Candidate Rejection Letter Example

Hiring ManagerCompany NameCompany AddressCity, State, Zip

Dear Candidate Name,

Thank you very much for your interest in employment opportunities with ABCD company.

I am writing to inform you that we have selected the candidate whom we believe most closely matches the job requirements of the position.

We appreciate you taking the time to interview with us and wish you the best of luck in your future endeavors.

Best regards,

Hiring Manager

**** Sample Letter: Modified Block Style ****Trent Chang56 Somerset LaneKai Tak, KowloonHong Kong

April 21, 2001

Marketing Director Dymon Publications 2201 South Maple Street Salt Lake City, UT 84797 U.S.A.

Dear Sir/Madam,

I would like to order ten (10) copies of the book, Touchy Situations: A Conversation Text for ESL Students. I recently came across this book at a local teachers' conference and was very impressed by its format and contents. Could you please send the books by express mail? I need them for class next Monday. Also, would you mind sending your latest catalog or brochure?

Thank you for your prompt attention. I look forward to hearing from you soon.

Best regards,

Trent Chang

___________________________________________________________

**** Sample Letter: Block Style ****

Dymon Publications 2201 South Maple Street Salt Lake City, UT 84797 U.S.A.

April 21, 2001

Trent Chang 56 Somerset Lane Kai Tak, Kowloon Hong Kong

Dear Mr. Chang,

Thank you for your order of Touchy Situations: A Conversation Text for ESL Students. I sent the books by RedFex on April 20. They should be arriving within a few days if they are not there already. Please let me know if there are any problems with the shipment.

As requested, I am enclosing a brochure, which provides information about our other products. You may also check out our web site at http://www.dymonbooks.com.

If you have further questions, please don't hesitate to contact me.

Sincerely,

Alan Gordon Dymon Publications

Enc: brochure

Business Congratulations Letter Example

Your NameTitleOrganizationAddressCity, State, Zip Code

Date

NameAddressCity, State, Zip Code

Dear Name,

Congratulations on your new position with the Sunshine Agency. I'm sure you will be an asset to their staff, bringing your experience and organizational skills as well as your easy going personality.

You will be greatly missed here, but I speak for the whole team in wishing you all the best in your new endeavor!

Best Regards

Your Name

Return Address Line 1 1Return Address Line 2

Date (Month Day, Year) 2

Mr./Mrs./Ms./Dr. Full name of recipient. 3Title/Position of Recipient.Company NameAddress Line 1Address Line 2

Dear Ms./Mrs./Mr. Last Name: 4

Subject: Title of Subject 5

Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Closing (Sincerely...), 7

Signature 8

Your Name (Printed) 9Your Title

Enclosures (2) 10Typist Initials. 11

The block format is the simplest format; all of the writing is flush against the left margin. Other Business Letter Formats

Your Address 1The return address of the sender so the recipient can easily find out where to send a reply to. Skip a line between your address and the date. (Not needed if the letter is printed on paper with the company letterhead already on it.)

Date 2Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003. Skip a line between the date and the inside address (some people skip 3 or 4 lines after the date).

Inside Address 3The address of the person you are writing to along with the name of the recipient, their title and company name, if you are not sure who the letter should be addressed to either leave it blank, but try to put in a title, i.e. "Director of Human Resources". Skip a line between the date and the salutation.

Salutation 4Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May Concern: if recipient's name is unknown. Note that there is a colon after the salutation. Skip a line between the salutation and the subject line or body.

Subject Line (optional) 5 Makes it easier for the recipient to find out what the letter is about. Skip a line between the subject line and the body.

Body 6The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph. Skip a line between the end of the body and the closing.

Closing 7Let's the reader know that you are finished with your letter; usually ends with Sincerely, Sincerely yours, Thank you, and so on. Note that there is a comma after the end of the closing and only the first word in the closing is capitalized. Skip 3-4 lines between the closing and the printed name, so that there is room for the signature.

Signature 8Your signature will go in this section, usually signed in black or blue ink with a pen.

