HOW TO WRITE APPLICATION LETTER

A letter is a written or printed message typically sent from one person to another. It is a formal or informal way of communication used for various purposes, such as conveying information, making requests, expressing emotions, or conducting business.

Types of Letters

A formal letter is a structured and professional way of communicating in writing. It is used for business, official, and legal purposes where a clear and respectful tone is required. Unlike informal letters, which can be casual and personal, formal letters follow a specific format to maintain professionalism.

Why Use a Formal Letter?

Formal letters are used in many situations, such as applying for jobs, making business requests, submitting complaints, writing to government offices, or addressing professional matters. They help ensure that the communication is taken seriously and understood clearly.

Key Features of a Formal Letter

1. Professional Tone – The language is polite, respectful, and to the point. There’s no use of slang or overly casual expressions.
2. Organized Format – It follows a structured layout with specific sections, making it easy to read.
3. Clarity and Conciseness – The message is direct, without unnecessary details or overly complex language.
4. Correct Grammar and Spelling – Since it represents professionalism, a formal letter should be free of grammatical errors.
5. Standard Formatting – Usually typed in a clear font (such as Times New Roman or Arial) and follows a business letter format with proper spacing.
6. A formal letter follows a clear and structured format to keep things professional and to the point. It starts with the sender’s details at the top—name, address, phone number, and email—so the recipient knows who it’s from. Right below that, the date is included to show when the letter was written.Next comes the recipient’s information, which includes their name, title, company, and address. This makes sure the letter gets to the right person. The salutation follows, where the sender addresses the recipient respectfully. If the name is known, something like “Dear Mr. Smith,” works. If not, a general greeting like “Dear Sir/Madam,” is used.A subject line can be added to make the purpose of the letter immediately clear. The body of the letter is where the real message is delivered. It starts with an introduction that briefly states why the letter is being written. Then, the main content provides the necessary details, explanations, or background information. The conclusion wraps things up, summarizing the key points and, if needed, requesting further action, such as a reply or a meeting.To close the letter, a professional sign-off like “Yours sincerely,” (if the recipient’s name is known) or “Yours faithfully,” (if the name is unknown) is used. The sender then signs their name, followed by their full name and job title if applicable.A formal letter should always be straightforward, well-organized, and free from errors. Keeping it professional while getting straight to the point ensures the message is clear and taken seriously.
   

   Informal Letters

   An informal letter is a casual and personal way of communicating with friends, family, or acquaintances. Unlike formal letters, which follow a strict structure and professional tone, informal letters are more relaxed and conversational. They allow for personal expression, emotions, and creativity.

   Tone and Purpose

   Informal letters are typically warm and friendly, as they are meant for personal conversations rather than business or official matters. They can be used to share personal updates, congratulate someone, express gratitude, invite a friend, or simply keep in touch. The language used is natural and can include humor, personal experiences, and even slang (depending on the relationship with the recipient).

   Structure of an Informal Letter

   Although informal letters do not follow a rigid format, they still have a basic structure for clarity and organization.

   It starts with the sender’s address at the top, followed by the date, just like a formal letter. The salutation, however, is much more relaxed. Instead of “Dear Sir/Madam,” it can be as simple as “Dear [Friend’s Name],” or even something more casual like “Hey [Name]!” or “My Dearest [Name].”

   The body of the letter is free-flowing, allowing the sender to express thoughts naturally. It usually starts with a friendly opening, asking about the recipient’s well-being, followed by the main message, which could be about recent experiences, exciting news, or any topic of interest. Since it’s informal, there’s no need for strict paragraph divisions, and the tone can be playful, emotional, or nostalgic.

   To wrap up, the closing of an informal letter is also casual. Instead of “Yours sincerely,” common closings include “Best wishes,” “Take care,” “With love,” or even something fun like “See you soon!” The sender’s name is written at the end, often with a first name only, especially if writing to someone close.

   Key Features of an Informal Letter

   • Personal and friendly tone rather than professional.
   • Flexible structure that allows for free expression.
   • Casual greetings and closings that suit the relationship.
   • Use of emotions and storytelling to make it engaging.
   • Can include jokes, personal opinions, or even drawings (in handwritten letters).

   Common Uses of Informal Letters

   • Writing to a friend or family member.
   • Sending birthday or holiday greetings.
   • Expressing gratitude or appreciation.
   • Catching up with someone after a long time.
   • Inviting someone to an event or trip.

