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COM Job Search Manual – Business Communication: Job Search Correspondence

Timing of your letters is important. Be sure to make a follow-up phone call one to two weeks after you put the letter in the mail, asking if the employer has received and looked over the letter and if this moment is a good time to talk. You have now opened the door with this employer.

Thank you letters following network contacts or job interviews may have a big payoff for you because many job-seekers omit this crucial step.

Employers often will make judgments from your letters about your comfort with professional courtesy and etiquette, specifically, how you will function within the organization and how you will deal with clients.

Immediately following an interview, send a thank-you letter to reinforce your readiness for the job and your value to the employer. Reiterate strong points from your interview and include information you forgot or need to correct.

Always be positive, agreeable, and professional. End with a strong, goodwill closing, confirming to the employer that you really want this job.

The standard rule is that the letter should be on the interviewer’s desk no more than 48 hours after your appointment. Send individual thank-you letters to every decision-maker and to anyone with whom you spoke for 15 minutes or more. If relevant, mention the names of others whom you met briefly.

Make sure that the envelope is as formal as the letter inside.

Use a thank-you email or fax under very specific conditions, for instance, the employer wants to make a hiring decision immediately or the company is an informal tech start-up, but always be business-formal in your use of language.

In the RE line of an email, write the subject matter; i.e. Thank-you for Interview on September 28, 200x.

If you attach the letter in Word, the format will be correct, but many readers will not open attachments. If you type the letter in the body of the email,

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