How to Write an Application Letter for a Job (+ Format)

Q: Should I write Yours sincerely or Yours faithfully?

Use Yours sincerely when you address the reader by name, and Yours faithfully when you start with Dear Sir/Madam or a designation only.

Published 28 October 2026Job application guideFor freshers and experienced candidates in India

A job application letter is a one-page formal letter that asks to be considered for a specific job and gives the employer two or three reasons to read your resume. It works best when it is short, names the exact role and backs every claim with something you have actually done.

Quick answer: To write an application letter for a job, put your contact details, the date and the employer’s details at the top, add a subject line with the job title, then write three short paragraphs: why you are writing (role and where you saw it), why you fit (two or three proofs from your education, projects or work) and a polite close asking for an interview. Sign off with “Yours sincerely” and your name, and keep the whole letter under 300 words.

Short on time? Paste the job description into the free cover letter generator and get a first draft built from your resume, then edit it with the format below.
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What is a job application letter?

An application letter introduces you to an employer and requests a specific job. In Indian hiring, people use “application letter”, “job application letter” and “cover letter” for almost the same document. The small difference is tone and use:

	Application letter	Cover letter
Main purpose	Formally applies for a job, often on its own or with a printed resume	Accompanies a resume and explains your fit for the role
Where it is common	Walk-ins, government and PSU posts, schools, hospitals, small firms, campus offices	Online applications, corporate jobs, LinkedIn and company portals
Format	Formal letter with addresses, date and subject line	Can be a letter or an email body; addresses are optional online
Length	One page, 200–300 words	One page, 250–400 words

If a job post asks for a cover letter, follow our cover letter samples. If it asks for an application letter, or you are handing in a printed application, use the format on this page.

Job application letter format

Use this layout for a printed letter or a PDF attachment. Everything is left-aligned in a plain font such as Arial or Calibri at 11–12 pt.

[Your full name]
[City, State]
[Phone number] | [Email address]

[Date: 28 October 2026]

To
[Hiring manager’s name or designation]
[Company or organisation name]
[City]

Subject: Application for the post of [Job title] (Ref: [job ID, if any])

Dear [Mr./Ms. Surname or Hiring Manager],

Paragraph 1 – Why you are writing: the role, where you saw it and one line about who you are.

Paragraph 2 – Why you fit: two or three specific proofs (degree, project, internship, results, tools) that match the job requirements.

Paragraph 3 – Close: say what you have enclosed, that you are available for an interview and how to reach you, and thank them.

Yours sincerely,
[Signature for printed letters]
[Your full name]

Enclosure: Resume

Salutation tip: use the person’s name if the job post or company website gives it. Otherwise, “Dear Hiring Manager” is safer and more modern than “Dear Sir/Madam”. Pair “Dear [Name]” with “Yours sincerely”; use “Yours faithfully” only when you open with “Dear Sir/Madam”.

How to write an application letter for a job in 7 steps

Read the job post twice. Underline the three requirements that appear most often or first. Your letter must answer those three.
Find the right name. Check the post, the company’s LinkedIn page or the careers page for the recruiter or department head. A named letter shows effort.
Write a clear subject line. “Application for the post of Junior Accountant (Ref: ACC-114)” lets the reader sort your letter in seconds.
Open with the role, not your life story. Skip “My name is…”; your name is already at the top. Start with the position and why it interests you.
Prove fit with evidence. Pick two or three facts: a project result, an internship task, a certification, years of experience with a tool. One number beats three adjectives.
Close with a clear next step. Mention the enclosed resume, your availability for an interview and your phone number.
Proofread and save correctly. Read it aloud, check the company name and job title, and save as a PDF named Firstname_Lastname_Application_Letter.pdf.

5 sample job application letters

These samples use fictional names and details. Replace every bracketed or specific fact with your own; never copy a claim you cannot explain in an interview.

1. Application letter for a fresher (B.Tech, software role)

Subject: Application for the post of Graduate Engineer Trainee – Software

Dear Ms. Rao,

I am writing to apply for the Graduate Engineer Trainee – Software role posted on your careers page. I completed my B.Tech in Computer Science from JNTU Hyderabad in 2026 with a CGPA of 8.1, and your focus on building payment products is the kind of work I want to start my career in.

During my final year, I built a library management web app with Java, Spring Boot and MySQL that my department now uses for 1,200 students. In a six-week virtual internship, I wrote unit tests that raised coverage on one module from 40% to 75%. I have also completed the NPTEL course on Data Structures and Algorithms.

I have enclosed my resume and would welcome the chance to discuss how I can contribute to your engineering team. I am available for an interview at your convenience and can be reached at 98xxxxxx10.

