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Introduction
An application letter is often the first formal communication between you and an employer, institution, or authority. Whether you are applying for a job, leave, internship, admission, or official request, a well-written application letter helps you present your purpose clearly and professionally.
In this guide, you’ll learn what an application letter is, how to write one step by step, common formats, real examples, and how to submit your application in a way that leaves a strong impression.
What Is an Application Letter?
An application letter is a formal letter written to request something officially. It explains:
- Who you are
- What you are applying for
- Why you are applying
- Any supporting details required
Unlike casual emails, application letters follow a clear structure and professional tone.
Types of Application Letters
Application letters are commonly written for:
- Job applications
- Leave applications
- Internship or training requests
- College or school admissions
- Government or official requests
- Transfer or relocation requests
Each type follows a similar structure, with slight changes in tone and content.
Application Letter Format (Standard)
A professional application letter usually includes:
- Sender’s address
- Date
- Receiver’s address
- Subject line
- Salutation
- Body of the letter
- Closing
- Signature
How to Write an Application Letter (Step-by-Step)
1. Write the Address and Date
Start with your address, followed by the date, and then the recipient’s address.
2. Add a Clear Subject Line
The subject should state the purpose clearly.
Examples:
- Subject: Application for Leave
- Subject: Job Application for Accountant Position
3. Use a Polite Greeting
Examples:
- Dear Sir/Madam,
- Dear Hiring Manager,
- Respected Principal,
4. Write the Body of the Application Letter
Keep it clear and direct.
Include:
- Reason for writing
- Important details
- Relevant dates or references
- Polite request
Avoid unnecessary information.
5. Close Professionally
Use respectful closing lines such as:
- Thanking you
- Yours sincerely
- Yours faithfully
Then sign your name.
Application Letter Example (Job Application)
Subject: Application for Marketing Executive Position
Dear Hiring Manager,
I am writing to apply for the position of Marketing Executive at your organization. I have relevant experience in digital marketing and campaign management and am eager to contribute to your team.
I have attached my resume for your review. I would welcome the opportunity to discuss my application further.
Thank you for your time and consideration.
Yours sincerely,
[Your Name]
Application Letter Example (Leave Application)
Subject: Application for Casual Leave
Respected Sir/Madam,
I am writing to request casual leave on [date] due to personal reasons. I will ensure all responsibilities are managed in my absence.
Kindly grant me leave for the mentioned date.
Thanking you.
Yours faithfully,
[Your Name]
Tips to Write a Good Application Letter
- Keep the language simple and professional
- Be clear about your purpose
- Avoid long paragraphs
- Maintain a respectful tone
- Proofread before sending
A clear application letter reflects seriousness and professionalism.
Common Mistakes to Avoid
- Writing without a subject line
- Using informal language
- Including irrelevant details
- Spelling and grammar mistakes
- Not mentioning dates clearly
How to Submit an Application Letter
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Application letters can be submitted by email, but in many cases, physical application letters are still preferred—especially for government offices, schools, colleges, and formal organizations.
With PostPatra, you can:
- Write your application letter online
- Format it professionally
- Print and deliver it physically anywhere in India
- Avoid visiting the post office
- Track delivery easily
This is especially helpful when applying from another city or submitting urgent applications.
When an Application Letter Is Most Important
Application letters matter most when:
- Applying for jobs or internships
- Submitting official requests
- Dealing with government offices
- Communicating with educational institutions
- Making formal personal requests
A properly written application letter increases credibility.
FAQs
1. Is an application letter mandatory?
In most formal cases, yes—it serves as official communication.
2. How long should an application letter be?
Usually one page or 2–3 short paragraphs.
3. Can I handwrite an application letter?
Yes, for schools and some offices. Typed letters are preferred for jobs.
4. Can I send an application letter by post?
Yes. Many organizations still accept or prefer posted application letters.
5. Can I write an application letter online and send it physically?
Yes. PostPatra allows you to do this easily.
Conclusion
An application letter is a simple document, but it carries significant weight. When written clearly and respectfully, it opens doors—to jobs, approvals, and opportunities.
Whether you submit it by email or send it as a formal physical letter through PostPatra, the key is clarity, structure, and professionalism.
Sometimes, the right application letter is all it takes to move forward.
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