3
Job-Hunting and Employment-Related Correspondence
The employment correspondence in this chapter includes messages to land a job and messages to reject a job (with samples to help you secure the kind of job that will put you in a position to write lots of business letters!). You will also find the letters you need if you’re the one doing the hiring and firing, with samples you can adapt to your personal needs whether you are entry-level, middle management, or an experienced executive.
In years past, much of the correspondence addressed in this chapter, particularly related to hiring and job hunting, would have been typed on crisp, formal letterhead, faithfully reflecting the business letter formatting shown in Chapter 2. Today, however, employers routinely solicit job applications electronically and provide an e-mail address to which job seekers can send cover e-mails about their credentials, along with their resumes as attachments. Those looking for employment, too, commonly attach their resumes to cover e-mails, or they may post their relevant experience and background on career-related Websites.
Indeed, in today’s business climate, job candidates who are not afraid to sell themselves by using e-mail or posting a resume online-and employers who can interact effortlessly with job candidates via e-mail or employment-related Websites-are more appealing than those who shy away from such technology. This ability to keep current with technology not only makes a good impression; it can save lots of time, allowing for quick electronic access to career-related information and offering the ability to schedule interviews through an electronic meetings calendar tied to one’s e-mail program. Many employers do, in fact, arrange interviews via e-mail, with their first exposure to a job candidate’s voice actually being the face-to-face interview.
That being said, be aware that, if you use e-mail for the kinds of correspondence in this chapter, you still need to include several elements of a standard business letter. For example: 
Always insert a header for your addressee at the top of your cover e-mail (that is, one that includes the recipient’s name, title, and address).
Always insert a header for your addressee at the top of your cover e-mail (that is, one that includes the recipient’s name, title, and address).Include a salutation and a cordial closing.
Provide your contact information in an e-mail signature appended to the end of your message, and draw your addressee’s attention to this signature in the last paragraph of your message.
Provide your contact information in an e-mail signature appended to the end of your message, and draw your addressee’s attention to this signature in the last paragraph of your message.Taking these steps will show that you have spent time crafting your message and tailoring it to its recipient instead of simply jettisoning off a prefabricated “form” e-mail from your “drafts” folder. In fact, you might want to attach a formal cover letter and resume as separate documents, rather than using the e-mail message itself as your cover letter. If you choose this route, your e-mail message can be a brief statement such as “Attached are my cover letter and resume for your consideration for the position of such-and-such.” (See pages 41 and 42 for two e-mail samples you can adapt to your own needs.)
If you are a job seeker who wants to stand out by mailing a formal cover letter along with a professionally designed resume on matching high-quality stock paper, be aware that your correspondence may reach your prospective employer much later than the e-mail messages of the other candidates who are vying for the same position (assuming the employer has included an e-mail address to which to send these items). A better strategy would be to send electronic files of your cover letter and resume by e-mail first, then follow up with the more formal hard copies by regular mail. Also, if the employer has specifically requested you apply by e-mail only, comply with this request.
Furthermore, remember that e-mail is still inappropriate for some of the letters described in this chapter—for example, letters about firing or specific personnel decisions. Be on the lookout for the
icon.
icon.Correspondence to gain employment
The following letters will help bring your job-search process from application to interview to acceptance. Almost all of these letters may be sent via e-mail, whether as attachments or typed directly into the body of an e-mail message; just follow the guidance in the e-mail samples provided.
Recent college grad cover letter (traditional)
Background: Recent college graduates are often (but not always) light on experience. Most often, they have degrees and extracurricular activities, as do most other candidates, but summer job experience that doesn’t relate to the position they’re seeking. Therefore, their letters should be short and sweet. If you’re a recent college grad, don’t try to cover up your beginner status in the work world with hype.
On the other hand, if you have some experience that differentiates you from the crowd—say, you started a successful business or climbed Mt. Everest—the cover letter is the best place to stress it.
Essential elements: This simple and short letter doesn’t waste the recipient’s time. It gets right to the point with three main details:
1. Enclosed resume and spotlight on important experience.
2. Request for a job interview.
3. Promise of a follow-up call.
Samples:
Letter
Dear Ms. Rushiski:
As my enclosed resume shows, I am a recent graduate of HigherEd University with a major in English. My experience includes an internship with a large publishing company and word processing a novel for a best-selling author. I would like to meet with you to discuss the possibility of gaining an entry-level editorial position with your company. I look forward to hearing from you to discuss the possibility of an interview. [If mailing a standard letter, state your contact information here. If using e-maiZ, include a statement that directs attention to your e-mail signature.] I will follow up with you on Tuesday, October 2. Thanks for your time and consideration.
