1. Unit Nine Application Follow-up Letter Resignation Letter

2. Follow-up letters Follow-up letters are critical in today’s busy world. Follow-up letters show that you are professional and interested in the organization, position, etc. It also keeps consistent contact with your networking contacts, which puts you in a better position to be considered for career opportunities. Follow-up letters are critical in today’s busy world. Follow-up letters show that you are professional and interested in the organization, position, etc. It also keeps consistent contact with your networking contacts, which puts you in a better position to be considered for career opportunities.

3. Part One Application Follow-up Letter I. Definition I. Definition After being interviewed, applicants contact and communicate with the perspective employers to make them better understand, or being declined, applicants wish employers to rethink about it. After being interviewed, applicants contact and communicate with the perspective employers to make them better understand, or being declined, applicants wish employers to rethink about it. A follow up letter sent a few weeks after the initial application is essential in today’s poor job market. A follow up letter sent a few weeks after the initial application is essential in today’s poor job market.

4. Application Follow-up Letter II. Requirements II. Requirements 1.Timing 1.Timing Send the letters within 24 hours; but no more than two days later. Send the letters within 24 hours; but no more than two days later. 2. Length of your letter 2. Length of your letter Keep it to a brief page. Don't stress a lot of details - it's more important to send something quickly rather than to delay doing it for days. Keep it to a brief page. Don't stress a lot of details - it's more important to send something quickly rather than to delay doing it for days.

5. III. Types 1.Job Acceptance Letter 1.Job Acceptance Letter 2.Job Rejection Letter 2.Job Rejection Letter 3.Job Inquiry Letter 3.Job Inquiry Letter 4. Response to Rejection Letter 4. Response to Rejection Letter

6. 1.Job Acceptance Letter 1.Job Acceptance Letter Even if you have accepted a job over the phone, it's a good idea to write a job acceptance letter to confirm the details of employment and to formally accept the job offer. Even if you have accepted a job over the phone, it's a good idea to write a job acceptance letter to confirm the details of employment and to formally accept the job offer.

7. 1.Job Acceptance Letter Your letter can be brief, but, should include the following: Your letter can be brief, but, should include the following: Thanks and appreciation for the opportunity Thanks and appreciation for the opportunity Written acceptance of the job offer Written acceptance of the job offer The terms and conditions of employment (salary, benefits) The terms and conditions of employment (salary, benefits) Starting date of employment Starting date of employment

8. Sample Dear Mr. Barnes, Dear Mr. Barnes, As we discussed on the phone, I am very pleased to accept the position of Marketing Manager with Smithfield Pottery. Thank you for the opportunity. I am eager to make a positive contribution to the company and to work with everyone on the Smithfield team. As we discussed on the phone, I am very pleased to accept the position of Marketing Manager with Smithfield Pottery. Thank you for the opportunity. I am eager to make a positive contribution to the company and to work with everyone on the Smithfield team. As we discussed, my starting salary will be $35,000 and health and life insurance benefits will be provided after 90 days of employment. As we discussed, my starting salary will be $35,000 and health and life insurance benefits will be provided after 90 days of employment. I look forward to starting employment on July 1, 2007. If there is any additional information or paperwork you need prior to then, please let me know. I look forward to starting employment on July 1, 2007. If there is any additional information or paperwork you need prior to then, please let me know. Again, thank you. Again, thank you.

9. 2.Job Rejection Letter When you have decided to reject a job offer, you may want to let the employer know in writing that you are declining the offer. Your letter should be polite, brief, and to the point. You don't want to burn bridges and this employer may have a better offer for you down the road. So, don't get into any specifics. Even if the hours are awful, the work environment is terrible or the pay isn't enough to make ends meet, don't mention it. When you have decided to reject a job offer, you may want to let the employer know in writing that you are declining the offer. Your letter should be polite, brief, and to the point. You don't want to burn bridges and this employer may have a better offer for you down the road. So, don't get into any specifics. Even if the hours are awful, the work environment is terrible or the pay isn't enough to make ends meet, don't mention it.

10. 2.Job Rejection Letter You should include the following: You should include the following: Thanks and appreciation for the offer Thanks and appreciation for the offer Written rejection of the job offer Written rejection of the job offer Address the letter to the person who offered you the position. Include your contact information and phone number, even though it is on file with the employer. Address the letter to the person who offered you the position. Include your contact information and phone number, even though it is on file with the employer.

