Writing a letter of intent properly and professionally can be achieved by referring to a format which will ensure that your first impression on your future employer or professor is not tarnished by a badly drafted letter.
Most of us tend to put off letter writing as a mundane and monotonous job that takes too much effort on our part. But there are some instances where writing a letter becomes almost unavoidable, for example while applying to a job or a college. In such situations, a person is expected to write a letter of intent. What is a letter of intent? It is a letter that expresses our aim to apply for a specific position and explains to the addressee, why we are suitable for the same. It is a formal document that specifies the plans that an individual has made regarding another company or organization. It details the intentions of the individual. Such a letter enables the people to whom the letter is addressed to garner information about the person writing the letter and also be sure about his or her purpose. Letters of intent can be written for several different reasons. In this article, we give you formats for two letters of intent, one for applying for a job and the other one for applying to graduate school.
Format of Letter of Intent for a Job
A sample letter is very helpful in case you are at your wit’s end about how to approach a prospective employer when you are looking for a job. When written while applying for a job it is basically a cover letter that is sent along as an addition to your resume. Given below is a template that can be included with a job application.
Name of Addressee
Reference: State the reason for writing the letter in precise words, ensuring that you mention the advertisement that led you to apply for the job, or the name of the person who has referred you.
The very first sentence of the letter needs to state the name of the newspaper in which you read the advertisement for the job and also the date on which the said advertisement appeared in the newspaper.
The second paragraph will serve as an introductory paragraph about your qualifications. Clearly mention all your educational qualifications and any other courses that you think would advance your chances at securing an interview with the organization. In the same paragraph, you also need to mention your professional experience. Do not expand on all the details but provide the prospective employer with a gist of your qualifications.
In the third paragraph, mention why you think you would be a suitable candidate for the job that has been advertised. Do not forget to mention that you have included your resume with the letter. Inform them that you would be capable of providing them with any required references. Before you end the letter, give them your contact details for future reference. End the letter on a positive note of hoping to meet the addressee for an interview with the organization.
Format of Letter of Intent for Graduate School
Most colleges while accepting applications for graduate and postgraduate programs, ask prospective students to submit a letter of intent. This letter detailing your educational qualifications and other co-curricular achievements is very important because this forms the first impression that the admissions board has about you. Any format for a letter addressed to a graduate school will show you how the letter needs to be precise and to the point. In case you want to send in details of your achievements, send in transcripts and/or a resume.
Name of Addressee
Reference: State the reason for writing the letter in precise words.
The first sentence of the letter will mention your application number to the Graduate School that you have applied to and also the course that you intend to study, so that the letter is not mixed up with any other prospective student.
The second paragraph will be an introduction to the student, which in this case will be the person who has written the letter. Include information like what you are studying presently, where you are studying and what is the reason for you writing this letter of intent. This paragraph should also make a brief mention of your academic record and any other important achievements, whether in the field of sports or cultural activities. Explain how you would be an asset to the school you have applied to, but avoid self-praise.
In the next paragraph, mention how you learned about the university, especially the program that you are applying to and how you reached the decision to apply to the particular course in question. Also mention how the course will be helpful to you in your future endeavors, mentioning the quality and standard maintained by the college and the professors. Avoid sounding sycophantic as the admissions board will definitely look through any desperate attempt at your part.
End the letter on a positive note hoping to meet the addressee for an interview. Give them your contact details for future reference.
It is very easy to draft a letter of intent especially if you have the format at hand which can serve as a guide. After referring to the formats of letters of intent given in this article, if you are still unsure about how to write an intent letter, it would be advisable to look up some examples of letters of intent. While it is easy to look up examples and then draft a letter, it is always preferable to write a letter yourself as it will come across as more honest and sincere.