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If you’ve advertised a job vacancy and
received a lot of replies you’ll have to begin the line of
correspondence with prospective candidates that precedes the final
appointment.
Alternatively, you may be the candidate’s
former employer and have been asked to provide a reference.
Writing these kinds of letters can seem
straightforward, but you need to make sure you’re providing all
the necessary information to get your message across clearly and
simply.
“Come for an interview” letters
You’ve gone through all the applicants’
Resume or CVs and decided which ones you want to get in for an
interview. Now you just need to write and tell them.
Keep it simple but include everything the
candidate will need to know. Just telling them the time and place
isn’t enough. If you’re planning some sort of itinerary (a
tour of the hotel, or a series of interviews, for example) then
you should tell the candidate the details so they can do any
preparation.
At the very least you should tell them
approximately how long the whole procedure will last and if
there’s any special dress code.
Example:
Dear Mr Smith
Thank you for your application for the post
of food & beverage manager at the Brown Hat hotel. We are
pleased to invite you for an interview at 11am on Tuesday, 4 March
here at the hotel.
The interview will last approximately two
hours and will include a brief tour of the hotel and a number of
short, simple, psychometric tests. These will be followed by an
informal interview with myself and my deputy Claire Johnson.
If you are unable to attend on this date
could you please contact my PA Leslie Ryan to arrange a more
suitable time.
We look forward to seeing you.
Yours sincerely
Adam Jones, general manager
“You haven’t got the job”
letters
Letters rejecting people who have applied for
a vacancy are pretty much voluntary. If you’re expecting a lot
of replies, it’s worth putting something in the original advert
saying “only those invited for an interview will be
contacted”.
It is frustrating for anyone who has applied
for a job to hear absolutely nothing from the company: they’re
not sure whether they have been rejected or that their application
didn’t arrive. It is common courtesy to send some sort of
acknowledgement, unless there are simply too many to reply to.
Again, the letters should be simple but
contain all the necessary information. They should also be
reasonably positive in nature, thanking them for their interest
and briefly explaining why they were not selected.
You never know, the person you reject now may
be perfect for a different job in a year’s time, yet a rude
rejection at the first application may put them off trying again.
These principles also apply if you want to
turn down someone who attended for interview.
Example:
Dear Mr Smith
Thank you for your interest in the position
of food & beverage manager at the Brown Hat hotel.
Unfortunately, I am afraid your application
was unsuccessful this time as we have decided to offer the
position to someone with more experience.
However, we received many strong applications
and it was a difficult decision. Please do not hesitate to apply
again for any similar vacancies.
Yours sincerely,
Adam Jones, general manager
“We’re still thinking about it”
letters
If you’ve invited somebody in for an
interview, you should give them some indication of when a decision
will be made.
If you tell them you’ll get in touch in a
week and you don’t, you will give a bad impression and they will
be on the phone asking what’s happening.
A quick note to say you’re still thinking
about it and haven’t made a final decision is a simple,
courteous way around this.
Example:
Dear Mr Smith
It was a pleasure to meet you recently and I
want to thank you again for your continued interest in the
position of food & beverage manager at the Brown Hat hotel.
The evaluation process for this vacancy is
still ongoing and a decision has yet to be reached. However, as
soon as we make a decision we will contact you immediately.
Again, thank you for your interest and your
patience.
Yours sincerely,
Adam Jones, general manager
“Do you want the job?” letters
These letters can be slightly more tricky as
they are proof that you offered the candidate the job and, until
they sign an employment contract, the details are considered
binding.
So, keep it simple, keep it factual, and make
sure all the details are correct. Include the salary, the start
date and any other agreed details of the remuneration package.
Avoid any vague statements such as “you’ll probably have a pay
review after about six months” if you’re not sure this is the
case.
Example:
Dear Mr Smith
Thank you for your interest in the Brown Hat
hotel. We are pleased to offer you the job of food & beverage
manager.
As agreed, your starting date will be
Wednesday, 16 May 2002 and your basic salary will be £25,000 per
year. Your first salary review will take place on 13 November 2002
when you have successfully completed a six-month probationary
period.
You will also be eligible for 25 days holiday
per year plus access to the company’s pension and medical
insurance schemes.
Yours sincerely,
Adam Jones, general manager
“Yes, he used to work for us”
letters
Not strictly correspondence with candidates,
but anybody who has worked for you will probably look for a
reference at some point.
There are a
lot of legal issues surrounding references. You could easily find
yourself on the end of some potentially expensive legal action if
you mention any unfounded accusations or other defamatory remarks.
Be very careful, contact
your HR or legal department before sending anything
regarding a former employee or if you have
negative commentary regarding a current employee.
A basic reference can be written easily and
should include details of your relationship with the candidate,
their role, how long they worked there, any achievements they made
and what attributes they have.
Example:
Dear Mr Johnson
RE: Reference for John Smith
I am the general manager at the McGuffin
hotel and I can confirm that Mr John Smith currently works here as
assistant food & beverage manager.
John began work here on 3 February 1999 as
senior receptionist, moving quickly into food & beverage where
he reached his current position in May of 2001.
John is responsible for all day-to-day
operations in the food & beverage department of the hotel and
reports directly to our food and beverage manager Linda Butt.
He is a very able and capable young man who
runs an excellent team of five people. He is hard-working,
conscientious, thorough and was instrumental in a departmental
reorganisation that took place six months ago.
I heartily recommend him for any position you
are considering him for. If you require more information, please
do not hesitate to contact me.
Yours sincerely,
Sheila Fondue, general manager
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