Key takeaways
- Name the exact position (and plantilla or job reference number if there is one) in the first two sentences.
- For an internal transfer or promotion, address your current supervisor and HR, and say how your work will be turned over.
- In the Philippines, government offices and schools often ask for a letter of intent; private companies more often say application letter or cover letter, but the content is nearly the same.
- Keep it to one page, with one or two concrete achievements in pesos, percentages or numbers.
- You do not have to state your age or birth date: RA 10911 makes it unlawful to require it in an application.
The three ways to use this format
| If you want to… | Choose | What you get |
|---|---|---|
| See how a complete letter reads before writing your own | See a filled example | A finished letter of intent for Maria Clara S. Dela Cruz, with each paragraph explained |
| Produce a clean letter quickly, for a job or an internal move | Fill it online | A one-page letter in Word or PDF, formatted with date, inside address, salutation and signature block |
| Handwrite it, or keep a guide while typing at a computer shop | Blank, to fill by hand | A printable page with labelled spaces for each part of the letter |
Most people open the filled example first, then switch to the online form and replace the details with their own. If the job post asks for an application letter rather than a letter of intent, the application letter generator uses the same fields in a slightly longer layout, with a Tagalog version.
What a letter of intent is, and when you need one
A letter of intent (often shortened to LOI) is a short formal letter that states what you intend to do: apply for a specific position, move to another department, or be considered for a promotion. In the Philippines the term is used most by government offices, public schools, universities and scholarship committees, which list “letter of intent” as the first item in their requirements, followed by a Personal Data Sheet, transcript and certificates.
Private companies more often ask for an application letter or a cover letter. In practice the three overlap: each is a one-page letter that names the position and gives your qualifications. The difference is emphasis. A letter of intent leads with the request and is shorter and more formal; an application letter tells more of your story; a cover letter is written to accompany a resume, often by email. The comparison table below shows which one to send.
- Applying for a government position posted with a plantilla item number.
- Applying as a public or private school teacher, usually with your PRC license details.
- Requesting an internal transfer to another department, branch or account.
- Asking to be considered for a promotion or a newly opened supervisory post.
- Applying for a scholarship, training slot or graduate programme.
- Expressing interest in a company that has no current opening (sometimes called a letter of interest).
Common situations where a letter of intent is asked for
Letter of intent for a job (sample)
For an outside application, the letter has one job: get the reader to open your biodata, resume or PDS and invite you to an interview. Here is the version for our sample applicant, who is applying from her current job to a new employer.
- Sender
- Maria Clara S. Dela Cruz, 123 Mabini Street, Barangay San Isidro, Quezon City, Metro Manila 1100; +63 917 123 4567; maria.delacruz@example.com
- Date
- October 23, 2026
- Inside address
- The Human Resources Department, [Company name], [Address]
- Salutation
- Dear Sir/Madam:
- Paragraph 1: intent
- I am writing to express my intent to apply for the position of Customer Service Team Leader, as posted on PhilJobNet on October 15, 2026 (reference no. CS-2026-14).
- Paragraph 2: qualifications
- I hold a degree in BS Business Administration from the Polytechnic University of the Philippines (2019) and have worked as a Customer Service Representative at Makati Business Solutions Inc. since June 1, 2021. I handle about 60 calls a day with a customer satisfaction score above 92%, and I have trained six new hires on our ticketing system.
- Paragraph 3: request
- I would welcome the chance to discuss how I can help your team. My resume and certificate of employment are attached, and I am available for an interview at your convenience.
- Closing
- Respectfully yours, MARIA CLARA S. DELA CRUZ
About 150 words, one page. Replace the bracketed company details and the reference number with the ones in the job post.
Notice what the sample does not include: no age, no religion, no paragraph about family. Those belong on a biodata only where the job truly needs them. The attachments line also matters: if you mention a certificate of employment, actually attach it.
Letter of intent for a fresh graduate
With no work history, the qualifications paragraph carries the letter. Replace job results with what you did in school that the employer can use. A short version: “I am writing to express my intent to apply for the position of Junior Accounting Assistant posted on your website. I graduated in 2026 with a degree in BS Accountancy, completed a 300-hour on-the-job training in the accounts payable section of a Quezon City distributor, where I reconciled about 200 supplier invoices a month, and served as treasurer of our college organisation, handling a ₱150,000 annual budget. I am comfortable with Excel and basic bookkeeping software. My resume and transcript are attached, and I am available for an interview any weekday.”
That paragraph works because every claim is specific: hours, invoice count, peso amount, software. Grades help only if they are strong and relevant (Latin honours, or a high grade in the subject closest to the job); otherwise leave them on the transcript.
