Formal letters and job applications are similar in some ways but differ in purpose. A formal letter is a communication between two parties, for instance, a business and a customer or supplier. In contrast, a job application is a personalized document that job seekers draft to showcase their abilities, skills, and experience. This article highlights the difference between a formal letter and job application.
Have you ever been confused about the difference between a formal letter and an application? It’s understandable; the two types of writing can have similarities, but they also have some notable differences. In this article, we’ll explore what sets formal letters and applications apart, so you can write each one with clarity and confidence. Whether you’re sending a job application, requesting a meeting, or sending a complaint, understanding these differences can help you make a strong impression.
Purpose and Audience
Formal letters and applications are two of the most common types of written communication in the professional world. Both serve different purposes and are intended for different audiences. Understanding the difference between formal letters and applications is vital as it helps individuals create the appropriate tone, structure, and content for each.
A formal letter is a type of written communication that is used to convey a message in a business or professional setting. The primary purpose of a formal letter is to provide information or make a request in a polite and respectful manner. Formal letters are commonly written for a wide range of reasons, including job offers, business proposals, complaint letters, and more. They are often addressed to someone who holds a higher position, such as a manager, employer, or authority figure.
The audience for a formal letter is generally someone who is in a position of authority or who holds a specific role in an organization. The tone and style of the letter must reflect the writer’s respect and professionalism towards the reader. In most cases, the language used in a formal letter is formal, structured, and free from slang and contractions. The tone should be polite, courteous, and respectful.
An application, on the other hand, is a written request or document that is used to apply for something. Applications are often used to apply for jobs, scholarships, grants, and other opportunities that require a formal application process. The primary purpose of an application is to persuade the recipient that the writer is the ideal candidate for the job or opportunity.
The audience for an application is generally the employer, organization, or institution to which the application is being submitted. The tone and style of the application should reflect the writer’s suitability for the position or opportunity. The application should be written in such a way that it highlights the writer’s qualifications and skills, and demonstrates their passion and enthusiasm for the position or opportunity.
The structure of a formal letter and an application also differs. A formal letter typically follows a standard structure that includes a header, date, recipient’s address, salutation, body paragraphs, and closing. An application, on the other hand, typically includes a personal statement, a description of the applicant’s qualifications, a list of references, and other relevant information specific to the opportunity being applied for.
In conclusion, understanding the differences between formal letters and applications is essential for effective communication in a professional setting. While both serve different purposes and are intended for specific audiences, they share similar characteristics in terms of tone, structure, and formatting. Tailoring the content, tone, and structure of formal letters and applications to their intended audience can help individuals convey their message effectively, and ultimately achieve their desired outcome.
Formatting and Layout
When it comes to formatting and layout, there are some notable differences between formal letters and applications. While both types of documents should be written in a professional style, there are certain conventions that you should follow in order to create an appropriate document for its intended purpose.
The formatting of a formal letter is typically quite structured. You should begin with your own address and contact information, followed by the date. Then, you should include the recipient’s details, such as their name and address. After this, you should include the salutation, which should be formal but polite. For example, “Dear Mr Smith” or “Dear Ms Johnson”.
After the salutation, you should begin the body of your letter. This should be broken down into clear paragraphs, with each one covering a different point or idea. Ensure that your language is formal, polite and free from any grammatical errors. You should also use appropriate sign-offs like “Yours sincerely”, if you know the name of the recipient, or “Yours faithfully”, if you do not.
When it comes to applications, the formatting can be a little more varied. However, there are still some important principles to follow. Generally, applications should include a cover letter and a resume or CV. The cover letter should be structured in a similar way to a formal letter, with your own contact details followed by the date and the recipient’s details. The salutation should be similar too, using the appropriate title and name of the person, if known.
The body of your cover letter should be tailored to the job you are applying for. This means that you should discuss your relevant experience and skillset, and explain why you would be a good fit for the role. You should also include any relevant qualifications or achievements, as these will help to demonstrate your suitability for the job.
Your resume or CV should be clear and concise, outlining your experience and education. You should use a professional font and ensure that the document is easy to read. It’s also a good idea to tailor this document to fit the job you are applying for, using keywords and phrases that are relevant to the position.
In conclusion, while there are some commonalities between formal letters and applications, there are also some key differences in terms of formatting and layout. Remember to follow the conventions of each type of document, using a professional and polite tone throughout.
Tone and Language
The tone and language used in formal letters and applications are different from each other.
For a formal letter, the tone should be polite and respectful, regardless of the subject matter. The language used should be formal and professional, avoiding any casual or slang words or expressions. The purpose of a formal letter is to convey information, request or express an opinion, and it should always maintain a sense of decorum and respect towards the recipient.
On the other hand, an application is more personal and demonstrates passion, enthusiasm, and the candidate’s skills and experience. The tone used is more persuasive and convincing, and it can even be a little more informal than a formal letter. However, the language used should still be professional and avoid using any casual or slang words or phrases. An application’s purpose is to showcase a candidate’s suitability for a particular job, course or program.
