Professional Correspondence
Whether you’re building a new connection or maintaining a long-standing relationship, how you follow up matters. The tips and sample messages on this page will help you communicate clearly and professionally.
Receive Support from Our Team
The UNLV Writing Center can provide support for writing professional correspondence. Additionally, you can set up a meeting with our career coaches to review your correspondence or ask other questions. To meet with a career coach, log in to Handshake or email careerlifedesign@unlv.edu.
Job Searching Correspondence
Whether you’re inquiring about potential open positions at a company or want to interview someone about their current role or career, it’s important to introduce yourself in a professional manner. Corresponding professionally can help you make connections and leave positive impressions.
Writing a Prospecting Letter
Purpose: Use when you’re interested in working with an organization but no job has been posted.
What to Include:
- Explain your interest in the organization.
- Highlight skills and experiences that would benefit them.
- Include a clear call to action (e.g., request an informational interview or indicate follow-up plans).
Sample Prospecting Letter
Subject: Exploring Opportunities at [Company Name]
Dear [Hiring Manager’s Name],
I am writing to inquire about what possible positions are available at [Company Name]. I admire [Company Name] for its innovative work in [industry or focus area]. With a background in [your field or skill set], I’m eager to contribute to your mission.
I’ve led [brief example of relevant work], which I believe aligns with your goals. I would welcome the chance to discuss how I might support your team, even if no current openings are listed. I’ll follow up next week to see if we might arrange a brief chat.
Thank you for your time and consideration.
Sincerely,
[Your Name]
Writing a Request for an Informational Interview
Purpose: Use when you are reaching out to someone to gain more information on the career they hold
What to Include:
- Identify where you found the person or who connected you
- A brief summary of who you are
- Do not ask for a job, ask for some time to interview them about their career
Sample Request for an Informational Interview
Subject: Quick Informational Chat Request
Hi [Recipient’s Name],
I’m a recent grad exploring careers in [industry name], and I came across your profile on LinkedIn. Your work at [workplace name] and your path to [job title] really stood out to me.
If you’re available, I’d love to hear about your experience in a brief 15- to 20-minute call or Zoom chat. I know your time is valuable, and I’d be happy to work around your schedule.
Thank you so much for considering my request!
Warmly,
[Your Name]
Job Application Correspondence
When going through the application process, it’s important to follow up to show interest and demonstrate gratitude. However, applicants should be mindful of best practices to avoid coming off too strong or overcommunicating.
Writing a Follow-Up After No Response
Purpose: A way to check on your job application that you submitted
What to Include:
- Name of position that you applied to
- Showing that you are still interested in the position
- Come from an inquisitive mindset, do not demand answers
Sample Follow-Up Message
Dear [Recipient’s Name]
I hope you’re doing well. I wanted to follow up on my application for the [job title], which I submitted on [insert exact date here]. I remain very interested in the opportunity and would appreciate any updates you may be able to share regarding the hiring timeline.
Please let me know if I can provide any additional information. Thank you for your time, and I look forward to your response whenever you may have a chance.
Warm regards,
[Your Name]
Writing a Thank You Letter
Purpose: Send promptly after an interview to show appreciation and reinforce interest in the position and with the company.
What to Include:
- Address the interviewer by name.
- Express gratitude and restate your enthusiasm for the position.
- Provide any requested follow-up material or clarification.
- Offer your contact information.
Sample Thank You Letter
Subject: Thank You for the Opportunity to Interview for [Job Title]
Dear [Interviewer’s Name],
Thank you for taking the time to speak with me about the [Job Title] role. I appreciated learning more about your team and the exciting work at [Company Name].
Our conversation confirmed my strong interest in joining your organization. As requested, I’ve attached [any materials]. Please don’t hesitate to contact me with further questions.
Thank you again for your time and consideration.
Warm regards,
[Your Name]
[Phone Number] | [Email Address]
Writing a Job Offer Negotiation Letter
Purpose: After receiving a job offer, this is used to negotiate salary, benefits, and other perks
What to Include:
- Where you found the person or who connected you
- A brief summary of who you are
- Do not ask for a job
Sample Negotiation Letter
Dear [Recipient’s Name],
Thank you again for offering me the [position name] at [company name]. I’m enthusiastic about the opportunity to contribute to your team.
Before I formally accept, I’d like to discuss the starting salary and other benefits. Based on my research and previous experience, I was anticipating a range closer to [salary range]. I would like to include the following links that support this salary range [websites like Glassdoor]. I would also like to discuss benefits like [include benefits you are interested in] I would appreciate the chance to discuss whether the offer can be adjusted.
