application letter about seaman

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application letter sample for seaman

If you are searching for a sample application letter for seaman, you have come to the right place. In this article, we will provide you with seven different examples of application letters for seamen, as well as some tips and frequently asked questions about the application process.

An application letter for seaman is a formal letter that is used to apply for a job on a ship. The letter should be well-written and should highlight your qualifications and experience. It should also be tailored to the specific job that you are applying for.

When writing an application letter for seaman, it is important to keep in mind that you will be competing with many other applicants. Therefore, it is important to make your letter stand out from the rest. You should highlight your qualifications and experience, and explain why you are the best candidate for the job.

It is also important to make sure that your letter is well-written and free from errors. You want to make a good impression on the hiring manager, so take the time to proofread your letter before submitting it.

Finally, it is important to remember that you can always find examples of application letters for seamen online. These examples can be used as a guide when writing your own letter, and can be edited as needed to fit your specific situation.

Application Letter Samples

Application letter sample for experienced seaman.

I am very interested in the position of experienced seaman that you have advertised. With over 10 years of experience in the industry, I believe that I would be an excellent candidate for the job.

During my time as a seaman, I have gained extensive knowledge of various types of vessels, and have developed a strong understanding of the rules and regulations that govern the industry. I am also skilled in navigation, maintenance, and repair of vessels.

I would be honored to have the opportunity to work for your company, and I believe that my skills and experience make me well-suited for the job.

Thank you for your time and consideration.

Complimentary Close,

Application Letter Sample for Entry-Level Seaman

Dear Hiring Manager,

I am writing to apply for the entry-level seaman position that you have advertised. While I do not have extensive experience in the industry, I am eager to learn and am committed to building a career in the field.

I recently completed a training program in seaman skills, where I gained knowledge of navigation, vessel maintenance, and safety procedures. I am also skilled in using various types of equipment, and have a strong work ethic.

I am excited about the opportunity to work for your company, and I believe that I would be an asset to your team. Thank you for considering my application.

Application Letter Sample for Deckhand Position

Dear Sir/Madam,

I am writing to express my interest in the deckhand position that you have advertised. With my strong work ethic and experience working on vessels, I believe that I would be an excellent candidate for the job.

During my time as a deckhand, I have gained experience in a variety of tasks, including loading and unloading cargo, maintaining the vessel, and assisting with navigation. I am also skilled in using various types of equipment, and am knowledgeable about safety procedures.

I am excited about the opportunity to work for your company, and I believe that my skills and experience make me well-suited for the job. Thank you for your time and consideration.

Best regards,

Application Letter Sample for Able Seaman Position

I am writing to apply for the able seaman position that you have advertised. With over 5 years of experience working on vessels, I believe that I would be an excellent candidate for the job.

During my time as an able seaman, I have gained extensive knowledge of navigation, vessel maintenance, and safety procedures. I am also skilled in using various types of equipment, and have a strong work ethic.

Yours sincerely,

Application Letter Sample for Chief Engineer Position

I am writing to express my interest in the chief engineer position that you have advertised. With over 10 years of experience in the industry, I believe that I would be an excellent candidate for the job.

During my time as a chief engineer, I have gained extensive knowledge of vessel engineering, maintenance, and repair. I am also skilled in using various types of equipment, and have a strong understanding of safety procedures.

I am excited about the opportunity to work for your company, and I believe that my skills and experience make me well-suited for the job. Thank you for your consideration.

Application Letter Sample for Cook Position

I am writing to apply for the cook position that you have advertised. With my experience in cooking and my knowledge of safety procedures, I believe that I would be an excellent candidate for the job.

During my time as a cook, I have gained experience in preparing meals for large groups of people, and am knowledgeable about food safety and hygiene. I am also skilled in using various types of kitchen equipment.

I am excited about the opportunity to work for your company, and I believe that my skills and experience make me well-suited for the job. Thank you for considering my application.

Application Letter Sample for Electrician Position

I am writing to express my interest in the electrician position that you have advertised. With my experience in electrical work and my knowledge of safety procedures, I believe that I would be an excellent candidate for the job.

During my time as an electrician, I have gained experience in a variety of tasks, including installation, maintenance, and repair of electrical systems. I am also skilled in using various types of electrical equipment, and am knowledgeable about safety procedures.

Tips for Writing an Application Letter for Seaman

When writing an application letter for seaman, it is important to keep the following tips in mind:

• Tailor your letter to the specific job that you are applying for.
• Highlight your qualifications and experience.
• Proofread your letter for errors.
• Use a professional tone.
• Don’t simply repeat your resume.

Frequently Asked Questions

What should i include in my seaman application letter.

Your application letter should include information about your qualifications and experience, as well as your reasons for applying for the job. You should also highlight any relevant skills or certifications that you have.

How long should my seaman application letter be?

Your letter should be no longer than one page. It should be concise and to the point, while still providing all of the necessary information.

Should I include my resume with my seaman application letter?

Yes, you should include your resume with your application letter. This will provide the hiring manager with additional information about your qualifications and experience.

How should I address my seaman application letter?

You should address your letter to the hiring manager or the person who is responsible for hiring for the position. If you are unsure who to address your letter to, you can use a generic greeting such as “Dear Hiring Manager.”

How should I close my seaman application letter?

You should close your letter with a professional and courteous complimentary close, such as “Sincerely,” or “Best regards.”

What should I do if I do not have any experience as a seaman?

If you do not have any experience as a seaman, you can still apply for entry-level positions. You can highlight any relevant skills or certifications that you have, and express your eagerness to learn and build a career in the field.

How can I make my seaman application letter stand out?

You can make your letter stand out by highlighting your unique qualifications, experience, and skills. You should also tailor your letter to the specific job that you are applying for, and make sure that it is well-written and free from errors.

Writing an application letter for seaman can be a daunting task, but by following these tips and using these examples, you can create a letter that will make you stand out from the competition. Remember to highlight your qualifications and experience, tailor your letter to the specific job that you are applying for, and proofread your letter for errors. Good luck with your job search!

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Ordinary Seaman Cover Letter Examples

A great ordinary seaman cover letter can help you stand out from the competition when applying for a job. Be sure to tailor your letter to the specific requirements listed in the job description, and highlight your most relevant or exceptional qualifications. The following ordinary seaman cover letter example can give you some ideas on how to write your own letter.

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Cover Letter Example (Text)

Allyssia Linskens

(791) 682-3258

[email protected]

Dear Ms. Chopra,

I am writing to express my keen interest in the Ordinary Seaman position with Maersk Line, as advertised. With a solid foundation of five years' experience at MSC Mediterranean Shipping Company, I have honed my skills in seafaring and am eager to bring my expertise to your esteemed fleet.

