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Center for Career Readiness

Professional Correspondence

While your resume is your primary marketing tool, correspondence such as thank yous and letters of acceptance are key supporting materials and create an overall picture of who you are. They convey your professionalism and can make a difference in your job search.

Thank You Correspondence

It is important to express your gratitude for consideration in a job opening or for the opportunity to learn more about an organization. Always send a thank you to individuals who have given you their time and attention. While a typed letter is preferable, a thank you letter can be handwritten (if your handwriting is legible and neat) or emailed. If emailing a thank you letter, format the email just as you would a typed letter with initial caps, proper grammar, and appropriate salutation and signature line. Regardless, this letter should be sent within 24 hours of your contact with the individual – the sooner, the better!

Letter of Inquiry

A letter of inquiry (also known as a prospecting letter) can be an effective way to explore possibilities and gain information about an organization or even uncover hidden job opportunities. A letter of inquiry should outline your strongest qualifications. Within the letter be sure to indicate your source of information and do some personal marketing. You can request an interview and should express appreciation for the reader’s consideration.

Acceptance, Withdrawal, and Rejection Correspondence

Acceptance, withdrawal, and rejection correspondence share in common the fact that they are written after you have procured an offer of employment. It is acceptable to send such correspondence via e-mail, but be sure to retain a professional tone in all communication.