Sincerely,
E-mail
1. E-mail sample without a separate cover letter as an attachment
From: Your Name <[email protected]>
Date: Thursday, September 15, 20XX
To: Maria Rushiski <[email protected]>
Subject: Entry-level editorial position
Attachments: Resume.doc
Maria Rushiski
President
Fictional Firm
0000 Make-Believe Street
Noplace Real, NJ 10000
Dear Mrs. Rushiski,
As my attached resume shows, I am a recent graduate of HigherEd University with a major in English. My experience includes an internship with a large publishing company and word processing a novel for a best-selling author. I would like to meet with you to discuss the possibility of gaining an entrylevel editorial position with your company. My contact information is provided below. I look forward to hearing from you and will follow up with you on Tuesday, October 2, to discuss the possibility of an interview. Thanks for your time and consideration.
Cordially,
[Automatic e-mail signature should appear here; see the sample signatures in Chapter 2.]
2. E-mail sample with a separate cover letter as an attachment
From: Your Name <[email protected]>
Date: Thursday, September 15, 20XX
To: Maria Rushiski <[email protected]>
Subject: Entry-level editorial position
Attachments: Coverletter.doc, Resume.doc
Maria Rushiski
President
Fictional Firm
0000 Make-Believe Street
Noplace Real, NJ 10000
Dear Mrs. Rushiski,
Attached are my resume and cover letter, outlining my credentials for an entry-level editorial position with your company. Thank you for your time and consideration.
Cordially,
[Automatic e-mail signature should appear here; see the sample signatures in Chapter 2.]
E-Mail Empowerment Tip
Apply this sample e-mail structure, while adapting the content, to the “Correspondence to hire employees” letters described in this chapter, except where e-mail is specifically not recommended.
Recent college grad cover letter (nontraditional)
Background: This kind of letter is risky—it may turn some people off, but if it works, it can make you stand out clearly from the crowd. (The real writer of this letter actually got the interview.)
Essential element: This letter is a little different, a bit bolder than the conventional cover letter above.
Sample:
Dear Mr. Petrelli,
The only problem with working at the cutting edge of communications is staying ahead of the blade. To stay ahead, you need aggressive people willing to take chances. People who are confident, flexible, dedicated. People who want to learn—who are not afraid to ask questions. I am one of those people—one of the people you should have on your staff. Let me prove it. Start by reading my resume. It shows I can take on any challenge and succeed. I want to succeed for you. But if you’re looking for someone comfortable with covering the same old ground, count me out. If you want to work at the cutting edge, call me. I won’t get cut. [If mailing a standard letter, state your contact information here. If using e-mail, include a statement that directs attention to your e-maiZ signature.]
Sincerely,
Recent college grad cover letter emphasizing experience
Background: A Fores magazine article once predicted that a college degree would become superfluous in today’s technology-oriented business world. Whether that’s true remains to be seen. However, a college degree is usually a basic qualification, not a differentiator.
Potential employers have always been impressed with college grads who combine their degrees with real-world experience. If you have such experience, add it to your resume and highlight it prominently in your cover letter.
Essential elements: This letter contains just the right touch of salesmanship. It presents the main details of a recent graduate’s real-world experience (in the case of the sample letter, internship experience) and then explains why that experience will be good for the recipient’s company. The goal isn’t to convince a potential employer that your experience has been good for you, but rather to explain how that experience will benefit his or her company.
Sample:
Dear Mr. Hendricks:
Your ad in Chemical, Engineering Progress says Chemco is looking for chemical engineering seniors to work as junior process engineers. I’d like to interview for one of these positions.
Like most seniors in engineering, I’ve been educated in the chemical engineering fundamentals. But, unlike most, I also know what it takes to apply those skills in the real business world. During two summer intern-ships at Kodansha Chemicals, I worked on project teams involved in major projects: a scale-up of a dry scrubbing system from pilot plant to semi-works one summer, and then commercialization of the dry scrubber design in the next. This experience enabled me to see chemical engineering from a business as well as a technical perspective. I’m guessing it takes time to orient college students to the work world. But I’ve already been there, which means I can be productive right from my first day on the job.
I will travel to your offices or meet with your college recruiter on campus, whichever you prefer. I am available to start immediately after my May 27 graduation. I look forward to presenting myself as a candidate for the process engineer position. [If mailing a standard Zetter, state your contact information here. If using e-mail, include a statement that directs attention to your e-mail signature.]
Sincerely,
Experienced manager cover letter
Background: If you have been in the job market awhile and have previous work experience, your cover letter will stress your background and goals.
Essential elements: This letter by an experienced manager stresses two strong points:
1. Specific results achieved in previous positions.
2. How the writer fits in with the potential employer’s organization, corporate culture, goals, and requirements.
Sample:
Dear Mr. Halloway:
As vice president of an audiovisual production company, I expanded the Acme, Incorporated, account from $5,000 to $65,000 per year. I also brought in Procter and Gamble, New York Telephone, Prime Computers, and Dean Witter.
If you are looking for someone with strong communications sales experience, you just found him. Let me mention some specific accomplishments:
• Developed 17 new accounts that generated $425,000 in total income.
• Increased my total billing 40 percent each year for three years.
• Initiated an aggressive marketing campaign to three trade shows per year, generating at least one new client for each show.
