Systematics of a Good and Correct Job Application Letter
When applying for a job at a company, the general requirement that must be met is submitting a job application letter. This document is used as a tool to apply for the desired position at a company. It doesn’t stop there, a job application letter shows the applicant’s interest in the position being applied for.
For some people, writing a job application letter is an easy matter. However, the job application letter has a structure. So, a systematic arrangement of letters should not be made haphazardly.
You need to know, a job application letter is classified as an official letter. Of course, when creating it, there are drafting rules that need to be taken into account, one of which is systematicity in compiling a job application letter.
In order to communicate in detail, preparing a job application letter consists of several things. The following is the systematics of a good and correct job application letter.
Systematics of Job Application Letters
In general, the systematics of writing a job application letter is divided into 9 parts, namely as follows.
1. Place and date the letter was written
The first step in preparing a job application letter is to include the place and date when the letter was written. This section is placed in the upper right corner with no punctuation at the end.
The place and date of the letter serve as a statement of when the letter was written by the job applicant. The commonly used writing format is “date month year”. Don’t forget to use capital letters when writing information about place and time.
Example:
Denpasar, 11 April 2025
2. Attachments and subject
Please note, the attachment and subject are different parts, but are written side by side in the letter. Attachments and subject matter are written after the place and date of the letter on the left side of the letter.
Attachments refer to the total number of letters. Meanwhile, the subject refers to the topic of the letter, namely the job application. Writing “Appendix” should not be shortened to “Lamp”, and neither should the subject.
Writing attachments and subjects also do not end with a period because they are not a sentence.
Example:
Attachments: Two sheets
Subject: Employment Application
3. Mailing address
In the mailing address section, what is included is the name and address of the company to which you are applying. Letter addresses generally begin with “Dear” abbreviated as “Dear”. Then followed by sections or departments in the company.
Avoid using “to” and the gender “Mr/Ms” in the letter when writing the letter address. Apart from that, avoid writing your mailing address with more than 3 lines.
Example:
Dear. Head of Quality Assurance
PT. Maju Jaya
Jalan Melati No. 97 Malang, East Java.
4. Greetings to open the letter
As part of an official letter, it is important to include an opening greeting. The opening greeting of a letter should be written with the words “With respect,” followed by a comma.
Example:
Yours faithfully,
5. Body of the letter
The body of the letter contains the information that the job applicant wants to convey. The contents of the letter are also often called the body of the letter because it states various information in it, starting from the applicant’s identity, name, date of birth, address, education and so on.
In the body of the letter, the applicant states the aims and objectives of the application letter. It is important to pay attention to writing the aims and objectives because usually the recipient of the letter will see how strong the applicant’s reasons are for applying for that position.
Example:
I, the undersigned below:
Name : Abdi Yoga
Place of Birth: Jember, September 10 2000
Education : S1 Informatics Engineering, University of Indonesia
Address : Jalan Mawar No. 12, Kaliwates, Jember
In connection with the recruitment of admin employees at the company, I intend to submit a job application letter so that I can be accepted to work in the Project Admin position.
I have computer operating skills, especially Microsoft Office and Google Workspace. Apart from that, I can communicate well and am willing to learn new things.
6. Statement of attachment to the letter
Of course, when making a job application letter, you also need to display any attached documents requested by the company. The attachments can be in the form of diplomas, SKCK, passport photos, and so on.
The systematics of writing attachment statements are written using lowercase letters and separated by commas to separate attachments and period punctuation to close sentences. You can also use numbering to make it easier to divide attachments and count the number of attachment statements.
Example:
- Photocopy of vocational school diploma,
- Photocopy of KTP,
- Photocopy of Family Card,
- Portfolio,
- Photocopy of Police Record Certificate (SKCK),
- Passport photo measuring 2×3 cm.
7. Fill in the closing of the letter
As with official letters in general, job application letters cover the applicant’s enthusiasm for the target company. Don’t forget to express your gratitude, because they have taken the time to read the job application letter.
Example:
So I have written this application letter, I have high hopes of being able to work and have a career at PT. Maju Jaya. Thank you for taking the time to read this letter.
8. Closing greetings
After writing the contents of the letter’s conclusion, below it is written the letter’s conclusion which indicates the end of the letter. This section also shows a respectful statement that the writer actually wrote the job application letter.
Example:
Yours faithfully,
9. Signature and full name of applicant
At the end of the letter and after the closing greeting, include the applicant’s signature and full name. This section is written in the bottom right corner of the letter. This section shows that this application letter was indeed written by the name listed.
Example:
Signed
Abdi Yoga
What are the linguistic elements of a job application letter?
Similarly, in preparing an official letter, the linguistic elements used in writing a job application letter are using good and correct language according to Indonesian spelling. This means that when writing a letter, a word contains a formal and polite meaning.
When designing a letter, it should be written concisely, clearly and without being long-winded. A job application letter will better be able to describe the applicant’s information regarding their interest in applying for a job position with written language communication that is concise, clear and easy to understand.
It is important to use good and correct language and spelling in accordance with the General Guidelines for Indonesian Spelling (PUEBI). Some words are often spelled incorrectly and need correction, such as using the word “dijazah” instead of “diploma”.
When writing a job application letter, it is also important to pay attention to punctuation to emphasize the meaning of the information being communicated. You need to pay attention to the use of punctuation marks starting from commas, periods, colons, and so on.
Does a Job Application Letter Contain a Header/Letterhead?
From the systematics of writing, you may wonder why every section mentioned is not on the letterhead or letterhead. It’s not that it’s not allowed, but it’s more accurate to say that it’s not appropriate.
A job application letter is a letter sent from an individual to a company or organization. Header or letterhead is used to send from the name of a company or organization.
So, it would be more appropriate if the job application letter sent from an individual does not contain a letterhead.
Do you need to include your strengths or skills in your job application letter?
A job application letter needs to include your strengths or skills. Of course, showing your strengths or skills will increase the probability of a recruiter’s interest.
However, this statement should not be explained at length in a job application letter. Potential, whether in the form of strengths or skills, is usually written in the contents of the letter.
To write it, you need to choose priority sentences to support the information that will be conveyed. For example, the position you are applying for is related to computers, then relate your skills or strengths to that position.
When applying for a job, usually the expertise or skills will be written into the Curriculum Vitae (CV). This document is used to display curriculum vitae and ability qualifications.
Is it necessary to prepare a job application letter as early as possible?
Preparing a job application letter from the start is necessary. Even though a job application letter needs to be tailored to the position or company you are applying for, at least you can write information that is standard for writing a job application letter. This information can be in the form of personal data and so on.
However, writing a job application letter requires practice to adjust the writing of sentences that feel appropriate. So it is not easy to understand how to arrange words to describe company information. By understanding the writing style and being able to develop it, it is possible that this could be a plus point in creating interest for letter readers.