- A business letter written in APA style contains the following sections: Sender's Address, Date, Inside Address, Salutation, Body, Closing and Enclosures. If the sender's address is not already included in the letterhead, place it one line above the date at the head of the letter. Do not state the sender's name until the closing. Date the letter the day it was written. Place the month, day and year two inches below the top of your page, either at the left or center of the page. The inside address should be left justified, and begins one line below the address of the sender. It should include the specific individual you are addressing, along with his title. Use this same name and title for the salutation, followed by a colon. If you do not know who you are addressing, use "To Whom It May Concern." The body of the letter should be single spaced with a space between paragraphs. Begin with a friendly opening but keep your letter concise. Restate the purpose of the letter in the closing paragraph and make any request at this time. Leave one line between the body and your closing, which should align with the date. Leave four lines after the closing and your name to sign the letter. A comma usually follows the closing. If your letter includes enclosures, indicate the fact by typing the word "Enclosures" one line below your closing.
- Academic cover letters concerning employment or research at a university follow a similar APA format as business letters, but the content will vary. It is important to emphasize your academic accomplishments in detail, which means it will probably be longer than a basic business letter. Academic cover letters should be around two pages in length, about five to eight paragraphs. The letter should open not only with the information about the position you are applying for, but also with a strong argument for why you are best qualified for the position. In your last paragraph include your contact information, your willingness to forward any writing samples or reference information and any special connection you might have with the institution you are addressing.
- Congratulations, you have just been offered a job. The proper response is to reaffirm the offer with an acceptance letter, written in APA style. Use the basic business letter format. In the body of this letter you should first thank the company or institution for the job offer, then formally state that you accept the position. Continue by restating the terms they offered in your contract, including salary and benefits. Reaffirm other instructions such as your start date and specified hours. Close the letter by assuring them of your happiness to accept the job.
- If you are offered a job that you no longer want or need, it is your responsibility to let the employer know of your refusal as soon as possible so that they can continue their search for an employee. Using the APA basic business letter format, simply thank them for the job opportunity, then reject the offer. Be sure to give appropriate reasons for your rejection. Be polite in case you want to apply for positions with the company in the future.
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