168 Rejection of an In-House Job Applicant This letter turns down an employee’s request for a new job within the company. Business Letters for Busy People 10 Powell Glove Company 4709 South 110th Street Omaha, Nebraska 68127 October 10, 20XX John Holiday 304 Spruce St. Omaha, NE 68128 Dear John: Thank you for your interest in becoming part of Powell’s training and development department as an instructor. I agree that everyone needs a change once in a while. However, though you have good production experience, this position requires in-depth knowledge of the training process. Although you have been with Powell for five years, your background and experience have not prepared you for this particular position. Several applications have been received from people with training experience and even some with training experience in the manufacturing industry. The company will fill the position from these applicants. Unfortunately, you are not being selected for this position, but I am aware that you wish to continue to upgrade your position with the company. I encourage you to do this, and I’m sure that we — the company and you — will find the position that best matches your experience and background. Again, I appreciate your interest and hard work in the company and wish you luck in all your future promotions. Sincerely, Signature John Williams President JW:gd Goodwill Agreement Rejection Reason Encouragement Goodwill TEAMFLY Team-Fly ® 10 Rejection of an Unsolicited Application This letter is used to inform an applicant that there are no positions available at the present time for which she is qualified. 169 Letters About Employment Changes First National Bank 223 Ames • Casper, WY 82676 August 30, 20XX Kelly Flanders 1795 Whisper Lane, #3 Casper, WY 82676 Dear Ms. Flanders: Your qualifications are impressive. Unfortunately, we are not presently hiring bank tellers. As you may know, we recently went through a major expansion. However, we have filled all of our bank teller positions and do not foresee any change in staff in the near future. We will, however, keep your application on file for one year should something arise. Thank you for your interest in First National. If you should have any questions, please call me. Sincerely, Signature Hiram Scott Vice President, Human Resources HMS:ald Compliment Rejection Reason for Rejection Added Service Thank You 170 Rejection of a Solicited Application This letter is used to inform an applicant that the position for which she applied has been offered to someone else. Business Letters for Busy People 10 Morton Engineering 3457 Randall St. N.E. • Armond, AR 72310 January 25, 20XX K.J. Land 356 Denver University of Nebraska Lincoln, NE 68308 Dear Ms. Land: Thank you for applying at Morton Engineering. I am sorry that we are unable to offer you the position of electrical engineer for which you recently interviewed. We have selected another person who has the type of experience we feel is necessary for the position. I enjoyed interviewing you and hope that you are successful in your employment search in the near future. If you should have any questions, please call me. Sincerely, Signature Hanna Westcott Personnel Director HJW:kmm Thank You Rejection Reason for Rejection Goodwill Contact Information 10 Invitation for an Interview Arrange appointment specifications for easy, quick visual access. This letter can set the tone for the actual interview. 171 Letters About Employment Changes HILL MULTI-MEDIA CORPORATION 301 E. Armour Blvd. • Kansas City, MO 64111 March 5, 20XX Kay E. Anders 7923 Noland Road Lenexa, KS 66215-2528 Dear Ms. Anders: Thank you for your application for the position of communications director. We are pleased to invite you to be interviewed for the position. Your interview has been scheduled as follows: Date: March 17, 20XX Time: 11:15 a.m. Location: Conference Room A Second Floor (Northeast) Gillham Plaza Building 301 E. Armour Blvd. Kansas City, MO 64111 Parking: Underground area off Gillham Road You can expect to meet with the committee for 30 to 45 minutes. If you have any questions, please contact me at 816-555-6889. Again, thank you for your interest in the position. Sincerely, Signature Carol J. Kennedy Interim Director of Programs CJK:dmc Acknowledgment Request Details Expectations Contact Information Thank You 172 Job Offers These letters are used to offer a position to a potential employee and should be treated as a legal contract. Be clear that the offer is formal and official. It should outline all of the essential information the potential employee needs to make a decision. It is fine to make the informal offer by telephone and then follow up at once with a formal letter. Be sure to make the potential employee feel welcome. Business Letters for Busy People 10 Morton Engineering 3457 Randall St. N.E. • Armond, AR 72310 January 25, 20XX J. Wallace Mercer 7898 Talleyho Lane Lexington, KY 40329 Dear Mr. Mercer: It is with great pleasure that I am able to offer you a position at Morton Engineering as an electrical engineer. The position pays $35,000 annually, in equal increments every other Friday. Additionally, you will receive two weeks of paid vacation every 12 months, a bonus equaling two weeks’ salary payable the payday before Christmas, health benefits and $25,000 of life insurance. This position is a two-year agreement, after which it may be renegotiated. Either party may terminate with a two-week notice. We are very pleased to offer you the position and are sure that you will make a superb addition to our firm. If you have any questions, please call me at any time. Sincerely, Signature Hanna Westcott Personnel Director HJW:kmm Job Offer Outline the Position Welcome 10 The specifics of the job offer are enclosed; the letter is upbeat and friendly. 