4
Preparing Other Correspondence
During Your Job Search
There are several other types of letters you may use during the course of your job search.
Each has its particular purpose and should be prepared with the same care as your cover
letters and resume. The most commonly used letters are described below and a sample of
each is included in this handout. Be sure to follow the guidelines and tips used in preparing
your resume and cover letters, and always remember to sign all letters. You should also keep
copies of all correspondence for your own records.
Thank You Letter: used following a meeting or interview to express your appreciation and
to strengthen your position as a highly qualified candidate; also send thank you letters to
those individuals you may have interviewed as part of your job search research (information
interviews); it's also a nice, professional touch to send letters of appreciation to people who
served as references for you.
The thank you letter is probably one of the most important but least used tools
in the job search process. Your use of this tool can set you apart and above
other candidates, so be sure you send a thank you letter within 1-2 days after
every interview. Make it brief, warm and more personal than your cover letter,
but maintain a professional, business-like style. In addition to expressing your
appreciation for the interview and reaffirming your interest in the position, this
is your opportunity to reemphasize your strengths or mention some aspect of
your background or experience that wasn't covered during the interview.
Withdrawal Letter: used to inform the employer of your decision to withdraw your
application from consideration during the selection process; you should express your
appreciation for the employer's time and courtesy and give a brief explanation for your
decision--you might say that you accepted a position with another organization, but never
say that you accepted a better job.
Rejection Letter: used to inform the employer that you are declining an employment offer;
whatever the reason for your decision, word your letter carefully so that it conveys your
sincere appreciation and careful consideration of the offer; provide a brief explanation for
your decision, but again, never say that you accepted a better job.
Acceptance Letter: used to convey your decision to accept a job offer and to confirm the
terms of your employment; as a general rule, you will already have accepted the offer via
personal meeting or telephone call, but don't neglect to confirm your acceptance in writing;
this is a good way to ensure that there are no misunderstandings when you actually begin
your employment.