   Business Letters: Definition, Purpose, and Structure

   A business letter is a formal document used for professional communication between companies, clients, employees, or other organizations. Unlike informal or personal letters, business letters maintain a professional tone, clear structure, and precise language to ensure effective communication. They are used in various business situations, such as making inquiries, sending proposals, issuing complaints, or confirming agreements.

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   Purpose of Business Letters

   Business letters serve multiple purposes, depending on the context. They can be used for:

   • Making inquiries – Requesting information from another company or individual.
   • Sending proposals – Presenting business ideas, partnerships, or collaborations.
   • Issuing complaints – Addressing problems with products, services, or transactions.
   • Confirming agreements – Documenting contracts, deals, or policies in writing.
   • Job applications – Submitting cover letters or resignation letters.
   • Formal invitations – Inviting clients or partners to business events.
   • Legal and financial matters – Communicating policies, payments, or official records.

   Regardless of the purpose, business letters are designed to be concise, professional, and easy to understand while maintaining a respectful tone.

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   Structure of a Business Letter

   Although business letters can vary based on their purpose, they follow a standard structure to maintain professionalism and clarity.

   1. Sender’s Information
      A business letter begins with the sender’s details, including the company name, address, phone number, and email. This information is usually placed at the top-left corner of the letter. If the letter is on official company letterhead, this section may already be included.

   2. Date
      The date of writing is included below the sender’s address. It follows the format Month Day, Year (e.g., March 18, 2025).

   3. Recipient’s Information
      Below the date, the recipient’s details are mentioned, including their name, designation, company name, and address. This ensures the letter reaches the right person.

   4. Salutation (Greeting)
      A professional greeting is used, such as “Dear Mr. Smith,” or “Dear Ms. Johnson,” followed by a comma or colon. If the recipient’s name is unknown, “Dear Sir/Madam,” or “To Whom It May Concern,” can be used.

   5. Subject Line (Optional but Recommended)
      A business letter often includes a subject line to briefly summarize the purpose of the letter. This makes it easier for the recipient to understand the letter’s intent immediately. The subject is usually written in bold or underlined.

   6. Body of the Letter
      The body is divided into three main parts:

      • Introduction: The opening paragraph states the reason for writing the letter. It should be clear and direct to grab the reader’s attention.
      • Main Content: This section provides detailed information about the purpose of the letter. It can include facts, explanations, or specific requests.
      • Conclusion: The final paragraph summarizes the key points and calls for action, such as requesting a meeting, expecting a response, or confirming details.

   7. Closing (Sign-Off)
      The letter ends with a formal closing such as “Yours sincerely,” if the recipient’s name is known or “Yours faithfully,” if the name is unknown. Other professional closings include “Best regards,” or “Respectfully,” depending on the tone of the letter.

   8. Signature and Name
      The sender signs the letter (if printed) and writes their full name below. If representing a company, the sender’s job title and company name may also be included.

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   Key Features of an Effective Business Letter

   A well-written business letter should follow these principles:

   • Professional tone: The language should be polite, respectful, and formal.
   • Clarity and conciseness: The message should be clear and straight to the point.
   • Proper formatting: A business letter is typically written in 12-point Times New Roman or Arial with single-spacing and standard margins.
   • Error-free content: Grammar, spelling, and punctuation should be correct to maintain credibility.
   • Call to action: The letter should clearly indicate what the sender expects from the recipient.

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   Types of Business Letters

   Depending on the situation, different types of business letters are used, including:

   • Inquiry Letter: Requests information about products, services, or business partnerships.
   • Quotation Letter: Provides price estimates or service details to potential clients.
   • Order Letter: Places an official request for goods or services.
   • Complaint Letter: Expresses dissatisfaction regarding a product, service, or transaction.
   • Adjustment Letter: A response to a complaint, offering a resolution or clarification.
   • Cover Letter: Accompanies a resume for job applications.
   • Resignation Letter: Officially informs an employer about leaving a job.

   Business letters remain a crucial part of professional communication. Whether for partnerships, contracts, or customer service, they ensure clear, professional, and effective communication in any business environment.

   Official Letters: Definition, Purpose, and Structure

   An official letter is a formal document used for communication between individuals, organizations, or government bodies. It follows a strict format and professional tone, ensuring that the message is clear, respectful, and taken seriously. Unlike informal letters, which allow for casual language and personal expressions, official letters are structured and maintain a formal approach.