With eight years of experience in all aspects of sales and production, I believe I can generate sales and profits for your company. If the timing is right, I would be happy to meet with you at your convenience. [If mailing a standard Zetter, state your contact information here. If using e-mail, include a statement that directs attention to your e-mail signature.]
Sincerely,
Response to a classified ad
Background: If you send your resume to a company in response to a classified ad, be sure to include a meticulously crafted cover letter. One tool available to the letter writer in this circumstance is the “Re:” line. This is typed below the recipient’s name and address and above the salutation. “Re” is short for Regarding, and the “Re:” line allows quick identification of the subject matter. Because there may be hundreds of responses to one ad, try to personalize your letter. If the ad gives the name of the person to whom you should send your correspondence, be sure to use the name in the salutation of your letter. If the ad supplies only the person’s title, use that, as in “Dear Creative Director.” If you are not given any information about the person to whom the letter is directed, you can call and ask for a name (if a phone number is given), or you can resort to using “To whom it may concern.”
Be careful about responding to blind ads (ads that do not give a company name). Your very own employer might have placed these!
Essential elements: When you respond to a classified ad, be sure to directly state three things:
1. Where you read about the job opening.
2. Your special qualifications that match the needs mentioned in the ad.
3. Your availability for an interview.
Sample:
Re: Your ad for “copywriter wanted” in Adweek magazine
Dear Personnel Director:
Your help-wanted ad caught my attention. You’re looking for a copywriter with heavy software background—and that’s my specialty. As my enclosed resume indicates, I’ve worked on a number of computer-related accountings, including Dell and IBM. An ad campaign I wrote for Parsons Software was the company’s most profitable ever. I can send a portfolio or visit your offices for an interview—whichever you prefer. Please let me know what you want to happen next. [If mailing a standard letter, state your contact information here. If using e-mail, include a statement that directs attention to your e-mail signature.]
Sincerely,
Unsolicited request for an interview
Background: Many firms have occasional or even frequent job openings that they do not advertise. Therefore, there is often less competition for these positions. To be considered, write a letter requesting an interview. The key to this unsolicited request is to establish that you are familiar with the company and have a strong interest in working for its personnel based on who they are and what they do.
Gaining such inside corporate knowledge is easy when you use the Internet. Before writing a letter requesting an interview, log onto the company’s Website and browse it carefully. The home page should give you a good overview of what the company does. Check the most recent press releases for news items you can work into your letter. The recipient will be impressed that you know what’s going on with the company.
Essential elements: Be sure this letter clearly states four things:
1. A piece of company information that shows you are familiar with its operations.
2. A highlight of your business experience.
3. Your interest in an interview.
4. How your skills will benefit the company.
Dear Ms. Parks:
Congratulations on Acme’s recent acquisition of Ace Company. This will certainly strengthen Acme’s product offerings for digital prepress. That’s the reason I’m writing you.
As an area sales rep for Grayco, I have been the number-one producer for my company for the past three years. This year, I exceeded last year’s prepress equipment revenues by more than 65 percent. Now I am looking for my next challenge.
I’d love to interview for any area or regional sales rep positions you have open now or might have in the near future. As my resume indicates, I have broad experience in sales of many different products to the printing and photographic markets. With your newly acquired line of Ace systems, Acme will clearly provide the single-source solution prepress operations are demanding. I think my solution-selling experience is a good fit for your current direction and would welcome the chance to discuss how I can help increase Acme’s market share. Just let me know when and where! [If mailing a standard Zetter, state your contact information here. If using e-maiZ, include a statement that directs attention to your e-mail signature.]
Sincerely,
Request for an informational interview
Background: Informational interviews, which are interviews with potential employers or sources of referral who have no immediate opportunity for you, serve two purposes: They give you an inside view of an industry and its hot career opportunities, and they allow you to present yourself to people who would not otherwise see you for a “job interview” because no immediate position exists. Do the informational interview well, and you may suddenly find yourself called in or recommended by that person for a “real” interview for the next position that opens up-often more quickly than you’d think.
Essential elements: In a letter that requests an informational interview, be sure to note:
1. How you know about the potential interviewer.
2. Who you are.
3. Why you would like to talk.
4. A promise to call to set up the interview.
5. A subtle piece of flattery.
Dear Ms. Tonnely:
Elizabeth Abrams suggested that I write to you. Would you consider meeting with me to discuss instructional design and your experiences in the profession? Liz suggested you might have some helpful advice for me. I am a computer programmer who became interested in computer-based training six months ago after taking several courses offered through my company.
I have always loved learning and am now thinking of making a career move to instructional design, emphasizing computer-based courseware in technical skills. I am also currently taking a night course at Generic University.
I’d greatly appreciate it if you could call or e-mail me. [If mailing a standard Zetter, state your contact information here. If using e-mail, include a statement that directs attention to your e-mail signature.] If I don’t hear from you in the next week or so, I’ll call to see if you have time to meet at your convenience.
Your experiences in training and development would be invaluable to me. Thank you for your time and consideration.
