When to Use an Application Letter When Applying
Learn when to use an application letter when applying, when to skip it, and how to make yours specific, concise, and persuasive.
Job applications have become faster, but not always clearer. Some portals ask for a resume only. Others include an optional upload field. Some employers request a cover letter, while schools, scholarships, internships, and formal programs may ask for an application letter by name.
The simplest rule is this: use an application letter when applying if it helps explain why you are a strong, specific fit in a way your resume or form answers cannot. If the letter would only repeat your resume, skip it or keep it extremely short.
What an application letter does in an application
An application letter is a focused, professional letter that introduces your request, explains your fit, and gives the reader a reason to consider you seriously. In job applications, it often overlaps with a cover letter. In academic, scholarship, volunteer, internship, or formal program applications, it may be a more direct statement of why you are applying.
A strong application letter answers three questions quickly:
- What are you applying for?
- Why are you a relevant candidate?
- What proof shows you can succeed?
That makes it useful whenever the decision-maker needs context, motivation, or evidence that does not fit neatly into a resume, transcript, or online form.
Quick decision guide: should you send one?
| Situation | Should you use an application letter? | Best approach |
|---|---|---|
| The posting asks for an application letter or cover letter | Yes | Follow the instruction exactly and tailor the letter to the role or program |
| The upload field says optional | Usually yes | Send a concise, specific letter if you can add new value |
| The employer says resume only | No | Respect the instruction and use the form fields provided |
| You are changing careers | Yes | Explain transferable experience and show relevant proof |
| You have an employment gap or layoff context | Sometimes | Mention it briefly only if it helps clarify your story |
| You are applying for a scholarship, internship, or academic program | Usually yes | Connect your background, goals, and fit with the opportunity |
| You are mass-applying with no personalization | No | A generic letter can hurt more than help |
Use an application letter when it is explicitly requested
This is the easiest case. If the job posting, scholarship page, college application, internship form, or program instructions ask for an application letter, you should provide one.
Do not rename the document in a confusing way. If the instruction says application letter, use that language in the file name, such as Jordan-Lee-Application-Letter.pdf. If it says cover letter, use Jordan-Lee-Cover-Letter.pdf.
Also pay close attention to the requested format. Some applications want a PDF attachment. Others want the letter pasted into a text box. Some academic or government applications may specify word count, font, page length, or required topics. In those cases, following instructions is part of the evaluation.
Use one when the application is competitive
When many applicants have similar qualifications, a letter can help you stand out. Your resume may show your experience, but it may not show why this opportunity matters to you or how you think about the role.
This is especially useful for:
- Internships where many applicants have limited experience
- Entry-level roles where resumes look similar
- Scholarships where values and goals matter
- Nonprofit, education, healthcare, and mission-driven roles
- Small businesses where culture fit and trust matter
- Leadership roles where judgment and communication are part of the job
For example, if you are applying to a customer-facing operations role at a local service business, you can use the letter to connect your experience to real business needs such as scheduling, customer reassurance, and problem-solving. A candidate applying to a logistics or service company like a trusted Bay Area moving company could mention experience handling time-sensitive customer requests, coordinating crews, or keeping clients calm during stressful transitions.
That kind of detail makes the letter more than a formality. It shows that you understand the work.
Use one when your resume needs context
A resume is efficient, but it is not always explanatory. If your career path is not obvious, an application letter can prevent the reader from making the wrong assumption.
Common examples include career changes, returning to work after time away, moving into a new industry, applying after a layoff, relocating, or applying for a role that combines skills from different parts of your background.
The key is to avoid overexplaining. You do not need to tell your whole life story. You only need a short bridge between your background and the opportunity.
For example:
After five years in retail team leadership, I am applying for the customer success associate role because it uses the same strengths I have built in client communication, issue resolution, and account follow-up.
That sentence does not apologize for the career shift. It frames the shift as relevant.
Use one when the application asks for selection criteria
Some employers and institutions ask applicants to address specific criteria, such as communication skills, leadership, technical ability, community involvement, or commitment to a field. In those cases, your application letter should not be a generic introduction. It should directly answer the criteria.
A useful way to approach this is to match one paragraph to the strongest requirement. If the posting emphasizes project management, do not simply say you are organized. Give a specific example of a project you planned, the people involved, the constraint you managed, and the result.
Weak version:
I have excellent project management skills and work well under pressure.
Stronger version:
In my last role, I coordinated a three-week inventory update across two locations, created the staff schedule, tracked daily completion, and helped the team finish two days ahead of the deadline.
The stronger version gives the reader evidence, not just claims.
Use one when applying by email
If you are applying by email rather than through a portal, the email itself often functions as a short application letter. You do not need to attach a long letter and also write a long email. Choose one clear format.
