In December 20XX, I will be graduating from Missouri Western State University with a Bachelor’s Degree in Electrical Engineering Technology. I am writing to explore the possibility of employment as a Control Systems Engineer at your San Diego facility. Early in my coursework at Western I seriously began considering future employment with Hewlett Packard. We use a number of your products in our laboratory work, and their design, precision and reliability are impressive. More recently, however, I noted in a professional computing journal that you are undertaking a new project to apply microcomputers in automatic control systems. Many of my electives were in the fields of control systems and computers, and I worked for three summers in microcomputer applications. I believe that I am well qualified to begin working on your new project; I know that it is directly related to my interests.
The enclosed resume details my educational background and experience. I will be in the San Diego area the week of November 1st and could be available for an interview, if convenient. In the meantime, if you need any further information, you may contact me at 816.277.2222.
I look forward to hearing from you soon.
Ray J. Johnson
LETTER OF ACKNOWLEDGMENT
Acknowledge the receipt of any correspondence or information. This type of correspondence may include: a letter or postcard from the company stating that your application or resume was received, an invitation to an informational meeting or tour of the company, a letter requesting a second or subsequent interview, a letter of rejection, or a letter of postponement, delay or change in the selection process. It is important to acknowledge every piece of correspondence.
34 Hyper Drive
Fast Track, MO 64999
April 15, 20XX
Dr. Jonas Barkley
Spelling Research Institute
4 Market Drive
Elmo, MO 64888
Dear Dr. Barkley:
Thank you for taking the time to talk with me at length on the telephone yesterday regarding the research assistant position at Spelling Research Institute. I appreciate the candid and enlightening information you shared with me regarding this position and your research project. I am very interested in the research position because I have not only assisted I a major research project with Professor Richard Austin at Missouri Western State University, but have conducted three market research projects for businesses in the St. Joseph area. I have enclosed a summary of each of these projects for your review.
I look forward to meeting you in person and hope that we can schedule an interview soon. If you need any further information you may reach me at 816.555.2222.
Again, thank you for your consideration.
THANK YOU LETTER
Following an interview it is customary to send a thank you letter to the person or persons you met while at the company. Anyone who has provided any assistance during a corporate visit should be thanked in writing. It is a matter of professional courtesy, but it also helps to establish a line of communication between you and the company representatives. Thank you letters should be sent within 24 hours of an interview. In most situations, a formal typed thank you letter is appropriate (see sample letter). A handwritten note card may also be a suitable way to thank the employer in some situations. Your letter should:
- Indicate how and why you met.
- Reiterate your enthusiasm and continued interest in the position.
- Highlight your qualifications.
- Provide important information, which may not have been discussed in the interview.
- Convey your appreciation for the interviewer’s time and consideration.
Thank you letters do not need to be on 81/2 x 11 inch stationery. You may handwrite a thank you letter on formal note cards. In fact, this may be a better way to communicate with a prospective employer. A personalized note will get priority by being placed on top of the stack of mail that arrives that day. It may be the first thing the employer reads as he/she goes through the daily mail. It is very important to send thank you letter as soon as possible after the interview. Otherwise, it has no influence over the final hiring decision.
606 Central Avenue
St. Joseph, MO 64321
April 19, 20XX
Ms. Janice Jones
Vice-President of Public Relations
The Hart Agency
1000 Main Street
Kansas City, MO 64123
Dear Ms. Jones:
Thank you for the interview on Wednesday April 18th with the Hart Agency. I am very interested in the position as Communications Director and I hope that the interest is mutual.
I would consider it a privilege to join your firm. My background in crisis management along with my experience in political campaigns is parallel to the qualifications you are looking for in a candidate for this position. I know I could make a significant contribution to your team.
If you have any questions, please call me at 816.333.4545. I look forward to the opportunity to discuss further the Communications Director position at the Hart Agency and would welcome the opportunity to show you samples of my work.
LETTER OF ACCEPTANCE
It is advisable to accept, in writing, any job offer you receive. This letter usually follows a telephone conversation and is used to confirm a job offer. The letter should convey acceptance of the offer and express appreciation for the opportunity to work for their organization. That is, assuming you really want the job. Do not accept an offer you are not sure of. If you are interviewing with several companies over the course of a week or two, be honest with the potential employer and ask for time to make a decision. You do not want to jump on the first offer you get because the next one may be the to-die-for job. Give yourself a reasonable amount of time to make the best decision. An employer should be willing to give you a few days or up to a week to decide. In your letter of acceptance be sure to mention the exact position, the salary and the start date, if known. Your letter should also restate any terms of employment agreed upon during your telephone conversation (i.e. job title, salary, benefits, and start date). While an acceptance letter is not a necessity, it is an appreciated courtesy and may serve as record of your conversation.
44 Lyric Street
St. Joseph, MO 64577
April 15, 2003
Mr. Jon Stewart
1000 Cedar Street
Kansas City, MO 64888
Dear Mr. Stewart:
I am writing to confirm your offer to join Universal Publishers as a technical writer. I am pleased to have been selected and accept the position at an annual salary of $30,000.
I understand that my start date will be Monday, May 15th. In the meantime, if you need any further information, you may contact me at 816.456.7777.
Thank you for your consideration over the past few weeks. I am looking forward to this new opportunity with Universal Publishers.
LETTER OF REFUSAL
It is good manners to put into writing that you are declining an offer. Even if you decline over the telephone, follow up with a letter. You want to maintain a good relationship with the company because although you may not want this particular job, you may want to be considered for another position later.
721 Sutler Street
St. Joseph, MO 64567
April 15, 20XX
Mr. Ronald Waterman
Allied Communications, Inc.
6 Front Street
Kansas City, MO 64222
Dear Mr. Waterman:
Thank you for your consideration over the past few weeks. I was very impressed with your facility and operation. However, I have decided to decline your offer for the position of Production Manager. Allied Communications, Inc. is an impressive company and a leader in the field of communications technology. I know you will continue to make great strides.
Again, thank you for your time. It was a pleasure to meet you and the members of your team.
DECLINING AN OFFER
64 State Street
St. Joseph, MO 64509
April 15, 20XX
Mr. Charles Parker
Silvan Promotions, Inc.
421 Watson Place
Kansas City, MO 64255
Dear Mr. Parker:
Thank you so much for offering me the position of Marketing Manager with Silvan Promotions, Inc. Although it was a difficult choice for me, after careful consideration I decided that another offer was more compatible with my career goals.
I appreciate the time you spent with me. I hope that the candidate whom you select works out well for you.
LETTER OF RESIGNATION
When leaving a job, you should tell your employer in person. Then, follow up with a letter of resignation.
5344 Hudson Street
St. Joseph, MO 64545
April 15, 20XX
Mr. Fred Harvey, Manager
33 Main Street North
Savannah, MO 64321
Dear Mr. Harvey:
I am writing to let you know that I will be resigning my position as Assistant Manager for Pizza Hut effective April 30th.
I have enjoyed the experience of working for Pizza Hut over the past four years and I especially appreciate your guidance and understanding while I completed my college degree. It has been a privilege to be associated with such a great team of employees.
Thank you for your support. It is greatly appreciated.
Jane Ann Miller
The employer is not the only one looking for the right match. Candidates may decline employment offers that do not fit their career objectives. This letter should be brief and indicate that after thoughtful consideration you have decided not to accept this offer. Thank the employer for his or her time and consideration. This gesture is a professional courtesy and is often appreciated. While this employer may not fit your needs today, perhaps you may be seeking employment there in the future.