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Welcome to the Purdue OWL

This page is brought to you by the OWL at Purdue
(https://owl.english.purdue.edu/). When printing this page, you must include
the entire legal notice at bottom.

Contributors:Purdue OWL.
Summary:

This section covers writing additional correspondence beyond cover letters including reference
requests, interview follow-up letters, inquiry letters, acceptance and rejection letters, request for
further negotiations letters and thank you letters.

Letters Concerning Employment

For some students, the job-seeking process involves interviews at the University Placement
Service and visits to company headquarters; for other job-seekers, it means sending job
applications with resumes and hopefully receiving invitations for interviews at company offices.
In either case, you will find that additional correspondence will not only be necessary but will
also enhance your chances of being the applicant chosen for the job.

The secrets to the success of these letters are in part your timing and the exactness of detail. Do
not allow your letter to sound like everyone else's. Avoid using the clichés and generalizations
found in so many employment letters. It is also good advice to stay away from form letters. The
purpose of your letter is to make yourself stand out from other applicants. If you utilize the aid of
a form letter, you may finish your letter quickly, but it will likely be ordinary and lack the finesse
to get your qualifications noticed.

You may also use these resources for working class jobs: Job Search Documents for Working
Class Positions

Contributors:Purdue OWL.
Summary:

This section covers writing additional correspondence beyond cover letters including reference
requests, interview follow-up letters, inquiry letters, acceptance and rejection letters, request for
further negotiations letters and thank you letters.

Applicant Request For a Reference

During your job search, a prospective employer may request a list of references prior to or during
an interview. This request may take the form of a response to a written job application, a question
on a company application or as an addendum to your resume. Your reference sheet should list the
names, addresses and relation to you for each reference. For more information, see the OWL
handout on writing a reference sheet.

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As a courtesy, you should get in touch with the people you wish to include on your reference list
and ask permission to use their names. This contact will allow them to prepare adequate answers
to questions about you so they will not be caught by surprise when prospective employers call or
write. Also, those contacted can decline you permission, if they wish. You may find it
worthwhile to reintroduce yourself to the people on your list, particularly if you have not spoken
to them for a while. The suggestions below will be helpful if you need to write a letter to contact
your references.

What do you include?

Reintroduce yourself. Be sure that your reference remembers the situations the two of you
were involved in.
If you have not spoken to your reference in awhile, it is extremely important to provide a
summary of your most recent qualifications and experience.
Be sure to let the reference know where you are in your studies. List your year in school,
your field of study and possibly your career aspirations.
Formally ask to use the person as a reference and state how the reference will be used.
Be sure that the reference understands that if you do not hear from them you will assume
they do not mind being used as a reference.
Include a copy of your resume.

Model for Writing a Reference Request Letter

February 10, 2001

Louie Lab
1234 University St.
University City, IN 12345

Dear Mr. Lab:

You will need to write a reference request letter before you create a reference sheet to distribute
to potential employers. It is meant to give the reference some warning that an employer may be
contacting them. It also insures that they have the most up-to-date information about your
qualifications and education. In the first paragraph, your primary goal is to reintroduce yourself
to your potential reference. Simply give a quick review of the relationship and situations the two
of you shared. This opening should be courteous and polite. Provide a little information about
yourself. This is especially important if you have not spoken with your potential reference in
some time. State your field of study, year in school, and/or career aspirations.

Next, you should formally ask to use this person as a reference. Briefly discuss the position for
which you are applying and how the reference will be used. Will it be utilized as an addition to
your resume or presented at the interview? This information will give your reference a better
understanding of the information that would be expected from them if an employer contacted
them.

Finally, close the letter with a sentence that assumes you have permission to use the reference
unless you hear otherwise. You may wish to include a self-addressed stamped card so that the
person may send you an answer. Also, include a copy of your resume with the letter. This will
provide helpful information about your qualifications and allow the reference to speak
intelligently to potential employers. Thank the reference for allowing you to use them in your job
search and end with a friendly closing.