During my tenure at MSC, I have developed a robust understanding of maritime operations, including deck maintenance, cargo handling, and navigation watch duties. My hands-on experience in mooring operations and emergency response has equipped me with the agility and precision necessary to perform under pressure and contribute effectively to your team. I am well-versed in the importance of adhering to safety protocols and have consistently maintained a record of compliance with maritime regulations and company policies.

I am attracted to Maersk Line's reputation for excellence in the shipping industry and am particularly impressed by your commitment to sustainability and innovation. I am eager to align my career with a company that values progress and environmental stewardship, and I am confident that my background and dedication to continuous professional development make me a suitable candidate for the role.

I am enthusiastic about the opportunity to contribute to the continued success of Maersk Line and am committed to upholding the high standards of safety, efficiency, and professionalism that you are known for. I look forward to the possibility of discussing how my experience and skills can be of value to your operations.

Thank you for considering my application. I am excited about the prospect of joining your team and am available at your convenience for an interview.

Warm regards,

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Seaman Cover Letter Example

As a seaman’s daily work directly impacts the lives and livelihoods of their crew mates, how they go about their work is as important as what they do. Safety is paramount in many situations, so a seaman cover letter should convey their approach to their work as well as their previous experience. They need to show that they can be trusted. A series of interviews will be central to making this decision, but the first evidence should be provided in the cover letter.

A seaman's career can contain many unexpected perils, so the cover letter can tell a few of the less common stories from your career and show that you have what it takes when adversity hits. Simply repeating the duties of the role will not impress anyone: your cover letter should demonstrate adaptability, calmness under pressure and an iron will to get through even the toughest of situations. Telling the unusual stories shows that you are someone who is ready for the unexpected.

When writing a cover letter, it's important to stress the value of collaboration and problem-solving skills. Additionally, having a strong work ethic and striving for excellence are crucial qualities to highlight. It's also important to emphasise the significance of being a good fit for the team, as you'll be spending a lot of time with your crewmates. Just be yourself, and you're likely to find a group of colleagues who share your mindset and values.

This cover letter guide is just one of more than 100 free cover letter samples exclusively on the CVapp.ie website. We’ll show you how to get the most out of your cover letter and how to land an interview for your  position. Writing a cover letter is very different to writing a CV, so let's get started!

In this guide, we will explore:

• A seaman cover letter format that creates the right structure for your story
• What information to include in the introduction, including how to structure effective body paragraphs and a strong conclusion
• How to write a seaman cover letter if you have no seaman experience
• Psychological tips to consider and basic mistakes to avoid when you write.

Let’s begin! 

Effective cover letter formatting

Every seaman has plenty of stories to tell, but how should you structure your cover letter, and which stories can you tell in each section? Every story needs a compelling beginning, solid middle and memorable end — and a cover letter is no different. For this reason, your cover letter should contain the following sections:

• The cover letter header
• The greeting
• The cover letter intro
• The body paragraphs
• The conclusion

This cover letter example guide is intended to offer a few specific tips for a seaman cover letter, but there are many more general ideas in our comprehensive cover letter example. You may have a diverse background and work history that encompasses far more than a seaman’s core duties, so consider writing a seaman cover letter from as many angles as possible. There are so many transferable skills that can be incorporated into the role. 

Here is a seaman cover letter example that could help spark some creativity:

Dear Mr. Ronan Gallagher,  

My name is George Murphy, and I'm thrilled to sail into this opportunity as a Merchant Seaman. When I saw the Merchant Seaman position advertised on the Irish Maritime and Energy Resource Cluster website, I knew I had to drop anchor and reach out. Thank you for taking the time to read my application! 

Having completed comprehensive training in maritime operations and shipboard safety, I possess a strong foundation of knowledge and experience that is essential for a successful career at sea. I have acquired the necessary certifications, such as STCW (Standards of Training, Certification, and Watchkeeping) and other relevant qualifications, which demonstrate my commitment to safety and compliance within the industry. Additionally, I hold a valid Merchant Mariner Credential, indicating my suitability for the position. I believe that my extensive skills and qualifications, combined with a strong passion for the maritime industry, I am confident in my ability to make a valuable contribution to your team.  

Throughout my career, I have gained valuable hands-on experience in various roles, including navigating, operating and maintaining machinery, and ensuring the safe and efficient functioning of the vessel. My ability to work collaboratively with diverse teams, adapt to dynamic situations, and make quick decisions under pressure has been consistently recognised by my superiors and colleagues.  

Furthermore, my strong work ethic, attention to detail, and dedication to continuous improvement have enabled me to effectively manage complex operations and maintain a high level of professionalism in challenging environments. I am committed to upholding the highest standards of efficiency, safety, and integrity, and I am confident that my skills and qualifications align well with the goals and requirements as stipulated by Irish law. 

I would welcome the opportunity to further discuss how my unique skill set and enthusiasm can contribute to the success of IMERC. Thank you for considering my application. Please feel free to contact me at your convenience.  

Yours sincerely,  

George Murphy

Cover letter header

Any maritime captain will put efficiency and simplicity right at the top of their priority list, so the seaman cover letter header should contain the essentials of their application with a minimum of fuss. It’s important to keep designs and colour schemes practical, so its best to steer clear of bright, quirky graphics. 

The cover letter header should contain the contact details of the candidate: their full name, email address and social media profile if appropriate and applicable. The main goal of the header is to make yourself easy to contact. If the header section contains all the required information, the reader can quickly move on to the more important aspects of the cover letter: your experience and your story. Use a private email with your name and a common provider. Ultimately, it’s essential to keep the header section as uncluttered as possible. Nobody wants a visual headache!

Goal of the cover letter header : Give the basic information in the most unobtrusive way and pick a simple design for the cover letter header that does not distract from your story.

Cover letter greeting

A seaman cover letter does not need to be overly formal, but it’s still important to greet your prospective boss correctly. Getting the right name (with the correct spelling) is basic courtesy, so be sure to check and double check the job description. If you don’t know the name, a quick phone call to the company won’t hurt, and it may even give you an opportunity to find out a little more about the role or the culture.

Goal of letter greeting : Start the seaman cover letter off on the right footing.

Dear Mr. Ronan Gallagher,

Cover letter introduction

The introduction of your cover letter should show that you understand the specific demands of the role and how your previous experience shows that you will be the person for the job. Be specific, give examples and show some personality.

A cover letter introduction that depicts you at the heart of a well-functioning team is a great way to start off your introduction. Be sure to include how well you have worked with your previous crew mates to do your daily jobs. We’ve got some great examples below if you need some help writing your cover letter introduction! 

Goal of the cover letter intro : You know what qualities really matter as a seaman: make sure that your future boss has a good understanding of what type of seaman you are in the cover letter introduction! 