Sincerely,
Acceptance of an offer to interview
Background: If you are offered an interview, confirm it in writing. E-mail is especially appropriate for this written confirmation if your interview is just days away.
Essential elements: After you confirm your interview, send one or two more communications to the interviewer, such as a testimonial letter from a satisfied customer or an article about the interviewer’s industry. This keeps your name in mind and shows that you’re thinking of the potential employer.
Sample:
Dear Ms. Parks:
Thanks for your prompt response to my message. As we previously discussed, I will meet you in your corporate offices on Thursday, March 22, at 2 p.m. If you have to change the appointment, let me know. [If mailing a standard letter, state your contact information here. If using e-mail, include a statement that directs attention to your e-mail signature.] I look forward to meeting you and continuing our discussion in person!
Sincerely,
Thank-you note for an interview
Background: Sending thank-you notes has become a lost art, yet in today’s busy world people appreciate them more than ever. This situation can work to your advantage. Because most people don’t send thank-you notes any more, yours will stand out and make a lasting impression. Although a mailed thank-you letter may impress your potential employer more than a thank-you message conveniently launched from cyberspace, either way your thoughtfulness will be appreciated. Plus, an e-mail stands a better chance of reaching the employer before thank-yous sent by competing job candidates.
Essential elements: Thank-you notes are short and sweet. Remind the recipient of when you met and what position you interviewed for. Add an interesting note about something you talked about at the interview, and you’re done.
Sample:
Dear Ms. Parks:
Thanks for taking the time to meet with me last Thursday to discuss sales opportunities with Acme Co. I’m excited about the possibility of your creating a new position for an additional rep in the Northeast. And I look forward to being considered for the assignment.
Enclosed is the information on the sales training program we discussed. Grayco’s training department sends most of the sales force through this program. I found the techniques well worth learning. Overall, we saw a lift in our closing rates. Please contact me if you would like to discuss my candidacy for this position further. [If mailing a standard Zetter, state your contact information here. If using e-maiZ, include a statement that directs attention to your e-mail signature.]
Sincerely,
Request for a letter of recommendation
Background: When you want a former employer, supervisor, colleague, customer, vendor, or professor to write you a letter of recommendation for employment, make your request in writing. Be realistic about to whom you send such a letter. Someone who thought highly of you is more likely to comply with your request than a boss you disliked or a professor who flunked you.
Essential elements: Letters asking for a recommendation should include:
1. A request, not a demand, for a favor. Too many people make the mistake of thinking their request can’t be refused and pose their request as an order (“I need a letter of recommendation. Send it to the address below.”).
2. Statement of the skills and attributes you’d like mentioned in the letter. This isn’t being pompous; it’s being helpful. Give specifics, such as: “The company to which I am applying is looking for information about attributes such as my ability to work on a team, to meet deadlines, to work hard, and to meet goals.” Factors such as perseverance, loyalty, and job commitment might also be suggested. You will get the letter you want if you supply the writer with information that does not merely repeat what is on your application. This will make it much easier for the recipient to dash off a good letter.
3. The complete name and address you would like the letter of recommendation written to (or whether you would like a specific address left off so that you can make photocopies of the letter for future use).
4. A stamped envelope addressed to the person to receive the recommendation, whether this be the prospective employer or yourself. This is why you would not e-mail your request for a recommendation letter. A recommendation letter is best supplied in hard copy, which gives it more official and credible feel for the prospective employer and also supplies you with a base hard copy to use for future photocopies.
Sample:
Dear Norman:
Would you do me a favor? I need a letter of recommendation from you to aid in my current job search. Could you write and send such a brief note?
The company to which I am applying is looking for someone who is able to work on tight deadlines and stay organized. The employee must have superior communication skills and the ability to work on team projects. Could you please mention in your letter how these attributes were evident in my work with you?
Please send your letter to:
Ms. Jane Smith
XYZ Company
54 Broad Street
New York, NY 10012
I appreciate the opportunities I had while working for you, and I thank you for considering me for this additional favor.
Sincerely,
P.S. An addressed and stamped envelope is enclosed for your convenience.
Negotiating a job offer
Background: If two firms offer you a job, and one position is more desirable than the other but offers considerably lower pay, you can respond to your first-choice offer by straightforwardly explaining the facts of the competing offer. This may spur the preferred prospective employer to increase its original offer, getting you the job you really wanted.
Essential elements: If you want to negotiate your terms of employment, consider the following, and use what’s appropriate in your letter:
1. Your performance. Have you done something to warrant better terms?
2. The going rate in the marketplace. Check the employment classifieds, consult an online salary-tracking resource, and talk with colleagues in other firms to find the salary range for someone with your education and background experience.
3. Other benefits you might consider, such as a company car or more vacation, in place of increased salary.
Sample:
Dear Mr. Smith:
Thanks for your letter and the job offer. I enjoyed our time together and know that I would like to work for you. However, Koch Engineering in New York City has offered me $43,000 a year. Given that my fellow chemical engineering classmates average $40,000 a year, I just can’t accept your offer of $36,000.