For email applications, keep the message brief and structured:
- State the role or opportunity you are applying for
- Mention one or two relevant strengths
- Note the attached documents
- Close with a polite next step
A short email application letter is often enough:
Dear Hiring Manager, I am applying for the Operations Assistant position posted on your website. My background in scheduling, customer communication, and administrative support aligns closely with the role, especially the need to coordinate daily tasks accurately and professionally. I have attached my resume for your review and would welcome the opportunity to discuss how I can contribute to your team. Thank you for your consideration.
This is not long, but it gives context and direction.
Use one when you have a referral or prior connection
If someone referred you, an application letter gives you a natural place to mention that connection professionally. Do this early, but keep the focus on your qualifications.
For example:
Maria Chen suggested I apply for the Marketing Coordinator role after we discussed my experience supporting campaign reporting and event promotion.
Then move quickly into your evidence. The referral may get attention, but your fit still earns the interview.
This also applies if you met the employer at a career fair, attended an information session, completed a bootcamp connected to the company, or spoke with someone in the department. A letter helps turn that connection into a relevant application.
Use one for scholarships, internships, and academic applications
Application letters are not only for jobs. They are also common in education and early-career opportunities. In these situations, the reader often wants to understand your motivation, goals, and potential, not just your past experience.
For scholarships, focus on your academic direction, achievements, financial or personal context if relevant, and how the award supports your goals.
For internships, connect your coursework, projects, volunteer experience, or part-time work to the skills the organization needs.
For academic programs, show intellectual curiosity, readiness, and fit with the program. Avoid vague praise. Instead of saying a university has an excellent reputation, mention a specific program feature, research area, course path, or learning environment that connects to your goals.
When not to use an application letter
An application letter is not always necessary. In some cases, sending one can be a waste of time or even a small negative signal if you ignore instructions.
Skip the letter when the posting clearly says not to include one. Employers sometimes do this to streamline screening, and following directions matters.
You can also skip it when the application form already asks detailed written questions. If you have answered why you want the role, described your experience, and addressed selection criteria inside the form, a separate letter may repeat the same content.
Finally, skip it if you cannot personalize it. A vague letter that says you are excited to apply for the position at your company without naming anything specific is unlikely to help. A short, tailored paragraph is better than a full page of generic language.
What to include when you do send one
You do not need a complicated structure. Most effective application letters are clear, direct, and short. Aim for 200 to 400 words unless the application gives a different requirement.
Include these elements:
- A direct opening that names the opportunity
- A short explanation of why you are applying
- One or two proof points that show relevant ability
- A sentence connecting your background to the organization, role, or program
- A polite closing that thanks the reader and points to the next step
The best letters are specific without being overloaded. They do not repeat every job on your resume. They highlight the most relevant evidence and make the reader’s decision easier.
How to choose the right tone
Tone depends on the situation. A job application letter should sound confident and professional. A scholarship letter can be slightly more personal while still staying focused. An academic application letter should be thoughtful and precise. A government or formal program letter should be direct, respectful, and structured.
Avoid language that sounds desperate, overly casual, or inflated. You do not need to claim you are the perfect candidate. You need to show that your background matches the opportunity and that you can communicate clearly.
A good tone sounds like this:
I am excited to apply because the role combines client communication, process improvement, and team coordination, three areas where I have built practical experience.
A weaker tone sounds like this:
I have always dreamed of working for your amazing company and believe I would be perfect for any role you offer.
The first version is grounded. The second is enthusiastic but vague.
A simple rule before sending
Before you attach or paste an application letter, ask yourself one question:
Will this letter tell the reader something useful that my resume or form does not already make clear?
If yes, send it. If no, revise it until it does, or skip it when the letter is optional.
A useful application letter does not have to be long. It has to be relevant. One strong example, one clear reason for applying, and one specific connection to the opportunity can do more than a page of broad statements.
Frequently Asked Questions
Is an application letter the same as a cover letter? In many job applications, the terms are used almost interchangeably. However, an application letter can be broader and may be used for jobs, scholarships, internships, academic programs, or formal requests. If the posting uses a specific term, follow that wording.
Should I send an application letter if it is optional? Yes, if you can make it specific and useful. Optional does not mean ignored. It means you have a chance to add context. If your letter is generic, it is better to skip it or write a shorter, more tailored version.
How long should an application letter be? For most job applications, 200 to 400 words is enough. For scholarships or academic programs, follow the stated word count. If no length is given, keep it to one page or less.
Can I use the same application letter for multiple applications? You can reuse the structure, but you should customize the opening, proof points, and organization-specific details. A reused letter that still sounds specific is fine. A copy-paste letter that could go to anyone is not.
What file format should I use? PDF is usually safest because it preserves formatting. If the employer or program requests a Word document or plain text entry, follow that instruction instead.
Create a polished application letter faster
If you know you should send a letter but do not want to start from a blank page, LetterCraft AI can help you generate a professional, personalized draft in under 30 seconds. Choose from 65+ letter types, add a few details, select the tone that fits your situation, and export or copy your finished letter when you are ready.
Use the AI draft as a strong starting point, then add your most specific achievement, motivation, or context before sending. That combination gives you speed without sounding generic.