Cover letter body paragraphs

The body paragraphs of your cover letter is where you expand on your experience and tell a couple of stories that both fit with the role in question and help you stand out from the competition. If the stories aren’t relevant, they will be discounted. If they are common to many others, they will fade into obscurity.

Don’t fall into the trap of simply repeating the job description in your seaman cover letter. The middle part of the letter should draw the reader into your story and explain just how you make your unique difference with what you do on the boat. As mentioned earlier, the safety and wellbeing of your crew mates depends on how you do things as well as what you do. Give context to what you share and quantify your achievements wherever possible using numbers, facts and figures. 

While a cover letter should be written from a first-person perspective, roles that involve a lot of teamwork should also mention the achievements of those around them in a cover letter. It might seem obvious, but it’s important to mention some of the crucial personal qualities that every seaman should possess. Going to sea is a tough job on many levels, so your future employer will want to know why exactly you do it.

Goal of the body of your cover letter : Make sure that the core content of your cover letter is relevant and unique as well as positioning yourself as a member of the wider crew!

How to conclude your cover letter 

The most important thing that a captain is looking for in a seaman (besides qualifications!) is someone that they will be able to work well with and get on with. After all, when you are spending long hours at sea, you will be looking for a kindred spirit! The conclusion of your cover letter should share one last insight into your character before a potential future boss decides to invite you to interview.

Hopefully by now your CV and cover letter have done their job, so the last lines of your cover letter should finish on the strongest possible note. Ask for the interview in a polite, professional way. If your application is a good fit, there is nothing wrong with saying that you are looking forward to a potential meeting and understanding more about the details of the role.

Goal of the closing : Give them one last personality-led reason to hire you and don’t shy away from saying that you are looking forward to a possible interview.

Writing psychology: mistakes to avoid in your cover letter

Communication skills are important for a seaman. While you likely will not be judged too harshly for any mistakes or typos in a seaman cover letter, these mistakes do hint at a lack of attention to detail which can be incredibly dangerous when you are out on the high seas. When there are a number of applicants, you cannot afford for the following mistakes to put any doubt in the hiring manager’s mind:

• Grammatical and spelling issues : Take advantage of our online CV and cover letter builders on the CVapp.ie website, which come with in-built spell-checking and grammar software! Asking a friend to proofread the cover letter can also help ensure your document is flawless and typo-free.
• A friendly tone : You will be spending a lot of time with your future crew mates, so don’t be too formal in the tone of your letter. Write as if you are having a conversation with them – keep it light.
• Generic examples : There is always a temptation to give generic examples and simply copy the responsibilities in the job description. Don't do it! You have to find a way to stand out, and copy-pasting old, stale content isn’t the way to do it. Fortunately, we have a ton of professional samples and examples on the CVapp.ie website for you to draw inspiration from!

Getting the content of your cover letter right is half the battle. You also have to make sure that it is visually appealing. If you experiment with different formatting with Word software or somehow come up with a PDF version yourself, you risk your CV looking different on different browsers, etc. Save yourself the trouble with one of our expert-designed simple cover letter templates. Looks matter just as much as the detail.

Cover letter for a seaman with limited experience

If you have no prior experience as a seaman, focus on writing about transferable skills that might be considered useful in a seaman career: ability to work with machinery, physical fitness, attention to detail, excellent communication skills, determination to cope with a difficult environment and an ability to work in a team when under constant pressure.

You will not be the only person that is applying with little experience, so don’t stress. Describe the sort of person that you are and why you see your previous experience as being relevant. You have to show that you understand what the role entails, so don’t be afraid to make some links to what you will be expected to do. 

Key takeaways

• Show that you have the skills and personality to excel at one of the most demanding roles in the world. Being a seaman is hard work: both physically and mentally.
• Use our cover letter tips in each section to set out your story in a logical way.
• Getting a job as a seaman with no experience is possible, but you have to make sure the skills you include are relevant. Be sure to read over the job description vigilantly!
• Since paying attention to detail is a crucial quality for this job, make sure to carefully review and identify any minor errors.

Access our free professionally designed templates

Able Seaman Cover Letter Examples & Writing Tips

Use these Able Seaman cover letter examples and writing tips to help you write a powerful cover letter that will separate you from the competition.

Table Of Contents

• Able Seaman Example 1
• Able Seaman Example 2
• Able Seaman Example 3
• Cover Letter Writing Tips

Able seamen are responsible for the safe operation of a ship. They work on deck and in the engine room, and must be able to handle a variety of tasks.

When you apply for an able seaman position, you need to highlight your skills and experience. Use these examples and tips to write a cover letter that will help you stand out from the competition.

Able Seaman Cover Letter Example 1

I am writing to apply for the Able Seaman position at your company. I am a certified Able Seaman with more than five years of experience in the maritime industry. I am excited at the prospect of joining your team and helping to contribute to your company’s success.

I have worked on a variety of vessels, including container ships, tankers, and passenger ferries. I have experience in both deck and engine departments, and I am comfortable working in all weather conditions. I am also familiar with the use of safety and survival equipment, as well as with the operation of deck machinery.

I am a motivated and hardworking individual who is always looking for ways to improve my skills. I am committed to safety and to the success of your company. I am available for interview at your convenience, and I look forward to hearing from you soon.

Able Seaman Cover Letter Example 2

I am writing to apply for the position of Able Seaman that was recently advertised on the company website. I am confident that I have the skills and experience that you are looking for, and I am eager to put my abilities to work for your organization.

I have been working as an Able Seaman for the past three years, and during that time I have developed a strong understanding of the duties and responsibilities of the role. I am an effective team player and I have the ability to work independently when needed. I am also capable of handling multiple tasks simultaneously and I have a proven track record of meeting deadlines.

I am confident that I can be a valuable asset to your team, and I look forward to the opportunity to discuss my qualifications further with you. Thank you for your time and consideration.

Able Seaman Cover Letter Example 3

I am writing to express my interest in the AB position that you have posted. I believe that I would be a great fit for this position due to my extensive experience as an Able Seaman and my ability to work well with others.

I have been working on ships since I was 18 years old. I started out as a deckhand, but quickly moved up the ranks to become an Able Seaman. I have worked on many different types of vessels, including container ships, tankers, bulk carriers, and cruise ships. I have also worked on tugboats and barges. My experience has taught me how to work with all kinds of people, from captains to deckhands. I am also very experienced at operating machinery such as cranes, winches, and cargo loaders.

I am confident that I can perform well in any environment. I am also confident that I can learn new skills quickly if necessary. I am always willing to go above and beyond what is required of me in order to get the job done right. I am also very good at following orders and working well with others.

I would love the opportunity to meet with you in person so we can discuss my qualifications in more detail. Thank you for your time and consideration.

Able Seaman Cover Letter Writing Tips

1. show your experience.