Sincerely,
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Lucy Letter

123 Winner's Road

New Employee Town, PA 12345

Contributors:Purdue OWL.
Summary:

This section covers writing additional correspondence beyond cover letters including reference
requests, interview follow-up letters, inquiry letters, acceptance and rejection letters, request for
further negotiations letters and thank you letters.

Follow-up to an Interview
The interview follow-up, when you have visited a business location, is a courteous letter of
acknowledgment. You may also write a follow-up to an interview when your interview took
place on campus. It is a good idea to write a follow-up thank you letter anytime a company has
invested time with you. The letter should show the reader that you are thorough, courteous,
efficient, and sincerely interested in the job. On the personal level, writing this letter allows you
to wrap up your application for the job; it is your last chance to tie up all the loose ends neatly.

What do you include?

Convey your gratitude at being selected for an interview.

The tone of the letter is courteous and thankful.
Consider including an analysis of your visit to the company or your interview.
This may include impressions of the company itself, analysis of the interview proceedings
or new facts you learned about the company.
Include any new information about your qualifications or education since your interview.
This letter will show the interviewer that you are thorough and sincerely interested in the
job.

Follow-up to an Interview Letter Model

April 2, 2001

Ernie English
1234 Writing Lab Lane
Write City, IN 12345

Dear Mr. English:

The purpose of the follow-up to an interview is to convey your thankfulness at being given an
interview. In the opening paragraph, thank the interviewer for their time. Thank them for
allowing you to learn about the position and the company.

In the body of your letter, present a personal analysis of your interview and visit. It is important
to avoid clichés and generalizations such as, "My visit to your company was very informational
and interesting." Write about your impressions of the company and your review of the interview
proceedings. You may also want to point out any new information that you learned about the
company during your visit. If there is any new information about your education or work
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experience that you believe would be increase your chance of getting the position, present those
as well.

In your conclusion it is important to be positive and reflect goodwill. The letter's intent is to
show the interviewer that you are thorough, courteous, efficient and, most importantly, that you
are sincerely interested in the job. It is likely that sending this letter will set you apart from the
crowd.

Sincerely,

Lucy Letter
123 Winner's Road
New Employee Town, PA 12345

Contributors:Purdue OWL.
Summary:

This section covers writing additional correspondence beyond cover letters including reference
requests, interview follow-up letters, inquiry letters, acceptance and rejection letters, request for
further negotiations letters and thank you letters.

Inquiry about Cover Letter and Resume

When you have received no response to your application or cover letter, you might consider
writing an inquiry letter. This letter is relatively simple to write considering that you might have
no new information to convey, and investing a considerable amount of time at this point seems
inefficient. If you still do not receive a response to your application, consider the company a dead
end and move on to other opportunities.

What do you include?

Restate the position for which you are applying.

Include a forecasting statement, which states why you are qualified for the position.
Give situational examples of your qualifications.
Update the company by including any new information about your qualifications or
education by giving examples.
State your contact information and when you are available to be contacted.

Model of Inquiry about Cover Letter and Resume Letter

March 16, 2001

Ernie English
1234 Writing Lab Lane
Write City, IN 12345

Dear Mr. English:

This document should loosely reflect your cover letter. In this opening paragraph, restate the
position for which you applied, and state that you are still interested. You may also wish to

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include a forecasting statement. This is a brief sentence explaining why you feel qualified to fill
the position at hand.

In the second paragraph, briefly restate the qualifications listed in your cover letter. Since brevity
is always important in employment related letters, remember to include only your most recent
and relevant qualifications. In order to avoid restating your resume, give situational examples of
your qualifications. If there have been any new additions to your resume, add those as well. Here
too, avoid simply restating your resume since it will be included with your letter.

Finally, in the closing paragraph, restate your contact information and when you are available.
Close the letter so that the employer knows that you are still sincerely interested in the job.

Sincerely,
Lucy Letter

123 Winner's Road

New Employee Town, PA 12345

Contributors:Purdue OWL.
Summary:

This section covers writing additional correspondence beyond cover letters including reference
requests, interview follow-up letters, inquiry letters, acceptance and rejection letters, request for
further negotiations letters and thank you letters.

