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Memorandum to Staff Sample

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COMPNAY HR / EMPLOYER MEMO & WARNING LETTER TO EMPLOYEES ON C;EANLINESS :- REGARDING RECYCLING CONTAINERS

M E M O R A N D U M

To:                    ALL STAFF

From:                [NAME OF SENDER]

Date:                [DATE OF MEMORANDUM]

Subject:            RECYCLING CONTAINERS

There are now two recycling bins in our offices. A blue box is located in the kitchen for bottles and cans. A second bin is in the supply room located and can be used to recycle pulp and paper products (ie. scrap paper, notes, memos, etc.).

Please make an effort to use both bins in order to cut down on our waste within the office.

Your anticipated co-operation is greatly appreciated.



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Office Circular Format Sample

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COMPANY’S HR OFFICIAL LETTER / NOTICE / CIRCULAR FOR REDUCING EXCESSIVE PROLONGED LUNCH BREAKS

[DATE, ex. Wednesday, June 11, 2014]


[NAME AND ADDRESS, ex.
John Smith
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms.  As we discussed on [DATE, ex. June 10, 2014], the company greatly values your time; indeed, we need you in the office as much as possible!  It is for this reason that prolonged lunch breaks blemish the quality of the service you provide.

I do understand that breaks are often needed from your hectic schedule. Unfortunately, however, you have extended your lunch break from [X] to [Y] minutes on each of [Z] occasions during the past month. Regrettably, this is unacceptable. 

[FIRST NAME, ex. John], if there exists an extraordinary or exceptional circumstance which prevents you from taking prolonged lunch breaks, please contact me and we will discuss the situation accordingly. Otherwise, I am confident that you will return to your past history of exceptional performance and that the matter will be immediately resolved.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Performance Review Notification Letter

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COMPANY HR / EMPLOYER INTIMATION EMAIL TO EMPLOYEE / STAFF FOR PERFORMANCE APPRAISAL REVIEW & REQUEST INPUT


M E M O R A N D U M



To:                    [NAME OF EMPLOYEE]

From:                [NAME OF SENDER]

Date:                [DATE OF MEMORANDUM]

Subject:            PERFORMANCE REVIEW


We have scheduled your annual performance review for [TIME AND DATE OF REVIEW, ex. 3:00 p.m. on January 15, 2014].

I will be conducting your review this year. In anticipation of the meeting, please provide me, as soon as possible, with any information which you wish to be brought to the company's attention regarding your performance this year, which you feel requires consideration by us.

I look forward to meeting with you.




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Poor Performance Letter to Employee Sample

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COMPANT HR / EMPLOYER WARNIG EMAIL TO STAFF FOR POOR PERFORMANCE, REQUEST IMPROVEMENT


M E M O R A N D U M



To:                    [NAME OF EMPLOYEE]

From:                [NAME OF SENDER]

Date:                [DATE OF MEMORANDUM]

Subject:            [DESCRIBE SUBJECT OF POOR PERFORMANCE, ex. Report on Pricing Policy of Competitor]


I have just reviewed the report you prepared on the above subject and I must let you know that I am disappointed.

[DESCRIBE REASONS FOR DISAPPOINTMENT, ex. Despite all the necessary resources at your disposal and considerable time to deal with this matter, I found your analysis to be superficial and lacking focus.]

Regretfully, the report cannot be relied upon to assist us with our planning for the upcoming year. Please review it and provide me with a redraft by [DATE REVISED REPORT REQUIRED].

If there are any circumstances which you wish to draw to my attention regarding the quality of the report, I would be prepared to discuss them directly with you.

However, I would ask that you make a much more determined effort to achieve better quality results in the future.




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Professional Letter of Reference Format

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SOLICITED LETTER OF REFERENCE: FOR AVERAGE EMPLOYEE

[DATE, ex. Wednesday, June 11, 2014]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

I will be obliged to accommodate your request to provide a reference regarding [NAME, ex. James Johnson].

