Application Letter, Avoiding Repetition

Writing a Letter of Application

What is a letter of application?

Sometimes a potential employer requires a letter of application, also called a cover letter or a covering letter, to be sent or uploaded along with your CV. Such a letter introduces you, explains your purpose for writing, highlights a few of your skills, and requests an opportunity to meet personally with the potential employer. It is your introduction to the employer and you should take great care to write an impressive and effective letter. The letter of application (or a covering letter) not only reveals your accomplishments but also shows how well you can communicate and your ability to write correct English. Companies expect you to send in a word processed document unless specifically asked to write in handwriting.

How to write an impressive letter of application?

Your letter of application should point out why you should be invited for a personal interview. Keep the covering letter short, concise and relevant with a clear layout. Be brief and use specific examples to support your statements. The letter should be written on one page with plenty of white space.

The layout of a letter of application

• Your address
  
• Today's date (do not write in numbers only since number dates are written differently in British English and in American English: British English: 29 February 2004; American English: February 29, 2004

• Employer's name, title, company's name, company's address (this should be the same as the addressee part on an envelope)
• Reference number or code if known (you may find it in an advertisement or a previous letter); for example Your ref: 9876
• Salutation in the following format:

• First paragraph - why you are writing and which position you are applying for; where you have learned about the position; show you have done your research and write why you are interested in this company or position - this paragraph should be two or three sentences long
• Second paragraph - why you are qualified for the position; write your most relevant qualifications, skills and qualities for the specific job position and support them with examples and previous work experience - this is usually the longest paragraph of the letter, therefore, you may break this paragraph into two if it looks lengthy or if your points work better in separate paragraphs; the last sentence summarizes your points and it is a good idea to mention the name of the company or desired position
• Final paragraph - request a personal interview; refer to an enclosed CV; inform the interviewer what your next step is going to be (you will call in a few days); it is necessary to thank the interviewer for his or her time and consideration - this paragraph should be about two to four sentences long
• Closing phrase
  

• Your signature
  
• Your name - your first name and surname
• Enclosure(s) - write what documents are enclosed; for example Enc: CV

What to avoid

To come up with experience, qualities and skills use your CV, but never reiterate passages from your CV word for word. Avoid using complicated sentences. Make sure your letter of application is not longer than three to six paragraphs. Do not use colloquial language and/or emoticons. 

Check

Always check that you have spelled the employer's name or the company’s name correctly; spell-check the whole document. Do not leave any other errors.

Study this letter of application sample:

Avoiding Repetition

Avoiding repetition is important for the fluidity of your writing. When you continually repeat, your writing becomes hard to follow. If you can get creative with your words and phrases, your letter or email will be more interesting for your reader.

Tips for avoiding repetition:

• Use pronouns to replace a person's or company's name as much as possible – you must introduce your writing with the names but then utilize pronouns such as he, she, it, they, them etc
• Reread your article out loud, or listen to someone read it to you. That way you’ll catch the words and phrases that repeat too often.
• Don't be afraid or ashamed to look up a word or a synonym in a dictionary, or from your Microsoft Word program (when using English spell check, right-click on the word you need a synonym for, and then follow an arrow next to the Synonyms. You can usually find a list of words you can replace your repeated word with.)