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   Purpose of Official Letters

   Official letters are used in various professional, governmental, and institutional settings. Their purpose depends on the situation, but common uses include:

   • Requesting information or permissions – Such as applying for documents, approvals, or services.
   • Submitting complaints or appeals – Addressing grievances to authorities, businesses, or institutions.
   • Making formal announcements – Informing individuals or groups about policy changes or important matters.
   • Responding to inquiries – Providing official responses to questions or requests.
   • Applying for jobs or resignations – Submitting cover letters, resignation notices, or job applications.
   • Communicating with government offices – Writing to embassies, ministries, or municipal authorities.

   Official letters are essential for maintaining professionalism and ensuring that communications are legally and formally acknowledged.

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   Structure of an Official Letter

   An official letter follows a well-defined format to maintain consistency and professionalism.

   1. Sender’s Information

   The letter starts with the sender’s full name, designation (if applicable), address, phone number, and email. This information is typically aligned to the left. If using an official letterhead, this section may already be included.

   2. Date

   The date is written below the sender’s address. It should follow the format Month Day, Year (e.g., March 18, 2025).

   3. Recipient’s Information

   Below the date, the recipient’s details are included, such as their full name, designation, organization, and address. This ensures that the letter is directed to the right person.

   4. Salutation (Greeting)

   A formal greeting is used, such as “Dear Mr. Smith,” or “Dear Madam,” followed by a comma. If the recipient’s name is unknown, “Dear Sir/Madam,” or “To Whom It May Concern,” is used.

   5. Subject Line (Optional but Recommended)

   A subject line summarizes the purpose of the letter in a few words. It helps the recipient quickly understand the intent of the letter. It is usually written in bold or underlined.

   6. Body of the Letter

   The main content of the letter is structured into three parts:

   • Introduction: The first paragraph clearly states the purpose of the letter in a formal and direct manner.
   • Main Content: The middle section explains the details, providing necessary background information, supporting facts, or justifications. If making a request or complaint, this section includes relevant references (such as document numbers or previous correspondence).
   • Conclusion: The closing paragraph summarizes the letter, reiterates any requests or actions needed, and expresses appreciation or an expectation for a response.

   7. Closing (Sign-Off)

   The letter ends with a polite closing phrase, such as “Yours sincerely,” (if the recipient’s name is known) or “Yours faithfully,” (if the name is unknown). Other acceptable closings include “Respectfully,” or “Best regards.”

   8. Signature and Name

   The sender signs the letter (if printed) and then types their full name and, if applicable, their designation and organization.

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   Characteristics of an Official Letter

   An effective official letter should have the following qualities:

   • Professional and respectful tone – Avoiding casual language and maintaining politeness.
   • Concise and to the point – Keeping the message clear and well-structured.
   • Proper formatting – Using a 12-point font (such as Times New Roman or Arial), single-spacing, and standard margins.
   • Correct grammar and spelling – Ensuring clarity and professionalism.
   • Use of official references – Including document numbers, policy references, or prior correspondence when necessary.
   • Call to action – Clearly stating what is expected from the recipient.

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   Common Types of Official Letters

   Official letters serve different purposes in various fields. Some common types include:

   • Application Letter – Used to apply for jobs, scholarships, or official permissions.
   • Complaint Letter – Sent to address grievances with companies, institutions, or government bodies.
   • Request Letter – Used to ask for approvals, clarifications, or official documents.
   • Resignation Letter – Formally notifying an employer of the decision to leave a job.
   • Government Correspondence – Letters sent to embassies, ministries, or local authorities.
   • Invitation Letter – Inviting guests to formal events or official meetings.
   • Legal Letters – Used in legal matters, such as notices or appeals.

 Application Letter

An application letter, also known as a cover letter, is a formal document a man writes to express his interest in a job. It serves as a personal introduction to the employer, highlighting his skills, experience, and qualifications that make him the right fit for the role. A well-written application letter increases the chances of standing out from other candidates and securing an interview.

Key Components of an Application Letter

1. Header
   This section contains the applicant’s personal information and the employer’s details. It is placed at the top of the letter for a professional look.

   Example:

   • Full Name
   • Address
   • Phone Number
   • Email Address
   • Date
   • Employer’s Name
   • Company Name
   • Company Address

2. Salutation
   Addressing the hiring manager correctly shows professionalism. If the name is known, use it (e.g., “Dear Mr. Johnson,”). If not, a general greeting such as “Dear Hiring Manager,” or “Dear [Company Name] Recruitment Team,” is acceptable.