Yours sincerely,
Ravi Kumar

2. Application letter for a fresher (B.Com, accounts role)

Subject: Application for the post of Accounts Assistant

Dear Hiring Manager,

I would like to apply for the Accounts Assistant position advertised on Naukri. I completed my B.Com from Osmania University in 2026 and hold a Tally Prime with GST certificate.

During a three-month internship at a CA firm, I recorded purchase and sales entries for 15 small business clients, reconciled bank statements every week and helped prepare GSTR-1 returns. This gave me practical experience with the day-to-day work your job post describes.

Please find my resume enclosed. I would be glad to attend an interview and can join immediately.

Yours sincerely,
Sneha Reddy

3. Application letter for an experienced candidate

Subject: Application for the post of Senior Sales Executive (Ref: SSE-2026-07)

Dear Mr. Mehta,

I am applying for the Senior Sales Executive role in your Pune office. I have four years of field sales experience in building materials, most recently at a regional distributor where I manage 60 dealer accounts.

In the last financial year, I grew my territory’s revenue by 22% and added 14 new dealers by running product demos at hardware stores. I also trained two junior executives on CRM reporting, which improved our weekly forecast accuracy.

My resume is enclosed with further details. I would welcome a conversation about your growth plans for the western region. My notice period is 30 days.

Yours sincerely,
Amit Kulkarni

4. Application letter for a teaching job

Subject: Application for the post of TGT – Mathematics

Dear Principal,

I wish to apply for the post of Trained Graduate Teacher (Mathematics) at your school. I hold a B.Sc in Mathematics and a B.Ed, and I have qualified CTET Paper II.

During my B.Ed internship, I taught Classes 7 and 8 for 16 weeks, used activity-based lessons for fractions and geometry, and helped prepare unit tests. My students’ average score in the final unit test improved compared with their mid-term.

I have enclosed my resume and copies of my certificates. I would be happy to give a demo class at a time convenient to you.

Yours faithfully,
Priya Sharma

Note that sample 4 opens with a designation (“Dear Principal”) rather than a name, which is why it closes with “Yours faithfully”.

5. Short application letter for a walk-in interview

Subject: Application for Customer Support Executive – Walk-in on 5 November

Dear Hiring Team,

I am applying for the Customer Support Executive role for your walk-in drive on 5 November. I am a 2026 BA graduate with fluent English, Hindi and Telugu, and I worked part-time for six months at a college help desk answering around 40 queries a day.

My resume is attached. Thank you for considering my application.

Yours sincerely,
Kiran Babu

Internship application letter

An internship application letter uses the same format but leans on coursework, projects and what you want to learn. Mention the internship dates you are available for and whether your college requires a certificate or a no-objection letter. Our full guide to the internship cover letter has role-wise examples for students.

How to send an application letter by email

Most private companies now expect the application by email or portal. In that case, either paste a shorter version of the letter into the email body or attach the letter as a PDF with a two-line email. Write the subject line as “Application for [Job title] – [Your name]”. For subject lines, email body formats and samples, see our guide to the job application email for freshers. After applying, use our tips on following up.

Common application letter mistakes

Writing “To whom it may concern” when the recruiter’s name is easy to find.
Repeating your whole resume instead of choosing two or three proofs.
Generic lines such as “I am hardworking and dynamic” with no evidence.
Sending the same letter to every company without changing the role or company name.
Going over one page, or using decorative fonts and colours.
Forgetting the subject line or the job reference number.

Make your letter and resume match

A strong letter points to proof that is also on your resume. Build both with the same facts.

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Frequently asked questions

How do I write an application letter for a job?

Add your contact details, the date, the employer’s details and a subject line with the job title. Then write three short paragraphs: the role you are applying for, two or three proofs that you fit, and a polite request for an interview. Close with “Yours sincerely” and your name.

What is the format of a job application letter?

Sender details, date, recipient details, subject line, salutation, three body paragraphs, a formal closing, your name and an enclosure line for the resume. Keep it on one page.

Is an application letter the same as a cover letter?

They are very similar. An application letter is a more formal request for a job, common for printed and government-style applications, while a cover letter usually accompanies a resume in online applications.

How long should a job application letter be?

Between 200 and 300 words, on one page. Hiring managers skim, so short paragraphs with specific proof work best.

How should a fresher write an application letter?

Lead with your degree and the target role, then use projects, internships, certifications and college responsibilities as proof in place of work experience.

Should I write “Yours sincerely” or “Yours faithfully”?

Use “Yours sincerely” when you address the reader by name, and “Yours faithfully” when you start with “Dear Sir/Madam” or a designation only.