How to Write a Job Application Letter in Kenya (+ 5 Free Samples)

A job application letter in Kenya is a one-page formal letter that accompanies your CV, written in business format, that states the position you are applying for, summarises why you qualify, and requests consideration. Kenyan employers still expect one with almost every application — and because most applicants send generic, error-filled letters, a clear tailored letter genuinely moves you up the pile. This guide gives you the exact format, a paragraph-by-paragraph walkthrough, and five samples to adapt.

What is the correct format for an application letter in Kenya?

Kenyan employers expect full-block business format: everything aligned left, single-spaced, one page maximum. In order:

Your address (postal or physical + phone + email) — top left
Date
Employer’s address (name/title of recipient, company, address)
Salutation — “Dear Sir/Madam,” or better, the named officer: “Dear Ms. Wanjiku,”
Subject line in bold caps — RE: APPLICATION FOR THE POSITION OF SALES EXECUTIVE (REF: HR/2026/014)
Body — three paragraphs (below)
Closing — “Yours faithfully,” (when using Dear Sir/Madam) or “Yours sincerely,” (when using a name), then signature and full name

Send as PDF unless the advert says otherwise, and if applying by email, put the subject-line text in the email subject field too.

What do I write in each paragraph?

Paragraph 1 — what and where. State the exact position and reference number, and where you saw the advert. One or two sentences: “I am writing to apply for the position of Sales Executive (Ref: HR/2026/014) advertised on JobsInKenya.ke on 15 August 2026.”

Paragraph 2 — why you. Your strongest 3–4 qualifications matched to the advert’s requirements, with one concrete achievement. Mirror the advert’s own words — many companies screen with software that looks for them: “I hold a Diploma in Sales and Marketing and have three years’ experience in FMCG distribution, during which I grew my route’s monthly sales from KES 800,000 to KES 1.4 million.”

Paragraph 3 — close and request. Refer to your attached CV, state availability, request an interview, thank them: “My CV is attached with further details. I am available for an interview at your convenience and can be reached on 07XX XXX XXX. Thank you for considering my application.”

What mistakes make Kenyan employers reject application letters?

The five that recruiters cite most: sending one generic letter to every job (no reference number, wrong company name left in from the last application); letters longer than one page; repeating the entire CV instead of highlighting 3–4 matched strengths; spelling and grammar errors, especially in the subject line; and missing contact details. Every sample below avoids all five.

Sample 1 — General application letter (any advertised job)

[Your Name] P.O. Box 000-00100, Nairobi | 07XX XXX XXX | yourname@email.com

17 August 2026

The Human Resource Manager [Company Name] P.O. Box 000-00100, Nairobi

Dear Sir/Madam,

RE: APPLICATION FOR THE POSITION OF [JOB TITLE] (REF: [XX/2026/XXX])

I am writing to apply for the above position as advertised on JobsInKenya.ke on [date]. I hold a [qualification] from [institution] and have [X years’] experience in [field].

In my current role at [company], I [one concrete, quantified achievement relevant to the advert]. I am proficient in [2–3 skills from the advert] and hold [any required certificate]. These match the requirements in your advertisement, and I am confident I would contribute from the first week.

My detailed CV is attached. I am available for an interview at your convenience and can be reached on 07XX XXX XXX or [email]. Thank you for considering my application.

Yours faithfully, [Signature] [Full Name]

Sample 2 — Teaching job (TSC or private school)

Use the same structure with these body paragraphs:

I am writing to apply for the position of Mathematics/Physics Teacher advertised by your school on [date]. I am a TSC-registered teacher (TSC No. XXXXXX) holding a Diploma in Education from [college], with KCSE mean grade B and C+ in both teaching subjects.

During my teaching practice at [school], my Form 2 class improved its mathematics mean score from 5.8 to 7.1 in two terms. I am experienced in CBC lesson planning and co-curricular supervision, and currently apply the Junior School curriculum competencies. (Applying for TSC mass recruitment? That process is portal-only — this letter is for direct school applications and BOM positions.)