As [YOUR POSITION, ex. Vice President] of [FIRM NAME, ex. PowerAccount Limited], I have known [NAME, ex. James] for [DURATION, ex. the past four years], during which time [he/she] was our [POSITION, ex. northern division sales manager].  [STATE EX-EMPLOYEE’S RESPONSIBILITIES, ex. His responsibilities involved setting and meeting sales goals, developing sales and marketing strategies as well as managing a staff of over 50 personnel.]

[RESTRICT ADDITIONAL COMMENTS TO FACTS REGARDING EX-EMPLOYEE’S EMPLOYMENT HISTORY, ex. James was hired as our sales manager largely because of his experience in the computer industry.  Due to increased competition in the market for accounting software, however, James’ position was eliminated.]

I hope this is satisfactory.  Feel free to call me at XXX-XXXX if your require any further information.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Reference Letter Format for Job in Word

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EXCELLENT REFERENCE SOLICITED LETTER / EMAIL FROM COMPANY HR / EMPLOYER :- EXCELLENT EMPLOYEE

[DATE, ex. Wednesday, June 11, 2014]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

It is indeed my pleasure to provide you with a reference regarding [NAME, ex. James Johnson].

As [YOUR POSITION, ex. Vice President] of [FIRM NAME, ex. PowerAccount Limited], I have known [NAME, ex. James] for [DURATION, ex. the past four years], during which time [he/she] was our [POSITION, ex. northern division sales manager].  [STATE EX-EMPLOYEE’S RESPONSIBILITIES, ex. His responsibilities involved setting and meeting sales goals, developing sales and marketing strategies as well as managing a staff of over 50 personnel.]

[STATE EX-EMPLOYEE’S ACCOMPLISHMENTS AND SKILLS WITH EXAMPLES, ex. John’s division was consistently outperforming all other divisions.  Since he started working for us four years ago, we have seen his division’s sales increase threefold.  You will thus understand when I state that he is an exceptional salesperson.  He is also extremely good with people and he knows how to motivate them.  Accordingly, his managerial skills are outstanding.  I also found his work to be prompt, deliberate and the product of extraordinary analytical skills.]

I do not hesitate, thus, to give [NAME, ex. John] my highest recommendation.  We were certainly displeased to lose him [STATE REASON, ex. as he relocated to Boston for new opportunities].  I’m certain he will be a valuable asset to your firm.

Sincerely,


[YOUR NAME, ex. Jill Jones]


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Salary Raise Letter Format

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COMPANY HR / EMPLOYER EMAIL TO STAFF / EMPLOYEE FOR SALARY RAISE NOTIFICATION

[DATE, ex. Wednesday, June 11, 2014]


[NAME & ADDRESS, ex.
John Smith
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

It is my pleasure to inform you that your salary will be raised by [AMOUNT, ex. 5%] to $[AMOUNT, ex. 35,000].  [STATE REASON(S), This raise reflects your outstanding performance in the past two years.]  Congratulations!

We are happy to have you with us.  Please call me if there is anything I can do for you.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Unsolicited Letter of Recommendation Sample

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PREFESSIONAL DECLARATION / LETTER OF REFERENCE :- AVERAGE EMPLOYEE

[DATE, ex. Wednesday, June 11, 2014]


To Whom It May Concern:

This letter is to confirm [NAME, ex. Mr. James Johnson]’s employment with [FIRM NAME, ex. PowerAccount Limited].

As [YOUR POSITION, ex. Vice President] of [FIRM NAME, ex. PowerAccount Limited], I have known [NAME, ex. James] for [DURATION, ex. the past four years], during which time [he/she] was our [POSITION, ex. northern division sales manager].  [STATE EX-EMPLOYEE’S RESPONSIBILITIES, ex. His responsibilities involved setting and meeting sales goals, developing sales and marketing strategies as well as managing a staff of over 50 personnel.]

[RESTRICT ADDITIONAL COMMENTS TO FACTS REGARDING EX-EMPLOYEE’S EMPLOYMENT HISTORY, ex. James was hired as our sales manager largely because of his experience in the computer industry.  Due to increased competition in the market for accounting software, however, James’ position was eliminated.]

