I am eager to bring [key skill] to your team.
In my role at [employer], I [duty or achievement]. I also [second example]. These experiences match your need for [requirement 1] and [requirement 2]. My resume, attached, gives more detail.
I would welcome the chance to discuss how I can help [company]. Thank you for your time and consideration. You can reach me at [phone] or [email].
Yours sincerely,
[Your name]Enclosure: Resume
The words "I am writing to apply for" are common and fine in a formal application letter, especially in countries where this style is expected. In a very modern workplace, you can shorten it to "I am applying for", as in our how to start a cover letter guide.
Template 2: reply to a posted job ad
Use this when a post lists clear requirements. It mirrors the post's wording, which helps both people and software see the match. See cover letter keywords for how to pick the terms.
Dear [Name],
I am applying for the [job title] role advertised on [site] on [date]. Your post asks for [requirement 1], [requirement 2] and [requirement 3]. I meet all three.
[Requirement 1]: [One sentence of proof].
[Requirement 2]: [One sentence of proof].
[Requirement 3]: [One sentence of proof].I am drawn to [company] because [specific reason]. I would be glad to discuss the role. Please find my resume attached. You can reach me at [phone] or [email].
Sincerely,
[Your name]
This layout is clear and easy to scan. Only use it if you really meet each point. If you only meet two out of three, show the third with a related skill instead of claiming it.
Template 3: an unsolicited (prospecting) application letter
Sometimes a company has not posted a role but you would like to work there. An unsolicited letter asks whether any openings exist. Keep it short and specific.
Dear [Name],
I am writing to ask about opportunities for a [type of role] at [company]. I admire [specific thing about the company] and I believe my [skill or experience] could support your team.
For [number] years I have [short description of your work]. Recently I [a specific achievement]. I have attached my resume for your review.
If a suitable role opens, I would be glad to talk. Thank you for your time. You can reach me at [phone] or [email].
Sincerely,
[Your name]
Try to address a real person, such as a department head or recruiter. A letter sent to "Dear Sir or Madam" is less likely to be answered. If you hear nothing in a week or two, a short, polite check-in is fine.
Application letter sample: a completed example
Here is a full job application letter for an administrative role. Use it as a model, not as text to copy word for word.
Dana Lee
Chicago, IL | 555-0100 | [email protected]October 23, 2026
Ms. Karen Brooks
Office Manager
Harbor Legal Group
Chicago, ILDear Ms. Brooks,
Subject: Application for Administrative Assistant
I am writing to apply for the Administrative Assistant position at Harbor Legal Group, advertised on your careers page. I have three years of experience managing calendars, travel and records for a team of eight, and I would like to bring that accuracy and calm to your office.
In my current role at Lakeview Realty, I schedule about 25 meetings a week, prepare travel plans and keep client files in order. I created a shared checklist for new files that reduced missing documents. Your post asks for strong organization and comfort with document software, both of which I use every day. My resume, attached, has more detail.
I would welcome the opportunity to discuss how I can support your team. Thank you for your time and consideration. You can reach me at 555-0100 or [email protected].
Yours sincerely,
Dana LeeEnclosure: Resume
This letter has about 170 words in the body. It states the job, gives proof, ties it to the post and closes politely. More full letters are in our cover letter examples, and shorter ones in short cover letter examples.
Application letter for specific situations
| Situation | What to emphasize | See also |
|---|---|---|
| Internship or first job | School, projects, clubs and eagerness to learn | Internship application letter sample |
| Nursing and healthcare | Licenses, units, patient care settings | Nursing application letter example |
| Teaching | Certification, classroom results, student support | Teacher cover letter |
| No experience | Transferable skills and strong reasons for the role | Cover letter with no experience |
| Government role | Meeting every listed requirement, often with a separate statement | Statement of qualifications |
| Joining a program or club | Your goals and what you will contribute | Letter of intent format |
If you are working on a letter to leave a job rather than to get one, you need a different document. See our resignation letter samples or two week notice letter.
Using Word, Google Docs or a builder, then saving as PDF
You can write an application letter in any editor. The steps are the same.
- Open a blank document and set margins to one inch.
- Choose one plain font, such as Arial or Calibri, at 11 or 12 points.
- Paste the template and replace every bracket with your details.
- Check names, dates and the job title.
- Export or save as a PDF so the layout stays fixed on the employer's screen.
- Name the file with your name, for example "Dana-Lee-Application-Letter.pdf".
If you want ready-made layouts, see our cover letter templates, the Microsoft Word cover letter templates guide and the Google Docs cover letter template. Choose the editor you like, then export to PDF.
Make sure your resume is just as polished. You can build one with the resume builder and check how software reads it with the ATS checker.
Wording that makes an application letter sound natural
A formal letter does not have to sound stiff. Swap old-fashioned phrases for simple ones that still sound polite.
| Stiff wording | Plain, polite wording |
|---|---|
| I wish to apply for the post of Sales Associate. | I am applying for the Sales Associate position. |
| I am in possession of three years of experience. | I have three years of experience. |
| Kindly find my resume enclosed herewith. | My resume is attached. |
| I await your favorable reply. | I would welcome the chance to talk. |
| Please accept my humble application. | Thank you for considering my application. |
Choose the greeting and sign-off that match the country and workplace. "Yours sincerely," goes with a named person in many places, and "Yours faithfully," goes with "Dear Sir or Madam," in some. In the US, "Sincerely," and "Best regards," are the common choices. When in doubt, use a name and "Sincerely,".
Before you send, read the letter aloud. If a line sounds odd when spoken, change it. Then compare it with the job post one more time and make sure the two or three top needs are clearly answered.
Common application letter mistakes
- Sending a generic letter. Change the job title, company name and proof each time.
- Writing too much. One page is the limit. See how long a cover letter should be.
- Starting with "To whom it may concern". Find a name or use "Dear Hiring Manager,".
- Repeating the resume. Add context and a story instead.
- Forgetting to say the job. Name the exact title in the opening.
- Overusing formal phrases. Words like "hereby" and "esteemed" make a letter stiff.
- Skipping the ask. End with a polite request for an interview.
- Leaving out the enclosure note or forgetting to attach the resume.
- Typos. Read the letter aloud before you send it.
Use the template, make it true and specific, and keep the tone friendly and professional. A letter that sounds like you, written for this job, will always beat a perfect-sounding template.
