- This letter should acknowledge the receipt of an important document. It could be a contract bid, a resume, or an application. The letter could have a professional tone. It could state the future course of action in brief.
- Mention that you have received the document.
- Talk about the future course of action.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
Thank you for providing us a copy of your resume. We have scanned the document in our database and will have one of our Human Resource personnel go through your application in depth. Please give us 2-3 days to complete this process.
If we feel that you have qualified to continue the application process for any of our job openings available at this time, our recruiter will get in touch with you to schedule an interview.
If there are no positions available, however, we will keep your file in our records for nine months and review your application for any openings throughout that period.
We appreciate your interest in working with us and wish you all the best in the application process.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter example to confirm the receipt of an application.
Further things to consider when writing job offer to job candidates
Job offer letters are formal letters sent from a hiring company to selected job candidates to confirm that the candidates have been offered the positions officially. A job offer letter usually comes after a candidate has successfully completed an interview. The letter confirms the employment's offer details such as the job's description, salary, allowances, work schedule, paid time off, the date the employment starts, etc. If a candidate chooses to accept the job offer, he/she signs and returns the letter as an official and formal confirmation of acceptance of the position.
Job offer letters kick off the employment relationship on a positive note. Say as much as possible about the offered position and its responsibilities. Clearly state the salary, mode of payment, and the frequency of payment. Briefly describe the benefits and allowances offered by the company such as housing, health, transport, etc. Be specific about dates and time. For instance, mention the employment start date and time, when you want the signed offer letter returned, the length of the probationary period, etc. Name other relevant documents the candidate is supposed to provide or sign before he/she starts working. Conclude on a note of anticipation of a positive response.
Letters to Job Candidates
Letters to job candidates are letters sent to applicants who are being considered for certain job positions. These could be acceptance letters to let the candidates know that they have been accepted, rejection letters to unsuccessful candidates, or job offer letters to officially offer job positions to the candidates. In all situations, a letter to a job candidate should be professional, thoughtful, and kind. Although you may think that it's unnecessary to write to a candidate after an unsuccessful interview, there is nothing more unkind than leaving a candidate waiting and wondering. Letters to job candidates are essential in that they eliminate doubts and confusion after an interview.
The best letters to job candidates are professionally and formally written. Use proper address and salutation for the candidate. Start by congratulating the candidate for his/her time. Proceed directly to conveying the intended message. If the candidate has been accepted and offered the job, state so clearly and provide more information about the position. However, if the candidate has been rejected, communicate this assertively and invite him/her to apply in the future. Make the letter short, clear, and to the point and avoid providing unnecessary details. End on a positive note.