Follow-Up After No Response to an Interview

The follow-up letter required when you receive no response to an interview is the subtlest of the
follow-up letters. It is normally employed for two reasons: either the company is painfully slow
in making decisions, or you have other offers pending and you want to hurry the decision along.
If you have other offers, you must in all fairness contact the firms who have spent money and
time on your interviews and visits to the firm before accepting another position. The main
purpose of the letter is to request that a decision about your application be made.

What do you include?

Restate the position you interviewed for.

Make specific reference to your visit to the company or your interview.
If given a deadline by your interviewer as to when you should expect to hear from the
company, state it. Also include any deadlines you have received from other companies.
Request that action be taken to either inform you of the status of your application or make
an employment decision.

Remember to use an appropriate tone when writing this letter — you don't want to cause the
scales to tip the other way!

Contributors:Purdue OWL.
Summary:

This section covers writing additional correspondence beyond cover letters including reference
requests, interview follow-up letters, inquiry letters, acceptance and rejection letters, request for
further negotiations letters and thank you letters.

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Acceptance Letter
The acceptance of a job offer is one of the most pleasant letters to write. Your contact at the
company should have sent you a written job offer that briefly reaffirms the offer. This is their
way of completing the legal contract between you and the company. It is your responsibility to
confirm that you understand the details of the offer. This letter could also be used if the elements
of the offer were not clearly stated. Use it to request clarification in your acceptance letter and
state explicitly what you are agreeing to. This part is particularly important if critical items are
not mentioned in the offer letter or remain vague, as often happens if the offer is made verbally.

What do you include?

Thank the company for the offer.

Accept the position.
Restate the terms of your contract. These may include salary, benefits, location and others
Restate any instructions given to you by the company. These might include your start date
or the hours you will be working.
State your happiness at joining the company.

Model for an Acceptance Letter

May 10, 2001

Ernie English
1234 Writing Lab Lane
Write City, IN 12345

The acceptance letter is a simple and pleasant letter to write. In the first paragraph, thank the
company for the offer and directly accept the position.

Next, restate the contract provisions as you understand them. These are points that you and your
contact at the company have discussed in relation to your employment. They may include salary,
location, benefits, or any other items. Restate any instructions you were given in their acceptance
letter to you. These might include the date that you will begin working, the salary discussed, or
the hours you would be working. It is extremely important to restate these details because they
provide documentation of an understanding between you and the company before an actual
contract is signed.

Finally, end with a statement of your happiness at the opportunity to join the company. Be
thankful and courteous, watching your tone so as not to sound too overconfident.

Sincerely,

Lucy Letter
123 Winner's Road
New Employee Town, PA 12345

Contributors:Purdue OWL.
Summary:

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This section covers writing additional correspondence beyond cover letters including reference
requests, interview follow-up letters, inquiry letters, acceptance and rejection letters, request for
further negotiations letters and thank you letters.

Rejection of Job Offer

A polite refusal is an applicant's responsibility as well as a professional courtesy. You notify the
employer that you are not interested in working for the company and thereby allow him/her to
continue to search as quickly as possible. Also closing the door gently, ending negotiation
pleasantly on a note of goodwill, makes good sense in terms of the future. In writing the refusal
letter, use the indirect plan, giving reasons before saying no as described below.

Do not put off writing refusal letters. They are not crucial to you personally, but they are
important to the employer and to others who may be under consideration for the position you are
refusing. The sooner you step out of the way, the easier it will be for others.

What do you include?

Thank the company for the offer.

Be polite, but firmly reject the offer.
Give reasons why you turned the offer down. Doing this will improve the experience for
future applicants.
Leave the door open in case you wish to apply for another position at the company in the
future.

