Other Letters

Networking Letters

Networking letters are used to request information meetings, 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 process 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 best 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 their first name.
  • Standard business letter format should be used.
  • Do not include a resumé, but have one handy during your meeting in case it is requested.  

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

  • Mailed within 24 hours after the interview
  • Include date of the interview and 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 it short and send a personalized letter to each person involved in the interview process

After an informational meeting

  • Although you are not officially seeking a job, you should still send a thank you letter expressing your appreciation for the opportunity to meet
  • Indicate how the information shared has helped you
  • If appropriate, mention that you hope to be able to contact them in the future for advice as you pursue your career goal, thus adding them to your professional network

For letter of recommendation or reference

  • Express your thanks for their willingness to provide this support
  • Remind the person 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 express gratitude for the consideration
  • Emphasize a continued interest for future consideration

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 positively reinforces 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 need to withdraw your application, notify the employer as soon as possible. This keeps the relationship positive as you you may find yourself hoping to work for the company at a later date. 

  • Thank the employer for their consideration
  • Be concise. If you choose 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 the position is just not a good fit. Or, perhaps you receive another offer that is a better fit.

  • Keep the letter 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
  • Thank the employer for the offer and for their time and consideration
  • Indicate that it was a difficult decision to which you have given serious thought