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Sample Letters*

Receipt of Resume
Acceptance: Job Offer
Acceptance letter:  Resignation
Acknowlegement letter - Receipt of idea
Acknowlegement letter - Congratulations
Announcement letter - Retirement
Encouragement letter - After disappointment
Notice - Employee Anniversary
Notice - Job Opening
Thank you/Compliment letter – Job well done
Letter of employment 70

Receipt of Resume
Letter #1
I received your letter expressing an interest in working for XYZ agency. Although we have very few openings at the present time, I am enclosing an application for you to complete.  After we receive your completed application, I will contact you again if we have an appropriate opening. 

Letter #2
Thank you for forwarding your resume.  I will review it carefully, and should we have any suitable openings, I will phone you to schedule an interview.

Letter #3
Thank you for your letter outlining your qualifications and your interest in a job with XYZ agency.  Your credentials are impressive. We will be reviewing your resume along with those of several other candidates in the next few weeks.  If we find a suitable match between qualifications and job, I will call you to talk further.

Acceptance:  Job Offer

Letter #1:
I am pleased to accept your offer to join XYZ agency as a counselor. The meeting with your staff convinced me that I will be working with a successful team in a dynamic organization, and I look forward to contributing to the team's efforts. As you requested, I have signed and enclosed the contract which details my salary and benefits.

I appreciate the literature you sent on the organization's retirement and insurance programs. Thanks also for offering to answer questions I may have concerning these benefits, when I report to you for orientation at 8:00 a.m. on Monday, January 3. I appreciate your help in processing the employment papers and look forward to our January meeting.

Letter #2:
I am happy to accept the position as a clinical supervisor in your division. The ongoing training program outlined in your letter convinced me that your agency offers excellent growth opportunities for its clinical staff.

I understand that my salary will begin at $30,000 per year and that my immediate supervisor will consider a salary increase when I demonstrate expertise in an advanced certification.

The start date of June 1 is acceptable and I look forward to thanking you in person when we meet at 9:00 a.m. in your office on that date.

Letter #3:
Thank you for faxing your job offer today. I accept with pleasure the position of Social Worker in the hospital's Department of Social Work at an annual salary of $25,000.

As we discussed during our phone conversation today, I will arrive at the hospital on June 1, at 8 a.m. After completing the required medical examination, I will report to the personnel office for employee orientation.

I look forward to meeting you and other members of the department's staff. Be assured that I am grateful for this opportunity to contribute to the hospital's reputation for outstanding community service.

Acceptance letter:  Resignation
Letter #1:
This morning, regretfully, I received your letter of intent to resign from your position as administrative assistant. I accept your resignation and appreciate your giving me sufficient notice and time to find a competent replacement.

In addition to having an exceptional attendance record, an excellent work ethic, and an enviable talent to write well, you have been a loyal friend. Finding someone to fill your shoes will be no easy task. Nevertheless, I wish you all the best in your future endeavors. You deserve it.

Letter #2:
We are genuinely sorry to receive your letter of resignation informing us of your departure on June 5. We will miss you very much. We have enjoyed working with you and have come to depend on your competent assistance. Good counselors are hard to find, so keep us in mind if your new position does not turn out as you expect.

Letter #3:
I am sorry to hear that you are leaving the organization. I understand that your last day is Friday, November 5. The departure of an excellent employee is always a bittersweet event. You will be missed, but we all hope the best for you. Your contributions to product development, particularly to the motivational incentive program, were superlative. I wish you continued success in your new job. Please keep in touch.

Acknowledgement letter – Receipt of idea
Letter #1:
I thought you would like to know the outcome of our conversation last Tuesday. We are seriously considering your suggestion that we solicit input from all personnel through an e-mail "brainstorming" bulletin board. Thank you for your insight.

Our agency's success depends upon both the collective and individual innovation of our employees. Your bulletin board suggestion may encourage employees to speak up more frequently.

Your idea should become a reality in a very short while. Thanks for your help.

Letter #2:
I found your suggestions for improving quality control very interesting. You made some very good points. Please plan to present your ideas in our next staff meeting, Monday at 9:00 a.m. I will put you on the first part of the agenda. I sincerely appreciate your interest in helping us improve our process.

Letter #3:
I recently received the following suggestion from John, who seems to have a good grasp of the issues confronting his team. Would each of you please review his suggestion and be prepared to ask him questions about it in our Monday meeting? I thank you for your interest in making XYZ agency more productive.

Acknowledgement letter – Congratulations
Letter #1:
Congratulations on your recent award. I know what kind of effort goes into earning such an award and how hard you must have worked to achieve this accomplishment. You have been a great example to our staff who work with you every day.

You deserve to feel proud, and I hope you have many more opportunities to see how your patient and tireless work has paid off.

Letter #2:
I was so pleased to hear about your promotion to clinical supervisor at the Lincoln County office. While I hate to see you leave our division, I know that you deserve the recognition and the increased responsibility. It has been such a pleasure working with you. Keep up the good work!

Letter #3 2
I am very pleased to announce the August 1 promotion of Susan Ray to vice president of human resources development, reporting direct to me.

