Job Letter – Its Importance and Physical Characteristic

Job Letter - Its Importance and characteristic

Applications for Job

After passing out from high school or college, almost every student finds a new world, the world of competition for jobs, and an economic crisis. Today, it is not easy to get a job, even, after you pass all academic exams with flying colors. That is, you will discover a new world after school or college life completes its terms. So here we are going to discuss the basic thing that is highly necessary to get a Job, that writing a Job Letter. Also, we are going to discuss the Importance and Physical Characteristic of a Job Letter.

The practical reality is that employment and agency letters play a vital role in shaping one’s career.


This kind of correspondence is exchanged between a job seeker and a prospective employer. It is important for both candidates and the employer firm. Employment letters are not exactly business letters but are written in the course of business. These letters are of different types, such as:                     

  • Job letters
  • Interview Letters
  • Appointment letters

Here is a brief knowledge of Job letter/application.

What is a Job Letter or an Application

It is a letter of request by a job seeker in order to get an interview with the prospective employer. Interview with the employer can also be sought on the telephone or by going in person. The application may be sent in response to an advertisement (solicited) or it may be made without reference to any advertisement (unsolicited). The use of ‘application banks’ is also not uncommon these days. These application forms are supplied by the employer firm and contain the columns required to be filled by the candidate. The use of blanks is made if number of applicants is likely to be large. If application blanks or forms are used then the candidate is relieved from drafting the application letter.

Importance of a Job Letter

Application letter or form is necessary due to the following reasons:

  • Employers may not entertain the request in person.
  • The employer gets an opportunity to analyze the qualification, abilities. Of candidate.
  • Information given in the application provides a basis for a constructive interview
  • Application letter or form enables the employer to drop unsuitable candidates without calling them for an interview.
  • Applications can be kept for record purposes.

Physical Characteristics of a Job Letter

These characteristic reflect the personality of the firm which a letter represents. Physical aspects of a letter add to its general appearance. These characteristics or qualities are written below:

  • Quality Paper
  • Matching Envelopes
  • Neatly Typed
  • Spacing the Lines
  • Reasonable Margins
  • Written on one side
  • Proper Folding

Quality Paper:

A paper on which the letter is written must be of good quality. It adds to the prestige of the firm and helps in making appearance attractive. The white paper is frequently used. The use of lightly colored paper can b used to grab the special attention of the reader. The size of the paper used should be standardized. Most business firms use 5” X 10” letter size paper for general correspondence. A small size of 5” X 8” is used for short communications or memos. Foolscap paper is generally used for official communications. Paper used to make copies may be different.

Matching Envelopes:

Usually, envelops should match the letterhead in size, color, and quality. The standard size of the envelope is common in use is “5.5″ X 0.75”. The name and address of the firm can be preprinted on the envelopes.

Neatly Typed:

For the neat and clear appearance of a letter, it should be typed. A typed letter is more attractive than that of a handwritten letter. The use of a good typewriter and ribbon is necessary. Typist should be qualified and efficient. Black typewriter ribbons are commonly used for business letters. Letters should be free from smudges, erasures, and blots. Words scored out and written between the lines make a letter unattractive. These days, Time New Roman 12 point auto font is widely used in composing many letters using DTP or PC.

Spacing the lines:

A good business letter or Job letter should be attractive. Attractiveness in letter writing is largely a matter of spacing the typewriter lines. Long letters are single-spaced, with double spaces between paras. Short letters may be double-spaced, with triple spaces between paras.

Reasonable margins:

Adequate margins at the top, bottom, and on both sides add the attractiveness of the letter. Long letters have narrow margins and short letters have wide margins. All pages of a letter should have some width of margins.

Written on one side:

A business letter or Job letter should not be continued on the back of a sheet. It must be written on one side only. A carbon copy should be kept. This copy is necessary for follow-up and record purposes.

Proper Folding:

Usually, a letter should be folded the long way into three equal parts. If the size of the envelope is small the letter is folded first in half, then triple on the side. Careless folding gives a poor impression.

Don’ts while writing a Job letter

Here are a list of things that you sgouldn’t do while writing a Job letter.

  • Don’t write in a printed letterhead. Write on a plain white quality paper of appropriate (8” X 10”)
  • Don’t use old fashioned and obsolete words and phrases.
  • Don’t tell your family problems and appeal to the employer for sympathy.
  • Don’t discuss salary. Leave it for the interview.
  • Don’t hesitate in using the word ‘I’. show confidence. Don’t write the words, such as undersigned, the writer, etc.
  • Don’t express opinions about yourself.
  • Don’t write details that your prospective employer knows.
  • Don’t show dissatisfaction with your present employer and present position. Grievances, if any, should be discussed at the time of the interview.
  • Don’t apologize.

In general, an application should attract the attention of the employer and stimulate action on his part. The tone of the letter should be such that the employer gets an idea about the personality and character of the applicant. Job Application should neither be too long nor too short. Above all, it should be well structured.

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