How to Write a Formal Application: Essential Guidelines

What is an application?

The purpose of an application is to obtain a specific outcome, such as approval for a benefit, permission, annual leave or financial support.

This type of document plays an important role in official communication and is used in many situations, from applying to an educational institution or for a job to requesting funding or a change to the terms of an agreement. A properly prepared application is often the first step towards achieving important personal or professional goals.

Formal application – essential components

A properly structured application must contain several elements. These are:

• place and date – positioned in the top right-hand corner of the page;
• sender’s details (the applicant) – positioned in the top left-hand corner of the page; these should include the applicant’s full name, residential address, telephone number and email address;
• recipient’s details – placed below the sender’s details; these should include the full name of the relevant institution or the recipient’s job title, full name and the address of the organisation;
• heading Request for… – positioned in the centre of the page;
• main body of the application – placed below the heading; it usually begins with a polite salutation, such as Dear Sir or Madam, and then sets out the specific request and its justification;
• handwritten signature – placed beneath the body of the application on the right-hand side.

Some applications require supporting documents. If so, these must be listed in the application. The list of all enclosures is usually placed below the main text on the left-hand side.

How to write an application

Writing an application is a detailed process. Here are the most important points to remember.

Structure of the content

The main body of an application usually consists of two or three sentences. It generally begins with a polite salutation, such as Dear Sir or Madam.

The next step is to state your specific request. You can use phrases such as I am writing to kindly request…, I would be grateful if you could… You should then explain the reasons for your application. To do this, use sentences beginning with I am making this request because…, I am applying on the grounds that… The application usually ends with Yours faithfully or Yours sincerely, followed by the applicant’s handwritten signature.

Professional tone

When preparing an application, pay close attention to the style of the content. Make sure the entire letter sounds professional by using formal language. Avoid emotional wording, jargon and colloquialisms. The text should be neutral, factual and polite. Focus on the facts and arguments that support your application.

When writing an application, it is worth using simple sentences to make the text easier for the recipient to understand. Specialised terminology is acceptable, but do not overuse it in the document.

Text formatting

When preparing a formal application, correct document formatting is just as important as the content. A clear font, such as Times New Roman or Arial, in size 11 or 12 points is generally recommended.

Use single line spacing and leave an extra line between paragraphs. This will make the text look neater and easier to read.

Proofreading

Before printing your application, read it carefully. Check that the document contains all the necessary elements, such as the applicant’s and recipient’s details, a handwritten signature and a list of enclosures. Fill in any missing information.

Also check that the letter is not too long or disorganised. Make any necessary changes. Be sure to correct all grammatical, spelling and punctuation errors.

How to write an application: an example

Below is an example of an annual leave application.