Thank you for considering my request—I’m looking forward to joining [company name] and am confident we can find a mutually agreeable arrangement.
Best regards,
[Your Name]
Writing an Acceptance Letter
Purpose: Used to formally accept a job offer.
What to Include:
- Personalize your message—avoid generic templates.
- Acknowledge the team who interviewed you.
- Express excitement and appreciation for the offer.
- Reference what you found appealing about the role or organization.
Sample Acceptance Letter
Subject: Acceptance of [Job Title] Offer
Dear [Hiring Manager’s Name],
I’m writing to formally accept your offer for the [Job Title] role at [Company Name]. I’m thrilled to join such a dynamic team and contribute to [something specific you admired].
Thank you again to everyone I met during the interview process. I look forward to starting on [your start date].
Sincerely,
[Your Name]
Writing a Rejection Response Letter
Purpose: Respond professionally if you’re notified that you were not selected for a position.
What to Include:
- Acknowledge the decision.
- Thank the interviewer for the opportunity.
- Mention what you appreciated about the organization.
- Express interest in future opportunities.
Sample Rejection Response Letter
Subject: Appreciation for Your Consideration – [Your Name]
Dear [Hiring Manager’s Name],
Thank you for informing me about your decision regarding the [Job Title] role. I truly appreciate the opportunity to interview and learn more about [Company Name].
I was particularly impressed by [something you admired], and I remain interested in any future roles that may align with my background.
Thank you again for your time and consideration.
Best regards,
[Your Name]
Writing a Withdrawal Notice
Purpose: Use when you’re declining an offer or withdrawing from the hiring process.
What to Include:
- Address the individual directly.
- Politely decline the offer or withdraw from consideration.
- Express appreciation for the opportunity.
Sample Withdrawal Notice
Subject: Withdrawal from Consideration for [Job Title]
Dear [Hiring Manager’s Name],
Thank you so much for the offer for the [Job Title] role. After careful consideration, I have decided to withdraw from the process.
I’m truly grateful for your time and the opportunity to learn more about your team. I have great respect for the work being done at [Company Name] and hope our paths may cross again in the future.
Kind regards,
[Your Name]
Application Materials Request
Many job applications will ask applicants to provide a letter of recommendation or list referrals. You’ll want to first contact your connections to see if they are willing to provide their recommendation, and then provide them with enough context (deadlines, job descriptions, etc.) so they can best advocate for you.
Writing a Letter of Recommendation Request
Purpose: Used when asking for a letter of support for jobs or graduate school. Often includes coworkers, managers, coaches, and professors.
What to Include:
- Where you are applying
- Your current resume/CV and/or personal statement
- How they will submit the letter of recommendation
Note: We suggest asking at least 1 month before the due date for a recommendation letter.
Sample Letters of Recommendation
Subject: Request for Letter of Recommendation
Dear [Recipient’s Name],
I hope you’re doing well. I’m applying for a [position] at [name of job/grad school] and was wondering if you’d be willing to write a letter of recommendation for me.
I greatly valued your mentorship in [Class name] last semester, and I believe your perspective on my academic work would provide strong support. I’ve attached my resume and a description of the role. The deadline is [deadline date].
Please let me know if you’re comfortable with this and if you have any questions. I’m grateful for your time and consideration.
Best regards,
[Your Name]
Writing a Professional Referral Letter
Purpose: Use when someone in your network has recommended you for a role or to connect with a company.
What to Include:
- Identify how you’re connected to the reader.
- Mention your mutual contact by name and their title.
- Share how or why the contact suggested you reach out.
Sample Professional Referral Letter
Subject: Connection through [Contact’s Name]
Dear [Recipient’s Name],
I’m writing to you at the suggestion of [Contact’s Name], [Their Title], who encouraged me to connect regarding potential opportunities at [Organization Name].
[Contact’s Name] felt that my experience in [brief summary] could be a great fit for your team. I would be grateful for the opportunity to speak further and learn more about your work.
Thank you for your time and consideration.
Best regards,
[Your Name]
Resignation Letters
As a courtesy, it’s best to provide a formal notice to your workplace that you will be leaving your current job. Resignation letters should include:
- The date that you will be resigning
- Appreciation for the opportunity to work there
- Be polite
Sample Resignation Letter
Subject: Notice of Resignation
Dear [Recipient’s Name],
Please accept this letter as my formal resignation from my position as [position title] at [company name], effective two weeks from today, on [state exact date for last day].
I’ve appreciated the opportunities for growth and the support of my colleagues over the past [time spent at job]. I am committed to ensuring a smooth transition and will assist in any way I can.
Thank you again for the opportunity to be a part of this team.
Sincerely,
[Your Name]