In a formal letter, the tone and language used should be ‘middle of the road’, while in an application, it should be more enthusiastic and persuasive.
When addressing someone in a formal letter, it is always important to use their title and last name, such as ‘Dear Mr. Smith’ or ‘Ms. Johnson.’ In some cases, the recipient’s full address can also be included. However, an application can start with a more informal greeting, such as ‘Hello’ or ‘Hi’ and include the recipient’s first name.
It is essential to proofread and edit both formal letters and applications before sending them to ensure that the tone and language are appropriate and professional.
Overall, the main difference between formal letters and applications is that a formal letter is used to convey information or request something politely and respectfully with little emotion involved, whereas an application is used to showcase a candidate’s skills and suitability for a particular job, course or program in a more persuasive and enthusiastic way.
Content and Information
Both formal letters and job applications have a different set of content and information as they are written for different purposes. Formal letters usually begin with a salutation followed by the opening paragraph, which states the reason for writing the letter and provides background information. The following paragraphs provide additional details or supporting evidence to support the main point, and the closing paragraph usually expresses gratitude or a call to action if necessary.
On the other hand, job applications follow a more structured approach that involves personal information, educational qualifications, professional experience, and references. The opening paragraph usually introduces the applicant and highlights their core competencies. Then comes the personal data section where an applicant must provide their complete name, address, contact details, and the job position applied for.
The educational qualification section comes next, describing an applicant’s educational background, specifically mentioning any degrees earned and honors received. Then comes the professional experiences section which highlights an applicant’s course of employment, including their role, tenure, organization, and responsibilities. The references section is the final part of the application and provides the names and contact details of previous employers or persons who can vouch for an applicant’s credibility.
Another critical factor that differentiates between a formal letter and a job application is the tone used by the writer. Formal letters have a polished, professional tone that is courteous, formal, and business-like. The language used in writing a formal letter should be devoid of errors, free of grammar or spelling mistakes. The writer should use clear and concise language that is easy to comprehend, making use of formal phrases like “dear sir/madam” or “yours sincerely” at the end of the letter.
Job applications, on the other hand, should be somewhat structured, and the language used should aim to showcase an applicant’s confidence, qualifications, and willingness to contribute to the organization. The tone should be assertive yet polite, and the grammar and spellings should be precise and accurate. The applicant should write using active and present tense while avoiding passive and future tense.
Finally, a job application should always be customized according to the job position and the company. An effective job application should be tailored to match the job requirements and the needs of the organization. It should explicitly highlight the applicant’s skills and competencies as they relate to the job, and how they can contribute to the organization’s objectives. Applicants should aim to present themselves in the best light possible and make their application stand out.
In conclusion, while both formal letters and job applications require a combination of content and information, they differ in their approach. Formal letters usually aim to persuade, express gratitude, or convey important information, while applications aim to present an applicant’s qualifications and suitability for a job position. The tone, language, and structure used in a formal letter or a job application should reflect the purpose and objective of that document.
Follow-up and Response
After sending a formal letter or an application, there is a possibility that a follow-up or a response from the recipient will be necessary. The follow-up action may vary depending on the nature and urgency of the letter sent. It is important to know the appropriate way of initiating a follow-up to avoid inconvenience on both parties.
When it comes to follow-up, a formal letter requires a more formal approach. It is recommended to wait for one to two weeks before sending a follow-up letter or email. This timeframe allows the recipient enough time to read and respond to the initial letter sent. A follow-up letter should have a polite tone and maintain proper etiquette.
In the follow-up letter, it is crucial to express gratitude and appreciation for the recipient’s time and effort. The purpose of the follow-up letter should be clearly stated and should include a reminder of the initial letter sent. It is also important to provide new or updated information that may be relevant to the recipient.
If possible, it would be great to offer additional help or clarification that the recipient may need. However, it is important to keep in mind that response time varies depending on the recipient’s schedule and the urgency of the matter. As much as possible, avoid being pushy and demanding as it may hinder a positive response from the recipient.
On the other hand, a follow-up action for an application is mostly done through phone calls or emails. It is best to check the company’s website or career page to know the standard procedure for following up an application. Most companies prefer applicants to wait for two to three weeks before initiating a follow-up action.
When sending a follow-up email, make sure to use a professional email address and maintain proper grammar and spelling. The email subject should include the position applied for, the applicant’s name, and the date of application. The body of the email should be concise and polite. It should include the intention of the email, a reminder of the application sent, and the applicant’s enthusiasm for the position.
It is important to maintain a polite and professional tone when initiating a follow-up or expecting a response from a formal letter or an application. In case a response is still not received after a considerable amount of time, it is best to follow up again after another week or so. However, if there is still no response after several follow-ups, it may be safe to assume that the recipient is not interested or may have other priorities at the moment.
Overall, knowing the appropriate way of initiating a follow-up or expecting a response is crucial in preventing miscommunication and promoting a professional relationship between the sender and the recipient.