If it’s possible to increase your offer or add additional benefits, let me know. I’d be interested in pursuing the position with you. If not, I still learned a lot from the time we spent together.
Sincerely,
Acceptance of a job offer
Background: Years ago, employment contracts were common. Today, they are becoming much less so. Therefore, the confirmation letter you send accepting a job offer is a good place to spell out the basic terms and conditions of employment. This gives everyone a clear sense of what has been agreed upon and also documents the offer in writing.
This is an important letter that can save you many headaches down the line. It often happens that when you arrive at your new job, no one quite remembers offering you your own office or promising a two-week vacation. Protect yourself by asking for a signature of agreement on your confirmation letter (if you choose to mail it) or a confirming reply (if you choose to e-mail it). This will show you’re an astute businessperson who leaves nothing to chance.
Essential elements: Letters accepting job offer must include:
1. All terms of employment; include starting date, salary, benefits, hours, perks, and so forth.
2. A request for a signature of agreement and an enclosed self addressed, stamped envelope, or a request for a confirming reply by e-mail.
3. A positive note of enthusiasm about the new job.
Sample:
Dear Mr. Mutsakis:
Thanks for your call today.
I accept your offer of a position as advertising manager at a salary of $47,000 a year. Based on our phone conversation, I understand that in addition to Oak Engineering’s standard benefits plan, I will receive two weeks of vacation the first year. As discussed, I will also be given a private office (not a cubicle) with a PC, fax, and printer. I will share an administrative assistant with Joe Bulges, your trade show manager. My starting date will be Monday, June 12. Oak will reimburse me for mover’s fees for relocating from Baltimore to Secaucus.
If I have understood the terms of my employment correctly, please sign in the space provided below and return this letter to me in the enclosed self-addressed, stamped envelope. [If using e-mail, request a reply expressing agreement to the terms stated.]
I’m thrilled about starting with Oak and look forward to a long and productive relationship. On a personal note, I’m also delighted that you’re going to be my boss!
Sincerely,
Rejection of a job offer
Background: On a lucky day, you might be able to reject a job offer. This rejection letter should be very professional with no personal information added. For example, if you have a superior offer that you’ve already accepted, don’t boast about it. You might meet that person again someday or find yourself in the situation of wanting to accept the position you turned down.
Essential elements: Note that rejecting a job offer requires some sensitive communication skills:
1. State immediately that you cannot take position.
2. Explain why the company you chose was a better match for your needs. (Or you can skip this part completely if you’d rather not compare companies or explain your reasons.) End the letter on a positive note that leaves the door open for the future.
Sample:
Dear Terry:
Thanks for your call. However, after much thought, I have decided to take a position with General Motors in Flint and must turn down your generous offer. I’m sure I would have enjoyed working with you and the Process Design Group. But the opportunity with General Motors is a management positionone of my goals as I had mentioned in our interview. This position is more in line with my career objectives than the staff position you had available.
I’m sure we will meet again, perhaps at the upcoming Process Design Society Conference. Perhaps we can meet at your booth for a cup of coffee—on me, of course.
Sincerely,
Resignation on good terms
Background: Company loyalty isn’t as crucial as it once was. Employees routinely hop from job to job looking to advance in position and salary. When you find it necessary to move on, notify your employer in writing immediately. It is best to avoid e-mail for this kind of letter because you need to maintain a signed printed copy for yourself and be certain that you have the terms of your resignation properly documented, both for yourself and your employer’s files.
Essential elements: To resign from a company on good terms, it’s best to include:
1. Statement of your resignation.
2. Exact date of your leave.
3. An offer to stick around for a specific period while the company looks for a replacement. Never make this offer open-ended by saying something such as “I’ll stay until you find a replacement.” Give an exact period of time.
4. Indication that you’re willing to be on call for a while after you leave.
5. A positive statement about your experience with the company.
6. A reason for leaving, if you choose. Most bosses understand when you explain that you received an offer you simply couldn’t refuse.
Sample:
Dear Mr. Jones:
This letter is to notify you that I’m resigning from my position at Global Affiliates to take a new position at Associated Systems.
My last day will be October 11. By giving you six weeks’ notice I’m hoping to provide you with some extra time to find a replacement. After October 11, I’ll still be available if you need help locating resources or getting answers to any questions the new employee may have about procedures or records. You will be able to reach me at my new number, 123-456-7890, or through e-mail at [email protected].
For the record, I enjoyed my job and our association here at Global. But the position at Associated has significantly higher compensation, and in our annual reviews, you indicated the salary for someone in my classification could not come near this level. So, the decision is mainly a financial one. However, I’ll miss you and the whole group in our department.
Sincerely,
Resignation on bad terms
Background: Make this letter simple and straightforward. No embellishments, no explanation. The boss already knows why you are resigning. It’s a sore spot, so why bring it out into the open? No one benefits, and it just makes one or both of you look bad. It is especially important to maintain a signed printed copy of this kind of resignation letter for yourself, so don’t use e-mail. If relations between you and your employer are particularly bad, the worst thing you could do is to send an e-mail that the employer might later claim was never receivedor, worse, falsify your resignation terms by typing over your message.
