Recruitment, job seekers, employers, and talent acquisition are all interconnected elements of the employment industry. A courtesy call letter serves as a valuable tool in bridging these entities by facilitating professional communication. It allows employers to extend an invitation to job seekers for an interview, update candidates on their application status, or express gratitude for their interest.
Best Structure for Courtesy Call Letters
Courtesy call letters are used to let someone know that you’ll be reaching out to them. They’re especially helpful when you’re calling someone who doesn’t know you, or when you’re asking for something specific. Here are some tips for writing a courtesy call letter:
What to Include
- Your name and contact information
- The name and contact information of the person you’re calling
- The date and time you’ll be calling
- A brief explanation of why you’re calling
** Example:**
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| **Date:** | June 10, 2023 |
|---|---|
| **To:** | John Smith |
| **From:** | Jane Doe |
| **Subject:** | Courtesy Call |
Dear Mr. Smith,
My name is Jane Doe and I’m an account manager at Acme Corporation. I’ll be calling you on June 15th at 10am to discuss our new software product. I’m excited to share with you how this product can help your business. Please feel free to contact me if you have any questions before then.
Thanks,
Jane Doe
Keep it Brief
Courtesy call letters should be brief and to the point. Get straight to the point and avoid using unnecessary details.
- Use clear and concise language.
- Proofread your letter before sending it.
- Keep it to one page.
Be Polite
Courtesy call letters should be polite and respectful. Remember, you’re asking for someone’s time, so be sure to show your appreciation.
- Use a professional tone.
- Be respectful of the recipient’s time.
- Thank the recipient for their time.
Courtesy Call Letter Samples
Invitation to a Job Interview
Dear [Candidate Name],
I hope this letter finds you well.
I am writing on behalf of [Company Name] to invite you to an interview for the [Job Title] position. We have reviewed your resume and are impressed with your qualifications and experience.
The interview will be held on [Date] at [Time] at [Location]. Please come prepared to discuss your skills, experience, and how you can contribute to our team.
We understand that you may have other commitments, so please feel free to contact me if you have any scheduling conflicts. We look forward to meeting you and learning more about your candidacy.
Sincerely,
[Your Name]
Congratulations on a Job Offer
Dear [Candidate Name],
I am pleased to offer you the position of [Job Title] at [Company Name], effective [Start Date].
This is a full-time position with a salary of [Salary]. You will be reporting to [Manager’s Name].
We are confident that your skills and experience will be a valuable asset to our team. We believe that you have the potential to make significant contributions to our organization.
To accept this offer, please sign and return the enclosed offer letter by [Date].
We are excited to have you join our team. If you have any questions, please do not hesitate to contact me.
Sincerely,
[Your Name]
Thank You for Your Interest
Dear [Candidate Name],
Thank you for your interest in the [Job Title] position at [Company Name].
We have carefully reviewed your application and resume, and while your qualifications are impressive, we have decided to move forward with other candidates whose experience more closely aligns with the requirements of the role.
We appreciate you taking the time to apply and wish you all the best in your job search.
Sincerely,
[Your Name]
Schedule a Meeting
Dear [Recipient Name],
I hope this email finds you well.
I am writing to request a meeting to discuss [Topic of Meeting]. I am available on [Dates] at [Times].
Please let me know if any of these times work for you. If not, please suggest some alternative times that would be convenient.
I look forward to meeting with you soon.
Sincerely,
[Your Name]
Follow Up After a Meeting
Dear [Recipient Name],
I hope this email finds you well.
I am writing to follow up on our meeting on [Date]. I wanted to thank you for taking the time to meet with me and share your insights on [Topic of Meeting].
I found our conversation to be very productive and I appreciate your willingness to share your knowledge. I will be sure to follow up with you on the next steps.
Please do not hesitate to contact me if you have any questions or if there is anything else I can assist you with.
Sincerely,
[Your Name]
Introduce Yourself
Dear [Recipient Name],
My name is [Your Name] and I am the new [Your Title] at [Company Name].
I am reaching out to introduce myself and get to know you better. I am excited to be joining the team and I am looking forward to working with you all.
I would be happy to schedule a time to meet with you in person or over the phone to discuss any questions you may have.
Thank you for your time.
Sincerely,
[Your Name]
Check In on a New Hire
Dear [New Hire Name],
I hope this email finds you well.
I am writing to check in and see how you are settling into your new role at [Company Name]. I know that starting a new job can be a lot to take in, so I wanted to offer my support.
Please feel free to reach out to me if you have any questions or if there is anything I can assist you with.
Sincerely,
[Your Name]
What is a Courtesy Call Letter?
A courtesy call letter is a professional communication sent to a candidate who has not been selected for a position they applied for. The purpose of this letter is to acknowledge their application, express appreciation for their interest, and provide a brief explanation of the hiring decision. It is considered a polite and respectful practice in the recruitment process.
When is a Courtesy Call Letter Typically Sent?
A courtesy call letter is typically sent after the final hiring decision has been made and the selected candidate has accepted the position. It is sent to all candidates who were considered for the role but were not offered the job.
What are the Key Components of a Courtesy Call Letter?
The key components of a courtesy call letter typically include:
- Salutation: A formal salutation, such as “Dear [Candidate Name]”
- Expression of gratitude: Acknowledging the candidate’s application and expressing appreciation for their interest in the position
- Explanation of decision: A brief explanation of the hiring decision, such as the selected candidate’s specific qualifications or experience that better aligned with the role
- Closing: A polite closing statement, such as “Thank you again for your interest and we wish you all the best in your job search”
- Signature: A handwritten or electronic signature from the sender
Thanks for dropping in and giving my letter-writing tips a read! I hope you found them helpful. If you’re looking for more advice on the art of communication, feel free to swing by again. I’ll be here, keyboard in hand, ready to share my wisdom. Cheers!