3. Introduction
   The opening paragraph sets the tone for the letter. It should clearly state the purpose of the letter, the position being applied for, and where the job posting was found. A brief statement about why the applicant is interested in the role should also be included.

   Example:
   I am excited to apply for the [Job Title] position at [Company Name], as advertised on [Job Platform]. With a strong background in [mention your field], I believe my skills and experience align perfectly with this opportunity.

4. Main Body
   This is where the applicant showcases his qualifications and experiences that make him the ideal candidate. Key points to highlight include:

   • Work Experience: Mention previous job roles, responsibilities, and notable achievements.
   • Skills and Strengths: Emphasize both technical skills and soft skills such as leadership, communication, and teamwork.
   • Alignment with the Company: Express understanding of the company’s values and how he can contribute to its success.

   Example:
   During my time at [Previous Company], I successfully led a team that increased efficiency by 20%. My expertise in [mention relevant skills] has helped me contribute to key projects, and I am eager to bring this same level of commitment to [Company Name].

5. Closing Paragraph
   The final paragraph should reinforce the applicant’s enthusiasm for the job, express a willingness for an interview, and include a polite thank-you note.

   Example:
   I am eager to discuss how my skills can contribute to [Company Name]. Please find my resume attached for your review. Thank you for your time and consideration. I look forward to your response.

6. Sign-Off
   End the letter professionally with:

   • “Sincerely,”
   • “Best regards,”
   • “Yours faithfully,”

   Followed by the applicant’s full name.

Tips for Writing an Effective Application Letter

📌 Be clear and concise: Keep the letter to one page, focusing on relevant details.
📌 Personalize it: Tailor the letter to match the specific job and company.
📌 Use a professional tone: Avoid casual language and slang.
📌 Highlight achievements: Show impact through specific examples.
📌 Proofread: Ensure there are no grammar or spelling mistakes.

Purpose of an Application Letter

Application letters are used for various professional and academic purposes. Some common uses include:

Job Applications in Nigeria: What You Need to Know

Applying for jobs in Nigeria requires a strategic approach due to the competitive job market. Whether you’re a fresh graduate or an experienced professional, understanding the process can improve your chances of securing a position.

1. Understanding the Nigerian Job Market

The job market in Nigeria is highly competitive, with thousands of applicants vying for limited positions. Popular industries include:

• Oil & Gas
• Banking & Finance
• Technology & Telecommunications
• Health & Education
• Government & Public Sector
• Agriculture & Manufacturing

Networking, skills development, and job-specific applications are essential for success.

2. Where to Find Job Opportunities

Job seekers can explore opportunities through:

• Online Job Portals – Jobberman, MyJobMag, HotNigerianJobs, LinkedIn
• Company Websites – Many organizations post job openings on their career pages.
• Recruitment Agencies – Some agencies connect job seekers with employers.
• Social Media – LinkedIn, Twitter, and WhatsApp groups often share job postings.
• Networking – Referrals from friends, family, or professional contacts can increase chances.

3. How to Apply for a Job in Nigeria

A. Crafting a Strong CV (Resume)

• Keep it short and professional (1–2 pages).
• Include a clear career objective at the top.
• Highlight relevant work experience and key achievements.
• List education, certifications, and skills that match the job.
• Use a clean format with bullet points for easy readability.

B. Writing an Effective Cover Letter

• Address it to the HR manager or hiring officer (if known).
• State the position you’re applying for in the first paragraph.
• Highlight why you’re a good fit for the role.
• Keep it concise and engaging (not more than one page).

C. Submitting Your Application

• Follow the application instructions carefully.
• Ensure the CV and cover letter are properly named (e.g., “John_Doe_CV.pdf”).
• Use a professional email address (avoid nicknames).
• If submitting via email, write a short and polite email message before attaching documents.

4. The Recruitment Process in Nigeria

After submitting your application, the hiring process typically involves:

1. Shortlisting – Only selected candidates are contacted.
2. Aptitude Tests – Common in banking, telecom, and government jobs.
3. Interviews – Can be physical, virtual, or panel-based.
4. Assessment Centers – Some companies conduct group tasks and case studies.
5. Job Offer – Successful candidates receive an offer letter with employment terms.

5. Tips for Job Seekers in Nigeria

✔ Tailor your CV and cover letter for each job.
✔ Improve your skills through online courses (Udemy, Coursera, LinkedIn Learning).
✔ Build a strong LinkedIn profile and connect with professionals.
✔ Be cautious of job scams – Avoid offers that require payment.
✔ Prepare well for interviews by researching the company and practicing common questions.
✔ Stay persistent and positive – Job hunting takes time!