Printed Name 9The printed version of your name, and if desired you can put your title or position on the line underneath it. Skip a line between the printed name and the enclosure.

Enclosure 10If letter contains other document other than the letter itself your letter will include the word "Enclosure." If there is more than one you would type, "Enclosures (#)" with the # being the number of other documents enclosed, not including the letter itself.

Reference Initials 11If someone other than yourself typed the letter you will include your initials in capital letters followed by the typist's initials in lower case in the following format; AG/gs or AG:gs.

3519 Front StreetMount Celebres, CA 65286

October 5, 2004

Ms. Betty JohnsonAccounts PayableThe Cooking Store765 Berliner PlazaIndustrial Point, CA 68534

Dear Ms. Johnson:

It has come to my attention that your company, The Cooking Store has been late with paying their invoices for the past three months.

In order to encourage our customers to pay for their invoices before the due date, we have implemented a discount model where we'll give you 2% off your invoice if you pay us within 10 days of receiving the invoice.

I hope that everything is going well for you and your company. You are one of our biggest customers, and we appreciate your business. If you have any questions, feel free to contact me at (555) 555-5555.

Sincerely,

Signature

Bob PowersAccounts Receivable

Bedrock Builders  

425 West Boulder Boulevard, Denver, CO 80514; 807-238-3423  

December 17, 2001  

Becky F. Sampson    Action Tool Supply 3549 Freeway Access 87 Fort Collins, CO 80027 

Dear Ms. Sampson: 

I am happy to respond positively to your request for an on-site demonstration.  I agree that our level of tool usage warrants a comparison of the vendors in the area, and I’d like to schedule your visit for next month.  

Our construction managers are particularly interested in seeing the capabilities of your stud guns.  We are often asked to retrofit existing concrete slab warehouse buildings, and it might be time to include these as standard equipment on each job site.be interested in information regarding certification of operators as well.

We keep a permanent crew of carpenters and we would also want to see the full line of saws, sanders and other power tools appropriate for rough framing.  I’m sure our foremen would be interested in seeing the latest features available.

In addition, I would appreciate your being prepared with cost comparisons between long- and short-term rental agreements, as well as outright purchase of various equipment types. I am enclosing a list of the equipment we have rented over the past 18 months.

I can call a meeting for all project managers and foremen for either the 16th or the 18th of next month, probably at the Los Alamitos Office Complex site.  Please give me a call to confirm a time and location.

Sincerely,    

Rosabeth Cantrell  

Rosabeth Cantrell  Purchasing

  encl: equipment list

cc:  Jerry Simons, Accounts Payable                                                                                                                     

 

Letter format The format shown here is a “block” style, which is the most common format for business letters.  All the elements are lined up along an invisible line down the left side of the page.  The text is single spaced, with no indent at the tops of the paragraphs. 

Letterhead The term “letterhead” is used for both the sheet of paper, which is preprinted with the company’s logo, address, phone number and often a corporate slogan or identifying graphic, and the printed design itself[1].  Generally of very fine quality and more expensive than plain paper, letterhead is designed to convey a positive image of the company. Because the letterhead includes the company’s address, phone and often email, it is not necessary to include that information again in the body of the letter. Sometimes the writer will provide a direct phone number or personal email address if the action statement calls for direct communication.

Inside AddressTwo spaces below the date are the full name and business address of the person to whom the letter is addressed.  If several people are receiving the letter, all their names and addresses should appear.  Don't confuse multiple addresses with those who receive courtesy copies of anletter addressed to someone else.  Listing multiple addressees means that each one is receiving an "original" of the letter.  The address on the letter should be the same as the address on the envelope.  As with the date, there can be legal consequences from inaccuracies.  The address on the letter is presumed to be the one to which the letter is actually sent.  If it is incomplete or inaccurate, a recipient can make the case that the letter was mailed to the incorrect address as well.  Alternatively, the sender can demonstrate that a letter was mailed to a legal business address by showing that the complete, correct address appears on the letter itself.

