Job applications by post: when printed letters work

When post is the better choice

• The job advert explicitly requests or accepts postal applications.
• It's a speculative application to a small business.
• An authority requires original certified copies.
• You're applying in a setting where paper signals genuine effort and respect.

Order of documents

1. Cover letter — loose on top, not stapled into the folder.
2. Cover sheet (optional) with photo and contact details.
3. CV, in tabular form, in reverse chronological order.
4. References from previous employers, most recent first.
5. Certificates for qualifications and further training.
6. Additional certificates and evidence, only if relevant.

The cover letter, following DIN 5008

One page, a clear subject line with the job title and reference number, the date on the right, no strings of empty phrases. You'll find the measurements for margins and the address field in our DIN 5008 overview. The opening sentence matters most: it should make a concrete connection, rather than simply saying "I am writing to apply".

HR departments often only skim the cover letter. The key information — position, availability, most important qualification — needs to be in the first five lines.

Printing and sending

Element	Recommendation
Paper	90–100 g/m², white, printed on one side
Envelope	unfolded C4 for the full folder
Font	one typeface family, 11 pt, sufficient line spacing
Delivery method	choose by total weight and thickness; send originals only if explicitly requested

When only the cover letter needs to go by post

Some employers want a short cover letter first, with the rest of the documents to follow digitally later. This is exactly what sending online is suited to: write the text, enter the recipient's address, and send it — printed, enveloped and stamped for €2.99, up to three pages included.

Common mistakes

1. A cover letter with no named contact person, even though one is given in the advert.
2. Crumpled or folded certificates in an envelope that's too small.
3. A missing date, or outdated details left over from an earlier application.
4. No copy kept of the documents sent, ready for the interview.

Start with the advert, not the paper format

Check the requested application channel first. If the advert specifies a portal or email address, submit there. A postal address listed alongside it is not automatically an invitation to send a paper application. Ask about the preferred method before mailing a speculative application.

Which documents should go in the envelope?

Include only required, relevant evidence. A photograph and cover sheet are optional. Normally send legible certificate copies. Certified copies are needed only if explicitly requested; do not send irreplaceable originals unsolicited.

What makes a specific opening sentence?

Fictional example: “Your customer-support vacancy matches my three years of experience in telephone support and handling written customer enquiries.”

Replace this with your own verifiable experience. Put the role and reference number in the subject line, explain your relevant qualifications and add availability and contact details.

Postal application checklist

1. Check the recipient and required submission channel.
2. Review names, dates and completeness across all documents.
3. Weigh the entire envelope and measure thickness; a folder may exceed Großbrief limits.
4. Allow sufficient lead time if an arrival deadline applies.
5. Keep a copy of the application and the dispatch date for follow-up.

The online letter service is suitable for a text-based cover letter within the displayed page limit, not for mailing a physical folder or original documents. See our DIN 5008 guide and letter-format overview for preparation.