When applying for an Able Seaman position, it’s important to showcase your experience and skills in your cover letter. Some great ways of doing this include:

• Listing the type of vessels you’ve worked on in the past and any relevant experience you have with regards to cargo handling, navigation, and safety.
• Detailing the duties you’ve carried out as an Able Seaman in the past and how your skills will be an asset to the new employer.
• Mentioning any qualifications or certificates you have that are relevant to the job, such as a valid STCW certificate.

2. Customize your cover letter

Just as with any other job application, it’s important to tailor your cover letter to the specific position you’re applying for. This means highlighting the experience and skills you have that match the requirements listed in the job description.

For example, if the employer is looking for someone with experience in cargo handling, be sure to mention any past experience you have in this area. If you have any certificates or qualifications that are relevant to the job, be sure to list them in your cover letter.

3. Show your commitment to safety

One of the most important qualities an Able Seaman needs is a commitment to safety. When writing your cover letter, be sure to highlight any experience you have in safety-related areas. This could include training in first aid and CPR, experience in firefighting, or having a valid STCW certificate.

4. Proofread your cover letter

Just as with any other job application, it’s important to proofread your cover letter for mistakes. Hiring managers will be looking for individuals who are detail-oriented and take their work seriously. If your cover letter has mistakes, it will be a red flag and may disqualify you from getting the job.

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Table of Contents

Cover letter for able seaman (5 samples)

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The Optimistminds editorial team is made up of psychologists, psychiatrists and mental health professionals. Each article is written by a team member with exposure to and experience in the subject matter.  The article then gets reviewed by a more senior editorial member. This is someone with extensive knowledge of the subject matter and highly cited published material.

This blog post will show samples of “cover letters for able seaman.”

How to write a cover letter for an able seaman

When writing an able seaman cover letter, these are some of the important things to include in your letter:

• Address the employer with a formal salutation. For example, “Dear/Hello (name of the recipient).” If you do not know the name of the recipient, you can refer to them as the hiring manager.
• The next step is to state the position you are applying for and how you found the opening. 
• Make a brief statement about why you’re interested in the position.
• State your skills and work experience. Ensure your skills and experiences are similar to the job position. When highlighting skills, provide the accomplishment you have achieved. 
• Conclude your letter with a forward-looking statement. For example, “I look forward to discussing the position with you further.”

“Dear [name],

I am writing to apply for the Able Seaman position at your company. I am a certified Able Seaman with more than five years of experience in the maritime industry. I am excited at the prospect of joining your team and helping to contribute to your company’s success.

I have worked on a variety of vessels, including container ships, tankers, and passenger ferries. I have experience in both deck and engine departments, and I am comfortable working in all weather conditions. I am also familiar with the use of safety and survival equipment, as well as with the operation of deck machinery.

I am a motivated and hardworking individual who is always looking for ways to improve my skills. I am committed to safety and to the success of your company. I am available for an interview at your convenience, and I look forward to hearing from you soon.

sincerely,”

“Dear [hiring manager name],

I am writing to apply for the position of Able Seaman that was recently advertised on the company website. I am confident that I have the skills and experience that you are looking for, and I am eager to put my abilities to work for your organization.

I have been working as an Able Seaman for the past three years, and during that time I have developed a strong understanding of the duties and responsibilities of the role. I am an effective team player and I have the ability to work independently when needed. I am also capable of handling multiple tasks simultaneously and I have a proven track record of meeting deadlines.

I am confident that I can be a valuable asset to your team, and I look forward to the opportunity to discuss my qualifications further with you. Thank you for your time and consideration.

“Shayna Booker

City, State, Zip Code

Home : 000-000-0000 Cell: 000-000-0000

[email protected]

Dear Mr. Brighton,

I am contacting you regarding the position of Able Bodied Seaman that you have available. With my wealth of experience along with my work ethic and teamwork capabilities I believe I could be a great asset to you and your crew.As shown in my attached resume I have served in many different positions that fall under the umbrella of an Able Bodied Seaman giving me a very well-rounded skills set.

I am extremely conscientious in everything I do and I always ensure that jobs are done completely and correctly with no oversights. I have been in leadership positions many times but I am also able to take and fulfill orders given by others even peers. In order to be great at something you have to have a passion for it and I truly have a passion for the sea. This love of what I do allows me to maintain a positive attitude and demeanor no matter the circumstance.

If given the chance I am confident that I can fulfill all of the duties that this position requires. I look forward to discussing this matter further and will be available anytime you would like to talk or meet. Thank you for your time and consideration.

Shayna Booker”

“James Brown

238 Broadway

United States

The HR Manager

XYZ Company

354 F 63rd Street

Subject- Able bodied seaman cover letter. 

I’m getting in touch with you about the (Mention the job post) position that you have open. With my extensive expertise, strong work ethic, and capacity for teamwork, I think I could be a tremendous benefit to you and your crew. I’ve held a variety of professions that fall under the category of an able-bodied seaman, as demonstrated in my resume, giving me a fairly diverse set of abilities.

Because of my extraordinary diligence, I always make sure that tasks are completed entirely, correctly, and without errors. I have held leadership positions numerous times, yet I can also accept and carry out instructions from peers as well as other people. I truly have a passion for the sea. In order to be great at something, one must have a passion for it. I am able to keep a cheerful attitude and demeanor no matter the situation because I love what I do.

I am sure I can perform all the tasks required for this position if given the chance. I’m interested in talking about this topic in more detail, and I’ll be accessible whenever you want to speak or meet. I appreciate your thoughts and time.

James Brown

[Handwriting signature]

[Mention the contact details]

[Mention here, if there is any post note to be given]”

Subject- Able-bodied seaman cover letter. 

I’ve learned everything I need to know about running and maintaining gear and equipment on a fleet of fishing vessels from my (Mention the numbers) seasons as an able sailor in a crabbing fleet. After moving to (Mention the country name), I realized that lobster fishing is just as difficult as it was when I first started working in the (Mention the sea name).

The structure of a ship and coordination with the other crew members will stay the same, regardless of the equipment and procedures used. Whatever the circumstance, I’m constantly looking for a workable and constructive answer.

My previous boat was outfitted with the newest technology, and I was the crew member tasked with visiting exhibitions in the off-season to understand how else we might improve our operation. I have unparalleled knowledge of modern rigs. I proposed a new sonar system, which contributed to a season-wide volume increase of (Mention the numbers)%, and new safety gear resulted in (Mention the numbers)% fewer minor mishaps and injuries.

I have expertise navigating and driving a (Mention the numbers) foot fishing vessel, and I hold all necessary licenses, so I can assist the ship’s captain. I frequently handled the navigation in the later hours because it is crucial to stay vigilant and make well-balanced decisions on a congested shipping route. 

I think a team needs people who mesh well together, therefore in addition to an interview, I’d be willing to hang out with your crew for a day or two to see how we get along.

