Thank you & No Thank You Letters
Written communication in the job search process extends beyond the resume and cover letter.
You will need to compose letters for a number of other situations surrounding your career, such
as:
Showing appreciation for an interview (the thank you letter)
Accepting an employment offer
Withdrawing your application from consideration
Rejecting an employment offer
Resigning from your current position
Everything needs to be professionally written and personalized appropriately, and each
needs to create a positive impression with the reader.
General tips for all job-search correspondence letters:
Be concise: say what you mean clearly and simply.
Focus on the positive, don’t mention the negative.
Keep the letter to one page.
Always address the letter to one person with his or her correct title and business
address. This should not be too difficult, since you have already met and talked with this
person.
Tailor each letter to each situation and person. Generic letters at any stage, especially
this stage, are unprofessional.
Be timely. Your thank you letter should be sent no more than 48 hours after the
interview, and the acceptance/rejection of an offer letter should be sent as soon as you
make your decision.
Type the letters, and print on high quality white or off-white resume paper.
Remember to sign your letters, and keep copies of everything you send.
Have someone proofread your letters before you send them. Ask your proofreader if the
letter communicates that you are a responsible, sincere person who knows how to
operate in a professional environment.
Thank You Letter (for a job interview)
Only about 15 percent of candidates write thank you letters after their interviews, so a well-
written thank you letter will ensure a lasting good impression from an interview. It should
reconfirm your interest in the organization and the position, stress the relevant points that will
improve your candidacy, and demonstrate good manners and communication skills. Use a
formal greeting such as Dr., Mr.,or Ms. (never Miss or Mrs.),since this is a business
communication. Use of a first name is overly personal at this point.