Letter of intent for a government position
Government vacancies are posted with a position title, salary grade and plantilla item number, and the requirements list almost always starts with a letter of intent addressed to the head of office. Copy the position title and item number exactly as they appear in the posting, because HR sorts applications by item number. Mention your civil service eligibility in the qualifications paragraph, and make sure the work experience in your letter matches the entries in your Personal Data Sheet; the selection board compares the two. Submit before the closing date stated in the posting: late applications are usually not accepted.
Letter of intent for internal transfer or promotion (sample)
An internal letter of intent is read by people who already know you, so it should be shorter and more specific. The reader wants to know three things: which post you want, why you are ready, and what happens to your current work. Address it to the hiring manager or HR, and copy your current supervisor. Tell your supervisor in person before the letter arrives; finding out from HR damages trust even if the move is approved.
- Date
- October 23, 2026
- To
- Mr. Jose Antonio R. Reyes, Human Resources Manager, Makati Business Solutions Inc.
- Copy furnished
- Team Manager, Customer Service Department
- Paragraph 1: intent
- I respectfully submit my intent to be considered for the Quality Assurance Analyst position in the Operations Department, posted internally on October 19, 2026.
- Paragraph 2: readiness
- In more than five years as a Customer Service Representative, I have reviewed peer calls as a calibration volunteer since 2024 and contributed to the revised call checklist adopted this year.
- Paragraph 3: turnover
- If selected, I will complete a two-week turnover of my accounts and remain available to my current team during the transition.
- Closing
- Respectfully yours, MARIA CLARA S. DELA CRUZ, Customer Service Representative
Under 120 words. For a promotion, change paragraph 1 to “to be considered for promotion to the position of…” and in paragraph 2 cite results from your last performance review.
Check your company handbook before sending. Many companies require a minimum time in your current role or a satisfactory last rating before an internal move, and some route requests through an internal job-posting system rather than a letter. If the policy says the letter goes to HR first, follow it.
Letter of intent for teachers
Public school applicants (for example, for Teacher I) are usually asked for a letter of intent addressed to the Schools Division Superintendent of the division where they are applying. State the position, the subject area or level, your PRC license number and date of passing the Licensure Examination for Teachers, and the school or district you prefer if the call allows a preference. Follow the requirements list in the division's own published call, which follows DepEd's current hiring guidelines; those lists change, so do not rely on an old checklist.
Letter of intent for scholarships
A scholarship letter of intent follows the same format but replaces work achievements with academic ones and a short statement of what you plan to study and why. Keep it to one page unless the committee asks for an essay.
How to fill it, section by section
Your details
Put your full name, complete address, mobile number and email at the top, either in a centred block or aligned left. Use a professional email address (firstname.lastname style); recruiters do skip letters from joke usernames. Write your mobile number in a format a recruiter can dial from anywhere: +63 917 123 4567.
Do not add your age, birth date, height, weight, religion or civil status. A letter of intent is about the position. Those details are not needed here and, for age, the employer cannot require them in an application under the Anti-Age Discrimination in Employment Act.
Addressee
Address a named person whenever you can: the HR manager, the hiring manager, or for government and DepEd posts, the head of office or Schools Division Superintendent named in the job call. Write their full name, position, office and address, each on its own line. If no name is available, “The Human Resources Department” plus the company name is correct.
| You know… | Write | Avoid |
|---|---|---|
| The person's name | Dear Mr. Reyes: / Dear Ms. Santos: | Dear Jose: |
| Only the position | Dear Sir/Madam: | To whom it may concern (fine, but less personal) |
| A government head of office | Dear Director Santos: / Dear Sir/Madam: | Hi / Hello |
Salutations that work in Philippine offices
Philippine business letters traditionally use a colon after the salutation (Dear Sir/Madam:), not a comma. Government offices and schools still expect it.
Position and intent
The first paragraph should name the exact position title from the posting, where you saw it, and any reference or plantilla item number. HR at large companies and agencies receive letters for many openings at once; a letter that says only “any vacant position” is often filed with no action. If you are open to more than one role, name your first choice and add “or a related position in your department.”
For an internal move, state the department and the current post you hold, so HR can pull your records without asking. For a promotion, say “to be considered for promotion to…” rather than “I want to be promoted”, which reads as a demand.
Your qualifications
This is the paragraph that decides whether you get an interview. Pick two or three qualifications that match the job post, and give each a number: years of experience, team size, sales handled, a percentage improvement, an amount saved. “Reduced average handling time from 7 to 5 minutes” is stronger than “hardworking and dedicated”.
- Your degree or eligibility, if the post requires one (for government posts, the civil service eligibility listed in the call).
- Relevant experience in years and the company or office name.
- One measurable achievement.
- A skill named in the post, in the post's own words.