[Mention the contact details]”

Frequently Asked Questions:

What is the best greeting for a cover letter.

Use “Hello,” or “Dear,” followed by their first and last name.

How do you start an introduction for a cover letter?

“Dear [First Name], I was excited to come across the [Job Title] position at [Company Name]. As a [Current Job Title] with [# of Years] years of experience, I have become competent in [Relevant Skills & Job-Related Abilities].”

If you like this blog post, please leave your comments and questions below.

Able Seaman Cover Letter Examples & Writing Tips

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Seaman Cover Letter Examples & Writing Tips

https://www.cvowl.com/cover-letter-sample/able-seaman

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Cadet Apprenticeship Application Letter Template

This free apprenticeship letter template is perfect for maritime cadets who are looking to apply for a shipping company for their apprenticeship. This application letter should be together with the Seafarer’s Resume/CV.  It also includes a section where it is written about your interest in the apprenticeship program and why you would be a good fit. The template is easy to edit and customize, so you can make it your own. Simply download the template, fill it out, and send it to your prospective employer.

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Marine Engineer Cover Letter / Job Application Letter

Cover letter to potential employer, marine engineer sample cover letter in response to job ad, marine engineer sample cover letter when you know the company or person, marine engineer sample cover letter to recruitment agency, marine engineer sample cover letter - general purpose, marine engineer sample cover letter - checking for vacancy.

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What Is a Letter of Explanation for a Mortgage?

Why do you need a letter of explanation, how to write a letter of explanation.

• Frequently Asked Questions (FAQs)

The Bottom Line

• Buying a Home

How to Write a Letter of Explanation for a Mortgage

A letter of explanation may help you get approved for a mortgage

Wichayada Suwanachun / Getty Images

When you apply for a mortgage, the lender will review information such as your credit history, employment, income, assets, investments, and outstanding debts. But your financial statements, credit report, and tax returns don’t always tell the full story about your financial situation.

A letter of explanation helps clarify any information that might give a lender pause. Learn more about when you might need a letter of explanation for a mortgage application and how to write the letter. 

Key Takeaways

• Some mortgage lenders may request a letter of explanation if there is confusion about any details in your financial documents.
• If you’re applying for a government-backed mortgage like an FHA or VA loan, a letter of explanation may be required. 
• Even if your lender doesn’t require a letter of explanation, including one may help clarify details in your mortgage application that could otherwise lead to denial. 
• You may need to include supporting documentation to give your letter of explanation more credibility.

A letter of explanation, sometimes referred to as an LOX or LOE by mortgage underwriters, is similar to a cover letter for a job application. Just as a cover letter expands on the details in your resume, a mortgage letter of explanation further explains your financial documents. For example, you might need to explain that last year’s income wasn’t typical because you took a sabbatical, or that you missed a payment due to a healthcare emergency.  

“A letter of explanation is not a standard or defaulted requirement for a mortgage application,” said Shmuel Shayowitz, president and chief lending officer at Approved Funding, a licensed mortgage bank and direct lender. However, your mortgage lender may request one if your financial information needs clarification. If you’re applying for a government-backed loan, the agency that insures the loan may also require a letter of explanation in certain situations. 

Even if it’s not required, it can’t hurt to include a letter of explanation with your mortgage application. “The default for some processors and underwriters is to assume the worst or to err on the side of caution when something is unclear or complicated,” Shayowitz said. “Being proactive with explanation letters can go a long way in helping a loan processor and mortgage underwriter understand something that might be confusing.”

In particular, the following situations merit the inclusion of a letter of explanation. 

Erratic Income or Gaps in Employment

Most lenders look for a consistent and reliable income that ensures you can keep up with your mortgage payments. If you were unemployed or did not receive income for more than a month over the last two years, you should include a letter of explanation that details the reason you weren’t working, such as:

• Childbirth or caring for another family member
• Pursuing further education
• Being laid off
• Being self-employed or working in a seasonal industry
• Going out of business or downsizing

If you were able to make regular payments on your debts and support yourself with savings during that time, be sure to mention that in the letter.

Issues on Your Credit Report

If your credit report shows red flags, like missed payments or defaults, bankruptcies , or foreclosures , it’s essential to include a letter of explanation noting what happened and why it’s not likely to reoccur. You’ll also want to include the date of the event, the name of your creditor, and the account number associated with the delinquent debt.

No Rental or Mortgage Payment History

If you have been living with a friend or family member rather than making monthly housing payments for your own place, the homeowner you live with will need to write a letter of explanation. The homeowner should explain that they haven’t charged you rent and include the dates you lived on their property before signing the letter. 

Profits or Losses From Farming

If you filed Schedule F with your tax return because you earned or lost income from a farm property, you’re required to include a letter of explanation. Include the address of the farm and clearly state that it is not located on the property you’re buying with the mortgage. 

Large Deposits or Withdrawals

If you received a large deposit to your bank account, the lender might think you accepted a gift or a loan from a family member and wonder if your income is sufficient without additional help. A large withdrawal may also indicate to the lender that you’re having financial troubles. There are other reasons for large bank transactions, however. For example, you may have received a bonus from your employer, liquidated investments at an opportune time, or withdrawn funds for a home renovation. Include a letter of explanation that shows why the atypical transaction occurred. 

Possible Occupancy Questions

Lenders underwrite vacation homes and investment properties differently from primary residences. It’s illegal to misrepresent your occupancy intentions. If you’re applying for a primary residence mortgage for a property located far from your employer, or if you’re applying for a second home mortgage for a property in close proximity to your primary residence, the lender may think you intend to use it as a rental property. 

If you think the lender may have questions about how you intend to use the property, include a letter of explanation.  

Address Discrepancies

If any of your documents show a different address, you should include a letter of explanation with a reason for the discrepancy to assure the lender you’re not a victim of identity theft.  

“Your explanation letter should be specific, precise, and well-communicated,” said Shayowitz. Avoid general statements about your ability to manage your finances and speak to a specific issue. 

For example, if you missed a payment, explain why it happened, point to your otherwise positive payment history, and state when you brought your account back up to date. A statement like “I make every effort to stay on top of my payments” is too vague because it won’t provide the lender with the details they need to make an approval decision. 

You may need to attach supporting documentation as well. For example, if you’re buying a home far away from work, you might want to include a letter from your employer that shows your remote work arrangement. If you took out a large withdrawal to pay for landscaping in order to prep your home for sale, include a receipt from the landscaping company. If you missed a payment due to being hospitalized, include medical records. 

You’ll also want to include the following elements:

• Your name, address, and phone number
• The lender’s name, address, and phone number
• The mortgage application number
• Your explanation, which should refer to the attached documents that support it
• Your signature and the date

Example of a Letter of Explanation

Today’s Date

Example Lender Lender Address

Loan Application Number

RE: Anna Smith’s Mortgage Application

To Whom It May Concern,

I am writing to explain my gap in employment that occurred between 02/15/2023 and 04/10/2023. 