Essential elements: This is as simple as business letters get. State your resignation and the date you are leaving.
Sample:
Dear Mr. Smith:
This letter is to notify you that I’m resigning from my position at Global Affiliates to take a new position at Associated Systems.
My last day will be October 11. By giving you six weeks’ notice I’m hoping to provide you with some extra time to find a replacement.
Sincerely,
Correspondence to hire employees
Response to a job-seeker when no positions are open
Background: This letter answers an unsolicited employment inquiry when the candidate appears qualified but there are no openings available.
Essential elements: This kind of letter answering a job-seeker should always include:
1. A cordial opening that thanks the applicant for thinking of your company.
2. A clear statement, without any ambiguity, that there are no positions open.
3. A promise to keep the application on file and an invitation to follow up at a later date.
Samples:
Letter
Dear Ms. Brigetto:
Your letter of inquiry about employment opportunities in our company was forwarded to me from our human resources department because of your interest in obtaining a position in quality assurance. I am pleased you thought of Remco Widgets.
At this time, all our supervisory slots in manufacturing and production are filled, and the job responsibilities in those positions include quality assurance. I do not think there will be an opening for a manager dedicated to quality assurance this year.
I will ask our human resources department to keep your letter on file, because you certainly seem qualified in the quality assurance field. If you don’t hear from them by April, call Ronny Bruce, our personnel manager, at 123-456-7890 to see if anything has opened up for you.
Sincerely,
E-mail
From: Brian Kelly <[email protected]>
Date: Monday, January 15, 20XX
To: Maren Brigetto <[email protected]>
Subject: Quality assurance position
Maren Brigetto
0000 Make-Believe Street
Noplace Real, NJ 10000
Dear Ms. Brigetto:
Your e-mail inquiring about employment opportunities in our company was forwarded to me from our human resources department because of your interest in obtaining a position in quality assurance. I am pleased you thought of Remco Widgets.
At this time, all our supervisory slots in manufacturing and production are filled, and the job responsibilities in those positions include quality assurance. I do not think there will be an opening for a manager dedicated to quality assurance this year.
I will ask the human resources department to keep your e-mail on file, because you certainly seem qualified in the quality assurance field. If you don’t hear from them by April, e-mail Ronny Bruce, our personnel manager, at [email protected] to see if anything has opened up for you.
Sincerely,
[Automatic e-mail signature should appear here; see the sample signatures in Chapter 2.]
E-Mail Empowerment Tip
Apply this sample e-mail structure, while adapting the content, to the “Correspondence to hire employees” letters described in this chapter (page 55), except where e-mail is specifically not recommended.
Reference check
Background: This letter is used to request information from an applicant’s former employer.
Essential elements: A letter asking for an employment reference check should include:
1. The applicant’s name and the position for which he or she is applying.
2. An understanding that this person was previously employed by the recipient of the letter.
3. A request for information that zeros in on specific work skills and characteristics you are most interested in knowing about.
4. A deadline for reply.
5. An offer of confidentiality that will make the recipient more comfortable about telling the truth. With this need to ensure confidentiality, out of consideration for the recipient it is best not to e-mail this letter because the person may not be comfortable with sending a reply by e-mail.
6. A thank-you.
Sample:
Dear Mr. Carlson:
We recently received an application from George Olmstede for the position of master electrician with our firm. We understand you previously employed him. We would appreciate any information you could give us concerning Mr. Olmstead’s work habits, expertise as a master electrician, and attitude. We would also appreciate your sharing with us the reason he no longer works for your firm.
We look forward to hearing from you. If you could reply by early March, it would be very helpful. [State your contact information here.] Please advise us if the information you provide is confidential. Thank you for your time in considering this request.
Sincerely,
Rejection of an employee’s application for an in-house position
Background: Inside people don’t always have the inside track on new positions, especially if these opportunities are in areas outside of their core skill set. Because the applicant is also an employee, your letter must motivate and encourage even as it rejects. Out of consideration for the employee’s privacy, it is best to use a traditional letter that can be hand-delivered to the employee, rather than send an e-mail.
Essential elements: A letter rejecting a current employee applying to an open in-house position needs to be carefully crafted. It should include:
1. An opening that acknowledges the employee’s application and presents a form of active listening that shows you’ve read his or her application letter carefully—you understand why the employee is applying for the open position.
2. A clear statement of the skills or training required for this job that the employee does not possess.
3. An acknowledgment that you have a number of qualified applicants and will choose from that pool.
4. A paragraph that praises the work of this employee and opens the door to future advancement in a more appropriate direction.
Sample:
Dear Dan:
Thanks for your interest in becoming part of SunStar’s marketing communications department as a communications coordinator. Yes, I agree that as a sales rep, you know what motivates customers to buy our products. I also appreciate your desire to reduce your travel and make the change from personal selling to mass communications.
