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• 1. Self Assessment
• 2. Research
• 3. Decision-Making
• 4. Networks & Contacts
  • 4.1 Work Search
    • 4.1.1 Traditional Methods of Finding Openings
    • 4.1.2 Internet Sites Listing Job Advertisements
    • 4.1.3 Creative Methods for Finding Work
    • 4.1.4 Researching Employers
    • 4.1.5 Networking, Developing Leads and Making Contacts
    • 4.1.6 Networking Contacts
    • 4.1.7 Networking Diagrams
    • 4.1.8 Create a Job Seeker's Calling Card
  • 4.2 Resumes
    • 4.2.1 Preparing to Write Your Resume
    • 4.2.2 Major Sections of a Resume
    • 4.2.3 Types of Resumes
    • 4.2.4 Functional Resume
    • 4.2.5 Additional Resume Tips
    • 4.2.6 Action Verbs that Describe Skills
    • 4.2.7 Preparing an Electronic Version of Your Resume
    • 4.2.8 Resume Templates
    • 4.2.9 Resources on Resume Writing
  • 4.3 Letters
    • 4.3.1 Cover and Broadcast Letters
    • 4.3.2 Comparison of Cover and Broadcast Letters
    • 4.3.3 A Process to Develop Letters
    • 4.3.4 Creating Thank You Letters
    • 4.3.5 Sample Letter Format
    • 4.3.6 Resources on Letter Writing
  • 4.4 Interviews
    • 4.4.1 The Core of the Interview Process
    • 4.4.2 Selling Your Benefits
    • 4.4.3 Understanding Verbal & Non-Verbal Communication
    • 4.4.4 Approaches to Interviewing
    • 4.4.5 The Employer's Evaluation
    • 4.4.6 Tips for Effective Interviewing
    • 4.4.7 Your Rights in the Interview
    • 4.4.8 Resources on Interviewing
• 5. Work
• 6. Life/Work Planning

Step 4.3.4: Creating Thank You Letters

Send thank-you letters or notes to everyone helping you to:

• Express your appreciation for their help

• Keep them up-to-date on your activities

• Retain their support

Thank each person you spoke with in an information interview. Mention one or more helpful points you learned. You need not have made any decisions regarding the type of job you want to do before sending the letters because it is more important to be prompt (within 1-2 days).

Acknowledge in writing your appreciation to a networking contact who gave you tips on where the job openings are and who is hiring, or who referred you to others who can help.

Thank those who have agreed to provide references for you or otherwise speak on your behalf. Make sure you know what they will say about you. Is it accurate and complimentary? Always keep this group of people informed about your activities. For example, after an employer asks for your list of references, advise these people of the type of position and organization with whom you had your interview. Then they will be able to tailor their information more appropriately to the employer who contacts them.

Thank You Letter for a Job Interview

Use this letter, the most neglected of all the letters, to inform an employer of your interest in the position, summarize your chief credentials, and express your desire to be included in the next step of the interview process or to receive the job offer.

Promptly (within 24 hours) after an interview, send your letter that builds upon the strengths you discussed in the interview. You can also mention additional information that you forgot to include in your interview. Remind the interviewer briefly of your qualifications for the position and how the company could benefit. Always express appreciation to the interviewer(s) for the time and courtesy shown to you (e.g., tours, lunch).

Follow-up Letter After Being Declined for a Job

After you receive a "we do not wish to hire you at this time" letter from an employer, compose another letter. You can demonstrate your positive attitude to the organization.

Suggest that you are interested if another position similar to the one you were interviewed for becomes available. Also mention that if a job becomes available that requires someone with your background; you would be interested in discussing the position.

Withdrawing From Consideration Letter

Inform the employer when you decide that you no longer want the job so that you can be removed from the active list of candidates. An employer will therefore not have to spend time and money trying to locate you to be told you are not interested. You will make it possible for the employer to concentrate on other applicants who do want the work. State your appreciation for the interview(s). Write the letter as positively as you can to assure a future amicable relationship.

Declining a Job Offer Letter

Write a tactful, friendly letter thanking the employer for the job offer and expressing regret that you will not be able to accept their offer at this time.

Include, if you wish, information on the aspects you preferred in the job you did accept but which were not present in the job you declined (e.g., more customer contact, more writing and editing, more research and development in xyz). Avoid negative overtones so that an employer's goodwill towards you and their high regard for you will be maintained. It will be easier to re-apply for work in the future.

Accepting a Job Offer Letter

When you accept a job offer, confirm the details in writing. Express your enthusiasm about undertaking the position and reiterate all terms discussed during the interview period so that any misunderstanding can be cleared away before beginning the first day of work. Include a brief paragraph mentioning why you believe the employer made the right decision.

State the title of the position you will be assuming and the starting date. Confirm all arrangements agreed upon during the interview (e.g., salary, benefits, car allowance, stock options, and reimbursement of moving expenses). Add any other particulars that may be important.

To continue with Step 4.3.5, click here.