GUIDELINES
- Announcing a job vacancy is written in the form of a memo. You might have to post it on a bulletin board, so provide the relevant information in an easy-to-read manner.
- Write the name of the position and its location and affiliation as needed. In case only the company employees have applied for the job, state the reason for this job opening.
- Outline the required qualifications. Also, state the deadline for applying for this job.
- Explain which documents and information the applicants need to submit.
- Briefly, describe the new vacancy. Include the primary duties and responsibilities in this description. Don't give the impression that the job is difficult.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
From 29 December, there will be a job opening for the Fashion Page Editor. The current fashion editor, Mark Springs, will be moving to the Tampa Post.
The last date for application is December 12. It would be preferable if the position were filled internally. The applicant must have experience in writing and editing.
When applying, please attach your resume and a cover letter highlighting your interest in this position. For further queries, call Emily Hunt at the extension 1111.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Offer letter announcing a job opening for a fashion editor.
Further things to consider when writing announcement letters to job candidates
Announcement Letters
Announcement letters are letters that notify or give information about a certain occasion, special event, or occurrence that people are required to be aware of. They could be for a concert, a special sale, or even a graduation party. Announcement letters are usually informal and state clearly and concisely what the event/occasion is and what further actions the recipient should take. Announcement letters can be used in many personal and business situations. In personal situations these letters may be used, for instance, to announce a birthday, death, wedding, or graduation. In the business world, such letters may be used to announce a new policy, change in management, financial summaries for investors, grand sale, or actions against a customer due to nonpayment.
Announcement letters should be written in a straightforward manner stating all the necessary facts. Clearly state why you feel the occasion is important. If you are delivering bad news, be optimistic for the future. Bold and highlight the points that need focus so that the content is clear to the reader. Add any information which you think your reader might want to know and do not miss out any important detail. End the letter on a positive note.
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.
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