Unfortunately, your field sales background has not given you many of the skills this position requires, including copywriting, editing, desktop publishing, database marketing, and mailing list selection and analysis. You also don’t have the necessary proficiency with Website development software.
We’ve received applications from several candidates who, in addition to having these requisite skills, have a background in lines of equipment and markets similar to ours. We will probably fill the current opening from these applicants.
Although you are not being selected for this position, I am aware that you wish to change your department and upgrade your level within the company. I encourage you to do so. Your sales record is good and your appraisal reports are positive. I am sure that we can find a position that best matches your experiences, background, and career goals.
Again, I appreciate your interest and hard work at SunStar, and good luck in all your future promotions.
Sincerely,
Invitation to a job interview
Background: If you are in human resources or a hiring manager, you will need to communicate with candidates for open positions at your firm, including inviting them to job interviews.
Essential elements: A letter that offers an invitation to a job interview should include:
1. A cordial thank-you for the interest shown in working for your company.
2. An invitation to an interview. You can either state a time or ask the applicant to e-mail or call you to set up an appointment at a mutually convenient time.
3. A closing that says, “I look forward to meeting with you.”
Sample:
Dear Mr. Plowman:
Thank you for taking the time to explore employment opportunities with our company. I am very impressed with your application, background, and experience. I would like to schedule an interview to talk further about your career interests and our employment needs. Can you meet with me and our department supervisor on Monday the 21st at 9 a.m. for about one hour?
Please contact my office to confirm this appointment. [If mailing a standard letter, state your contact information here. If using e-mail, include a statement that directs attention to your e-mail signature.] I look forward to meeting with you.
Sincerely,
Rejection following a job interview
Background: A less pleasant communications task is to notify an applicant after the interview that he or she did not get the job.
Essential elements: A letter of rejection following a job interview should include:
1. A positive opening that compliments the applicant.
2. A straightforward rejection that does not get into detailed reasons. (If you explain exactly why a candidate is not right for a position, you open the door to arguments and pleading.)
3. A sincere thank-you and a wish for luck in the job search.
Sample:
Dear Mr. Mayers:
It was a pleasure to meet with you last week in our offices at Integrated Network Solutions, Inc. Your programming background and corporate experience give you skills that will be useful in many IS positions.
We have reviewed your credentials but unfortunately do not find a suitable match between your background and experience and the opening in our company.
Thank you for your interest in our company. Good luck in your job search.
Sincerely,
Job offer
Background: The letter of a job offer should outline the essential information the employee needs to make a decision. The tone of the letter should be upbeat and enthusiastic to help the employee decide in favor of accepting the offer. Any terms stated in the letter will become part of your employment agreement with the applicant if he or she takes the job. Although you could send this letter as an attachment to an e-mail, it would be better, for documentation purposes, to send it through snail mail or at least to follow up on the e-mail by sending the original letter through snail mail.
Essential elements: A letter making a job offer should include:
1. A statement of the job offer.
2. Details of employment.
3. Information about starting date, time, and place.
4. A request for a confirmation of acceptance.
Sample:
Dear Ms. Myers:
With great pleasure, I am able to offer you a position at Artech Semiconductor as a quality engineer.
The position pays $38,000 annually, in equal increments, every other Friday. Additionally, you will receive two weeks paid vacation every 12 months, a bonus equaling two weeks’ salary the payday before Christmas, health benefits, and $25,000 in life insurance. The position is a one-year agreement, after which it may be renegotiated. Either party can terminate with a two-week notice.
We are very pleased to offer you this position. Your starting date will be April 3rd at 9 a.m. You will report to Ms. Johnson, the senior supervisor. Please signify your acceptance of this offer by calling my office or e-mailing me before Friday the 15th.
On a personal note, I think you’ll enjoy working at Artech and will fit in well with our department. If you have any questions, please call me anytime.
Sincerely,
New employee introduction
Background: This is an easy note to write, and an e-mail sent to a company or departmental distribution list is the recommended format (see sample). An easy way to get this letter written is to ask the new hire to draft a summary of his or her background. Then you simply add the essential elements, edit, and distribute. If you want a more in-depth profile of the new hire, perhaps the editor of your employee newsletter can work one into a forthcoming issue. Or perhaps the public relations department can prepare a release for industry trade publications.
Essential elements: This kind of internal office communication should include:
1. The new employee’s name and position.
2. The new employee’s responsibilities and working relationship with other employees.
3. The new employee’s background.
4. A request for company employees to make the new person feel at home.
Sample:
E-mail
From: Fred Guterola <[email protected]>
Date: Monday, April 12, 20XX
To: New York Office Staff <[email protected]>
Subject: New employee
Starting next Monday, Randy Starks will be joining our New York office as advertising manager.
Randy will be responsible for all marketing communications activities, except for trade shows (these will still be managed by Ben Buffett). Randy is the person to see when you need a new ad or brochure, and he will report directly to me. Please go through Randy for any advertising or collateral needs.
