Whether you’re building a new connection or maintaining a long-standing relationship, how you follow up matters. These tips—and sample messages—will help you communicate clearly and professionally.
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).
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]
Informational Interview Request
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
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]
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
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]
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.
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]
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
Subject: Follow-Up on Application for Client Services Role
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]
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.
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]
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
Subject: Follow-Up Regarding Offer for [Job Title]
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]
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.
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]
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.
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]
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.
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]
Resignation Letter
Purpose: To inform your workplace that you will be leaving your current job
What to Include:
- The date that you will be resigning
- Appreciation for the opportunity to work there
- Be polite
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]
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