264. CCA Study Notes: Writing and Submitting a Professional Letter of Application

The Big Picture

A job application often includes a resumé and a letter explaining why you fit the position. That letter should connect your skills, experience, and personal qualities to what the employer needs.

Your goal is to present yourself professionally without repeating your whole resumé. You also need to organize the letter correctly, check it carefully, and follow the employer’s submission instructions.

Look for Nova Scotia CCA Notes throughout this page for current provincial guidance.

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Course Notes: Key Ideas You Need to Know

What Is a Letter of Application?

A letter of application is a letter included with a resumé. It identifies the job or opportunity and explains why you are applying. Another name for it is a cover letter.

A resumé is a concise one- to two-page summary of your experience, education, work-related skills, and personal qualities.

Your letter should not simply summarize your resumé. Instead, explain what you offer and how your skills and experiences relate to the job.

A strong letter should be:

• persuasive
• professional
• personalized
• focused on the position

Use the same font in your letter and resumé.

Solicited and Unsolicited Letters

There are two types of letters of application.

Type	Purpose
Solicited letter of application	Responds to an advertised position.
Unsolicited letter of application	Asks about possible job openings.

When You Respond to an Advertised Position

Study the advertisement carefully. Look for the skills, experience, and qualities the employer wants.

Explain how your own experience and skills match those needs. Also consider useful qualities you have that the advertisement does not list.

When You Ask About Possible Openings

Learn as much as you can about the employer before writing.

An agency or facility website might describe its health care goals and practices. If the employer emphasizes qualities such as respect, compassion, or innovation, describe experiences where you showed those qualities.

Direct the Letter to the Right Person

Try to find the specific person responsible for hiring and address your letter to that person.

Make sure the contact person’s name, title, and address are correct. Contact the facility or agency if you need to confirm the information.

If you do not know the person’s name, you might need to leave that information out. For the greeting, use “Dear” followed by the company name when the person’s name is unknown.

Organizing Your Letter

Use a standard business letter format.

Front Matter

Include these items near the beginning of the letter:

• Contact information: Place your mailing address at the top left. Some applicants use only their email address and phone number instead of a home address.
• Date: Put today’s date on the left below your return address.
• Employer information: Add the prospective employer ⓘ’s name, title, and address along the left margin.
• Greeting: Address the reader professionally.

Check all contact information carefully before sending the letter.

The Four Main Paragraphs

Paragraph One

Identify the job and explain why you are writing.

For an advertised position, state how you learned about the job.

For an unsolicited application, ask about possible opportunities.

Paragraph Two

Explain how your qualifications ⓘ, experience, and skills relate to the position.

Focus on the connection between what you offer and what the employer needs.

Paragraph Three

Describe personal qualities or additional skills that support your suitability for the position.

Paragraph Four

Ask for an interview and refer the reader to your enclosed resumé.

For an unsolicited letter, also state that you will contact the reader at a future date.

The Signature Block

Close the letter professionally with wording such as “Sincerely” or “Yours truly.”

Leave space for your signature. Type your name or add an electronic signature. For a printed letter, sign your name in ink above the typed name.

After your name, add:

• your phone number
• your email address

Type “Enclosure” at the bottom to show that your resumé accompanies the letter.

Write About What Your Experience Taught You

Before writing the final version, outline your main points. Expect to revise the letter several times.

Focus on relevant skills, qualities, attitudes, and accomplishments.

Do more than list tasks from past jobs. Explain what those experiences taught you.

For example, experience working with the public might show that you learned to interact with people warmly, courteously, and respectfully.

Keep the Tone Professional

Your letter should sound respectful, capable, and professional.

Be persuasive without boasting. Limit repeated use of “I” so the letter sounds more modest.

If you have limited work experience, do not write in an apologetic tone.

Keep the Letter Concise

Number to remember: Your letter of application should be no more than one page long.

If the letter runs longer than one page, remove unnecessary details.

Proofread Before You Submit

Check the letter carefully before sending it.

• Proofread ⓘ your own work.
• Ask at least two reliable people to read it.
• Read the letter aloud to listen for grammar and sentence-structure problems.
• Create the letter on a computer.
• Use a standard business letter format.
• Check that your contact information is correct.

If you submit a paper copy, print it on high-quality paper.

The employer needs accurate contact information to reach you.

Submitting a Paper Copy

Some employers request applications by ground mail ⓘ or in person.

When possible, hand-deliver the letter and resumé so they arrive on time. Courier ⓘ delivery is another option.

Make sure the application reaches the correct department or room, especially at a large workplace such as a hospital.

Follow up by telephone to check that the correct person received your application.

If you respond to an advertisement, send your letter and resumé as soon as possible. Earlier applicants sometimes receive more attention because their applications arrive first.

Submitting by Email

Many employers request applications by email.

Software differences sometimes affect resumé formatting or make attachments ⓘ difficult to open. Sending the resumé in PDF format is a way to avoid this formatting problem.

Some employers refuse electronic attachments because of virus concerns. In that situation, the employer might ask you to paste your letter into the body of the email.

When you send your letter and resumé by email, also send a hard copy. If the employer specifically asks applicants not to send a hard copy, follow that request.

Example of a Professional Application Email

One sample job-application email uses these parts:

• a subject identifying the job application and resumé
• a professional greeting
• the position being applied for
• where and when the position was advertised
• a statement that the cover letter and resumé are attached
• relevant availability information
• a professional closing

Professional Electronic Communication

Your electronic presentation matters too.

Keep the Email Appearance Neutral

Use an electronically neutral email background.

Do not use patterned or designed backgrounds.

Use a Professional Email Address

Your email address should look professional.

Never use a childish or offensive address when communicating with a potential employer. Create a separate professional address if your current one is unsuitable.

Avoid “Cyber-Speak”

Do not use social-media abbreviations such as “LOL” or “CU later.”

For professional communication, use:

• full sentences
• appropriate punctuation
• correct spelling
• correct grammar

These standards apply to both paper and online communication.

Check the File Format

Make sure your resumé uses the correct file format, such as Microsoft Word or Adobe Acrobat.

If you are unsure which format the agency wants, contact the agency or send the resumé in both formats.

Remove Automatic Extras

Do not use attachments or postscripts that open automatically, such as messages promoting a radio station.