Model for Writing a Rejection of a Job Offer

May 10, 2001

Ernie English
1234 Writing Lab Lane
Write City, IN 12345

Dear Mr. English:

The purpose of this letter is to reject a job offer presented to you by a company. It is important to
be polite, while at the same time firmly rejecting the offer. In the opening paragraph, thank the
employer for the offer. Convey that although you appreciated the offer, you are unable to accept
the position. You may also wish to use an indirect approach, by stating the reasons for your
refusal before rejecting the offer.

You should then give the employer the reasons for your refusal. The rejection of an offer is
somewhat unimportant to the applicant, but it is extremely important to the employer. It allows
the company to formally move on to the next applicant. More importantly, it tells the employer
how to make the offer more appealing for the next applicant. After all, how can they be expected
to fix a problem if they don't know what it is? After you have stated your reasons for rejecting
their offer, politely refuse the offer (if you haven't already done so).

End your letter with a sense of goodwill. This is important because you may wish to apply for a
position with the company at a later date. Also, be sure to thank them for the time they invested
while working with you.
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Sincerely,

Lucy Letter
123 Winner's Road
New Employee Town, PA 12345

Contributors:Purdue OWL.
Summary:

This section covers writing additional correspondence beyond cover letters including reference
requests, interview follow-up letters, inquiry letters, acceptance and rejection letters, request for
further negotiations letters and thank you letters.

Request for Further Negotiations

This letter is similar to both the acceptance and the refusal, except for an added "if" clause. In
other words, you would most likely accept the offer if certain conditions are met or addressed.

Either party can instigate negotiations concerning responsibilities, salary, or benefits. Do not be
reluctant to ask for adjustments in the offer if you are sure your request is fair. But assess the
situation first to determine whether your request will cost you the job. Remember the
employment situation may involve both a buyers' and a sellers' market. Ask yourself how
difficult it would be for an employer to find someone else for the position that would accept the
original terms of the offer.

What do you include?

Thank the employer for the offer.

Make a direct request for further negotiations or write a conditional statement.
List the points of your contract that require negotiation and state the reasons for the
negotiation.
Suggest that the employer contact you with their opinions about your points of negotiation.

Contributors:Purdue OWL.
Summary:

This section covers writing additional correspondence beyond cover letters including reference
requests, interview follow-up letters, inquiry letters, acceptance and rejection letters, request for
further negotiations letters and thank you letters.

Letter When You Receive a Rejection

Consider writing a letter even when you receive a rejection. Sometime later when you have had
additional experience or training, you may want to apply to the firm once more. The letter shows
that you were extremely interested in working for the particular company and states your interest
in applying for another position at a later date.

What do you include?

Thank the company for considering you for the position.

Discuss your positive impressions of the company during the entire application process.
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Mention the possibility that you may reapply to the company again at a later date.

Reply to a Rejection Model Letter

May 7, 2001

Ernie English
1234 Writing Lab Lane
Write City, IN 12345

Dear Mr. English:

Writing this letter is optional, but doing so is a good idea. It leaves the door open for you to apply
to the firm sometime in the future when your qualifications have changed and is a way of
maintaining a good relationship with the company. In the opening, thank the company for their
time and consideration of your application and qualifications.

Use the body of your letter to discuss your positive impressions of the company. You might
mention interviews that you had with company representatives, information you learned about
the company during your application process, and any specific people who were particularly
helpful or kind to you during the process.

Close the letter by mentioning the possibility of future contact with the company. Remain
optimistic and thankful that the company considered your application.

Sincerely,

Lucy Letter
123 Winner's Road
New Employee Town, PA 12345

Contributors:Purdue OWL.
Summary:

This section covers writing additional correspondence beyond cover letters including reference
requests, interview follow-up letters, inquiry letters, acceptance and rejection letters, request for
further negotiations letters and thank you letters.

Thank You Letters

When you know a firm contacted one of your references, you should thank the individual in
person or by letter. In your letter, you should show appreciation for the assistance and describe
the job you received.

University Placement Service personnel who have been especially helpful or individuals who
may have notified you of job openings would be pleased to receive an appreciative note from you
once you obtain a job.

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