Source cbselibrary.com
Letter writing is a valuable skill to master in the business world. Whether you’re writing to a client, a colleague, or a potential employer, a well-written letter can make a positive impression and help you achieve your goals. One type of letter that is particularly useful is a courtesy call letter. A courtesy call letter is a letter that you send to someone after you have spoken with them on the phone or in person. The purpose of a courtesy call letter is to thank the person for their time, reiterate the key points of your conversation, and follow up on any action items that were discussed.
Structure of a Courtesy Call Letter
Courtesy call letters are informal letters sent to request a meeting or phone call to discuss a specific topic. While the structure of these letters may vary slightly depending on the purpose and context, here’s a general outline:
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1. Sender’s Contact Information
- Your name
- Job title
- Organization
- Address
- Phone number
- Email address
2. Date
Write the date you’re sending the letter.
3. Recipient’s Contact Information
- Recipient’s name
- Job title
- Organization
- Address
- Phone number
- Email address (optional)
4. Salutation
Start the letter with a friendly salutation, such as “Dear [Recipient’s name]”.
5. Introduction
In the opening paragraph, briefly introduce yourself and state the purpose of your letter. Mention the specific topic you want to discuss.
6. Request for Meeting or Phone Call
Clearly request a meeting or phone call to discuss the topic further. Suggest a few potential dates and times and ask for the recipient’s availability.
7. Call to Action
Ask the recipient to contact you to schedule the meeting or phone call. Provide your preferred contact information.
8. Thank You
Express your appreciation for the recipient’s time and consideration.
9. Signature
Sign the letter with your full name.
Additional Tips
- Keep the letter concise and to the point.
- Use polite and respectful language.
- Proofread your letter carefully before sending it.
| Element | Example |
|---|---|
| Sender’s Contact Information |
|
| Date | May 15, 2023 |
| Recipient’s Contact Information |
|
| Salutation | Dear Jane, |
| Introduction | My name is John Smith, and I’m the HR Manager at ABC Company. I’m writing to request a meeting to discuss the possibility of a collaboration between our two organizations. |
| Request for Meeting | I believe that our companies could mutually benefit from exploring opportunities in the areas of employee development and talent acquisition. I would welcome the chance to schedule a meeting to discuss this further. |
| Call to Action | I’m available to meet at your earliest convenience. Please let me know what dates and times work best for you. |
| Thank You | Thank you for your time and consideration. I look forward to hearing from you soon. |
| Signature | John Smith |
Courtesy Call Letter Examples for Various Reasons
Invitation to Interview
Dear [Candidate Name],
I hope this email finds you well.
I am writing to invite you to an interview for the [position name] position at our company, [company name]. We were impressed by your resume and believe you may be a strong fit for the role.
The interview will be held on [date] at [time] at our office located at [address]. Please let me know if this time slot works for you, or if you prefer to schedule an alternative time.
During the interview, we will discuss the position in more detail, ask you about your experience and qualifications, and provide you with an opportunity to learn more about our company and culture.
We are excited to meet you and learn more about your potential contributions to our team. Should you have any questions or require any accommodations, please do not hesitate to contact me.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Follow-up to an Interview
Dear [Candidate Name],
Thank you for taking the time to interview for the [position name] position at [company name] yesterday.
We were impressed by your skills and experience and believe you were a strong candidate. While we were not able to move forward with your application at this time, we wanted to express our appreciation for your interest and wish you the best of luck in your job search.
We hope to keep your resume on file and consider you for any future suitable openings that may become available.
Thank you again for your time and attention.
Sincerely,
[Your Name]
Thank-you for Being a Reference
Dear [Reference Name],
I am writing to express my sincere gratitude for your willingness to be a reference for [candidate name].
Your insights and perspectives on [candidate name]’s [relevant skills and experience] were invaluable to our hiring process. Your comments helped us better understand their strengths and potential as a member of our team.
I understand that providing a reference can take time and effort, and I appreciate you taking the time to support our hiring process. Your assistance has been instrumental in helping us make an informed decision.
Thank you again for your support.
Sincerely,
[Your Name]
Feedback Request
Dear [Customer Name],
Thank you for your recent purchase of [product/service] from [company name].
We value your feedback and would greatly appreciate it if you could take a few minutes to share your experience with us.
Your feedback will help us improve our products and services, ensuring we continue to meet and exceed the expectations of our customers. Please click on the link below to access our brief survey:
- [Survey link]
Thank you for your time and thoughtful insights.
Sincerely,
[Your Name]
Welcome to the Team
Dear [New Employee Name],
On behalf of the entire team at [company name], I am delighted to welcome you aboard!
We are excited to have you join our team and believe that your skills and experience will be invaluable to our success.
Your first day of work is scheduled for [date] at [time]. Please report to [reporting manager’s name] at our office located at [address].
We understand that starting a new job can be both exciting and nerve-wracking. We are here to support you every step of the way and ensure that you have everything you need to succeed.
Again, welcome to the team! We look forward to working with you and making great things happen together.
Sincerely,
[Your Name]
Acknowledgement of Absence
Dear [Employee Name],
I have received your request for an absence of [number of days] from [start date] to [end date].
I have approved your request. Please note that you will not be eligible for pay during this time off.
We understand that personal matters arise, and we appreciate you informing us of your absence in advance. If there are any changes to your plans, please let me know as soon as possible.
Wishing you a restful and enjoyable time off.
Sincerely,
[Your Name]
Performance Review Request
Dear [Employee Name],
I am writing to schedule your annual performance review.
Your review will cover your performance from [start of evaluation period] to [end of evaluation period]. We will discuss your key achievements, areas of improvement, and set goals for the upcoming year.
I have reserved [time] on [date] for our review. Please let me know if this time works for you or if you prefer to schedule an alternative time.
In preparation for the review, please take some time to reflect on your performance and accomplishments during the past year. Consider your contributions to the team, any challenges you faced, and areas where you believe you could improve.
I am eager to discuss your progress and support your continued development within the organization.
Thank you and looking forward to our meeting.
Sincerely,
[Your Name]
What is a Courtesy Call Letter?
A courtesy call letter is a formal letter written by a job seeker to thank the hiring manager for their time and consideration during the interview process. It is an opportunity for the candidate to reiterate their interest in the position and highlight their qualifications. A courtesy call letter should be brief, professional, and tailored to the specific job and company.
In this letter, the job seeker should thank the hiring manager for their time and consideration. They should also reiterate their interest in the position and highlight their qualifications. The letter should be brief, professional, and tailored to the specific job and company.
Additionally, the job seeker should proofread the letter carefully before sending it. They should also make sure to use proper grammar and spelling. A well-written courtesy call letter can help the job seeker make a positive impression on the hiring manager and increase their chances of getting the job.
Well, that’s all there is to it, folks! Thanks for taking the time to check out our guide on writing a courtesy call letter. We hope you found it helpful! If you have any questions, feel free to drop us a line. We’re always happy to help. And be sure to visit us again soon for more tips and advice on all things business communication. Take care!