My mother was admitted to the hospital for surgery on 02/09/2023 after a fall. I applied for Family and Medical Leave on 02/10/2023 in order to care for my mother during her recovery. My employer approved FMLA-protected leave on 02/14/2023. I have attached the approval letter from my employer, which grants up to 12 weeks of leave. 

During my period of unpaid leave, I relied on sufficient reserves in my savings account as well as my husband’s income to cover my expenses. I didn’t miss any payments on my credit cards or auto loan. I returned to work on 04/11/2023. In the following months, I made several deposits into my Capital One savings account to replenish my reserves. 

Anna Smith’s Address Anna Smith’s Phone Number

How Do You Start a Letter of Explanation?

At the top of the letter, include the date, the name of the lender, the lender’s address, and your loan application number. In the next line, write “Re: (Your Name)’s Mortgage Application.” Address the letter to “To Whom It May Concern,” and note which issue you are addressing in the first sentence. 

What If Your Mortgage Letter of Explanation Is Rejected?

If your letter of explanation is rejected, you have a few options. If the information you provided wasn’t sufficient, you can write a more detailed letter and include supporting documentation. You can also try applying for a mortgage from a different lender. If you’re struggling to get approved , you may need to resolve whatever problem you’re explaining in the letter before trying again. 

How Long Should a Letter of Explanation Be?

A letter of explanation only needs to be long enough to convey the details of the issue you’re explaining. For example, if you missed a payment, you should include the date of the missed payment, the reason you missed it, and how you’ve remedied or plan to remedy the issue. A few sentences may suffice, or your letter may run longer if it’s a complex situation and you need to reference supporting documents. 

Is a Letter of Explanation Necessary?

A letter of explanation is not always necessary. If there are no red flags in your financial history, you may be approved without a letter of explanation. But if there are issues that might raise concerns, you’ll want to include a letter of explanation. You’ll also need to write a letter of explanation if the lender requests one, or if it’s required by the government agency backing the mortgage. For example, for all FHA-approved mortgages , the Department of Housing and Urban Development (HUD) requires a letter of explanation from borrowers who have collection accounts or judgments.

A letter of explanation can help your mortgage application process, especially if you have had financial issues you want to clarify. A good letter will address the specific issues and explain why they are not likely to reoccur. Consider consulting a real estate professional for more guidance in writing a letter of explanation that fits your needs.

Chase. " What Documents Are Needed to Apply for a Mortgage? " 

Citizens Bank. " How to Write a Letter of Explanation ." 

National Association of Mortgage Underwriters. " Best Practices: Letters of Explanation ." 

Ally Bank. " How to Write a Letter of Explanation ." 

Newcastle Loans. " Principal Residence, Second Home, or Investment Property? " 

Griffin Funding. " Letter of Explanation ." 

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Mother's boxes held letters home from U.S. Navy seaman on cusp of World War II

When my parents died and our childhood home was sold, my siblings and I faced the task of packing up years of their memories. My father’s medical office also had to be emptied and several of the boxes from there and the house ended up in my garage.

Meanwhile, life flew by and those boxes remained unopened for years. Recently, in an effort to declutter so my children won’t have to go through (and throw away), I started sorting through those mountains of boxes and stumbled upon plenty of treasures. I found childhood letters my father wrote to his parents, medical school notebooks complete with his sketches of various anatomical conditions, and clippings of newspaper articles I have written though the years, among other sentimental items.

Mama’s boxes contained her 1937 Armstrong Junior College diploma, get well cards that she received when she had her appendix removed while she was at the University of Georgia, and correspondence from friends. Mind you, these were letter-writing years when people sat down and wrote long letters to friends and loved ones.

A trove of letters to mom

A half dozen of those letters were written to Mama in ’39 and ‘40 after she graduated from UGA. They were from fellow Savannahian Jack O’Donnell, a Benedictine Military School graduate who enlisted in the U.S. Navy in May ’37 at the tender age of 18.   

The letters from Jack that I found likely weren’t the only ones he sent to my mother, but I’m befuddled about what became of the others.  Maybe one day I will come across another stack and learn more about Mama’s pal who shared with her snippets of his life in the U.S. Navy aboard the USS Honolulu during the years before America entered the war.

Jack wrote in cursive that he may have learned from Catholic nuns. But who knows?

Many years ago – perhaps it was around Memorial Day – I remember my mother casually mentioning to me that a friend of hers was killed during WWII. I didn’t pry but now I wish I had asked her more questions. How did they meet and why they stopped writing each other.

Mama’s friend Jack was one of approximately 500 Savannahians who lost their lives during WWII. Every year on Memorial Day we remember those men and women who gave their lives in the service of their country during that war and others.

Jack O’Donnell was a boy, really, like so many other young men who enlisted in the service at a young age. Because he was only 18, he had to have his father’s permission to join the Navy. 

And like many other military men, after five years in the Navy (with two of those during the war) he first was believed to be missing in action. On Feb. 19, 1942, he was aboard the USS Peary in the Darwin, Australia , harbor when it was bombed by the Japanese. Jack was among 80 men who were killed during the air raid, but his body was never recovered. His name and those of the other men who died are on a plaque at the Manila American Cemetery and Memorial in the Philippines.

Letters home from war

I was intrigued by this young man who, in his letters to Mama, seemed thoughtful, funny and at times, wise beyond his years – a character trait shared by so many men of that era. I think Mama would understand that I’m not trying to invade her privacy by sharing parts of those letters she packed away. I think she would be glad that people will know a little bit more about her young friend, Jack.

Consider this passage from one of his letters: “It’s one of those quiet Sunday afternoons when everyone is glad just to be alive.”

And this: “Yesterday was Navy Day and the Navy held a fleet pistol match. Some guy off the Honolulu by the name of O’Donnell won it! You should see the pistol the Navy gave me as a prize. Gee, it’s swell. I feel so good about winning the contest. They’ve got my gun on the bulkhead in the ship’s armory where all hands can see it. I’m so proud. Oh golly!”

Sometimes he sounded homesick: “It will be good to come home again, knowing that I’m coming home and hearing those train wheels click and finally hearing the conductor say, ‘Savannah – all out for Savannah’ and jumping down from the car onto the platform.”

In one letter, Jack talked about how he spent his $60 a month salary:

• $20 (maybe $25) home;
• $15 clothes;
• $12 living expenses;
• $5 savings for Christmas.

In a Jan. 1, 1940 letter Jack sounded philosophical: “ This seems to be the proper time to look back at old 1939 and wonder just how much good we did – how much we did to make other people enjoy life. I think the resolution that seemed the most unselfish and the most thoughtful to me was made by Mrs. Davenport. She said, ‘My only resolution is to do everything I can to make my family a little happier that they were last year.’ That’s a mighty fine thing to resolve.”

