Letter of Intent for a Position: Best Structure
Learn the best structure for a letter of intent for a position, with section-by-section guidance, examples, and a send-ready outline.
A letter of intent for a position sits between a cover letter and a professional proposal. It is more purposeful than a casual note of interest, but usually less tied to a single job ad than a traditional cover letter. Its job is simple: state the position you want, prove why you are a credible fit, and show what you intend to contribute.
The mistake most applicants make is treating the letter as a longer resume summary. The best structure does the opposite. It guides the reader from your intent, to your evidence, to the future value you can bring. If the hiring manager only skims it, they should still understand three things: which position you are pursuing, why your background matters, and what next step you want.
The best structure for a letter of intent for a position
A strong letter of intent usually works best at 250 to 400 words. That is enough space to show substance without drifting into a personal essay. Use a clean business letter format if you are attaching it as a document, or a concise email format if you are sending it directly in the message body.
| Section | Purpose | Ideal length | What the reader should learn |
|---|---|---|---|
| Header or subject line | Identifies you and the purpose | 1 to 5 lines | Who you are and what role you are targeting |
| Greeting | Shows professionalism and care | 1 line | You tried to address the right person |
| Opening intent | States the position and reason for writing | 2 to 4 sentences | What you want and why this role matters |
| Credibility paragraph | Connects your experience to the position | 4 to 6 sentences | Why you are qualified |
| Alignment paragraph | Links your goals to the organization | 3 to 5 sentences | Why this company, team, or department |
| Future contribution | Shows what you plan to bring next | 2 to 4 sentences | How you can create value |
| Closing | Makes the next step easy | 2 to 3 sentences | What action you are requesting |
This structure keeps the letter focused. It also prevents the two biggest problems: sounding generic or sounding overly self-focused.
Section 1: Start with the right format
If your letter of intent is an attachment, use a standard business letter layout: your contact information, date, recipient details, greeting, body, closing, and signature. Keep it one page, left aligned, and easy to scan.
If you are sending the letter in an email, you can skip the full address block and use a strong subject line. Good options include:
- Letter of Intent: Marketing Manager Position
- Interest in Internal Operations Lead Position
- Letter of Intent for Product Strategy Opportunity
The subject line should not be clever. It should be searchable, specific, and clear. If the employer is collecting many applications, this small detail helps your letter land in the right context.
Section 2: Write an opening that states intent quickly
The opening paragraph is not the place for your life story. It should answer: What position are you seeking, and why are you writing now?
A strong opening includes the position title, the organization or department, and one brief reason the opportunity fits your direction. For example:
I am writing to express my intent to be considered for the Client Success Manager position at BrightPath Health. After five years managing implementation projects for healthcare software teams, I am especially interested in this role because it combines customer relationship management, process improvement, and measurable adoption outcomes.
That opening works because it is specific. It does not say you are passionate, hardworking, or looking for a great opportunity. It names the role, frames your relevant background, and points toward fit.
Avoid openings like:
I am writing to express my interest in any available position at your company. I believe I would be a great asset and am willing to learn.
That version is polite, but too broad. A letter of intent for a position should feel intentional. If you are open to more than one role, name the function or team rather than sounding unfocused.
Section 3: Build credibility with selective evidence
Your second paragraph should prove you can do the work. Do not list every job you have held. Choose two or three details that match the position.
The strongest evidence usually comes from:
- A measurable result, such as revenue growth, cost savings, response time improvement, or customer satisfaction gains
- A directly relevant responsibility, such as managing a team, leading projects, resolving escalations, or preparing reports
- A specialized skill, certification, tool, or industry knowledge that the position requires
- A career pattern that shows readiness for the next step
Here is a simple formula:
In my current role as [Current Position], I have [main responsibility] and achieved [specific result]. This experience has strengthened my ability to [skill relevant to target position], which I understand is central to the [Position Title] role.
For example:
In my current role as a Senior Administrative Coordinator, I manage scheduling, vendor communication, and reporting for a 40-person department. Over the past year, I helped reduce invoice processing delays by 28% by redesigning our intake tracker and follow-up process. That experience has prepared me to contribute to the Operations Coordinator position, where accuracy, cross-functional communication, and process discipline are essential.
Notice that the paragraph does not repeat a resume. It interprets the resume for the reader.
Section 4: Show alignment with the organization
A letter of intent becomes stronger when it explains why this position makes sense at this organization. This does not require flattery. It requires evidence that you understand the company, department, mission, or current challenge.
Generic alignment sounds like this:
I have always admired your company and believe it would be a great place to grow.
Stronger alignment sounds like this:
Your team’s focus on improving patient access through digital scheduling is closely aligned with the work I have led in appointment workflow optimization. I am drawn to the position because it would allow me to apply my operations background to a patient experience challenge I know well.
The difference is specificity. If you are applying for a marketing, operations, or growth role, you might mention a relevant trend, campaign channel, or workflow. For instance, a candidate targeting marketing operations could show sharper industry awareness by referencing how all-in-one direct mail platforms combine data, design, postal services, automation, and reporting into a single workflow, instead of simply saying they are interested in marketing innovation.
Use this section to connect the dots, not to show off research. One or two precise references are enough.
Section 5: Add a forward-looking contribution
This is the section that separates a strong letter of intent from a standard cover letter. A cover letter often focuses on why you fit the posted requirements. A letter of intent should also show what you intend to do if given the opportunity.