Randy comes to the New York area from our Wichita, Kansas, location, where he held the position of technical writer for five years. Since he’s used to the wide-open plains of Kansas, anything we can do to make him feel more at home here in the Big Apple will be appreciated (I suggest a Friday night trip to the Village for Frank’s Pizza!).
[Automatic e-mail signature should appear here; see the sample signatures in Chapter 2.]
E-Mail Empowerment Tip
It would be ideal to have an e-mail distribution list set up within your e-mail address book for the desired recipients of this e-mail, whether they are members of your department or a broader group. You would then not need to type in all of your recipients’ e-mail addresses or names individually.
Other employment correspondence
There are a few other instances when you may need to write letters regarding employment. These include writing a letter to ask someone to be your mentor, to refuse a request for a letter of recommendation, and to recommend a job applicant.
Request for a mentorship
Background: Being mentored by a person whose background and experience match your professional goals can help you to secure the career to which you aspire. The sample provided is an actual letter that author Robert Bly sent decades ago to a direct marketing writer, asking him to be his mentor.
Essential elements: When you write a letter asking someone to be your mentor, be sure to include:
1. An introductory piece of information that shows the person you’ve been following his or her work and career with admiration.
2. An offer to do something useful for the person in exchange for the opportunity to be in a mentor relationship.
3. A request for a response.
Sample:
December 2, 1981
Re: Your recent article in Direct Marketing magazine
Dear Mr. __________,
I enjoyed your recent article in Direct Marheting, “How to Write Copy That Sells.” I’m an advertising manager for an engineering firm but a complete novice in direct mail. Frankly, I find your niche of letter writing fascinating, which is why I am writing this letter.
Perhaps from time to time when you take on clients selling technology and business products you find that doing the research to write these letters is time-consuming. This is where I can help. Consider allowing me to explain the technology in lay language to these customers, so you can spend less time translating and more time writing your usual sizzling sales letter. I would do this free of charge, hoping, in turn, to learn direct mail copywriting from a master (I am thinking about becoming a freelancer specializing in direct marketing of high-tech and industrial products). How does this sound to you?
Sincerely,
Bob Bly
Refusal of a request for a recommendation letter
Background: When someone asks you for a letter of recommendation, are you obliged to write it, even if you had problems with the person in the past? This is a hard personal decision you have to make, but it would be dishonest to make a positive recommendation if it may hurt a potential employer. This course is better than agreeing to write the letter and then saying negative things.
Tell the person who requested the recommendation why you can’t oblige, without name-calling or baiting. State the facts as you see them in a gentle but firm tone. Doing so, you have fulfilled your obligation to the request in an honor-able fashion.
Essential elements: When you write a letter to refuse a request for a letter of recommendation, you should include:
1. A cordial greeting.
2. Your refusal to write the recommendation.
3. A reason for your refusal. This can be a detailed account (while remaining professional and factual), or it can be a simple statement that says you do not share the same business philosophies.
4. A suggestion for finding a positive recommendation.
Sample:
Dear Will:
Thanks for your letter. It was good to hear from you again. I wish I could be of some help, but unfortunately, after giving it careful consideration, I feel I can’t in good conscience write the letter of recommendation that you requested. You are competent on the technical side of the business. But you and I had (and have) a completely different perspective on being a team player. I appreciate your desire to have time for creative thought and contemplation, but my feeling is, on a project team, you can’t do so at the expense of meeting deadlines. Other team members can’t proceed to meet their milestones if you haven’t met yours.
While you were at this company, you worked for a number of other people with whom you may have had a better relationship. I’m sure that one of them would be glad to write you a positive letter of recommendation.
Sincerely,
Recommendation letter
Background: The key to this letter is unabashed enthusiasm. The reader knows you’re a fan of the applicant; you wouldn’t be writing this letter if you weren’t. Don’t pretend neutrality and then gush praise. Instead gush praise, and admit you’re an unabashed promoter of the applicant. Let your enthusiasm shine through.
Also, go with the standard business letter format for this type of correspondence. It will help the subject of the recommendation to have a hard-copy backup for his or her files, and a signed, formal letter will appear more professional and credible to the recipient than an e-mail might.
Essential elements: To write a convincing letter of recommendation, include:
1. A statement of wholehearted recommendation.
2. Exemplary adjectives.
3. Detailed examples of positive work habits.
4. A wish to retain the person in your own employ.
Sample:
Dear Mr. Keyes:
Because you’re considering hiring Bonnie Denny as a customer service representative, let me do something I rarely do—recommend this former employee wholeheartedly.
I have seen customer service reps come and go, and their quality varies. But Bonnie is the cream of the crop. Her skills are superb. In addition to being friendly, helpful, and articulate, she knew both our products and our buyers inside and out. By being an advocate for the customer, she is a champion of the company and firmly cements its relationship with the buyer.
After Bonnie moved east with her husband, who was relocated, a number of customers called me directly and complained that she was no longer available to talk to. If I had an office in your area, I would do anything I could to retain her as an employee and hire her away from you. But I don’t, so she’s yours to hire.
Sincerely,
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