In the same letter he also revealed a healthy sense of humor: “People over here (in California) don’t celebrate the way we do. Gosh, they all get looped up like a bunch of dopes. At least people in Savannah know how to drink.”

To find out more about Jack, I tried to think of anybody and everybody I could contact who might have heard of him – an ordinary Savannah boy who yearned to serve his country. I had little luck but did discover that he was born in Savannah on Feb. 26, 1919, and was baptized on March 16 of that year at what is now the The Cathedral Basilica of St. John the Baptist. His parents were Thomas Francis “Frank” O’Donnell Jr. and Mary “Mamie” Sheehan O’Donnell. He probably was named for his maternal grandfather, John Thomas Sheehan who came to Savannah from Ireland in the late 1800s. His godparents were his aunt and uncle on his mother’s side, Julia and John J. Foran.

Sadly, the O’Donnell’s first child – named for Frank – was born in 1916 but only lived a year. Jack had no other siblings.

When Jack was a child ― per Savannah City Directories ― the O’Donnells lived at a couple of different locations downtown with family. Frank was an auto mechanic and later a car salesman. By 1934, when Jack was 14, the O’Donnells were divorced. Frank moved into the YMCA downtown on Madison Square, and Mamie and Jack moved in with her mother on Anderson Street.

I learned a little more about Jack by turning to the internet’s Find-A-Grave site , which includes several paragraphs about Jack and his Naval service:

“During the first half of 1940, the USS Honolulu continued operations out of Long Beach, CA. On 08 May 1940, FC3 O'Donnell extended his enlistment for two additional years of service. Later that day, O'Donnell transferred to the Primary Fire Controlman School in Washington, D.C. … he began the 20-plus week school on 13 May 1940. While still in school, FC3 O'Donnell advanced in rate to Fire Controlman Second Class (FC2) on 16 Nov 1940. About a week later on 22 Nov 1940, FC2 O'Donnell transferred to the Receiving Ship (RS) in San Diego for further transfer back to Honolulu …On 05 May 1941, O'Donnell was honorably discharged at the end of his enlistment. Records indicate he extended his enlistment on 08 May 1940 for two years probably as a requirement to attend the FC Primary School. That enlistment should have ended on 09 May 1942. However, on 06 May 1941, O'Donnell reenlisted for four more years of service in Pearl Harbor. It is believed that O'Donnell went on leave in late Jun 1941 possibly to marry Miss Martha Elizabeth, whose surname is not known.”“… on 17 Jan 1942 …  O'Donnell was assigned to duty on board the destroyer, USS John D. Ford (DD-228). O'Donnell transferred to USS Peary (DD-226) for further transfer to Ford on the 17th. However, O'Donnell did not transfer to Ford, but remained on Peary for duty. Whoever made the decision to retain O'Donnell on board Peary ultimately cost him his life. USS John D. Ford survived the war.”

Jack’s young bride ― they likely were married a little more than six months ― was living with Mrs. O’Donnell in Savannah when she received a letter dated March 17, 1943, from the Secretary of the Navy telling her that Jack was presumed dead.

Later, a telegram was delivered from President Franklin D. Roosevelt: “In grateful memory of Jack Thomas O'Donnell, who died in the service of his country at Darwin, Australia … He stands in the unbroken line of patriots who have dared to die that freedom might live and grow and increase its blessings. Freedom lives, and through it, he lives  -- in a way that humbles the undertakings of most men.”A photograph of Jack with his wife along with the telegram is included in the Find-A-Grave narrative. His widow remarried in the late ‘40s and moved to Washington state. Her granddaughter found the photo and telegram in her belongings after her death and posted them on Find-A-Grave. She told me that she had no idea that her grandmother had been married before.

Jack’s mother remarried in ‘51, less than a month after Frank O’Donnell died at age 56. Shortly after her second marriage, Mamie O’Donnell Dawicek moved to Florida where she lived until her death at 66 in ‘63. She is buried with her parents in Savannah’s Catholic Cemetery. Frank O’Donnell is buried with his infant son and parents at Bonaventure Cemetery. 

Polly Powers Stramm is a regular contributor to and former columnist with the Savannah Morning News. Share story ideas with her at [email protected].

Research Our Records

Alien Registration (AR-2) Forms

The Alien Registration Act of 1940 required that all noncitizens entering and living within United States borders register their alien status with the government. Individuals who were unsure of their citizenship status were also required to register even if it was later determined they were a U.S. citizen. The registration process included a questionnaire form and a requirement that fingerprints be taken at the time of registration (certain exclusions applied for diplomats, employees of foreign governments, and children under the age of 14). As Immigration and Naturalization Service (INS) received the completed Alien Registration (AR-2) forms, an Alien Registration Number (A-Number) was assigned (ex. A1234567) and an Alien Registration Receipt Card containing this number was mailed to each registrant as proof of alien status.

The Alien Registration Program registered over 5.6 million noncitizens between August 1, 1940, and March 31, 1944, when the AR-2 records series closed. Alien Registration continued after April 1, 1944, but on different forms filed in a new series of individual records, Alien Files (A-Files) .

The Alien Registration Division of the Immigration and Naturalization Service (INS) created the original Flexoline Index (Flex) in 1940 to index AR-2 forms.

INS microfilmed the completed AR-2 forms. Most of the original AR-2 forms were subsequently destroyed. However, some original AR-2 forms ended up in A-Files opened under the same A-Number when the subject immigrants had subsequent interactions with INS.

After the microfilm was converted to an electronic format, the AR-2 digital images were managed by INS, later United States Citizenship and Immigration Services (USCIS), as a component of the Microfilm Digitization Application System (MiDAS).

INS utilized multiple iterations of Alien Registration Forms from 1940 to 1944:

• Alien Registration Form (AR-2)
• Alien Registration Foreign Service Form (AR-102, completed at consular offices)
• Alien Registration Seaman Form (AR-102-S)

All iterations of the form are included in the Alien Registration (AR-2) Form series.

Select "+" to display more information:

What information is recorded on an Alien Registration (AR-2) Form?

AR-2 forms asked for the information listed below. Researchers must remember that registrants may not have provided all information.

As Immigration and Naturalization Service (INS) received the completed AR-2 forms, an Alien Registration Number (A-Number) was assigned (ex. A1234567) and stamped on the form. Additionally, an Alien Registration Receipt Card containing this number was mailed to each registrant as proof of alien status.

What is the research value of Alien Registration (AR-2) Forms?

AR-2 forms can document an individual’s presence in the United States during the early 1940s. The Alien Registration Program registered many resident noncitizens between 1940 and 1941 who had been living in the United States for decades. Although AR-2 forms are not official arrival records , the AR-2 form may be the agency’s only record of immigrants who arrived as early as the 1880s. For many others, the AR-2 form may be their only other immigration-related record after their initial immigration arrival record.

