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Free application letter template

A job application letter uses formal block format: your address at the top right, the date, the employer’s address on the left, “Dear Sir/Madam”, an underlined subject heading, three or four short paragraphs and “Yours faithfully”. Fill in the form and the layout is done for you.

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Your application letter

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Your details

One line per line. It appears at the top right of the letter.

The employer

A job title is fine when you do not know a name.

The job
Your letter

Degree or diploma, institution, year and grade, then any professional certificates.

Where you have worked and what you achieved. Graduates can use internships, NYSC, SIWES or projects.

One or two sentences about the organisation and what you would bring.

CV and certificates attached?
Wording

Happy with the details? You can change the wording itself before you download.

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Design: Serif

Free PDF download with a free account. No watermark.

Application letter format, from top to bottom

Many employers, especially banks, schools, hospitals and government bodies, still expect this traditional layout. Getting it right shows care before they read a word.

  1. 1 Your address. Top right, one line per line. Some people add their phone number and email under it.
  2. 2 Date. Under your address, on the right: 4 October 2026.
  3. 3 Recipient’s address. On the left: the title of the person you are writing to (for example "The Human Resources Manager"), the organisation and its address.
  4. 4 Salutation. "Dear Sir/Madam," when you do not know the name. In India, "Respected Sir/Madam," is common.
  5. 5 Subject (heading). Bold, underlined or in capitals, centred: APPLICATION FOR THE POST OF GRADUATE TRAINEE.
  6. 6 Body. Three or four paragraphs: the post and where you saw it, your qualifications, your experience, and your availability for interview.
  7. 7 Complimentary close. "Yours faithfully," after "Dear Sir/Madam". "Yours sincerely," if you used a name.
  8. 8 Signature and full name. Sign above your typed full name. Some employers also expect your name in capitals.

What to write in each paragraph

First paragraph. State the post and where you saw it: the newspaper and date, the website, or the person who told you about it. One or two sentences.

Second paragraph. Your qualifications: degree or diploma, institution, year and grade, then professional certificates such as ICAN, ACCA, a teaching licence or nursing registration.

Third paragraph. Your experience. Fresh graduates can use NYSC, SIWES, industrial training, internships or a final-year project. Say what you did and one result, such as "cleared a backlog of 200 accounts in six weeks".

Last paragraph. Mention the documents you have attached, say you are available for an interview, give your phone number and thank them.

Local habits worth knowing

  • Nigeria: mention NYSC status (completed, exempted or ongoing). Addresses usually end with the state.
  • Ghana: P.O. Box addresses are common. Teaching posts often ask for your National Teaching Council licence.
  • Kenya: P.O. Box addresses include the postal code, for example P.O. Box 4521-40100. Public service vacancies may ask for specific clearance documents; list them only if the advert asks.
  • India: "Respected Sir/Madam" is a common salutation and freshers often mention their CGPA or percentage. Some employers expect a signed declaration on the CV rather than in the letter.

Every employer is different. If the advert gives instructions, such as a reference number, a closing date or a list of documents, follow the advert first.

Application letter examples

Six letters written for real situations in Nigeria, Ghana, Kenya and India. Load one into the tool, then replace the names, addresses and details with your own.

Graduate trainee (Nigeria)

A recent graduate who has finished NYSC, applying to a bank graduate programme.

Dear Sir/Madam,

Application for the post of Graduate Trainee

I wish to apply for the post of Graduate Trainee, as advertised on your careers website on 28 September 2026.

I graduated from the University of Lagos in 2025 with a Second Class Upper degree in Economics, and I completed my National Youth Service Corps programme in August 2026.

During my service year at a microfinance bank in Abeokuta, I opened customer accounts, explained loan products to market traders and helped clear a backlog of 200 unverified accounts in six weeks. The experience taught me to explain financial products clearly and to keep accurate records under pressure.

I admire the bank’s work with small businesses, and I would be proud to begin my career in your graduate programme.

My CV and copies of my certificates are attached for your consideration. I am available for an interview at your convenience and can be reached on 0806 234 5512 or tolu.bakare@example.com. Thank you for considering my application.

Yours faithfully,
Tolulope Bakare

Teaching post (Ghana)

A trained teacher applying to a private school.

Dear Sir/Madam,

Application for the post of Primary Mathematics Teacher

I wish to apply for the post of Primary Mathematics Teacher, as advertised in the Daily Graphic of Monday 21 September 2026.

I hold a Bachelor of Education in Basic Education (Mathematics) from the University of Education, Winneba, and I am a licensed teacher with the National Teaching Council.

For the past three years I have taught Primary 4 to 6 mathematics at a public basic school in Ejisu, with classes of up to 45 pupils. I started a weekly maths club that prepares pupils for district quiz competitions, and our team reached the regional final in 2025.

I enjoy making mathematics practical for young learners, and I would welcome the chance to contribute to the high standards of your school.