What recruiters look for in this paragraph
Fresh graduates can use thesis work, on-the-job training, organisation roles and certifications in place of work experience. If you are a first-time jobseeker, mention nothing about it in the letter, but do use the free government documents available to you under RA 11261 when you assemble the attachments (see below).
Closing and signature
End with a one-line request for an interview and a list of attachments. Then the complimentary close: “Respectfully yours,” for government and schools, “Sincerely yours,” or “Very truly yours,” for private companies. Leave space for your handwritten signature, and type your full name in capitals underneath: MARIA CLARA S. DELA CRUZ.
If you submit by email, save the letter as a PDF named with your surname and the position (DelaCruz_LOI_QA_Analyst.pdf), and paste a two-line version in the email body. For printed submissions, use white bond paper; many government offices still ask for long bond (8.5 × 13 inches), so check the call. If a relative will hand in your documents because you are working or out of town, send them with a signed authorization letter and a copy of your ID; some HR offices will not accept submissions from third parties without one. The full hiring sequence, from letter to job offer, is laid out on the employment hub.
Eight mistakes that cost the job before the interview
| The mistake | Why it matters | Do this instead |
|---|---|---|
| “Any vacant position” | HR cannot route it, so it is filed with no action | Name one position and its reference number |
| Wrong company or addressee name (copy-paste) | Shows the letter was mass-sent | Re-read the inside address before every send |
| Two pages of life story | Readers stop after the first paragraph | One page, three short paragraphs |
| Only adjectives: “hardworking, honest” | Every applicant says the same | Give one number-based achievement |
| Including age, religion or family details | Not needed and invites bias | Leave them out of the letter |
| Internal transfer sent without telling your supervisor | Damages trust, can block approval | Talk first, then copy them on the letter |
| Unsigned or no printed name | Looks unfinished; some offices reject it | Sign above your name typed in capitals |
| Attachments mentioned but missing | Application marked incomplete | Check the list against the call before sealing |
Letter of intent vs application letter vs cover letter
| Letter of intent | Application letter | Cover letter | |
|---|---|---|---|
| Main purpose | States your request for a specific post, transfer or promotion | Applies for a post and tells more of your background | Introduces the resume it accompanies |
| Length | Short, 3 paragraphs | One full page | 3 to 4 short paragraphs, often in an email |
| Most used in the Philippines by | Government agencies, DepEd and schools, universities, internal HR | Private companies, walk-in and PESO job fairs | Multinationals, BPOs and online applications |
| Abroad | Rare for jobs; common for academic programmes | Rare | The standard document |
| Usually attached to | PDS, transcript, certificates | Resume or biodata | Resume or CV |
If a posting asks for one and you have the other, it is usually fine to retitle and adjust. A letter of intent can become an application letter by adding a paragraph about your background; an application letter can become a letter of intent by trimming it to the request and the strongest qualifications. Overseas applications through the DMW-licensed agency system usually ask for a CV and cover letter instead; check an agency's licence on the DMW list before sending documents.
Legal basis: Government applicants also submit the Personal Data Sheet, CS Form No. 212 (Revised 2025), downloaded from the Civil Service Commission. For overseas jobs, check that the agency and job order appear on the Department of Migrant Workers lists.
Primary sources: Civil Service Commission · DMW licensed recruitment agencies
Your rights when applying: age, personal data and free documents
Three laws shape what goes into a letter of intent and its attachments. None of them requires any special wording in the letter, but they tell you what you can leave out and what you should not have to pay for.
| Law | What it means for your application |
|---|---|
| RA 10911, Anti-Age Discrimination in Employment Act (2016) | Employers may not publish job notices with an age preference, require you to declare your age or birth date in the application, or decline your application because of age. |
| RA 10173, Data Privacy Act (2012) | Personal data collected must be for a declared, legitimate purpose and proportional to it. You may leave unrelated personal details out. |
| RA 11261, First Time Jobseekers Assistance Act (2019) | First-time jobseekers pay no fees for NBI, police and barangay clearance, PSA birth certificate and other listed government documents, once per document, with a barangay certification valid for 1 year. |
Legal basis: RA 10911 (age); RA 10173 Sec. 11 (proportionality of personal data); RA 11261 (free pre-employment documents for first-time jobseekers who have resided in the barangay at least 6 months).
Primary sources: RA 10911 (lawphil.net) · RA 10173 (lawphil.net) · RA 11261 (lawphil.net)
The full list of pre-employment documents and their fees is in the documents section of the employment hub, and the rights and fake job offers section explains how to spot a posting that asks for money up front. If a data privacy problem comes up, complaints go to the National Privacy Commission at privacy.gov.ph.
Where to find openings that ask for a letter of intent: PhilJobNet (philjobnet.gov.ph), the free DOLE job portal, and your city or municipal Public Employment Service Office. See where to look for work for both. If you have already been hired and are moving on later, keep the resignation letter template for when you need it.