Requesting Alien Registration (AR-2) Forms

The following AR-2 forms are available for research from this series:

*Note: There are exceptions and gaps in the records

Records for individuals born over 100 years ago: In general, these records do not have access restrictions, and requests for these records do not require a Freedom of Information Act request. Send your request with the information outlined below as an email to [email protected] .

Records for deceased individuals born fewer than 100 years ago:   In order to release these records without privacy restrictions, NARA requires proof of death. Requests must be submitted under the Freedom of Information Act and must include proof of death for the individual.  Acceptable forms of proof of death include: published obituary, a copy of death certificate, letter from a funeral home, or documentation from another recognized source, such as: Ancestry, Genealogy Bank, Proquest, or the Social Security Death Index. Any proof of death documentation must include the name of the deceased individual, the birth date and the date of death. We cannot release records without proof of death. Please send your FOIA request with the information outlined below and proof of death to [email protected] . 

In order for NARA staff to perform an adequate search of the AR-2 forms, please provide the following information:

• Name of individual, including possible spelling variations
• Country of birth of the individual
• Date of birth or estimated birth year range of the individual
• A-number of the individual, if known
• Estimated year when the individual entered the United States, if known
• The state the individual was living in the 1940s, if known

Please also include the following in your request so that NARA staff can provide options for reproduction: 

• Your billing address so we can prepare a price quotation
• Email address so we can provide records via e-delivery where we send you a link so you can download the records
• Indicate if you require certified copies of the records and include your shipping address

You may obtain copies of the records in PDF format, unless you require a certified copy.

We ask that each request include no more than two individuals at a time. We also ask that you please include the individuals' last names in the subject lines to make it easier for us to track your requests.

Are there other parts to the Alien Registration Form?

The alien registration processes included multiple Alien Registration Form parts:

• AR-1: Instruction and specimen form
• AR-2: Alien registration form
• AR-2a: Follow sheet for additional data 
• AR-3: Receipt (or identification) form 
• AR-3a: Extra receipt form
• AR-4: Fingerprint form
• AR-5: Official regulations and fingerprint instructions

Electronic copies of additional form parts can occasionally be found with the electronic AR-2 digital images. The original paper copies of all the AR forms can sometimes be found in Alien Files (A-Files) . In many cases the additional form parts are no longer extant.

Image Quality of Records

Alien Registration (AR-2) forms are digitized versions of records on microfilm. Some of the microfilmed records are poor quality in that they may have lines through the image, appear blurry or crooked, or be missing a page. The digitized images NARA staff provide reflect what was on the microfilm. This is the best image NARA can provide.

Inaccurate Information on Records

Although there can be inaccuracies in Alien Registration (AR-2) forms and Flexoline Index (Flex) entries, the records cannot be changed or corrected by NARA staff because they are historic documents that are maintained as they were created by Immigration and Naturalization Service (INS).

Only a Flexoline Index Entry Located

NARA staff have identified about 2.5 million Alien Registration Numbers (A-Numbers) (this includes incomplete A-Numbers) listed in the Flexoline Index (Flex) that do not have a corresponding digitized Alien Registration (AR-2) record in the set received from the United States Citizenship and Immigration Services (USCIS). 

There are a couple of reasons why there might be a Flex entry, but no AR-2 record. First, the Immigration and Naturalization Service (INS) also used Flex for Alien Files (A-files) opened after April 1, 1944. The majority of Flexoline Index entries for individuals with an A-number assigned after April 1944 are likely a reference to an A-file, not a stand alone Alien Registration (AR-2) form. This includes, but is not limited to, A-Numbers that begin with A62 through A69, A71 through A74, and A78 through A8. NARA receives transfers of Alien Files (A-Files) for individuals born over 100 years ago. Also, after the AR-2 record was indexed, it is possible the AR-2 may have been lost or moved to another file so was no longer with the rest of the forms when they were microfilmed. For example, INS may have moved the AR-2 form to the individual's A-file.  

The A-Numbers that begin with A9 and are only six digits (e.g., A912345) or begin with 09 and are seven digits (e.g., A0912345) are for the AR-2 forms completed by foreign government officials in the United States. 

If NARA staff only locate a Flexoline Index entry and not a digitized Alien Registration (AR-2) record, NARA will provide the extract from the Flexoline Index database.

No Alien Registration Records Found

There are several possible reasons why NARA may not locate any alien registration records:

• The individual you identified did not complete an Alien Registration (AR-2) form or, for unknown reasons, the form was not included with the rest of the forms when they were microfilmed and/or indexed. It is possible the form was moved to a different file so was no longer with the rest of the forms when they were microfilmed. For example, the Immigration and Naturalization Service (INS) may have moved the AR-2 forms to the individual's Alien File (A-File) .
• The Flexoline Index (Flex) contains inaccurate information. Individuals completed the AR-2 forms to the best of their knowledge, but may have misremembered their birthdate, country of birth, or other names they had gone by. In addition, the INS manually indexed the AR-2 forms so typos may have occurred as staff transcribed the information.  
• There are known gaps in Flex. There are about 1.25 million Alien Registration Numbers (A-Numbers) associated with the AR-2 forms that are not listed in Flex. About a million of those A-Numbers are included in the United States Citizenship and Immigration Services (USCIS) Master Index, which contains names, year of birth, and A-Numbers. However, NARA has not yet taken custody of nor can search the Master Index at this time.  

Researchers have several options:

• If you have an A-Number for the individual but did not provide it, resubmit your request to NARA with the A-Number so staff can search by the A-number.
• Once NARA has taken custody of the Master Index, you may resubmit your request for Alien Registration (AR-2) forms. It will likely be several years before NARA takes custody of the Master Index.  
• You can submit an Index Search request to the USCIS Genealogy Program . If USCIS is able to provide you with an A-Number, you can resubmit your request to NARA with the A-Number.

Requests for Negative Search Letters

NARA does not have the authority to issue a certification of non-existence of a record and can only issue a negative search letter. 

NARA can issue a negative search letter, which states that a member of the reference staff searched a specific index or record series and did not locate a record for the individual requested. Negative search results for a search of National Archives holdings only indicates that a record was not found in the possession of the National Archives, not that it does not exist. Negative search letters are issued in digital format on Research Services letterhead with electronic signature. Negative search letters are signed by the director (or their designee) of the office issuing the letter.

Send your request via email to [email protected] . 

NARA cannot provide a certified negative search letter, staff can only issue a certified copy of a document in its custody (see 44 USC 2116 and 44 USC 3112). You may request Certification of Non-existence of a Record of Naturalization from the United States Citizenship and Immigration Services (USCIS).