How to Write an Application Letter for a Job: Format and Sample

Many government departments and private companies still ask for a written application. Even when you apply online, a short covering letter helps. A good letter is polite, short and specific. It should not take more than one page.

The standard format

1. Date at the top right.
2. Address of the officer: "The Secretary / The Director / The Manager (Human Resources), name of the department, city".
3. Subject line: "Application for the post of ___ (advertisement dated ___)".
4. Salutation: "Respected Sir/Madam," or "Dear Sir/Madam,".
5. Body: two or three short paragraphs.
6. Closing: "Yours sincerely / Yours obediently," followed by your name, signature, phone and address.
7. Enclosures: list the attached documents.

What to write in the body

Paragraph 1: say where you saw the advertisement and which post you are applying for.

Paragraph 2: state your qualification and experience in relation to the post. Mention two or three points that match the requirements.

Paragraph 3: request consideration and mention that your documents are attached, and that you are ready for a test or interview.

Sample letter

Date: 12 October 2026

The Director (Administration),
Name of Department,
City

Subject: Application for the post of Junior Clerk (BPS-11) advertised on 10 October 2026

Respected Sir,

With reference to your advertisement published in the newspaper on 10 October 2026, I wish to apply for the post of Junior Clerk in your department.

I hold a Bachelor of Commerce degree from a recognised university (2024) and have one year of experience as a data entry operator at a private firm, where I maintained records and prepared monthly reports in MS Excel. My typing speed is 35 words per minute. I believe my qualification and skills meet the requirements of the post.

I request you to kindly consider my application. Attested copies of my documents are enclosed. I am ready to appear in any test or interview.

Yours obediently,
(Signature)
Full Name
Phone: ____
Address: ____

Enclosures: CNIC, domicile, degrees, experience certificate, photographs

Tips

• Address the letter to the officer named in the advertisement, exactly as given.
• Use simple words; avoid long sentences and flattery.
• Do not mention salary or complaints about your present job.
• Print on clean white paper and sign with a blue or black pen.
• Keep a copy and the courier or postal receipt.

Common mistakes

Writing the wrong post name, forgetting the closing date, writing a letter longer than a page, and not listing the enclosures. One missing document can lead to rejection, so check twice.