The Body of the Letter It is often divided into three parts:
The Opening/Introductory Paragraph It gives details about why you are writing the application letter and which position or type of work you are seeking. It also makes clear whether it is a solicited application or an unsolicited one. The opening paragraph should catch the reader's attention and create interest in your resume. In a solicited letter, you may use a simple opening as you have been invited to apply and your focus therefore is not so much on capturing the reader's attention. You may open your letter in one of the following ways:
Summary opening- Mention your most relevant qualifications and/or experience and explain how it can benefit the organization. Example: "With my three years' experience as the Assistant Advertising Manager at Mudra Communication Pvt. Ltd., I feel confident that I can ably perform the duties of an Advertising Manager, the post announced by you in The Hindustan Times dated…"
Name opening- Mention the name of the person (if he is known to the reader) who has suggested that you apply for the job. Example: "Professor Kulkarni informed me of a job opening for the post of Assistant Professor in your institution. My qualifications and experience suit the eligibility criteria and I would be glad if you find my profile suitable for the post and consider me for the same. I would indeed be very fortunate if I get an opportunity to be associated with your reputed college."
Source opening- Make a reference to the newspaper in which the job advertisement was published. Briefly explain how you possess the necessary skills, qualifications and experience that suit the requirements of the target position. Example: "With reference to your advertisement in The Times of India dated 25 July, 2010, I hereby apply for the post of Sales Executive." Or "I wish to apply for the post of Marketing Manager advertised by you in The Hindu of 27 February, 2010. Or "I request you to consider favourably my qualifications for the position of Legal Adviser in your firm advertised in The Indian Express dated..."
Question opening- Begin with an attention-seeking question that targets the organisation's problem, need or goal and describe how you can help in fulfilling it.
News opening- Mention some organizational achievement, goal, etc. which was made public and express your desire to work for the organization because of it and for it.
Personalized opening- Mention your relevant interests or previous experiences or your present position or profile and start discussing why you are eager to work with the organization.
The Middle Paragraph It gives specific examples of why you are perfect for the job. With an effective introductory paragraph, half the work is done as you will have already succeeded in exciting the employer's interest. The next step is to show how you are the one that he is looking for. For this, you should explain in detail the important points that you mentioned in the opening paragraph. Give evidence in support of your claims of ability. Avoid exaggerating. Take care not to repeat the points already mentioned in the opening paragraph or the resume. Include relevant details that could not be accommodated in the resume.
The middle paragraph/s of the application letter should focus mainly on convincing the reader that you are the best choice for the post advertised. You can do this not by listing the academic degrees that you have earned but by highlighting how your education has equipped you for the work that you seek. Show how you are updated not only about your area of specialization but are also aware of the latest in the other allied areas. If you have handled different job profiles while working part-time, explain what you have learnt from it and how it has made you capable at adapting to different work environments. Also, mention the various job-related activities, interests and qualities that you possess. Sum up by referring the reader to the enclosed resume for further details.
The Closing/Concluding Paragraph In the last paragraph, make a subtle suggestion to your prospective employer to 'act' i.e. to grant you an interview. Do not demand it. Do not use sloppy words to gain the reader's sympathy. Avoid closing lines like-
"Given an opportunity to serve in your esteemed company, I assure you the best of my services…"
"Please be kind enough to give me an opportunity to serve in your reputed institution…"
Be simple and direct in asking for an interview. Here's how you can do it effectively-
"I hope to hear from you soon."
"I will be glad/grateful if my application for the said post is considered favourably."
"I hope that my qualifications would merit your consideration."
"Looking forward to a favourable response."
"May I look forward to an interview with you at your convenience?
Close the letter by stating your phone number and specify the best time to reach you. You may also include your email address on which you may be contacted.
The Complimentary Close and the Signature Line The complimentary close is placed two spaces below the last line of the body of the letter. Some of the most commonly used complimentary closes include Thank you, Yours faithfully, Sincerely, Best regards, Respectfully, Best wishes, Yours truly, Warm regards, Sincerely yours, With many thanks, etc. The complimentary close begins with a capital letter and ends with a comma.
Leave four spaces between the complimentary close and the Signature Line (i.e. the writer's name) for a signature. The writer's title or designation should be typed directly below the name. The signature should ideally be in blue or black ink
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