After you have spoken or met with a company representative, it is not only polite, but also appropriate to say thank you. It also helps you present yourself as an organized and thorough candidate. This applies whether you have had an informational interview or a formal interview, and whether or not you would like to work with the company or organization. A thank-you letter is a simple acknowledgment of appreciation that someone took time to talk with you.

1. As with cover letters, thank-you letters should be typed on quality paper and should be addressed to the individual with whom you interviewed. If you were interviewed by more than one person, it is thoughtful to write to each individual.
2. Since you probably got to know the interviewer, the letter can be more informal and personal than a cover letter.
3. Reaffirm anything you liked about the organization and/or any ways you believe you will meet their needs.
4. If you forgot to mention something important about yourself that is applicable to the position, you can mention it now.
5. If you have decided you do not want the job, thank them for their time and inform them of your decision.
6. If you want the job more than ever let them know; enthusiasm is highly prized.
7. Close by saying you are looking forward to hearing from them by whatever decision date you have previously agreed upon. If you do not hear by then, it is appropriate to call and ask about the status of your application.

Thank-you letters also:

• Remind the employer who you are
• Impress the employer with your courtesy and conscientiousness
• Remind the employer of your background and skills
• Show your enthusiasm and continued interest in the field or position
• Convey to the employer that you sincerely appreciate his or her time and consideration

Following are two examples of thank-you letters. One is for a job interview and the other for an informational interview. After the thank-you letters you’ll find various descriptions and samples of other job-search correspondence.

SAMPLE THANK-YOU LETTER FOLLOWING A JOB INTERVIEW
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SAMPLE THANK-YOU LETTER FOLLOWING AN INFORMATIONAL INTERVIEW
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Application Status-Check Letter

The purpose of this letter is to request information concerning the status of your application, recap the history of your application, restate your interest in the position, and state (when necessary) why you need a clarification of your status. Following is an example of an application status-check letter:

Since our last meeting in an interview of March 16 at the Arts and Sciences Center Career Office of Indiana University, I have not yet received word about the status of my application for the position of systems analyst. I would like to know if my application is still being considered.

Recently, another firm made an attractive offer to me, and I must soon notify them of my decision. However, because of Unlimited Electronics’ excellent training program, I am still interested in the possibility of joining your company. If you need any further information, I will be happy to provide it. Likewise, I am available for a second interview before May 10.

In any case, I need to know of the status of my application before that date. I look forward to hearing from you.

This letter is sent in response to a written or verbal job offer which does not provide all the pertinent information you need to make an informed decision. In this letter you should indicate your interest in the employer and the offer, ask specifically for the information you need, and express your appreciation for cooperation you received. Following is an example of an additional- information letter:

Thank you for your letter of April 19 offering me the position of pharmaceutical detailer with A.H. Robbins Company. The job offer is most attractive, and I will be giving it my most serious consideration during the next few days.

I have one question about the Employee Benefits’ brochure which was enclosed with your job offer. I believe you mentioned in our conversation of April 15 that one month’s vacation was included in the standard benefits package. However, I could not find reference to the length of vacation in the brochure. Could you please clarify this matter for me?

I appreciate your offer and will let you know of my decision soon after receiving this clarification. Thank you for all your efforts on my behalf.

When you receive a formal job offer, notify the employer that you have received the offer, are giving it your serious consideration, and will notify him or her of your decision as soon as possible, or by the date requested if a deadline was set. Following is an example of a letter of acknowledgment:

Thank you for your letter of June 5 offering me the position of archivist assistant with the Tennessee Historical Library. I was gratified to receive your offer of $20,000 per year.

I will take every factor into consideration, and will let you know of my decision within two weeks. Again, thank you for your offer to join the staff of the Tennessee Historical Library.

At some point in your job search, you may have at least one job offer in hand which requires a decision by a particular date while conditions make it difficult to answer by the deadline. Extra time can be invaluable in assuring that your eventual decision will be right, as well as your own peace of mind. It is acceptable to contact the employer offering the job and request a delay. Negotiate a reasonable delay, but remember the employer has deadlines too. Following is an example of a delay-request letter:

Thank you for your letter of May 4. The job offer is attractive, and I am giving it my very serious consideration.

Unfortunately, family matters have developed, and I am trying to take these factors into my planning. I know you requested a final acceptance or refusal of your offer by May 18, and I will meet this deadline if necessary. However, an extension of this period of consideration to May 28 or 29 would be greatly appreciated, and it would make my final decision that much more certain and correct. Please let me know if such an extension can be arranged.

Thank you for all your previous efforts in my behalf, and I look forward to hearing from you soon.

As a courtesy, a formal letter of rejection should be sent to each employer who extended an offer. Do not burn bridges - you may want to work for them in the future. Let the employers know the reason for your rejection in a tactful, general way. Following is an example of a letter of rejection:

Thank you for the offer, which you extended for a position as a research assistant in the Department of the Interior extension library. The offer was very attractive, and I had much to consider in reaching my decision.

Unfortunately, I am declining your offer to take a position as researcher at the Library of Congress. Their specialized resources and location in Washington, where my family resides, were the deciding factors in this difficult decision.

I appreciate your interest in me and wish to express again my gratitude for your courtesy and consideration.

When you do make a decision, formally notify the employer. A letter of acceptance should specify the job you are taking, your future superior (if known), your salary, and when you will begin work. Following is an example of a letter of acceptance:

Thank you for your letter of March 12. I am pleased to accept your offer for the position of Social Worker reporting to Mr. James Smith in the Drug Abuse Unit at a salary of $650.00 per week.

I will have relocated to Los Angeles by May 10 and will be able to start on May 20. The financial aid defraying my moving expenses is greatly appreciated and is a principal factor in my ability to relocate so readily.

Thank you again for all your help. I look forward to working with you at the Los Angeles Mental Health Clinic.