My CV and copies of my certificates are attached for your consideration. I am available for an interview at your convenience and can be reached on 024 555 0193 or abena.owusu@example.com. Thank you for considering my application.

Yours faithfully,
Abena Owusu

Fresher software engineer (India)

A B.Tech graduate applying after a campus internship.

Respected Sir/Madam,

Application for the post of Trainee Software Engineer

I wish to apply for the post of Trainee Software Engineer, as advertised on Naukri.com.

I have completed my B.Tech in Computer Engineering from Pune Institute of Technology in 2026 with a CGPA of 8.4. I am familiar with Java, Spring Boot, SQL and Git.

During my six-month internship at a fintech start-up, I built REST APIs for a loan application dashboard and wrote unit tests that raised the module’s test coverage from 40 to 75 percent. My final-year project, a hostel complaint tracking app, is now used by 300 students at my college.

I am a quick learner and a good team player, and I would be grateful for the opportunity to start my career with your organisation.

My CV and copies of my certificates are attached for your consideration. I am available for an interview at your convenience and can be reached on +91 98220 41567 or sneha.kulkarni@example.com. Thank you for considering my application.

Yours faithfully,
Sneha Kulkarni

Clerical officer (Kenya)

A diploma holder applying to a county government vacancy.

Dear Sir/Madam,

Application for the post of Clerical Officer III

I wish to apply for the post of Clerical Officer III, as advertised in the Daily Nation of 25 September 2026.

I hold a Diploma in Business Management from the Kenya Institute of Management and a certificate in computer applications. I scored a mean grade of B- in KCSE.

For two years I have worked as a records assistant at a private hospital, where I file and retrieve patient records, keep the registry log and handle incoming mail. I helped move 5,000 paper files into a new numbering system, which reduced the time to find a file from about ten minutes to two.

I am organised, discreet with confidential records and committed to serving the public.

My CV and copies of my certificates are attached for your consideration. I am available for an interview at your convenience and can be reached on 0712 345 678 or brian.otieno@example.com. Thank you for considering my application.

Yours faithfully,
Brian Otieno

Staff nurse (Nigeria)

A registered nurse applying to a private hospital.

Dear Madam,

Application for the post of Staff Nurse

I wish to apply for the post of Staff Nurse, as advertised through a notice on your hospital notice board.

I am a Registered Nurse and Registered Midwife, licensed by the Nursing and Midwifery Council of Nigeria, and I hold a Bachelor of Nursing Science from Imo State University.

I have worked for three years on the medical ward of a general hospital, caring for up to 20 patients per shift. I trained four junior nurses on drug rounds and charting, and I lead our ward’s monthly infection prevention checks.

My CV and copies of my certificates are attached for your consideration. I am available for an interview at your convenience and can be reached on 0813 567 2290 or nkechi.eze@example.com. Thank you for considering my application.

Yours faithfully,
Nkechi Eze

Internship application (India)

A commerce student asking for a summer internship.

Respected Sir/Madam,

Application for the post of Summer Intern (Audit)

I wish to apply for the post of Summer Intern (Audit), as advertised through my college placement cell.

I am a second-year B.Com (Honours) student at Government College of Commerce, Chandigarh, with 82 percent in my first-year examinations. I have also cleared the CA Foundation examination.

I have practical knowledge of Tally and Excel from my college course, and I helped my uncle’s shop move its accounts to Tally last year, including setting up GST invoices.

An internship with your firm would give me real audit experience before my CA Intermediate studies. I am available from 1 May to 30 June.

My CV and copies of my certificates are attached for your consideration. I am available for an interview at your convenience and can be reached on +91 99150 23876 or rahul.verma@example.com. Thank you for considering my application.

Yours faithfully,
Rahul Verma

Frequently asked questions

What is the difference between an application letter and a cover letter?

They do the same job: introduce you and ask for an interview. "Application letter" is the more common term in Nigeria, Ghana, Kenya, India and other Commonwealth countries, and it usually follows a more formal block format with both addresses and a subject heading. A "cover letter" is the term used in the UK, US and Europe, often with a simpler layout.

Should I write "Yours faithfully" or "Yours sincerely"?

Use "Yours faithfully" when you began with "Dear Sir/Madam", and "Yours sincerely" when you began with the person’s name. The tool chooses the right one for you.

Do I need to include my state of origin, age or NYSC number?

Only if the vacancy asks for them. Most application letters do not need personal details. If you have completed NYSC, mention it in your experience paragraph, and put certificate numbers on your CV or the application form.

Should my application letter be handwritten?

Usually not. Most employers accept or prefer a typed letter. If an advert specifically asks for a handwritten letter, you can still use this tool to plan the wording, then copy it out by hand.

How long should an application letter be?

One page. Three or four short paragraphs are enough when your CV is attached. Put the details on your CV and use the letter to show why you suit this post.

Is this application letter tool free?

Yes, completely free: fill it in, download the PDF or copy the text. No watermark; you just need a free account to download.

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