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Other Employment Letters

I. Accepting Invitation

  • A. Express appreciation for opportunity to visit facilities
  • B. Suggest time convenient for your visit or confirm any already agreed upon date.
  • C. Note whether overnight accommodations are necessary
  • D. Advise employer regarding travel arrangements and arrival time

    NOTE: Call employer if any doubt about who will pay and for what

II. Reaffirming Interest/Thank You

  • A. Express thanks and appreciation
  • B. Reiterate interest and basis of interest
  • C. Include information that would support application that did not come out in the interview. Be brief
  • D. Attach copy of expense records if letter is in response to second interview

III. Acknowledging Offer

  • A. Acknowledge your receipt of offer
  • B. Establish your understanding of the particulars of the offer: salary, job title, starting date, etc.
  • C. Indicate whether acceptance date is reasonable or if an extension is needed. (extension can also be requested at a later date)

IV. Accepting an Offer

  • A. Acceptance is a binding commitment to employer
  • B. Establish your understanding of the details of the offer, salary, etc.
  • C. Discuss physical exam, if required, and starting date

V. Declining Offer or Invitation

  • A. Clearly decline offer
  • B. Express appreciation for offer and company's interest in you
  • C. Note difficulty of decision

Summary of Correspondence Tips

  • Use a standard business style format and 8 1/2" X 11" paper.
  • Type all letters. Employers type even personal notes, so follow suit
  • Address letters to a particular individual, and use his/her correct title.
  • Never duplicate a letter; each must be an original.
  • Make paragraphs average in length.
  • Always send a letter with a resume, never a resume alone.
  • Check your work carefully for grammar and spelling. It is a good idea to have someone else proofread it.
  • Be wary of suggestions to use gimmicky attention-getters, overzealous or desperate sounding phrases, and exaggerated praise of the employer.

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