You do not need a detailed 90-day plan. You only need a clear value statement. For example:
If selected for this position, I would focus first on strengthening reporting consistency, improving handoffs between sales and support, and identifying the highest-friction points in the client onboarding process.
This sentence works because it is practical. It helps the reader imagine you in the position. It also shows that your intent is not just to get the job, but to contribute thoughtfully.
For internal roles, this section is especially powerful. You can reference what you already understand about the organization and how you would build on it. For external roles, focus on the first problems or priorities you are prepared to help solve.
Section 6: Close with a clear next step
The closing should be confident, brief, and courteous. Thank the reader, restate your interest, and invite a conversation.
A strong closing might read:
Thank you for considering my letter of intent. I would welcome the opportunity to discuss how my background in process improvement and client communication could support the Operations Coordinator position. I have attached my resume for your review and would be glad to provide any additional information.
Avoid closing with uncertainty, such as:
I hope you might possibly consider me if you think I could be a fit.
Professional humility is good. Underselling yourself is not.
A copy-ready structure you can adapt
Use this outline when you want a clean, professional structure without starting from a blank page.
[Your Name]
[Your Email] | [Your Phone] | [LinkedIn or Portfolio, optional]
[Date]
[Recipient Name]
[Recipient Title]
[Company or Organization]
Dear [Recipient Name],
I am writing to express my intent to be considered for the [Position Title] position with [Company or Department]. My background in [relevant field or function] has prepared me for a role that requires [key skill 1], [key skill 2], and [key responsibility]. I am especially interested in this opportunity because [specific reason connected to the organization or role].
In my current or previous role as [Current or Previous Position], I have [relevant responsibility] and [specific achievement or result]. This experience strengthened my ability to [relevant capability], which directly aligns with the needs of the [Position Title] position. I would bring [strength 1], [strength 2], and a track record of [relevant outcome] to the role.
I am also drawn to [Company or Department] because [specific detail about mission, project, team, customers, or direction]. The position is a strong match for my professional goals because [reason], and I believe my experience can support [specific company or team priority].
If selected, I would aim to contribute by [future contribution 1], [future contribution 2], and [future contribution 3]. I would welcome the opportunity to discuss how my background and intentions align with this position.
Thank you for your time and consideration.
Sincerely,
[Your Name]
You can shorten this if you are sending the letter as an email. In that case, remove the address block and keep the body to four concise paragraphs.
How to adapt the structure by situation
Not every letter of intent has the same purpose. The structure stays similar, but the emphasis changes depending on why you are writing.
| Situation | What to emphasize | What to avoid |
|---|---|---|
| Posted position | Match your experience to the role’s responsibilities | Repeating the job description word for word |
| Internal transfer | Knowledge of the organization and readiness for expanded scope | Assuming your reputation speaks for itself |
| Promotion | Leadership, results, and future contribution | Sounding entitled to the role |
| Unposted position | The business need you can help solve | Asking for any job without direction |
| Career change | Transferable skills and clear motivation | Overexplaining your entire career history |
| Executive or senior role | Strategic priorities, leadership outcomes, and vision | Long tactical details that belong in an interview |
If you are unsure which version applies, ask yourself: What question will the reader have about me? Then use the structure to answer that question directly.
Common structure mistakes to avoid
Even strong candidates weaken their letters when the structure is unclear. Watch for these issues before sending:
- Starting with a vague statement like I am interested in working for your company
- Writing more about what you want than what you can contribute
- Repeating resume bullets without explaining their relevance
- Including too many unrelated achievements
- Using a generic alignment paragraph that could apply to any employer
- Ending without a clear next step
- Making the letter longer than one page
A good test is to read only the first sentence of each paragraph. If those sentences tell a logical story, your structure is probably strong. If they feel disconnected, revise before sending.
Quick pre-send checklist
Before you submit your letter, check it against this structure-focused review.
| Check | Yes or no |
|---|---|
| The exact position or function is named in the opening | |
| The first paragraph explains why you are writing | |
| The body includes one or two specific proof points | |
| The letter explains why this organization or department fits | |
| The future contribution is clear and realistic | |
| The closing asks for a conversation or next step | |
| The letter is one page or less | |
| The tone is professional, confident, and not inflated |
If any row is a no, revise that part before you send it. Structure is not just formatting. It is the logic that makes your letter persuasive.
Frequently Asked Questions
How long should a letter of intent for a position be? Most letters should be 250 to 400 words. Senior or academic letters may run longer, but for most professional roles, one page is the upper limit.
Is a letter of intent the same as a cover letter? Not exactly. A cover letter usually responds to a specific job posting. A letter of intent can be used for a posted position, internal role, promotion, or unposted opportunity, and it often includes more forward-looking language about what you intend to contribute.
Should I attach a resume with my letter of intent? Yes, if you are applying for a professional role or asking to be considered for a position. The letter explains your intent and fit, while the resume provides the detailed record of your experience.
What should I write if I do not know the hiring manager’s name? Use a professional greeting such as Dear Hiring Manager, Dear Selection Committee, or Dear [Department Name] Team. Avoid overly casual greetings like Hi there for formal applications.
Can I use the same letter of intent for multiple positions? You can reuse the structure, but you should customize the opening, proof points, and alignment paragraph for each position. A reusable framework is helpful. A generic letter is not.
Create a polished letter of intent faster
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