Standard application
Most job applications, when you meet the core requirements.
Dear [Hiring manager name],
I am applying for the [job title] role at [company]. I have spent [X years] doing [the core of the job] — most recently at [current employer], where I [one concrete result with a number].
Your posting asks for [requirement one] and [requirement two]. I handled both at [employer]: [one sentence of proof for each, with scope — team size, budget, volume, timeframe].
I would welcome the chance to talk about how that experience applies to [specific team or problem named in the posting].
Sincerely,
[Your name] · [Phone] · [Email]
No direct experience
Career changers and anyone applying slightly above their current title.
Dear [Hiring manager name],
I am writing about the [job title] role at [company]. I have not held that exact title, but I have done the work: [the transferable responsibility], for [X years], at [employer].
The closest overlap is [requirement from the posting]. In my current role I [specific example with a measurable outcome]. I also [second example, ideally a self-directed project, certification or volunteer work that proves the gap is closed].
I am aware of what I would be learning on the job — [the honest gap] — and I have already started [what you are doing about it].
Sincerely,
[Your name] · [Phone] · [Email]
Recent graduate
First job out of university, internships and graduate schemes.
Dear [Hiring manager name],
I graduated from [university] in [year] with a [degree] and am applying for the [job title] role at [company].
Two things from my degree map directly onto the posting. First, [coursework, thesis or project] — I [what you built or analysed, and the result]. Second, my [internship or part-time role] at [employer], where I [responsibility] and [outcome].
I follow [company]'s work on [something specific and verifiable], and the [job title] role is the kind of [function] work I want to build a career in.
Sincerely,
[Your name] · [Phone] · [Email]
Referral
When someone inside the company pointed you at the role.
Dear [Hiring manager name],
[Referrer name], [their role] on [their team], suggested I apply for the [job title] role.
They and I worked together on [context], where I [what you did and the result]. That work is close to what the posting describes under [requirement], and it is why they thought the fit was worth a conversation.
Briefly: [X years] in [field], currently [current role] at [employer], where I [strongest single result].
Sincerely,
[Your name] · [Phone] · [Email]
Employment gap
Returning after a break — caring, health, redundancy or study.
Dear [Hiring manager name],
I am applying for the [job title] role at [company]. Before I get to the fit, the straightforward part: I took a break from [month year] to [month year] for [one clause — no apology, no detail you would rather not give].
I am returning to the same work I did before. At [employer] I [responsibility] and [result with a number]. During the break I kept current by [course, freelance work, certification or reading].
I am ready to start [availability] and would be glad to talk it through.
Sincerely,
[Your name] · [Phone] · [Email]
Short email version
Applications submitted as the body of an email, or a form with a small text box.
Subject: [Job title] — [Your name]
Dear [Hiring manager name],
[X years] in [field]; currently [role] at [employer]. Applying for [job title].
The two things your posting leads with — [requirement one] and [requirement two] — are what I do day to day: [one sentence covering both, with a number].
Resume attached. Happy to talk any time this week.
[Your name] · [Phone] · [Email]