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Recruitment, HR and admin

HR job application letter template

An application letter for HR, recruitment and admin roles. State the headcount you managed, your areas of work and the HR software you use.

Standard administrative formatNational title, motto and the familiar layout.All 17 languagesAdd a second language for a bilingual version.Download Word, print or share a linkDownload as Word to edit further, print it to hand in, or send employers a link.

Job application letter template

22 fields to fill · 20 ready-made lines · 17 languages

Job application letter

22 fields to fill

A formal letter in the standard administrative format, submitted with your application.

ApplicantEducationPosition applied forExperience

Personal background statement

45 fields to fill

A self-declaration in the standard administrative format, used for applications and local certification.

Personal detailsQualifications and occupationFamilyEducation and work historyAwards and disciplinary record

Resignation letter

17 fields to fill

A resignation letter with a notice period and a commitment to hand over your work.

ApplicantCurrent jobReason and handover

Tips for an HR job application letter

Size of the companies you worked for

The headcount you managed shows the scale of the work you have handled.

Your strongest area

Recruitment, compensation and benefits, insurance or employee relations.

Knowledge of labour law

Mention your experience with employment contracts or employee benefits.

See all job application letter templatesSee more contract templates
Guide

HR application letter: the reader is an HR professional, so write it like one

7 sectionsAbout 3 min readUpdated 01/10/2026

An HR application letter (đơn xin việc) lands with exactly the people who read other people's letters every day: the HR manager and the recruiters. They recognise a copied template from the first sentence, check the format, forms of address and spelling, and only then look for your area of HR and the size of the workforce you have handled. This article covers all three areas: recruitment, compensation and benefits, and HR administration.

How HR people read an HR application letter

They read fast out of habit and stop at three points: your strongest area, the size of the companies you have worked for, and the software you have used. "Generalist HR" at a 30-person company is a world away from a C&B specialist for a factory of 1,200 workers, so that number has to be there. At state agencies and public service units, the personnel department also checks the format before reading the content.

AreaFigures to giveCommon follow-up questions
RecruitmentFigures to givePositions filled per month, time to fillCommon follow-up questionsSourcing channels, interview approach
Compensation and benefitsFigures to giveHeadcount on payroll, annual tax finalisationCommon follow-up questionsMISA AMIS, electronic social insurance filing
HR administrationFigures to giveContracts tracked per yearCommon follow-up questionsContracts, labour discipline

Open with your strongest area and the size of the workforce

After the "To:" line (Kính gửi) and the position, the next sentence states your area and scale: "four years in compensation and benefits for a factory of 1,200 workers". The third sentence covers software and technical skills: MISA AMIS, Base, electronic social insurance filing software, personal income tax (PIT) finalisation. Do not open with "I am sociable and careful"; the HR manager has read that sentence a few hundred times.

The experience paragraph: a compensation and benefits specialist example

A sample paragraph from someone working in C&B at a garment factory:

Experience paragraph in an HR application letter

For the past four years I have been a compensation and benefits specialist at an export garment company in Ninh Binh with about 1,200 workers, running payroll for the whole factory, filing social insurance electronically and tracking nearly 300 labour contracts that expire each year. I linked the fingerprint time clocks to the payroll on MISA AMIS, cutting the payroll closing time from five days to two. In early 2026, when the regional minimum wage went up, I revised the pay regulations and explained them to the production line leaders.

I am applying for the C&B Team Leader position because your multi-shift model is similar to my current workplace, and I can start after giving 30 days' notice.

What new HR graduates write

A recruitment internship comes with numbers: job posts published, applications screened, candidates booked for interview. Add a graduation project on pay and rewards or performance appraisal, and one detail that shows you have read the Labour Code (Bộ luật Lao động). People coming from other fields present their previous work as an advantage: an accountant understands payroll, a salesperson knows how to win candidates over.

Handwritten or typed, and whether the format gets checked

It does get checked, because HR administration is the function that keeps document formats in order for the whole company. State agencies, public service units and state-owned enterprises often require a handwritten letter; private companies accept a typed letter signed by hand, or a PDF. Either way, the national name and motto must follow the format in Decree 30/2020/ND-CP: the national name in bold capitals; the motto "Independence - Freedom - Happiness" (Độc lập - Tự do - Hạnh phúc) in bold lower case, with hyphens between the phrases.

Common mistakes and how to submit

  • Writing "generalist HR" without naming your area and the headcount.
  • Copying a template with the line "I am sociable and enthusiastic".
  • Classic spelling slips (sơ xuất for sơ suất, giành thời gian for dành thời gian); inconsistent forms of address.
  • Addressing the wrong department in the "To:" line; no date or signature.

Through Việc Hot, attach the letter with your CV in the same application. By email, put the position and your full name in the subject line and write three lines covering your area, the scale and when you can start. For a paper application at the HR department, add a certified personal record form (sơ yếu lý lịch) and copies of your degree.

Frequently asked questions

None are mandatory. Certificates in payroll, insurance or recruitment count in your favour when given with the year.

Present your previous job as an advantage, together with the courses you have completed and one people-related task you have done, such as training new staff.

Only if the job post asks for it; give a range and say whether it is gross or net.

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