Date Write out the full, complete date the letter is mailed, or the date upon which any agreement being made becomes effective. Because the letter is a formal document, often used in contract situations, the date can be extremely important.  The letter is usually dated the same day on which it is mailed, but whatever agreements are included in the letter are considered effective as of the date of the letter.  Thus, a letter might be dated several days into the future to allow for delivery time.  Generally, antedating a letter is considered unethical, if not fraudulent or illegal.  The expectation is that anything put “in writing” was available for the reader on the date it was written, perhaps allowing for a couple of days in mailing time.

Salutation The formal greeting always starts with “Dear” followed by the person’s title and last name, and ending with a colon.  This requires finding out whether the recipient is properly addressed as Mr., Ms. or Dr.  Attempts to avoid the issue (i.e. substituting the title with the person’s first name, using impersonal phrases like “Mr. or Ms” or “To Whom it May

Concern”, or eliminating the salutation entirely) indicate that the writer doesn’t actually know the recipient of the letter at all, making the letter a “form” letter, a much less formal document.  Pay particular attention to the correct salutations in letters addressed to individuals who hold legal, religious or political positions[1].  People who have earned titles beyond Mr. or Ms. can be sensitive about their proper use.

Letter Content The specific content of the letter will be created to meet the needs of the situation, but the structure of any letter should meet certain expectations:Context Paragraph The first paragraph of the letter will define the context, providing a clear statement of the letter’s topic and purpose.  Avoid starting a letter with legalistic or flowery language that doesn’t explain what the letter is about.  The bureaucratic, “Pursuant to your recent letter of request, we are hereby responding with the information you requested,” for example, offers no information at all about the content or purpose of the letter.  (In social letters or in letters written for businesspeople in European or Asian countries, it is appropriate to begin a letter with a question about the family or a comment about recent weather or world events.  U.S. businesspeople,

however, generally prefer to find out right away why the letter has been written.) Content Paragraphs The typical letter uses one to three paragraphs to provide the information relevant to its purpose.  Each paragraph should cover a single topic or point.  In the case of a long letter that covers multiple pages, it is appropriate to break the information into sections with internal headers or bullets to provide clarity.  Action ParagraphThe final paragraph of the letter provide a clear, straightforward statement of the action that will be taken be the writer, requested of the reader, or expected by a third party. 

Closing Two spaces below the final paragraph of the letter, a traditional closing line, generally “sincerely” or “respectfully,”

ends the letter.  If the situation calls for a warmer tone, the closing might be “cordially,” “best wishes,” or “regards.”

Signature A four-line space allows room for a written signature immediately below the closing, then the sender’s full name is typed, with the full business title (sometimes with the department or division as well) on the next line.  The signature on a business letter functions as a legal testimony that the contents of the letter are complete and accurate and signifies that the writer is taking responsibility for fulfilling any commitments being made.  Thus, even when the sender and recipient know each other well, a full signature is used. When writing on behalf of a team or department, type the group’s proper name immediately above the written signature of the team’s representative: 

Sincerely, T.E.A.M Success

[Your Name][Street • City • State • Zip Code]

[Phone # • Fax phone # • Messages phone # • Email]

 

[Date today]Re: [To what this letter refers]

[CERTIFIED MAIL][PERSONAL]

[Recipient’s Name][Company Name][Address][Address]

Attention [Recipient’s Name]

Dear [Recipient's name]:

[SUBJECT]

The main characteristic of full block business letters is that everything (except maybe a preprinted letterhead) is flush with the left margin.  Full block letters are a little more formal than modified block letters.

If your letter is only one page, type the complimentary close and optional components as shown below.  Otherwise, type them on the last page of your letter.  (See page 2 after you download this letter, or click on the appropriate link in the menu below.)

Sincerely,

[Sign here]

[Your name, title]

[Identification Initials]Enclosures: [Number]

cc: [Name for Copy]     [Name for Copy]