168
Rejection of an In-House
Job Applicant
This letter turns down an employee’s request for a new job
within the company.
Business Letters for Busy People
10
Powell Glove Company
4709 South 110th Street
Omaha, Nebraska 68127
October 10, 20XX
John Holiday
304 Spruce St.
Omaha, NE 68128
Dear John:
Thank you for your interest in becoming part of Powell’s
training and development department as an instructor. I agree
that everyone needs a change once in a while. However,
though you have good production experience, this position
requires in-depth knowledge of the training process.
Although you have been with Powell for five years, your
background and experience have not prepared you for this
particular position. Several applications have been received
from people with training experience and even some with
training experience in the manufacturing industry. The
company will fill the position from these applicants.
Unfortunately, you are not being selected for this position,
but I am aware that you wish to continue to upgrade your
position with the company. I encourage you to do this, and
I’m sure that we — the company and you — will find the
position that best matches your experience and background.

Again, I appreciate your interest and hard work in the
company and wish you luck in all your future promotions.
Sincerely,
Signature
John Williams
President
JW:gd
Goodwill
Agreement
Rejection
Reason
Encouragement
Goodwill
TEAMFLY























































Team-Fly
®

10
Rejection of an Unsolicited
Application
This letter is used to inform an applicant that there are no
positions available at the present time for which she is qualified.
169
Letters About Employment Changes
First National Bank
223 Ames • Casper, WY 82676
August 30, 20XX
Kelly Flanders
1795 Whisper Lane, #3
Casper, WY 82676
Dear Ms. Flanders:
Your qualifications are impressive. Unfortunately, we are not
presently hiring bank tellers.
As you may know, we recently went through a major
expansion. However, we have filled all of our bank teller
positions and do not foresee any change in staff in the near
future. We will, however, keep your application on file for

one year should something arise.
Thank you for your interest in First National. If you should
have any questions, please call me.
Sincerely,
Signature
Hiram Scott
Vice President, Human Resources
HMS:ald
Compliment
Rejection
Reason for Rejection
Added Service
Thank You
170
Rejection of a Solicited Application
This letter is used to inform an applicant that the position for
which she applied has been offered to someone else.
Business Letters for Busy People
10
Morton Engineering
3457 Randall St. N.E. • Armond, AR 72310
January 25, 20XX
K.J. Land
356 Denver
University of Nebraska
Lincoln, NE 68308
Dear Ms. Land:
Thank you for applying at Morton Engineering. I am sorry
that we are unable to offer you the position of electrical
engineer for which you recently interviewed.

We have selected another person who has the type of
experience we feel is necessary for the position. I enjoyed
interviewing you and hope that you are successful in your
employment search in the near future.
If you should have any questions, please call me.
Sincerely,
Signature
Hanna Westcott
Personnel Director
HJW:kmm
Thank You
Rejection
Reason for Rejection
Goodwill
Contact Information
10
Invitation for an Interview
Arrange appointment specifications for easy, quick visual
access. This letter can set the tone for the actual interview.
171
Letters About Employment Changes
HILL MULTI-MEDIA CORPORATION
301 E. Armour Blvd. • Kansas City, MO 64111
March 5, 20XX
Kay E. Anders
7923 Noland Road
Lenexa, KS 66215-2528
Dear Ms. Anders:
Thank you for your application for the position of
communications director. We are pleased to invite you to be

interviewed for the position. Your interview has been
scheduled as follows:
Date: March 17, 20XX
Time: 11:15 a.m.
Location: Conference Room A
Second Floor (Northeast)
Gillham Plaza Building
301 E. Armour Blvd.
Kansas City, MO 64111
Parking: Underground area off Gillham Road
You can expect to meet with the committee for 30 to 45
minutes. If you have any questions, please contact me at
816-555-6889.
Again, thank you for your interest in the position.
Sincerely,
Signature
Carol J. Kennedy
Interim Director of Programs
CJK:dmc
Acknowledgment
Request
Details
Expectations
Contact Information
Thank You
172
Job Offers
These letters are used to offer a position to a potential
employee and should be treated as a legal contract. Be clear that the
offer is formal and official. It should outline all of the essential

information the potential employee needs to make a decision. It is
fine to make the informal offer by telephone and then follow up at
once with a formal letter. Be sure to make the potential employee
feel welcome.
Business Letters for Busy People
10
Morton Engineering
3457 Randall St. N.E. • Armond, AR 72310
January 25, 20XX
J. Wallace Mercer
7898 Talleyho Lane
Lexington, KY 40329
Dear Mr. Mercer:
It is with great pleasure that I am able to offer you a position
at Morton Engineering as an electrical engineer.
The position pays $35,000 annually, in equal increments
every other Friday. Additionally, you will receive two weeks
of paid vacation every 12 months, a bonus equaling two
weeks’ salary payable the payday before Christmas, health
benefits and $25,000 of life insurance. This position is a
two-year agreement, after which it may be renegotiated.
Either party may terminate with a two-week notice.
We are very pleased to offer you the position and are sure
that you will make a superb addition to our firm. If you have
any questions, please call me at any time.
Sincerely,
Signature
Hanna Westcott
Personnel Director
HJW:kmm

