business letters for busy people

Business Letters for Busy People

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Progress Report

An evaluation or progress report is an essential

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communication for anyone’s career. Keep an honest, positive

tone that focuses on specifics.

this template

August 30, 20XX

Chairperson

Academic Professional Development Committee

St. Paul School of Theology

5123 Truman Road

Kansas City, MO 64127

Dear Chairperson:

Recently, the Reverend Kendall Campbell, the Registrar and Financial

Purpose

Aid Director at St. Paul, asked Mr. Lee Yoon Park to obtain a summary

of progress for his language studies this summer. I am delighted to

Evaluation

10

report to you that he is an exceptional student who would have earned

an A in English had he opted for a grade and credit. I was fortunate to

be his instructor.

Mr. Park spent approximately 25 hours of intense conversation and

Relationship

study of written English with me in June and July. This time was

significantly dwarfed by the vast hours of self-directed study he

Duration of

completed between each of our meetings. This self-direction

Relationship

shows his determination to overcome any language obstacles he may

still experience.

During our meetings, I was amazed at Mr. Park’s insight and humor.

Character

Observations

His wit is a joy to experience and to learn from. He asks profound

questions, such as, “What is your parenting philosophy?” He shares his

Korean heritage and history with those of us who ask. He reads

sophisticated literature — including some I have not read yet! He

travels with his family and friends as often as he has the opportunity,

especially making trips to national parks throughout the United States.

All of these activities testify to Mr. Park’s value of learning. His ability

to communicate increases regularly.

Insight

Mr. Park’s ability to communicate goes far beyond his knowledge of

either American English or Korean — his ability touches the center of

Thank You

our mutual humanity. Thank you for recognizing my friend’s promise

and for supporting his efforts.

Sincerely,

Signature

Bree Biesner, M.A.

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Rejection of Application

The only thing worse than writing a rejection letter is

receiving one. Everyone who applies for a position deserves

common courtesy. Be clear, yet gentle, in your approach. Give

the bad news in the opening sentence and then go on to explain

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the cause. You may want to compliment the applicant.

this template

WEST TELECOMMUNICATIONS

103 Randolph St.

Chicago, IL 60601

July 26, 20XX

Janna Hazelden, Senior Actuary

Waldron Hotels

10

278 Main Blvd.

El Paso, TX 79902

Dear Ms. Hazelden:

Thank you for giving us the opportunity to review your

Thank You

qualifications for actuary.

Although we do not currently have an opening in our accounting

Rejection/Reason

department, we are always looking for competent people.

May we keep your file active during the next 90 days should any

Compliment

possibilities open up? We will notify you immediately if a

position becomes available.

Request

In the meantime, good luck in your job search. I am sure that

Goodwill

with your background you will find a suitable position soon.

Personal Note

Sincerely,

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Response to Rejected Job

Application

This letter is a follow-up to not being hired. It leaves the

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door open for a call if another opening occurs. The tone of the

this template

letter is friendly and professional.

2343 South 10th

Eugene, OR 97405

July 21, 20XX

Marcus Edwards, Personnel Director

Tachert & Hood Manufacturing

P.O. Box 8452

Eugene, OR 97405

10

Dear Mr. Edwards:

Thank You

Thank you for considering me for the position of account

supervisor at Tachert & Hood. I understand that my qualifications

are not in line with your company’s needs at the present time.

I am very impressed with your company. I believe that Tachert &

Goodwill

Hood continues to be successful because of the skill of your

management in analyzing the direction of market trends. I hope

you will consider me again should another employment

Request

opportunity compatible with my experience become available.

If you wish to contact me, please call 555-3416.

Contact

Thank you again for the opportunity to interview with Tachert

Thank You

and Hood.

(optional)

Sincerely,

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Follow-Up After Not Getting the Job

This letter is a response to a previous one informing the

reader a job has been filled. It is positive and leaves the door

open for future contact with the company.

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this template

Janet E. Thompkins

2244 West Nassau Street

Aurora, CO 80013

October 21, 20XX

Smith Engineering

10

P.O. Box 2955

Denver, CO 80206

Dear Mr. Smith:

I appreciate your promptness in writing that the human resources

Appreciation

director has been selected. The opportunity to discuss the position

and find out about your company was a pleasure, as was meeting

Thank You

the staff. Thank you.

If, in the future, a position is open at Smith Engineering that

Goodwill

would fit my goals, background and experience, please call me. I

am committed to this area and the human resource field and, of

course, am very interested in Smith Engineering.

Sincerely,

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Rejection of an In-House Job

Applicant

This letter turns down an employee’s request for a new

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job within the company.

this template

Powell Glove Company

4709 South 110th Street

Omaha, Nebraska 68127

October 10, 20XX

John Holiday

304 Spruce St.

Omaha, NE 68128

Dear John:

10

Thank you for your interest in becoming part of Powell’s

Goodwill

training and development department as an instructor. I agree that

Agreement

everyone needs a change once in a while. However, though you

have good production experience, this position requires in-depth

knowledge of the training process.

