Networking Letters
This type of letter is used to request information interviews – not job interviews. Your purpose may be to obtain information about the company or job industry, seek career advice, or learn about the requirements of entering a specific type of career. Your desire for the information must be genuine and not used as a guise for a job interview, although contacts made during this interview could later lead to a job interview or employment offer.
- Address the letter to a specific individual and explain how you selected them. (It is usually more effective if the individual is a previous contact or a mutual acquaintance.)
- Explain who you are and the intended purpose of your visit.
- Word your letter in a professional manner.
- You should generally not address the contact by using their first name.
- Standard business letter format should be used.
- Generally do not send a resume with this type of letter, but you should have one available if requested during the interview.
Thank You Letters
Thank you letters should be sent to everyone who has helped you. Following are some situations in which letters should be sent:
After a job interview:
- Letter should be mailed within 24 hours after the interview.
- Refer to the date of the interview and express appreciation for their time and consideration.
- Summarize your unique qualifications and understanding of the requirements of the position.
- Emphasize your continued interest in the position.
- Keep the letter short and send a personalized letter to each person involved in the interview process.
After an informational interview:
- Although you are not officially seeking a job with this interview, you should still send a thank letter expressing your appreciation for the opportunity to meet with them.
- Indicate how the information provided has helped you in the decision making process.
- If appropriate, mention that you hope to be able to contact them in the future for advice as you pursue your career goal. Thus, they can be added to your professional network list.
For letter of recommendation or reference.
- Again, express your thanks for their willingness to provide this.
- Remind the person of why you needed the reference and the outcome of their efforts.
- By doing this, the person will be more likely to remember you and be willing to act as a reference in the future.
For referrals
- Keep track of everyone who provides referrals to you, and be sure to send each one a personalized note for their assistance.
- If their referral leads to a positive outcome, be sure to let them know.
- If appropriate, you can offer your return assistance to them.
Response to Rejection Letter
- Send within one or two days of receiving rejection notice.
- Can express disappointment at not being offered position, but also thanking the company for their consideration.
- Emphasize a continued interest in being considered for future positions.
Acceptance Letters
Even if you accept your job over the phone, you should follow up with an acceptance letter. This not only allows you to verify your acceptance of the job and confirm employment details, but also to positively reinforce the employer’s decision to hire you.
- Express gratitude for the company’s decision and enthusiasm for the opportunity
- Confirm terms of employment (e.g. salary, starting date, hours, etc.)
Withdrawal Letters
If you decide that, for some reason, you are no longer interested in applying for a position, be sure to notify the employer as soon as possible. Remember, you may decide at a later date that you are interested in the position or company!
- Use if you have decided you are no longer interested in a position.
- Thank the employer for their consideration.
- Should be concise. If you chose to state the reason for the withdrawal, be brief and positive. Instead of saying you have received a better job offer or more money, you might indicate that you found a position which ‘fits better with your skills/interests, etc.
Rejection Letters
After interviewing and even accepting a position, you may find that it does not seem to be a good fit for you. Or, you may be offered a position that is a better fit for your requirements. Keep the letter very positive and indicate your appreciation for the employer and the company.
- If you decide to reject an offer, you should inform the employer in writing even if you have talked to them over the phone.
- Again, thank the employer for the offer and for their time and consideration.
Indicate that it was a difficult decision which you have given serious thought. |