Susan has been with us for the past 10 years, serving in varied capacities in the personnel area.  She joined us when we had only three sites open in the area and has successfully taken us through the “swamps” of starting 3 additional programs. 

In her new position, Susan will be coordinating all personnel and training functions for all divisions.  Her number-one priority will continue to be recruitment of qualified clinical supervisors and staff members.

Please join me in congratulating Susan on her accomplishments and promotion.  We’re looking forward to even greater leadership from her in this position.

Announcement  letter – Retirement
Letter #1:
It is with personal regret but warm wishes that I announce the retirement of Jane Doe, effective May 31. Jane's leaving marks the end of an era for XYZ agency. We are indebted to her vision and commitment for propelling us to our present position in the treatment field. Her work has assured our continued success.

We will honor Jane for her contributions in a farewell reception to be held in the President's Ballroom at 7:00 to 9:00 p.m. on Friday, May 30. We invite all employees to extend their good wishes to Jane in her new endeavors.

Letter #2:
We are at once delighted and disheartened to announce that Jane Hill is retiring. Her last day is December 5. Jane has been a tremendous employee. She is gifted with great compassion for her clients and kind nature.

Jane's retirement is our loss, but a well-deserved respite for her. We are throwing one last party for her before she heads south to Miami. Call Connie for party details. We all wish Jane the very best.

Letter #3:
XYZ agency announces the early retirement of Jane Hill from the company's Board of Directors. Jane joined the Board of Directors in 2004 after the department acquisition of  the treatment program. 

Join me in congratulating Jane on her richly deserved independence and leisure.  We’ll miss you, Jane, but we wish you the best with future plans to travel and show your paintings.

The Board has named Cooper Smith as her successor and expresses its sincere confidence in Mr. Smith's abilities and qualifications to assume Jane Hill’s executive roles. We wish Mr. and Mrs. Hill well as they enjoy Jane's retirement together.

Encouragement letter – After disappointment
Letter #1:
I know we have all experienced a very stressful year. However, there is a positive trend indicating that our recovery from last year's problems is on track and that we will soon regain our losses. Thank you for remaining loyal to XYZ agency and for helping us care for our clients. We appreciate your confidence and hard work.

Notice – Employee Anniversary
Letter #1:
On this, the tenth year anniversary of your employment with XYZ agency, I want to offer you my sincerest thanks for your loyal service.

Of course the XYZ hired you because of your excellent academic record and your talent, but I never realized what a valuable employee you were until I had the opportunity to work with you. Over the past year you have continually impressed me with your decisive and efficient manner as you guided your division through many difficult times. I salute you for your efforts.

Please accept my compliments and congratulations on this tenth anniversary, as well as my wishes for continued success.

Notice – Job Opening
Letter #1:
XYZ agency has a work environment which promotes diversity, embraces change, and provides leadership opportunities to every team member. We are on a fast track within the addictions field and are seeking highly skilled professionals to take us even further.

So if you are looking to make a move and are a highly motivated professional who welcomes new challenges, take a look at XYZ agency... We have your next GREAT OPPORTUNITY!

Contact us at (phone, fax, and e-mail).

Letter #2:
The position of Certified Addiction Counselor will become vacant on November 29. Sally Johnson, the current counselor, has accepted a similar position in Wisconsin.

We want to fill this position internally, if possible. Previous experience and certification is a must. The deadline for applications is November 15.

Please submit a standard application with your resume and a cover letter explaining your interest in this position. If you have further questions, call Sally Johnson at extension 5555.

Letter #3:
The retirement of Jane Hill means that effective October 15, we are seeking to fill the position of Clinical Supervisor at XYZ agency.

Applicants must have at least two years direct client experience. Qualified persons wishing to be considered for this position must submit an application, including a resume and cover letter, to the personnel office by September 30.

The Clinical Supervisor is responsible for twelve staff members as well as a host of administrative duties. For more specific responsibilities, please contact Sally in personnel.

Thank you/Compliment letter – Job well done
Letter #1:
I want to commend you for your efforts on the XYZ project. The director noticed and appreciated your attention to detail and relentless determination to launch this project. We are proud to have you as part of our team and look forward to your future contributions.

Letter #2:
I will always remember your willingness to help me during my time of need. It takes a very special person to leave her important work on short notice and come to the aid of a colleague. Your example is a wonderful lesson to us all. Please accept my sincere thanks.

Letter #3:
My compliments on the way you conducted the division meeting this morning. I was surprised by the number of people who were opposed to the consolidation project, but you handled the controversy remarkably well. You have an enviable ability to stay cool and help opposing parties reach agreement. It is a pleasure to work with you. Thanks for helping us all find the best solution.

Letter of employment: (sometimes landlords require a letter of employment)
Letter #1
This letter is to confirm that (employee’s name) has been employed by (organization) since (date) as a (job title).  (Employee’s name) receives a salary of (dollar amount), which is paid (weekly, monthly, year).  She currently works (number of hours, if paid by the hour) a week.

If you have any further questions, please call me at (phone number).

Other sample letters can be found at:
Job Bank USA
Write Express

Click on Resources for Managers for sample forms.

* Source: Write Express®.


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