Draft an application letter for the [JOB TITLE] role at [EMPLOYER]. Here is the job posting or the role requirements: [JOB POSTING]. My relevant background and evidence are [MY EVIDENCE]. The recipient and application context are [RECIPIENT AND CONTEXT]. Use this tone: [TONE]. Write 300 to 400 words in a professional letter format: date line, salutation, three short body paragraphs, and a closing. If the recipient’s name is not provided, use “Dear Hiring Team,” rather than inventing a name. Paragraph 1 should state the role, show a credible reason for applying based on the employer or role information provided, and avoid vague praise. Paragraph 2 must connect one specific achievement from my evidence to one requirement in the posting. Paragraph 3 must connect a different achievement, skill, or working approach to a second requirement. Use numbers only if they appear in my evidence. Do not restate my resume line by line, claim passion or expertise without proof, or make promises about results I cannot support.
End with a direct but restrained ask for the chance to discuss how my background fits the role. Do not include a subject line unless the application context calls for an email. After the letter, add a two-column evidence check listing each substantive claim and the supplied source that supports it. Flag any requirement from the posting that the letter does not address, rather than inventing experience. Before answering, check that the two achievement-to-requirement links are distinct and that the letter uses the employer’s language naturally without copying long phrases. Ask up to 3 clarifying questions only if a required input is missing.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [JOB TITLE] | Enter the exact job title from the posting. | Operations Coordinator |
| [EMPLOYER] | Enter the employer’s name. | Harbor Community Health |
| [JOB POSTING] | Paste the relevant job description, responsibilities, and requirements. | Coordinate vendor schedules, maintain accurate records, improve cross-team workflows, and communicate with clinical and administrative staff. Requires two years of operations experience and strong Excel skills. |
| [MY EVIDENCE] | Provide your relevant roles, achievements, skills, and measurable results. | At Pine Street Dental, coordinated schedules for 18 vendors, rebuilt a supply tracker in Excel, and reduced monthly stock discrepancies from 14 to 5. Previously supported a five-person office team. |
| [RECIPIENT AND CONTEXT] | State who will receive it and whether it is uploaded, emailed, or part of a referral. | Uploaded through the employer’s application portal; no hiring manager name is listed |
| [TONE] | Describe the appropriate tone, such as formal, direct, warm, or mission-focused. | professional, practical, and community-minded |
How to use
- Paste the actual posting and select two achievements that prove different requirements.
- Check the evidence table; revise or remove every claim that is not supported by your notes.
- Keep the letter to the requested length even if the model offers more detail.
- Send this follow-up: “Make this 250 words for an email application while preserving the two evidence-to-requirement links.”
Variations
Career change letter
Use this when your prior title differs from the role you want.
Draft a 300-word application letter for [TARGET ROLE] at [EMPLOYER] from my current field of [CURRENT FIELD]. The role requirements are [JOB POSTING], and transferable evidence is [TRANSFERABLE EVIDENCE]. Explain the change plainly without apologizing or claiming unproven expertise. Connect two past results to two stated requirements, address the most important experience gap honestly, and end with a request to discuss fit. Add a claim-to-source check and flag unsupported statements.
Referral email
Use this when a mutual contact has introduced you to the hiring team.
Write a 180-word application email for [JOB TITLE] at [EMPLOYER]. [REFERRAL CONTEXT] introduced me, and the relevant role needs are [ROLE NEEDS]. My two strongest pieces of evidence are [EVIDENCE]. Include a specific subject line, a concise opening that names the referral accurately, two evidence-to-need connections, and a clear request. Do not imply endorsement beyond what the referral context says or attach invented credentials. Check every claim against the evidence.
Speculative application
Use this when no specific vacancy is posted.
Write a 275-word speculative application letter to [EMPLOYER] for work in [FUNCTION]. The company context I can support is [COMPANY EVIDENCE], and my relevant accomplishments are [MY EVIDENCE]. State the type of contribution I am seeking without pretending a vacancy exists. Connect two accomplishments to plausible needs only when those needs are supported by company evidence. Request a brief conversation or direction to the appropriate hiring contact. Flag assumptions and unsupported claims after the letter.
Tips
- Pick two achievements that prove different parts of the posting; two versions of the same accomplishment waste the letter’s limited space.
- Use the posting’s terminology for real requirements, but avoid copying sentences or inserting every keyword unnaturally.
- If you lack a stated requirement, do not hide it under broad claims; show adjacent evidence only when it is genuinely transferable.
- A letter is strongest when it adds the reasoning behind your fit, while the resume remains the place for the complete work history.
FAQ
Should an application letter repeat my resume?
No. It should select a small number of achievements and explain how they meet the employer’s stated needs.
Can AI write a letter if I do not meet every requirement?
Yes, if it stays honest. Ask it to connect your closest relevant evidence and flag the gaps rather than claiming experience you do not have.
How long should an application letter be?
Around 300 to 400 words is usually enough unless the employer sets a limit. A shorter email version may work better for a direct referral or recruiter outreach.