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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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