Career Professional Letters

Prospecting Letter (also called Letter of Interest or Letter of Inquiry)

A prospecting letter is sent to an employer to see if they are hiring but have not advertised a specific position. This is done most often when a prospective employee has a significant interest in a certain company. The content of your letter should include the reason(s) why you are attracted to the organization and how you are the right fit for them.

Sample Internship Inquiry Letter

Heading (include your street address, city, state and zip code):


Inside Address (company information):

Dear Mr./Ms. Green:

After researching a number of organizations for summer internships in the field of marketing, I was especially impressed with what I have read about ABC Marketing Company and its mission to work directly with small businesses to increase visibility in the marketplace while creating an environment where they can compete with larger and more established firms.

I will be completing my sophomore year at Felician University in May 2020 and my plan is to major in marketing. I have a strong interest in business and management issues with a specific interest in the area of marketing. Through this type of hands-on experience, I hope to further develop my professional background in preparation for a position in the marketing field after graduating from college.

Enclosed is my resume offering a summary of my educational background and my previous internship experience in marketing. In addition to marketing, I also worked as a sales associate for XYZ Store. I would appreciate the opportunity to further discuss the possibility of an internship with ABC Marketing Company during a follow-up phone call next week. You can also contact me at or 201.123-4567.

First and Last Name

Offer Rejection Letters

If you have been offered a position and choose to not accept it, be sure to let the employer know in a courteous manner. Writing a letter to let them know that you will not be accepting their position is the professional thing to do. Never say anything negative about the employer or the organization. Just be brief and to the point.

Sample Rejection Letter

Heading (include your street address, city, state and zip code):


Inside Address (company information):

Dear Mr./Ms. Green:

Thank you for the time and effort you spent considering me for the position of seminar leader. I appreciate your time and effort and I am grateful for your offer of employment.

Because I was so impressed with ABC Marketing Corp., I had a difficult decision to make. However, after much thought and careful deliberation, I have decided not to accept your offer.

I wish you and ABC Marketing Corp. continued success. I hope our paths will cross again in the future.

Thank you again for your time and consideration.

First and Last Name

Thank You Letter

The purpose of the thank you letter is to thank the interviewer for their time, to reiterate your interest in the position, to include anything you forgot to mention in the interview, and to remind the employer why you are qualified for the position. Thank you letters should be sent within 24-48 hours after the interview and sent via email to everyone who was a part of the interview process.

Sample Thank You Letter

Contact Information: (Your contact information)
Your Name:
Your Address:
Your City, State, Zip Code:
Your Phone Number:
Your Email Address:


Contact Information: (The person you are writing to)
City, State, Zip Code:

Dear Mr./Ms. Last Name:

Body of Thank You Letter: When writing a thank you letter, keep your letter simple and focused. Single space your letter and leave a space between each paragraph. Use a plain font, such as Arial or Times New Roman. Select a font size of 11 or 12 points.

The first paragraph of your letter should thank the hiring manager for taking the time to interview you.

The second paragraph of your thank you letter should include the reasons why you are a strong candidate for the position. List specific skills that relate to the job for which you had interviewed. Use the next paragraph to explain any information about your qualifications you wish you had mentioned during the interview.

In your closing paragraph, reiterate your appreciation for being considered for the job and let the hiring manager know you are looking forward to hearing from them soon.

Leave a blank line after the salutation, between each paragraph, and before the closing.


First and Last Name