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THANK YOU LETTERS
It is always important to follow-up an
interview with a thank you letter, yet
many candidates fail to take this extra
step. In addition to showing your
appreciation, a thank you letter will
remind the employer of who you are
and reinforce your interest. You should
mention some key points that were
discussed during the interview and use
it as another opportunity to highlight
your unique qualifications. If there is
something you wish you had mentioned
during the interview, you can include it
in your thank you letter. Plan to send
out your thank you letters as soon as
possible after your interview, preferably
within twenty-four hours. You may wish
to send a quick thank you email that
you follow with a more complete, hard-
copy letter. Use your previous
interactions with the employer and the
culture of the company as a guide in
determining whether to send a formal,
typed letter or a more personal
handwritten note. If you interviewed
with several people, it is best to send a
separate thank you letter to each
interviewer; try to vary at least a
sentence or two to individualize the
letters.
There is a chance that you may have
received an offer of employment by the
time you write the thank you letter. In
this case you should confirm your
receipt of the offer, indicate your
appreciation and interest, and inform
the employer of the date by which you
will reply with your decision.
ACCEPTANCE/REJECTION
LETTERS
An acceptance letter is the most
exciting letter of all to write! Refer to the
written offer outlining the terms of
employment. Confirm the official start
date, restate the position you are
accepting, and express your pleasure
at joining the company.
The key to rejecting an offer of
employment is to make certain that you
do not burn any bridges. If appropriate,
you can advise the employer of your
plans. However, you do not need to
provide details explaining why you
accepted another position. Always
express your appreciation for the offer
as well as for the time and effort
invested in considering you as a
candidate. Professionalism is key here!
It is best to write a formal letter or make
a phone call; avoid rejecting an offer by
email.
Request for More Time
Usually an employer will give you a
deadline by which to accept or decline
an offer. Should you require more time
to make a decision, make this request
in advance of the deadline date. (Often
this situation becomes a telephone
conversation instead of something
relayed in a letter.) Make sure to let the
employer know specifically why you are
requesting more time. Do you have
additional interviews scheduled? Are
you waiting to hear from other
employers? Are there family
obligations or events that you are
waiting on to make your final decision?
Be sure to express your continued
interest as well as your appreciation for
the employerʼs cooperation.
Dear Ms. Beatty:
In reviewing Central Electric’s website, I was excited to learn that your company hires Management
Trainees for the summer internship program. I am particularly interested in one of the rotational
assignments in human resources, marketing, and management systems.
I will be graduating from Rice University with a B.S. in Economics in May of next year. I have a
strong research and leadership background, as detailed in my attached resume. Most recently, my
research on the economic development of Southeast Asian nations was published by the Baker
Institute for Public Policy. In addition, I am currently coordinating a Spring carnival for a local
inner-city youth program.
I would appreciate the opportunity to interview with your company during the upcoming campus
recruiting visit. I look forward to hearing from you. Thank you.
Sincerely,
Audrey Kelley
(713) 669-3373
!
!
Sample Electronic Cover Letter
Cover Letter Checklist
• Did you address your letter to a
specific individual? Double check the
spelling of all names and make sure
the titles are correct. If the recipient is
a female, use Ms. rather than Mrs. or
Miss.
• Is your reason for writing clear?
• Did you include how you heard about
the position?
• Did you state why you are interested
in the position or opportunity to work
with with the organization?
• Did you match your qualifications to
the position and/or goals of the
organization?
• Did you illustrate your
accomplishments by giving specific
examples?
• Did you refer the employer to your
resume?
• Did you indicate your desire and
availability for an interview?
• Is your letter no more than one page?
• Did you double check your spelling
and grammar? Did you have
someone proofread your letter?
• Did you limit the use of “I,” “me,” and
“mine?” If most of your sentences
begin with one of these words, try
rewriting them with a greater focus on
the employer.
• If you are sending your documents
electronically, do you know the
employerʼs policy regarding email
attachments?
• If you are sending paper documents,
does the paper for your letter match
the paper for your resume?