How to Write a Job Application Letter in Kenya

A job application letter in Kenya is a one-page formal letter that says which job you are applying for, why you fit it, and what is enclosed. It follows a standard layout: your address, the date, the employer's address, a subject line with the job title and reference number, three or four short paragraphs, and your signature.

The format, step by step

1. Your address and contacts at the top right (or top left in block style): postal address if you have one, phone number and email.
2. The date, written in full - for example 3rd November 2026.
3. The employer's address, exactly as the advert gives it.
4. A salutation: "Dear Sir/Madam," or "Dear Ms Otieno," if you have a name.
5. The subject line, in bold or capitals - for example RE: APPLICATION FOR THE POSITION OF ACCOUNTANT - REF. ABC/HR/12/2026.
6. Paragraph one: the job you are applying for and where you saw it.
7. Paragraph two: your most relevant qualifications and experience, with one or two specific achievements that match the advert.
8. Paragraph three: why you want this job with this employer, and what you would bring.
9. Closing: what is enclosed, your availability for interview, and thanks.
10. Sign-off: "Yours faithfully," (if you started with Sir/Madam) or "Yours sincerely," (if you used a name), your signature, and your full name.

Sample: application letter for a job vacancy

Jane Wanjiku Mwangi P.O. Box 12345-00100, Nairobi 0712 345 678 · jane.mwangi@email.com

3rd November 2026

The Human Resource Manager Example Manufacturers Ltd P.O. Box 67890-00200, Nairobi

Dear Sir/Madam,

RE: APPLICATION FOR THE POSITION OF ACCOUNTANT - REF. EML/HR/12/2026

I am writing to apply for the position of Accountant advertised on your website on 28th October 2026.

I hold a Diploma in Accounting and have completed CPA Part II. For the last two years I have worked as an accounts assistant for a 120-person manufacturing company, where I process monthly payroll including PAYE, NSSF, SHIF and the Housing Levy, and reconcile supplier accounts. Moving reconciliations from monthly to weekly cut late supplier payments significantly in my first year.

I am keen to join Example Manufacturers because of your growth into regional markets, and I would bring accurate, deadline-driven accounting and a working knowledge of iTax.

Please find enclosed my CV and copies of my certificates. I am available for an interview at your convenience and can be reached on 0712 345 678.

Yours faithfully,

(Signature)

Jane Wanjiku Mwangi

Sample: application letter for industrial attachment

Students looking for attachment write to an organisation even when no vacancy is advertised. Keep it short and specific about dates:

RE: APPLICATION FOR INDUSTRIAL ATTACHMENT

I am a second-year student pursuing a Diploma in Electrical Engineering at [your college], and I am required to complete a three-month industrial attachment between January and March 2027.

I am applying for an attachment placement in your maintenance department. I have completed units in electrical installation, motor control and workshop safety, and I am eager to apply them under supervision.

Enclosed are my CV, a copy of my student ID and an introductory letter from my college. I would be grateful for the opportunity and am available for an interview at any time.

Attach the introductory or insurance letter from your institution - many organisations ask for one before they take a student.

Sending an application by email

When an advert says to apply by email:

• Subject line: copy the job title and reference number exactly - for example "Application for Accountant - EML/HR/12/2026".
• Email body: three or four lines saying what you are applying for and what is attached. Do not leave it blank.
• Attachments: your letter and CV as PDFs, named clearly ("Jane-Mwangi-CV.pdf", not "Document1.pdf"). Combine certificates into one PDF if the advert asks for them.
• Send from a professional email address, and check the address in the advert twice.

Mistakes that get applications rejected

• Missing the reference number or applying for the wrong post.
• One generic letter for every job. Employers notice.
• Missing documents the advert asks for, such as a signed letter, ID copy or certificates.
• Late applications. Public-sector portals close at the deadline, often at midnight.
• Spelling mistakes in the employer's name.

Your letter gets the employer to open your CV - so make the CV strong too. See how to write a CV in Kenya.

Frequently asked questions

How long should a job application letter be?+

One page - usually three or four short paragraphs. The letter's job is to get the employer to read your CV, not to repeat it.

Who should I address an application letter to?+

To the person or office named in the advert, for example "The Human Resource Manager" or "The Secretary, County Public Service Board", with the address the advert gives. Use a named person if the advert gives one.

Do I need to sign a job application letter?+

Yes, if the advert asks for a signed letter, which many public-sector adverts do. Sign it, scan it and attach it as a PDF. For an email application, the email itself can serve as a short cover note, with the signed letter attached.

Should I write the job reference number on my application?+

Always, if the advert has one. Put it in the subject line of the letter and the email - large employers advertise many posts at once and file applications by reference number.