11. Sample Dear Mr. Smith, Dear Mr. Smith, Thank you very much for offering me the position of Marketing Manager with Samsung Industries. It was a difficult decision to make, but, I have accepted a position with another company. Thank you very much for offering me the position of Marketing Manager with Samsung Industries. It was a difficult decision to make, but, I have accepted a position with another company. I sincerely appreciate you taking the time to interview me and to share information on the opportunity and your company. I sincerely appreciate you taking the time to interview me and to share information on the opportunity and your company. Again, thank you for your consideration. Again, thank you for your consideration. Yours truly, Yours truly, Signature Signature Susan Markstone Susan Markstone

12. 3. Sample of Inquiry letter Dear Mr. Smith, Dear Mr. Smith, I submitted a letter of application and a resume earlier this month for the programmer position advertised in the Times Union. To date, I have not heard from your office. I would like to confirm receipt of my application and reiterate my interest in the job. I submitted a letter of application and a resume earlier this month for the programmer position advertised in the Times Union. To date, I have not heard from your office. I would like to confirm receipt of my application and reiterate my interest in the job. I am very interested in working at XYZ Company and I believe my skills and experience would be an ideal match for this position. I am very interested in working at XYZ Company and I believe my skills and experience would be an ideal match for this position. If necessary, I would be glad to resend my application materials or to provide any further information you might need regarding my candidacy. I can be reached at (555)555-5555 or bear@ abcd. com. I look forward to hearing from you. If necessary, I would be glad to resend my application materials or to provide any further information you might need regarding my candidacy. I can be reached at (555)555-5555 or bear@ abcd. com. I look forward to hearing from you. Thank you for your consideration. Thank you for your consideration.

13. 4. Response to Rejection Letter Dear Ms. Alvarez: Dear Ms. Alvarez: Thank you for considering me for the position of Accounting Supervisor. I am disappointed that you selected another candidate for the position because I feel strongly that my skills and experience closely match your company's needs and requirements. Thank you for considering me for the position of Accounting Supervisor. I am disappointed that you selected another candidate for the position because I feel strongly that my skills and experience closely match your company's needs and requirements. My interest in working with GSA Manufacturing continues and I would like to be kept in mind for future positions. If you hear of an opening in an associate’s organization please pass along my resume. My interest in working with GSA Manufacturing continues and I would like to be kept in mind for future positions. If you hear of an opening in an associate’s organization please pass along my resume. I would be grateful if you could provide me any feedback on my qualifications or my presentation. I really enjoyed meeting with you and would like to meet or talk again if you have time in the near future. I would be grateful if you could provide me any feedback on my qualifications or my presentation. I really enjoyed meeting with you and would like to meet or talk again if you have time in the near future.

14. Part Two Resignation Letter 1. Definition 1. Definition When an employee notifies the employer that he or she wishes to terminate their employment with your company, you will want to ask for a letter of resignation or resignation letter. When an employee notifies the employer that he or she wishes to terminate their employment with your company, you will want to ask for a letter of resignation or resignation letter. The resignation letter provides you with an official document for the employee’s personnel file that demonstrates the employment ending was employee initiated. The resignation letter provides you with an official document for the employee’s personnel file that demonstrates the employment ending was employee initiated.

15. 2. Importance 2. Importance A resignation letter can help you maintain positive relationship with your old employer, while paving the way for you to move on. You never know when you might need that old employer to give you a reference, so it makes sense to take the time to write a polished and professional resignation letter. A resignation letter can help you maintain positive relationship with your old employer, while paving the way for you to move on. You never know when you might need that old employer to give you a reference, so it makes sense to take the time to write a polished and professional resignation letter.

16. 3.Components 3.Components Your resignation letter should contain three components: Your resignation letter should contain three components: The effective date of your resignation. The effective date of your resignation. An explanation for your resignation. An explanation for your resignation. A brief mention of the positive aspects of working for your current employer. A brief mention of the positive aspects of working for your current employer.

17. 4. Structure 1) Your letterhead containing your contact information 1) Your letterhead containing your contact information January 4, 2007 January 4, 2007 John Doe, CEO of ABC Company 123 North Someplace Anywhere, USA John Doe, CEO of ABC Company 123 North Someplace Anywhere, USA (Note: include a formal address even if you are hand-delivering this letter.) (Note: include a formal address even if you are hand-delivering this letter.)

