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Managerial Communication

Post-Interview Correspondence



Post-Interview Correspondence

You have several opportunities to communicate after an interview.

( Six types of follow-up messages)

1. Thank-you message

2. Message of inquiry

3. Request for a time extension

4. Letter of acceptance

5. Letter declining a job offer

6. Letter of resignation

1. Thank-you message

  • Write a thank-you message within two days of the interview, even if you feel you have little chance of being offered the job. Not only is this good etiquette, but it can be essential step in promoting yourself to the employer.
  • Acknowledge the interviewer’s time and courtesy, convey continued interest, reinforce the reasons that you are a good fit for the position, and then ask politely for a decision.

Subject: Thank you for yesterday’s interview

Dear Ms. Reynolds:

After talking with you yesterday, touring your sets, and watching the television commercials being filmed, I remain enthusiastic about the possibility of joining your staff as a television/film production assistant. Thank you for taking  so much time to show around. 

During our meeting, I said that I would rather prefer not to relocate, but I have considered the matter. I would be pleased relocate wherever you need my skills in set decoration and prop design.

Now that you have explained the details of your operation, I feel quite strongly that I can make a contribution to the sorts of productions you are lining up. You can also count on me to be an energetic employee and a positive addition to your crew. Please let me know you’re your decision as soon as possible.


Michael Espinosa

585 Montoya Road

Las Cruces, NM 88005

2. Inquiry Message:

     It is sent via email if you do not receive the interviewer’s decision in a stipulated time.

3. Time Extension Message:

    This is sent when you receive a job while other interviews are in pending.

5. Letter of Acceptance:

  •    Send this message within five days of receiving the offer.
  •   State clearly that you accept the offer, identify the job you are accepting, and confirm vital details such as salary and start date.
  • Make sure you want the job; an acceptance letter can be treated as a legally binding contract.

6. Letter declining a job offer:

  •   Use the model for negative messages.
  •   Open on a warm and appreciative note and then explain why you are refusing the offer.
  •   End on a sincere, positive note.

7. Letters of Resignation:  

  • Send a letter of resignation to your current employer as soon as possible.
  • Begin with and appreciative buffer.
  • In the middle section, state your reasons  for leaving and actually state that you are resigning.
  • Close cordially.

My sincere thanks to you and to all the other employees for helping me learn so much about serving the public these past two years. You have given me untold help and engagement.

You may recall that when you first interviewed me, my goal was to become a customer relations supervisor. Because that opportunity has been offered to me by another organization, I am submitting my resignation. I am submitting my resignation. I will miss my friends and colleagues at Emblem, but I want to take advantage of this opportunity.

I would like to terminate my work here two weeks from today but can arrange to work an additional week if you want me to train a replacement.

Best wishes to all of you.

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