Other names people search for
- LOI
- Letter of intent for job application
- Letter of intent for employment
- Letter of intent for internal transfer
- Letter of intent for promotion
- Letter of intent for teacher (Teacher I)
- Letter of intent for scholarship
- Letter of interest
- Intent letter
- Liham ng intensyon
- Expression of interest letter
Frequently asked questions
+What is the correct letter of intent format in the Philippines?
Use one page with your name and contact details at the top, the date, the addressee's name, position and office, a salutation with a colon (Dear Sir/Madam:), three short paragraphs (the position you want, your qualifications, your request for an interview), a complimentary close such as Respectfully yours, and your signature over your full name printed in capitals. Government offices often ask for long bond paper, so check the call.
+What is the difference between a letter of intent and an application letter?
Both are one-page letters naming a position. A letter of intent leads with the request and is shorter and more formal; it is the term most government offices, schools and universities use. An application letter, preferred by many private companies, tells more of your background and experience. If a posting asks for one and you have the other, retitle it and adjust the length rather than starting over.
+How do I write a letter of intent for an internal transfer?
Address it to HR or the hiring manager and copy your current supervisor, after telling the supervisor in person. In the first paragraph name the position and department you want and your current post. In the second, give one or two results that show you are ready. In the third, say how you will turn over your work. Keep it under one page and follow your company's internal posting policy.
+How do I write a letter of intent for a teacher position?
Address it to the Schools Division Superintendent (for public schools) or the school principal or HR (for private schools). Name the position, such as Teacher I, the subject area or level, and your PRC license number with the date you passed the Licensure Examination for Teachers. Mention relevant teaching experience or practice teaching, then follow the requirements list in the division's own published call.
+Can I write a letter of intent even if there is no job opening?
Yes. A letter of intent sent without a posted opening, sometimes called a letter of interest, tells the company the type of role you want and asks to be considered when one opens. Name a specific department or role rather than any vacant position, give one or two concrete qualifications, and attach your resume. Expect a slower reply; many companies keep such letters on file for a set period.
+How long should a letter of intent for a job be?
One page, usually three paragraphs and 120 to 250 words. Recruiters and government HR officers screen many letters at once and often decide after the first paragraph. Put the exact position and reference number at the start, one measurable achievement in the middle, and the interview request at the end. Anything longer belongs in your resume, biodata or Personal Data Sheet instead.
+Should I include my age or civil status in a letter of intent?
No. A letter of intent is about the position and your qualifications. Under RA 10911, an employer may not require you to declare your age or birth date in an application, and the Data Privacy Act requires personal data collected to be proportional to its purpose. Leave age, religion, civil status and family details out of the letter. If a separate form asks, answer only what the job needs.
+Who should I address my letter of intent to if I don't know the name?
Look for a name in the job post, the company's website or LinkedIn, or call the company's main line and ask who handles hiring for the role. For government and DepEd posts, the head of office is usually named in the call. If you still cannot find one, address it to The Human Resources Department with the company name and use Dear Sir/Madam: as the salutation.
+What do I attach to a letter of intent?
Attach what the posting lists, in that order. For private jobs that usually means a resume or biodata and a certificate of employment from your last employer. Government agencies typically ask for the Personal Data Sheet (CS Form No. 212, Revised 2025), transcript, certificate of eligibility and training certificates. Teachers add their PRC license. List the attachments at the end of the letter and check each one before sending.
+Do I sign a letter of intent sent by email?
Yes, if you attach it as a PDF. Sign the printed letter and scan it, or insert a clear image of your signature above your typed name. Name the file with your surname and the position, such as DelaCruz_LOI_QA_Analyst.pdf. In the email body, write two or three lines naming the position and saying your letter and resume are attached, so the recruiter can forward it easily.
Related formats and guides
Official sources
- RA 10911, Anti-Age Discrimination in Employment Act (lawphil.net) — Prohibits requiring age or birth date in job applications and age limits in job notices.
- RA 10173, Data Privacy Act (lawphil.net) — Sec. 11 requires personal data to be collected for a declared purpose and in proportion to it.
- RA 11261, First Time Jobseekers Assistance Act (lawphil.net) — Waives fees for government pre-employment documents for first-time jobseekers.
- Civil Service Commission — Source of the current Personal Data Sheet (CS Form No. 212) for government applications.
- PhilJobNet — DOLE's free job-matching portal.
- DMW licensed recruitment agencies — Check that an overseas recruitment agency is licensed before applying.
Deepak Middha, Chartered Accountant
18 years in hedge funds; writes and maintains sulat.ph. Figures, deadlines and articles on this page were checked against the Labor Code, DOLE issuances and the agencies' own pages, last on 2026-10-22. Items marked verify are awaiting confirmation from an official source.