18. 4. Structure 2) Body Part 2) Body Part Intent and Cause Intent and Cause (Note: If you're leaving this employment for reasons other than accepting a new position, you may be honest in your response, but avoid negative statements. Always refer to the positive things you are moving toward, rather than the negative things you are leaving behind.) (Note: If you're leaving this employment for reasons other than accepting a new position, you may be honest in your response, but avoid negative statements. Always refer to the positive things you are moving toward, rather than the negative things you are leaving behind.) Appreciative Statements/Summary Appreciative Statements/Summary Assistance for Closure Assistance for Closure

19. 5.Sample Dear Mr. Doe: Dear Mr. Doe: It is with both regret and anticipation that I submit this letter of resignation, effective It is with both regret and anticipation that I submit this letter of resignation, effective January 21, 2005. I have accepted a position with CDE Company as an opportunity to further my career goals and achieve growth within a January 21, 2005. I have accepted a position with CDE Company as an opportunity to further my career goals and achieve growth within a supervisory role. supervisory role. It has been a genuine pleasure working for ABC Company during these past four years. The work has been challenging and productive, and I have thoroughly enjoyed working with ABC's fine staff of professionals. I will miss my associations here. It has been a genuine pleasure working for ABC Company during these past four years. The work has been challenging and productive, and I have thoroughly enjoyed working with ABC's fine staff of professionals. I will miss my associations here.

20. If I may be of any assistance in the recruitment, hiring process or training of my replacement, please know that I will gladly make myself available to this effort. In addition, I have created a new SOP for my position that should help any new employee in his or her transition. If I may be of any assistance in the recruitment, hiring process or training of my replacement, please know that I will gladly make myself available to this effort. In addition, I have created a new SOP for my position that should help any new employee in his or her transition. Thank you again for allowing me to serve ABC Company and for providing me with this Thank you again for allowing me to serve ABC Company and for providing me with this opportunity. I wish you and ABC Company continued success in all your endeavors. opportunity. I wish you and ABC Company continued success in all your endeavors. Sincerely, Sincerely, Bear Bear

21. 6. Useful Expression Intent Intent It is with great reluctance that I submit this letter of resignation, effective ________. It is with great reluctance that I submit this letter of resignation, effective ________. With regret and anticipation I submit this letter of resignation, effective __________. With regret and anticipation I submit this letter of resignation, effective __________. Circumstances require that I resign my position as _______________, effective on ___________. Circumstances require that I resign my position as _______________, effective on ___________.

22. 6. Useful Expression Cause: Cause: I have decided to take this time to evaluate my current goals and investigate new opportunities. I have decided to take this time to evaluate my current goals and investigate new opportunities. I have decided to further my education in pursuit of (a particular degree or future position). I have decided to further my education in pursuit of (a particular degree or future position). I have decided to change the course of my current career goals and will be pursuing a new direction in ____. I have decided to change the course of my current career goals and will be pursuing a new direction in ____.

23. Practice Two months ago you got a job as an editor for the magazine Designs & fashions. But now you find that the work is not what you expected. You decide to quit. Write a letter to your boss, Mr. Wang, telling him your decision stating your reason(s), and making an apology Two months ago you got a job as an editor for the magazine Designs & fashions. But now you find that the work is not what you expected. You decide to quit. Write a letter to your boss, Mr. Wang, telling him your decision stating your reason(s), and making an apology

24. Sample Dear Mr. Wang, I am writing to inform you of my intention of withdrawing from my current position in this magazine. Though having worked here for merely two months, I, unfortunately, find that this job is quite different from my expectation. First of all, I have to say that my salary is far from satisfying, which barely sustains me in this expensive city. Moreover, so far I have never had the responsibility of any challenging task. I apologize in advance for any inconvenience it might bring to you. Yours truly, Li Ming Dear Mr. Wang, I am writing to inform you of my intention of withdrawing from my current position in this magazine. Though having worked here for merely two months, I, unfortunately, find that this job is quite different from my expectation. First of all, I have to say that my salary is far from satisfying, which barely sustains me in this expensive city. Moreover, so far I have never had the responsibility of any challenging task. I apologize in advance for any inconvenience it might bring to you. Yours truly, Li Ming