Writing A Thank You and Other Business Letters
Writing A Thank You and Other Business Letters |
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WHY SHOULD YOU WRITE A THANK YOU LETTER?It is an opportunity after an interview, to reiterate your interest as well as the skills and experience you will bring to the position and the organization. Stating both your enthusiasm for the position and appreciation of the person’s time, proves your professionalism.
FIRST PARAGRAPH: Should only be one sentence. This is where you actually say "thank you" for the interview. Cite the day on which you interviewed and express your appreciation and interest. If you were interviewed by more than two people, you should write individual - and different - notes to each of them. Ask the person to whom you are directing the letter to thank the others for you (You should have received each person’s business card so you should have the proper spelling. If you did not receive it, telephone the employer’s secretary to obtain the correct spelling and title.).
SECOND PARAGRAPH: A maximum of 2-3 sentences. Use this paragraph to make one, possibly two, final points about your qualifications and interests based on what you learned through the interview. Do not restate or rehash your cover letter's second paragraph. Do one of two things:
1) Underscore one or two of your most relevant skills or experiences which show your ability and/or potential to do the job. Briefly focus in on those areas in which the interviewer(s) were most keenly interested.
2) Highlight skills or experiences, which you did not (for whatever reason), focus on during the interview, but which you know will be key consideration factors. You may want to write something like, "since we did not have time to discuss_________________, I want to call your attention to this since it also demonstrates my _________________________ that is vital to success in this job." You must be brief and to the point!
FINAL PARAGRAPH: Only 1-2 sentences. This is a good place to restate the time frame that the employer gave you, to express your appreciation, again, for the chance to meet with her or him, and to affirm your continuing interest in the job and the company/organization.
This a business letter so type it, use business stationery and mail it out within 24 hours of meeting with the employer!
JOB OFFER ACCEPTANCE LETTER
Follow the business letter format outlined in the Cover Letter Guide. Use business stationery and type the letter.
While this letter is strictly pro forma, your goal is to express your enthusiasm for the job and the company. You will want to restate the particulars of the job offer, especially to confirm your starting date and salary. If you have lingering questions about any employment details such as benefits, resolve those via the telephone, not through this letter.
JOB OFFER REJECTION LETTER
Since you never know when you may knock on their door in the future, you should treat any employing organization with courtesy. The world within career fields is small, contrary to appearances, and you should never burn bridges! Do not terminate other job offer negotiations until you received the offer in writing and accept the offer in writing. If you have reached the interview stage, you must withdraw your application from the other employers once you have accepted a job offer. Always make a personal call to the hiring person at the organization to turn down an offer and use the letter only as a written confirmation. Never turn down an offer simply via mail since that is considered very bad form.
Structure the letter as follows: Keep it short.
FIRST PARAGRAPH: Be courteous and appreciative of the offer and provide a credible reason for rejecting the offer, e.g., the job does not match your career goals, you think the fit at another organization will be better for you.
SECOND PARAGRAPH: One line expressing your appreciation for their interest and consideration to date.
WITHDRAWAL
FROM JOB SEARCH LETTER
Once you have accepted an offer, you have an ethical obligation to withdraw your
application from other organizations at which you are being considered. It is in your best
interest to be very professional and prompt in writing these letters since you never know
when in the future you may want to pursue a job at one of those organizations. This letter
should be short, very courteous, and appreciative of the consideration you have been given
to date.
Structure the letter as follows: Be brief but very courteous.
FIRST PARAGRAPH: a short statement of your withdrawal and a brief reason why, e.g. "I have accepted an offer with another organization", "my plans have changed an I am redirecting my job search."
SECOND PARAGRAPH: one line stating your appreciation of their consideration and courtesy in the job search to date.