Sample 3 — Driver position

I am writing to apply for the position of Driver advertised on [date]. I hold a valid BCE driving licence (clean record, [X] years), a Certificate of Good Conduct issued [month/year], and a PSV badge [if applicable].

I have [X] years’ driving experience with [company/family/institution], including [vans/trucks/company cars], defensive-driving training from [school], and basic vehicle-maintenance skills. I know Nairobi and upcountry routes well and am available for flexible hours, including weekends.

Sample 4 — First job / no experience

I am writing to apply for the position of [role] advertised on [date]. I completed my KCSE at [school] in [year] with a mean grade of [grade] and hold a certificate in [computer packages/other] from [institution].

Although this would be my first formal employment, I have [volunteer work / school leadership / church responsibilities / family business duties] where I developed [punctuality, record-keeping, customer handling]. I am a fast learner, available immediately, and eager to grow with your organisation.

Sample 5 — Industrial attachment

I am writing to request an industrial attachment position in your [department] for the period [May–August 2026]. I am a second-year student at [university/college] pursuing a [Diploma/Degree] in [course], and attachment is a requirement of my programme.

I have covered coursework in [2–3 relevant units] and am proficient in [software/skills]. I am keen to apply this training in a practical environment and will provide an insurance cover letter and attachment letter from my institution on request.

How do I send an application letter by email?

Most Kenyan applications now go by email, and the email itself is judged before your attachments are opened. The rules: subject field carries the exact position and reference — Application for Sales Executive – Ref HR/2026/014 – John Kamau; the email body is a short version of your letter (greeting, one paragraph stating the role and your headline qualification, reference to attachments, signature with phone number) — not “see attached” alone, and not the full letter pasted twice; attachments are two PDFs, named John_Kamau_Application_Letter.pdf and John_Kamau_CV.pdf, under 2MB total; send from a professional address, and never CC other employers or send one email to twenty addresses — bulk-visible applications are deleted on sight. If the advert gives both email and portal options, use the portal; portals log receipt and are screened first at many companies.

A model email body:

Dear Sir/Madam,

I wish to apply for the position of Sales Executive (Ref: HR/2026/014) advertised on JobsInKenya.ke. I hold a Diploma in Sales and Marketing with four years’ FMCG experience, and in my current role I grew route sales 75% in 18 months.

My application letter and CV are attached. I am available for an interview at your convenience.

Kind regards, John Mwangi Kamau · 0712 345 678

Final checklist before you send

Thirty seconds that save applications: the company name and reference number match this advert (the #1 fatal error is last-application leftovers); the recipient’s title is correct; “Yours faithfully” pairs with Dear Sir/Madam and “Yours sincerely” pairs with a name; the letter is one page; your phone number appears in the final paragraph; both documents are PDF; the email subject matches the advert’s required format if one was specified (portals and government adverts often mandate exact wording — deviation means automatic filtering); and you have read every sentence aloud once — the ear catches errors the eye forgives.

Frequently asked questions

What is the difference between an application letter and a cover letter?

They are the same document — Kenya uses “application letter” while international employers say “cover letter”. The Kenyan version is slightly more formal (full business format, RE: subject line) than the Western email-style cover letter. When applying to international NGOs or foreign companies, the lighter cover letter style is appropriate.

Should an application letter be handwritten or typed?

Typed, always, unless the advert explicitly requests handwritten (rare, and mostly for assessing handwriting in clerical roles). Send as PDF so formatting survives.

How long should a job application letter be?

One page — around 250–350 words. Recruiters handling hundreds of applications spend under a minute on each letter; three tight paragraphs beat five rambling ones every time.

Do I attach certificates to the application letter?

Only if the advert asks. Standard practice in Kenya: application letter + CV only at application stage; carry original certificates to the interview. Government portals (PSC, TSC) have their own upload requirements.

Next steps: pair your letter with a strong CV — How to Write a CV in Kenya (free templates included) — then browse today’s new jobs to put both to work.

JobsInKenya.ke is a free job board that aggregates verified job vacancies in Kenya, updated daily.