Job Offer
Outline the Position
Welcome
10
The specifics of the job offer are enclosed; the letter is upbeat
and friendly.
173
Letters About Employment Changes
Omega Corporation
P.O. Box 666 • Phoenix, AZ 99065
March 2, 20XX
Jessica Carswell
3498 Grant
Overland Park, KS 66214
Dear Jessica:
I am pleased to offer you the position of public relations
director at Omega Corporation. We all appreciate your fine
background and experience in the public relations field as
well as your interest in building up the public relations
department at Omega. Your selection by the committee and
board will enhance the fine professional team that sets the
direction for Omega Corporation.
I am enclosing in this letter the items we discussed in our
last meeting, on February 23: the terms of employment and
your benefits as a member of our team. I have also added
specific information, brochures, etc., from each of our
medical insurance carriers so that you may consider your
insurance options.
John, I am personally very pleased that our discussions
ended on such a positive note — for both of us. I’ll meet you

in my office at 8:30 Tuesday morning, March 21, to make
sure that you get around to meet everyone.
Sincerely,
Signature
Robert C. Hanks
President
RCH:gk
Enc.
Job Offer
Compliment
Details
Enclosures
Goodwill
Contact Information
174
This letter affirms the reader’s employment and the writer’s
choice of applicants.
Business Letters for Busy People
10
Haven Home
P.O. Box 124 • Memphis, TN 38124
September 15, 20XX
Kory Chandler
45 Main Drive
Memphis, TN 38118
Dear Kory:
We are pleased that your experience and education match
our needs for a fund-raiser and program coordinator. Your
enthusiasm convinced the interview committee that you are
the appropriate match for Haven Home.

Your vision for adding follow-up questionnaires to our first-
time clients is a dynamic idea. That effort will initiate many
improvements in our service to family members
experiencing domestic violence. At the same time, the
questions will increase awareness of personal choices in our
clients living with violence.
The transition and training schedule for your first week at
Haven Home is attached. Please review it for Monday
morning at 7:30.
If there is anything I can do to help make your transition
more comfortable, please let me know. My voice-mail
number is 64. I’ll check in with you later to see how your
first day is going.
Welcome to our team!
Sincerely,
Signature
Anna Phelps
Executive Director
AP:dmc
Job Offer
Compliment
Contribution
Attachment
Contact Information
Welcome
10
New Employee
This letter welcomes a new employee to a business.
175
Letters About Employment Changes

Pink’s Shears, Inc.
763 Kekke Dr. • Hibbing, MN 21111
May 6, 20XX
Linda Jean Tremel
1205 Mickey Mouse Dr.
Orlando, FL 32078
Dear Ms. Tremel:
It is my distinct pleasure to welcome you to Pink’s Shears,
Inc. We are looking forward to your arrival on May 21.
We at Pink’s are very proud of our complete line of pinking
shears and know that you will take the same pride in your
work as we do in ours. Your role as sales director will be an
important one. We know that your education and experience
will bring to Pink’s a much-needed momentum.
Once again, welcome to Pink’s. If there is any way I can
help you make the transition, let me know.
Sincerely,
Signature
Harold “Pinky” Pinkham
President
HJP:cpa
First Welcome
General
Comments
Specific Position
Second Welcome
176
Promotion — Congratulations
This letter congratulates an employee or business associate on
her promotion.

Business Letters for Busy People
10
Cadrell’s
290 26th Ave. • Winston, GA 30067
August 8, 20XX
T. Molly Rathburn
8944 Tripp
Winston, GA 30067
Dear Molly:
I would like to congratulate you on your recent promotion to
assistant plant supervisor. You must be proud of your
accomplishments.
Because of your hard work and dedication, you deserve this
promotion. Employees like you help Cadrell’s keep ahead of
the competition and lead the way in the field of dental
equipment. Your efforts are appreciated.
Congratulations again. Welcome to the management team
at Cadrell’s.
Sincerely yours,
Signature
J.K. Cadrell, Jr.
President
JKC:ltj
First Congratulations
General Statement
(optional)
Second
Congratulations
10
Announcing a Promotion — Personal

This letter announces the promotion of an employee.
177
Letters About Employment Changes
Nacogdoches Notebooks
277 Linden • Nacogdoches, TX 75963
August 1, 20XX
Truc Phan
3009 Clipclop Lane
Nacogdoches, TX 75963
Dear Mr. Phan:
We are pleased to offer you the promotion to vice president
in charge of sales.
Nacogdoches Notebooks is promoting you because of your
outstanding and untiring commitment to your work.
Nacogdoches Notebooks has grown substantially because of
your efforts.
Please see Ray Norton on Monday. He will show you your
new office and begin your orientation.
Congratulations. We are proud to have you associated with
our company.
Sincerely,
Signature
Susanna M. Graham
President
SMG:eer
Announcement
Reason
Instructions
Congratulations