How to write an application letter

A simple structure for an application letter that's short, polite and specific to the job.

Why it matters

Many employers in Tanzania ask for an application letter with your CV. It's your chance to show you read the advert and to explain why you fit the job. Keep it to one page.

A simple structure

Top: your name, address, phone and email, the date, and the employer's name and address as the advert gives it.
Subject line: "Application for the position of [job title]", with the reference number if the advert has one.
First paragraph: the job you're applying for and where you saw it.
Middle: two or three reasons you fit, taken from the advert's requirements: your qualification, your experience and a result you're proud of.
Last paragraph: that you'd welcome an interview, and how to reach you.
End: "Yours faithfully" or "Yours sincerely", your signature and your name.

An example

A first paragraph and middle paragraph might read:

"I am writing to apply for the position of Accounts Assistant advertised on your website on 10 February. I hold a Diploma in Accountancy and have two years' experience preparing payment vouchers and bank reconciliations at a hardware wholesaler.

In my current role I reconcile four bank accounts each month and prepare the monthly VAT schedule for our accountant. Last year I set up a simple Excel tracker for supplier invoices, which reduced late payments. I believe these skills match your requirement for someone able to support the finance team with accurate day-to-day records."

Notice that it names the job, gives specific examples, and uses the advert's own words.

Tips

Write a new letter for each job. A letter that could be sent to any employer is easy to spot.
Use the job title exactly as the advert writes it.
Don't repeat your whole CV: pick the points that matter most for this job.
Check the spelling of the employer's name.
Write in the language the advert is written in, unless it says otherwise.

Writing the letter in Swahili

Many public service and local adverts are in Swahili and expect a Swahili letter. The structure is the same. Start with "Ndugu," or the title the advert gives, write the subject in capitals or bold, for example "YAH: MAOMBI YA KAZI YA AFISA UTUMISHI", and close with "Wako mtiifu," followed by your signature and full name. Keep the language formal and avoid street or text-message words.

When there is no advert

You can also write to an employer who hasn't advertised, to ask whether they have openings or internships. Keep it shorter: who you are, the kind of role you are looking for, two strengths, and a request to be considered if a suitable role comes up. Address it to a named person if you can, and attach your CV.

Final check

Before sending, read the letter against the advert. Does it name the right job and reference number? Does it address the employer correctly? Does every sentence support your application? Is it dated and signed? Save it as a PDF with a clear name, such as "Asha-Juma-Application-Letter.pdf".

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