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A “Thank You for Applying” letter is a good way for companies to tell applicants that their application is appreciated. It serves a similar purpose to the “Application Acknowledgement” letter, letting applicants know that your company has received their application and is currently in the process of reviewing it.
Having a custom template that you can use to quickly produce dozens of personalized letters is the best approach when it comes to productively sending out Thank You for Applying letters. Fortunately, you won’t have to blaze an unbeaten path to get this done, as you have all the guidance you’ll need in the following guide:
(Note: There’s an example of a professional Thank You for Applying letter written by the professionals from DoMyEssay and our team at the bottom of this guide.)
1. Use Branded Business Envelopes
Before we get into the specifics on how to format and compose a proper Thank You for Applying letter, it’s worth noting that using business envelopes is a good preliminary step. Maintaining the utmost professionalism means operating on par with the largest corporations, and in order to do that, you definitely need to be using a branded envelope, that proudly displays your company’s logo and/or slogan. Branded business envelopes are easy to get your hands on and can be customized online (we recommend checking out Company Folders), but you need to know what size and design you’d like first.
Another benefit of making your brand apparent on the envelope is that it alerts the recipient that the mail is from your company, whereas a typical envelope can be overlooked among other envelopes if the applicant gets a lot of mail. Furthermore, since your company is probably already sending out a lot of other professional letters, it helps to start using these for general business purposes now, if you aren’t already.
2. Properly Address the Recipient
Now that you have the exterior appearance of the letter handled, it’s time to get into the meat of the matter. Every proper business letter begins by addressing the recipient, which in this case is the applicant. Organizing the letter in this manner also helps with digital cataloging and labeling, so it’s best to follow a universal template that starts with the applicant’s name and address, followed by the date, and then a personal greeting, such as “Dear [Applicant’s Name].” Once you have this information displayed in the top left corner of your letter, you may proceed to the next step.
3. Immediately Thank the Applicant
There’s no need to mention anything else other than the primary point of the letter within the opening sentence. Therefore, it should read something like:
- “Thank you for applying for the [job title] position at [your company’s name]. Your application has been received and we appreciate you taking the time to [apply|participate in an interview] for a position in our company.”
Once you have that, you’re already about halfway through the process, as you’ve conveyed the main message. At this point, the applicant knows that you have their application and are in the process of making a decision regarding the outcome of the application/interview. Since many companies require prospective employees to participate in two or three separate interviews with different hiring managers, it’s best to issue the letter after the last interview to avoid confusion.
4. Specify Whether You’re Declining or Still Considering the Applicant
The next small paragraph will contain a few lines expounding upon your main point. At this junction you have two options:
A) Politely let the applicant know that they’re not being hired. A good way to do this cordially is by starting the sentence with a positive remark, followed by a soft letdown and the reminder that they may be considered for the position at a later date. So, it might look something like this:
“Although we appreciate your impressive application, we’re currently unable to approve you for a position within our company. However, we’ll hold onto your resume for future reference and may contact you regarding this position at a later date, if a vacancy opens up.”
B) Alternatively, if you’re not yet ready to make a final decision on the applicant and need to consider more options before continuing, you can use the Thank You for Applying letter to let the applicant know that you’re still in the process of consideration. So, your letter might look something like this:
“Your application is currently being carefully considered by our hiring team.”
Although both A and B are feasible approaches, most companies opt for the first option as a means of not having to send out too many letters. If you can avoid having to use option B then it’s best to do so, as it leaves the applicant expecting another final letter regarding the hiring decision.
On the other hand, if your company has a lengthy hiring process and will typically take more than a week to make a hiring decision, then using option B is a good way to let the applicant know that they’re still being considered in the interim.
5. Close with a Courteous Outro and Company Info
Now that you’ve said all the important stuff, it’s time to wrap it up with a reiteration of appreciation and a positive gesture. So, your last paragraph would be 1-2 lines and would look something like this (will vary depending on whether you chose option A or B in step 4):
- A) “Thank you again for applying to our company. We wish you the best of luck in all of your future endeavors.”
OR
- B) “We appreciate you offering your expertise to our company and will be in contact with you shortly regarding the hiring decision.”
Finally, close it with a formal outro and your company info, like this:
“Best Regards,
[Name of Representative Issuing the Letter]
[Title of Representative]
[Company Name]”
Now that you’re familiar with all of the separate components, let’s bring it all together with the example.
Thank You For Applying Letter Example
While all of the above tips are certainly helpful for understanding the approaches and styles that can be used within a Thank You for Applying letter, it’s best to check out an example before you start on your own. This way you won’t be deviating too far from the corporate norm. Luckily, we’ve compiled all of the above components into a neat template you can use:
——-
Jonathan Smith
1234 Applicant St.
Atlanta, GA
30301
Dear Jonathan,
Thank you for applying for the [job title] position at [your company’s name]. Your application has been received and we appreciate you taking the time to [apply|participate in an interview] for a position in our company.
A Although we appreciate your impressive application, we’re currently unable to approve your application for a position within our company. However, we’ll hold onto your resume for future reference and may contact you regarding this position at a later date if a vacancy opens up.
OR
B Our hiring team is carefully considering your application.
Then
- A) “Thank you again for applying to our company. We wish you the best of luck in all of your future endeavors.
OR
- B) “We appreciate you offering your expertise to our company and will be in contact with you shortly regarding the hiring decision.”
Then
Best Regards,
Andrew Anderson
CEO
eCommerce Solutions LLC.
——-
Of course, you may want to change the wording a bit to make it more unique, but simply filling in the blanks is also an option if you’re trying to save time and don’t want to do the creative work of writing your own just yet.
You can make the process of writing the letter even more efficient by using the cover letter generator. Paraphrasingtool.ai offers a pretty good cover letter generator. It can instantly produce personalized letters, including the “Thank You for Applying” letters, at the click of a button.
Here is a letter generated by a cover letter generator from a single prompt.
This free tool understands your needs, identifies the key points, and instantly generates the letter. You simply feed the context of the letter, and voila – you have a professionally crafted letter ready to go.
The result?
Efficient communication between the company and the large volume of applicants. Additionally, you no longer have to worry about getting the tone right or unintentionally using insensitive language. It guarantees a polite and professional output every time, helping your company project the right image.
Preparing Essential Company Letters for Maximum Productivity
In closing, it’s important to have custom templates made for all of your letters; that way, you can practically streamline the process of sending out formal letters. While it might seem like an unnecessary effort, if you want to operate on par with larger companies, it’s virtually a must.
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