A letter of courtesy call, networking letter, or informational interview request letter is a formal letter sent to request a meeting with an individual to learn more about their career, industry, or company. The purpose of a letter of courtesy call is to establish or nurture a professional relationship, explore potential opportunities, or gain insights into a specific field. By reaching out to professionals in your field or industry, you can expand your network, gather valuable information, and potentially uncover hidden opportunities.
How to Structure a Letter of Courtesy Call
A letter of courtesy call is a formal letter that you send to someone to introduce yourself and express your interest in meeting with them. It is typically used in business settings, but can also be used in other contexts, such as when you are reaching out to someone for informational purposes.
The letter should be brief and to the point, and should include the following information:
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- Your name and contact information
- The name of the person you are writing to
- The reason for your call
- The date and time you would like to meet
- A brief statement of what you hope to accomplish in the meeting
Here is a more detailed breakdown of each section of the letter:
Your name and contact information: This should be placed at the top of the letter, in the left-hand corner. Include your full name, title, company name, address, phone number, and email address.
The name of the person you are writing to: This should be placed in the center of the letter, below your contact information. If you do not know the person’s name, you can use their title, such as "Hiring Manager" or "Department Head."
The reason for your call: This should be stated in the first paragraph of the letter. Briefly explain why you are reaching out to the person, and what you hope to accomplish in the meeting.
The date and time you would like to meet: This should be stated in the second paragraph of the letter. Be flexible with your schedule, and offer a few different options for meeting times.
A brief statement of what you hope to accomplish in the meeting: This should be stated in the final paragraph of the letter. Briefly summarize what you would like to discuss in the meeting, and what you hope to achieve.
Here is an example of a letter of courtesy call:
Dear [Recipient Name],
My name is [Your Name] and I am the [Your Title] at [Your Company]. I am writing to you today to express my interest in meeting with you to discuss [Reason for Call].
I am particularly interested in learning more about [Topic of Interest]. I believe that my skills and experience in [Relevant Skills] would be a valuable asset to your team.
I am available to meet on [Date] at [Time] or [Date] at [Time]. Please let me know if either of those times works for you.
I look forward to hearing from you soon.
Sincerely,
[Your Name]
Sample Courtesy Call Letters for Various Reasons
To Confirm an Appointment
Dear [Recipient Name],
I hope this email finds you well. I am writing to confirm our appointment for [Purpose] on [Date] at [Time].
Please let me know if this time works for you. I’m looking forward to our conversation.
Sincerely,
[Your Name]
To Introduce a New Colleague
Dear [Recipient Name],
I am writing to introduce you to [New Colleague’s Name], who will be joining our team as [Position] on [Start Date].
Please join me in welcoming [New Colleague’s Name] and providing any necessary support.
I believe their skills and experience will be a valuable asset to our team. Please let me know if you have any questions.
Best regards,
[Your Name]
To Apologize for an Inconvenience
Dear [Recipient Name],
I am writing to sincerely apologize for the inconvenience caused by [Situation].
We understand that this situation has affected your [Affected Area]. We are working diligently to rectify the issue and provide you with updates.
In the meantime, we would like to offer [Compensation or Solution].
We appreciate your patience and understanding as we resolve this issue. Please do not hesitate to contact us if you have any further concerns.
Yours sincerely,
[Your Name]
To Follow Up on a Request
Dear [Recipient Name],
I hope you are doing well. I am writing to follow up on my previous request for [Information or Action].
We would greatly appreciate it if you could provide us with the requested information by [Deadline].
If you have any questions or need additional clarification, please feel free to contact me.
Thank you for your time and consideration.
Sincerely,
[Your Name]
To Send a Congratulations
Dear [Recipient Name],
I am writing on behalf of the entire team at [Company Name] to express our heartfelt congratulations on your recent achievement of [Achievement].
Your hard work and dedication have undoubtedly contributed to this success. We are proud to have you as part of our team.
We wish you continued success in your future endeavors. Please let us know if there is anything we can do to support you.
Sincerely,
[Your Name]
To Thank for a Referral
Dear [Recipient Name],
I am writing to express our sincere gratitude for your recent referral of [Candidate Name].
We were impressed with [Candidate Name]’s qualifications and experience during the interview process.
We would like to offer [Candidate Name] the position of [Position]. We believe their skills and expertise will be a great asset to our team.
Thank you again for your referral. We value your support and look forward to working with [Candidate Name] in the future.
Sincerely,
[Your Name]
To Offer Condolences
Dear [Recipient Name],
I was deeply saddened to hear about the passing of your [Relative or Loved One].
On behalf of the entire team at [Company Name], I would like to offer our heartfelt condolences. We know that this is a difficult time for you and your family.
Please accept our support during this challenging period. If there is anything we can do to assist you, please do not hesitate to reach out.
With sincere sympathy,
[Your Name]
What is a Letter of Courtesy Call?
A letter of courtesy call is a formal letter sent by a job applicant to express gratitude for an interview opportunity and to reiterate their interest in the position.
Subject: Letter of Courtesy Call
Predicate: Is a formal letter
Object: Sent by a job applicant
The letter should be brief and concise, and should include the following information:
- Thank the interviewer for their time and consideration.
- Reiterate your interest in the position.
- Highlight your key qualifications and skills.
- Express your enthusiasm for the company and the opportunity.
- Close the letter with a polite and professional tone.
Why is it Important to Send a Letter of Courtesy Call?
Sending a letter of courtesy call shows that you are a polite and professional candidate who is interested in the position. It also gives you an opportunity to reiterate your key qualifications and skills, and to express your enthusiasm for the company and the opportunity.
Subject: Letter of Courtesy Call
Predicate: Is important
Object: Shows that you are a polite and professional candidate
What are the Benefits of Sending a Letter of Courtesy Call?
There are several benefits to sending a letter of courtesy call, including:
- It shows that you are interested in the position.
- It gives you an opportunity to reiterate your key qualifications and skills.
- It expresses your enthusiasm for the company and the opportunity.
- It helps you to stand out from other candidates.
- It can help you to build a relationship with the hiring manager.
Subject: Letter of Courtesy Call
Predicate: Has several benefits
Object: Shows that you are interested in the position, gives you an opportunity to reiterate your key qualifications and skills, expresses your enthusiasm for the company and the opportunity, helps you to stand out from other candidates, helps you to build a relationship with the hiring manager
Alright, thanks for dropping by to learn about the courtesy call letter. I’m sure you’ve got a better idea of what it is and how to write one now. If you still have any questions, feel free to visit again and I’ll be here to help. Until then, have a great day!