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University of Dayton Career Services
Thank You and Follow Up Letters
Thank You Letters
Always send a thank you letter. Often it may be the difference between getting an offer or not. If an
employer has two equally skilled potential employees who both fit with the organization, receiving a
professional thank you letter may tip the scales in one’s favor. A thank you letter is also a place for you to
reiterate your skills or to mention something you may have forgotten or hadn’t had the chance to speak
about.
Formatting Suggestions
Timing is critical! This letter should always be sent within 24 hours after the interview. There are three
ways to send a thank you:
~ A typed thank you letter using letterhead that matches your resume heading
~ A handwritten note using a professional notecard or thank you card.
~ An e-mail thank you.
Regardless of the method you select, send a thank you letter to every person with whom you interviewed;
otherwise, send it to the chair of the screening committee. This letter is to
express appreciation, reiterate
your interest
in the position, and to
further sell yourself
and your skills as they relate to the position
specifically.
Advice for Letters Sent Electronically
Scanning:
If the company uses an applicant tracking system, prepare a scannable cover letter and
resume.
Internet:
Send your cover letter and resume in the body of one e-mail message. The subject line is a
valuable tool. Use it for the position title.
The Stall Letter
Upon occasion, candidates find that they must respond to a job offer before they are ready to make a
decision. This letter should be written only when you are seriously considering the offer. Let the employer
know that
you are interested
in the position and
explain briefly
why you cannot make a decision at this time.
State a specific date
by which you will be able to announce your plans with certainty.
It is not ethical to
accept an offer and keep looking
.
Withdrawal Letter
It is a matter of common courtesy to notify an employer once you have made a definite decision to withdraw
from consideration or to reject an offer of employment. Rejecting an employment offer should be done
thoughtfully. You never know who the employer might know and whether you might want to apply for a
different position at that organization in the future. Indicate that
you have carefully considered the offer and
have decided not to accept it
. It is not necessary to give a long explanation. Thank him or her for the offer
and confidence in you.
Acceptance Letter
This letter is written to accept a formal job offer and is probably the most exciting letter of all to write.
Confirm the terms
of your employment, including starting date, salary, etc.
Express your appreciation
for
the opportunity and enthusiasm in beginning employment.