Although you have been with Powell for five years, your

Rejection

background and experience have not prepared you for this

particular position. Several applications have been received from

people with training experience and even some with training

Reason

experience in the manufacturing industry. The company will fill

the position from these applicants.

Unfortunately you are not being selected for this position, but I

Encouragement

am aware that you wish to continue to upgrade your position with

the company. I encourage you to do this, and I’m sure that we —

the company and you — will find the position that best matches

your experience and background.

Again, I appreciate your interest and hard work in the company

Goodwill

and wish you luck in all your future promotions.

Sincerely,

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Rejection of an Unsolicited

Application

This letter is used to inform an applicant that there are no

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positions available at the present time for which she is qualified.

this template

First National Bank

223 Ames • Casper, WY 82676

August 30, 20XX

Kelly Flanders

1795 Whisper Lane, #3

Casper, WY 82676

10

Dear Ms. Flanders:

Compliment

Your qualifications are impressive. Unfortunately, we are not

presently hiring bank tellers.

Rejection

As you may know, we recently went through a major expansion.

Reason for Rejection

However, we have filled all of our bank teller positions and do

not foresee any change in staff in the near future. We will,

Added Service

however, keep your application on file for one year should

something arise.

Thank you for your interest in First National. If you should have

Thank You

any questions, please call me.

Sincerely,

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Rejection of a Solicited Application

This letter is used to inform an applicant that the position for

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which she applied has been offered to someone else.

this template

Morton Engineering

3457 Randall St. N.E. • Armond, AR 72310

January 25, 20XX

K.J. Land

356 Denver

University of Nebraska

Lincoln, NE 68308

10

Dear Ms. Land:

Thank You

Thank you for applying at Morton Engineering. I am sorry that

we are unable to offer you the position of electrical engineer for

which you recently interviewed.

Rejection

We have selected another person who has the type of experience

Reason for Rejection

we feel is necessary for the position. I enjoyed interviewing you

and hope that you are successful in your employment search in

Goodwill

the near future.

If you should have any questions, please call me.

Contact Information

Sincerely,

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Invitation for an Interview

Arrange appointment specifications for easy, quick visual

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access. This letter can set the tone for the actual interview.

this template

Kay E. Anders

7923 Noland Road

Lenexa, KS 66215-2528

Dear Ms. Anders:

Thank you for your application for the position of

Acknowledgment

10

Communications Director. We are pleased to invite you to be

interviewed for the position. Your interview has been scheduled

Request

as follows:

Date:

March 17, 20XX

Details

Time:

11:15 a.m.

Location:

Conference Room A

Second Floor (Northeast)

Gillham Plaza Building

301 E. Armour Blvd.

Kansas City, MO 64111

Parking:

Underground area off Gillham Road

You can expect to meet with the committee for 30 to 45 minutes.

Expectations

If you have any questions, please contact me at 816-555-6889.

Contact Information

Again, thank you for your interest in the position.

Thank You

Sincerely,

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Job Offers

These letters are used to offer a position to a potential

employee and should be treated as a legal contract. Be clear that

the offer is formal and official. It should outline all of the essential

information the potential employee needs to make a decision. It is

fine to make the informal offer by telephone and then follow up at

once with a formal letter. Be sure to make the potential employee

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feel welcome.

this template

Morton Engineering

3457 Randall St. N.E. • Armond, AR 72310

January 25, 20XX

J. Wallace Mercer

7898 Talleyho Lane

10

Lexington, KY 40329

Dear Mr. Mercer:

It is with great pleasure that I am able to offer you a position at

Job Offer

Morton Engineering as an electrical engineer.

The position pays $35,000 annually, in equal increments every

Outline the Position

other Friday. Additionally, you will receive two weeks of paid

vacation every 12 months, a bonus equaling two weeks’ salary

payable the payday before Christmas, health benefits and $25,000

of life insurance. This position is a two-year agreement, after

which it may be renegotiated. Either party may terminate with a

two-week notice.

We are very pleased to offer you the position and are sure that

Welcome

you will make a superb addition to our firm. If you have any

questions, please call me at any time.

Sincerely,

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The specifics of the job offer are enclosed; the letter is

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upbeat and friendly.

this template

Omega Corporation

P.O. Box 666 • Phoenix, AZ 99065

March 2, 20XX

John Carswell

3498 Grant

Overland Park, KS 66214

Dear John:

I am pleased to offer you the position of Public Relations Director

Job Offer

at Omega Corporation. We all appreciate your fine background

and experience in the public relations field as well as your interest

Compliment

10

in building up the public relations department at Omega. Your

selection by the committee and board will enhance the fine

Details

professional team that sets the direction for Omega Corporation.

I am enclosing in this letter the items we discussed in our last

Enclosures

meeting, on February 23: the terms of employment and your

benefits as a member of our team. I have also added specific

information, brochures, etc., from each of our medical insurance

carriers so that you may consider your insurance options.

John, I am personally very pleased that our discussions ended on

Goodwill

such a positive note — for both of us. I’ll meet you in my office

Contact Information

at 8:30 Tuesday morning, March 21, to make sure that you get

around to meet everyone.

Sincerely,

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