University Admissions in Nigeria: A Complete Guide for Men

Getting into a Nigerian university is not just about writing JAMB; it’s a competitive and sometimes frustrating process that requires strategy and preparation. If you don’t want to waste time sitting at home for years, you need to understand how the system works and take the right steps to secure admission.

Understanding the University System in Nigeria

Nigeria has three types of universities: federal, state, and private universities. Federal universities, such as the University of Lagos (UNILAG) and Ahmadu Bello University (ABU), are funded by the federal government and are usually the most competitive. State universities, like Lagos State University (LASU) and Delta State University (DELSU), are funded by state governments and have slightly lower admission requirements. Private universities, like Covenant University and Babcock University, are owned by private individuals or organizations. They are expensive but offer a stable academic calendar with no strikes.

Step 1: Meeting the Basic Requirements

Before applying to a university, you must have the required O’Level results. This means at least five credit passes in relevant subjects in WAEC, NECO, or NABTEB. English and Mathematics are compulsory for almost all courses, and other subjects depend on what you want to study.

If you don’t pass all your required subjects, you might need to rewrite WAEC or NECO to improve your grades before you can proceed with admission.

Step 2: Writing JAMB (UTME) and Getting a Good Score

The Unified Tertiary Matriculation Examination (UTME) is the main way to gain admission into Nigerian universities. JAMB conducts this exam, and you must score high enough to be eligible for admission.

• The exam consists of four subjects related to your chosen course.
• Each university has a cut-off mark, which is the minimum score you need to be considered.
• Competitive courses like Medicine, Law, and Engineering require very high scores (250+).
• Less competitive courses may accept lower scores (140-180).

To increase your chances of admission, study hard and aim for a JAMB score of 200 and above. The higher your score, the better your chances, especially in federal universities.

Step 3: Writing Post-UTME (Screening by Universities)

After JAMB, most universities conduct a second screening called Post-UTME. This can be:

• A written exam (like another JAMB)
• A review of your O’Level results and JAMB score combined

Post-UTME scores are added to your JAMB score to determine if you will be admitted. Some universities, like UI and UNILAG, use a formula to calculate your total score before making their admission list.

If your score is low, you may need to change your course or university to a less competitive one.

Step 4: Checking the Admission List & Accepting Admission

Once universities finish their admission process, they release the admission list on:

• Their official website
• JAMB’s Central Admission Processing System (CAPS)

If your name appears, you must accept the admission on JAMB CAPS and pay the school’s acceptance fee to confirm your spot.

If you don’t get admitted in the first batch, don’t lose hope. Universities release multiple batches (first, second, and sometimes third lists).

Alternative Admission Routes if JAMB Fails

If you don’t pass JAMB or meet the university’s cut-off, there are other ways to gain admission:

1. Direct Entry (DE): If you have an ND, NCE, IJMB, or JUPEB, you can apply for Direct Entry and enter at 200 level without writing JAMB again.
2. IJMB/JUPEB Programs: These are A’Level programs that allow you to enter the university at 200 level after one year of study.
3. Pre-degree or Remedial Programs: Some universities run a one-year program to prepare students for admission. If you pass, you get admitted.
4. Private Universities: They usually have easier admission requirements and accept lower JAMB scores.
5. Polytechnics and Colleges of Education: If university admission is tough, you can start with a diploma (ND or NCE) and later use Direct Entry to get into a university.

Postgraduate Admissions (For Master’s & PhD Applicants)

For those looking to further their education, postgraduate admission in Nigeria requires a bachelor’s degree with at least a second-class lower (2.2) for a master’s program or a master’s degree for PhD applications. Some universities require entrance exams or interviews. If you studied in Nigeria, you will also need an NYSC discharge or exemption certificate before you can apply.

How to Improve Your Chances of Admission

1. Prepare well for JAMB & Post-UTME. Study past questions and aim for a high score.
2. Choose your university and course wisely. Highly competitive courses like Medicine and Law have very high cut-off marks. Consider alternatives if your score is low.
3. Upload your O’Level results on JAMB portal. Many students lose admission because they forget this step.
4. Consider alternative programs like IJMB, JUPEB, or Direct Entry. They can save you time.
5. Check your admission status regularly on JAMB CAPS. Accept your admission immediately if you are offered a spot.