173 Letters About Employment Changes Omega Corporation P.O. Box 666 • Phoenix, AZ 99065 March 2, 20XX Jessica Carswell 3498 Grant Overland Park, KS 66214 Dear Jessica: I am pleased to offer you the position of public relations director at Omega Corporation. We all appreciate your fine background and experience in the public relations field as well as your interest in building up the public relations department at Omega. Your selection by the committee and board will enhance the fine professional team that sets the direction for Omega Corporation. I am enclosing in this letter the items we discussed in our last meeting, on February 23: the terms of employment and your benefits as a member of our team. I have also added specific information, brochures, etc., from each of our medical insurance carriers so that you may consider your insurance options. John, I am personally very pleased that our discussions ended on such a positive note — for both of us. I’ll meet you in my office at 8:30 Tuesday morning, March 21, to make sure that you get around to meet everyone. Sincerely, Signature Robert C. Hanks President RCH:gk Enc. Job Offer Compliment Details Enclosures Goodwill Contact Information 174 This letter affirms the reader’s employment and the writer’s choice of applicants. Business Letters for Busy People 10 Haven Home P.O. Box 124 • Memphis, TN 38124 September 15, 20XX Kory Chandler 45 Main Drive Memphis, TN 38118 Dear Kory: We are pleased that your experience and education match our needs for a fund-raiser and program coordinator. Your enthusiasm convinced the interview committee that you are the appropriate match for Haven Home. Your vision for adding follow-up questionnaires to our first- time clients is a dynamic idea. That effort will initiate many improvements in our service to family members experiencing domestic violence. At the same time, the questions will increase awareness of personal choices in our clients living with violence. The transition and training schedule for your first week at Haven Home is attached. Please review it for Monday morning at 7:30. If there is anything I can do to help make your transition more comfortable, please let me know. My voice-mail number is 64. I’ll check in with you later to see how your first day is going. Welcome to our team! Sincerely, Signature Anna Phelps Executive Director AP:dmc Job Offer Compliment Contribution Attachment Contact Information Welcome 10 New Employee This letter welcomes a new employee to a business. 175 Letters About Employment Changes Pink’s Shears, Inc. 763 Kekke Dr. • Hibbing, MN 21111 May 6, 20XX Linda Jean Tremel 1205 Mickey Mouse Dr. Orlando, FL 32078 Dear Ms. Tremel: It is my distinct pleasure to welcome you to Pink’s Shears, Inc. We are looking forward to your arrival on May 21. We at Pink’s are very proud of our complete line of pinking shears and know that you will take the same pride in your work as we do in ours. Your role as sales director will be an important one. We know that your education and experience will bring to Pink’s a much-needed momentum. Once again, welcome to Pink’s. If there is any way I can help you make the transition, let me know. Sincerely, Signature Harold “Pinky” Pinkham President HJP:cpa First Welcome General Comments Specific Position Second Welcome 176 Promotion — Congratulations This letter congratulates an employee or business associate on her promotion. Business Letters for Busy People 10 Cadrell’s 290 26th Ave. • Winston, GA 30067 August 8, 20XX T. Molly Rathburn 8944 Tripp Winston, GA 30067 Dear Molly: I would like to congratulate you on your recent promotion to assistant plant supervisor. You must be proud of your accomplishments. Because of your hard work and dedication, you deserve this promotion. Employees like you help Cadrell’s keep ahead of the competition and lead the way in the field of dental equipment. Your efforts are appreciated. Congratulations again. Welcome to the management team at Cadrell’s. Sincerely yours, Signature J.K. Cadrell, Jr. President JKC:ltj First Congratulations General Statement (optional) Second Congratulations 10 Announcing a Promotion — Personal This letter announces the promotion of an employee. 177 Letters About Employment Changes Nacogdoches Notebooks 277 Linden • Nacogdoches, TX 75963 August 1, 20XX Truc Phan 3009 Clipclop Lane Nacogdoches, TX 75963 Dear Mr. Phan: We are pleased to offer you the promotion to vice president in charge of sales. Nacogdoches Notebooks is promoting you because of your outstanding and untiring commitment to your work. Nacogdoches Notebooks has grown substantially because of your efforts. Please see Ray Norton on Monday. He will show you your new office and begin your orientation. Congratulations. We are proud to have you associated with our company. Sincerely, Signature Susanna M. Graham President SMG:eer Announcement Reason Instructions Congratulations . In-House Job Applicant This letter turns down an employee’s request for a new job within the company. Business Letters for Busy People 10 Powell Glove Company 4709 South 110th Street Omaha, Nebraska. Offer Compliment Details Enclosures Goodwill Contact Information 174 This letter affirms the reader’s employment and the writer’s choice of applicants. Business Letters for Busy People 10 Haven Home P.O. Box 124. Welcome 176 Promotion — Congratulations This letter congratulates an employee or business associate on her promotion. Business Letters for Busy People 10 Cadrell’s 290 26th Ave. • Winston, GA 30067 August 8,