Appendix 6: Sample Cover Letters, Statements of Purpose (SOPs) & Follow-Up Emails

Appendix 6

Sample Cover Letters, Statements of Purpose (SOPs) & Follow-Up Emails

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Purpose of Appendix 6

This appendix provides model samples of essential supporting documents used in employment and academic applications. These samples help learners:

• Understand professional tone and structure

• Adapt content for jobs, internships, and higher studies

• Communicate motivation, suitability, and professionalism effectively

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A. Sample Cover Letters

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A.1 Cover Letter for Freshers (Entry-Level Job)

Subject: Application for the Position of Management Trainee

Dear Hiring Manager,

I am writing to apply for the position of Management Trainee at XYZ Pvt. Ltd., as advertised on your company website. I am a recent graduate in Business Administration with a strong academic background and a keen interest in organizational management.

During my academic program, I completed projects in marketing analysis and human resource management, which enhanced my analytical, communication, and teamwork skills. I am highly motivated to learn and contribute to your organization’s growth while developing my professional capabilities.

I have attached my resume for your review. I would welcome the opportunity to discuss how my skills and enthusiasm align with your organizational goals.

Thank you for your time and consideration.

Yours sincerely,
Rahul Sharma
Mobile: +91-9XXXXXXXXX
Email: rahul.sharma@email.com

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A.2 Cover Letter for Experienced Professionals

Subject: Application for the Position of Senior HR Executive

Dear Ms. Verma,

I am writing to express my interest in the position of Senior HR Executive at ABC Corporation. With over six years of experience in recruitment, employee relations, and performance management, I have developed strong expertise in aligning HR practices with business objectives.

In my current role at XYZ Ltd., I successfully led recruitment initiatives that reduced hiring turnaround time by 25% and improved employee engagement through structured training programs. I am confident that my skills and experience would allow me to contribute effectively to your HR team.

I look forward to the opportunity to discuss my application further.

Warm regards,
Anita Kapoor

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B. Sample Statements of Purpose (SOPs)

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B.1 SOP for Higher Education (Postgraduate Program)

I wish to pursue a Master’s degree in Data Science at XYZ University to strengthen my analytical and research capabilities in the field of data-driven decision-making.

My undergraduate studies in Computer Science introduced me to programming, statistics, and database management. Through academic projects and an internship, I developed a keen interest in data analysis and predictive modeling.

The structured curriculum, experienced faculty, and research-oriented approach at XYZ University align perfectly with my academic goals. Upon completion of the program, I aspire to work as a data analyst and contribute to evidence-based solutions in the industry.

I am confident that this program will equip me with the knowledge and skills required to achieve my career objectives.

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B.2 SOP for Research / Ph.D. Program

My academic journey and research interests have motivated me to apply for the Ph.D. program in Sociology at XYZ University. My postgraduate studies focused on social inequality and rural development, leading to my dissertation on women’s empowerment initiatives.

I aim to pursue doctoral research on the socio-economic impact of self-help groups in rural India. The research facilities and faculty expertise at XYZ University provide an ideal environment to pursue this research.

I aspire to contribute to academic research and teaching in higher education institutions, and I believe this doctoral program will enable me to achieve this goal.

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C. Sample Follow-Up Emails

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C.1 Follow-Up Email After Job Application

Subject: Follow-Up on Job Application – Marketing Executive

Dear Mr. Singh,

I hope this message finds you well. I am writing to follow up on my application for the position of Marketing Executive submitted on 10 January 2026.

I remain very interested in the opportunity and would welcome the chance to provide any additional information if required. Thank you for your time and consideration.

Kind regards,
Rahul Sharma

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C.2 Follow-Up Email After Interview

Subject: Thank You – Interview for Business Analyst Position

Dear Ms. Patel,

Thank you for the opportunity to interview for the Business Analyst position on 15 January 2026. I appreciated the discussion about your team’s ongoing projects and organizational goals.

The conversation further strengthened my interest in the role, and I am enthusiastic about the possibility of contributing my analytical skills to your organization.

Thank you once again for your time and consideration.

Sincerely,
Anita Kapoor

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D. Writing Tips for Supporting Documents

✔ Maintain a professional and polite tone
✔ Customize content for each application
✔ Keep language clear and concise
✔ Avoid copying templates verbatim
✔ Proofread before submission

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Appendix Summary

This appendix provides practical reference samples that demonstrate effective professional communication in job and academic applications. When used alongside resumes, CVs, portfolios, and ATS-optimized documents, these samples enable learners to present a complete, polished, and persuasive application package.