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Unsolicited Reference Letter

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UNSOLICITED LETTER OF RECOMMENDATION FROM EMPLOYER / COMPANY HR: EXCELLENT EMPLOYEE

[DATE, ex. Wednesday, June 11, 2014]


To Whom It May Concern:

As [YOUR POSITION, ex. Vice President] of [FIRM NAME, ex. PowerAccount Limited], I have known [NAME, ex. James] for [DURATION, ex. the past four years], during which time [he/she] was our [POSITION, ex. northern division sales manager].  [STATE EX-EMPLOYEE’S RESPONSIBILITIES, ex. His responsibilities involved setting and meeting sales goals, developing sales and marketing strategies as well as managing a staff of over 50 personnel.]

[STATE EX-EMPLOYEE’S ACCOMPLISHMENTS AND SKILLS WITH EXAMPLES, ex. John’s division was consistently outperforming all other divisions.  Since he started working for us four years ago, we have seen his division’s sales increase threefold.  You will thus understand when I state that he is an exceptional salesperson.  He is also extremely good with people and he knows how to motivate them.  Accordingly, his managerial skills are outstanding.  I also found his work to be prompt, deliberate and the product of extraordinary analytical skills.]

I do not hesitate, thus, to give [NAME, ex. John] my highest recommendation.  We were certainly displeased to lose [him/her] [STATE REASON, ex. as he relocated to Boston for new opportunities].  I wish [him/her] the best in his new career; the firm [he/she] chooses to join will indeed be fortunate to have [him/her].

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Warning Letter For Misuse of Company Telephone

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WARNING LETTER FROM EMPLOYER / HR FOR MISUSE OF COMPANY’S RESOURCES ( CELL PHONE, MOBILE, INTERNET, VEHICLE, MONEY, PROPERTY) :- EXCESSIVE USE OF COMPANY PHONES FOR PERSONAL CALLS

[DATE, ex. Wednesday, June 11, 2014]

[NAME AND ADDRESS, ex.
John Smith
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms.  As we discussed on [DATE, ex. June 10, 2014], the company greatly values your time.  Excessive use of the company phone for personal calls not only robs us of your valued time, but also ties our lines and may prevent important business calls from coming through.

I do understand that, on occasion, every employee has important personal matters to which he or she must attend while on the job.  Unfortunately, however, your excessive use is unacceptable.

[FIRST NAME, ex. John], if there exists an extraordinary or exceptional circumstance, please contact me and we will discuss the situation accordingly.  Otherwise, I am confident that you will return to your past history of exceptional performance and that the matter will be immediately resolved.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Warning Letter to Employee for Indiscipline

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COMPANY’S HR / EMPLOYER WARNING EMAIL FOR IRRESPONSIBLE / BAD BEHAVIOR WITH CUSTOMER

To:                    [NAME, ex. John Smith]

From:                [YOUR NAME]

Date:                [DATE, ex. July 5, 2014]

Subject:            [NATURE OF BAD BEHAVIOR, ex. Customer Complaints]


[NAME, ex. John], unfortunately, it has again come to my attention [STATE NATURE OF BAD BEHAVIOR, ex. that customers are complaining of rudeness on your part].  You know the importance of [VALUE VIOLATED, ex. customer satisfaction] to our firm.  As I mentioned in my memorandum of [DATE, ex. June 15, 2014] to you, this type of behavior is simply unacceptable.

[FIRST NAME, ex. John], if there is something that is troubling you, please contact me and we will deal with it together.  I want to keep you as a valued employee; that’s why I sincerely hope this type of incident does not recur.

Please contact me, [FIRST NAME, ex. John], so that we can discuss this matter.



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Candidate Reference Verification Request Letter

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HR / EMPLOYER REQUEST EMAIL TO A POTENTIAL EMPLOYEE PRVIOUS COMPANY FOR HIS REFERENCE CHECK

[DATE, ex. Wednesday, June 11, 2014]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

We are considering [NAME, ex. James Johnson] for the position of [POSITION, ex. Sales Manager] at [FIRM NAME, ex. PowerAccount Limited].  As [he/she] has identified you as a reference, I would be delighted if you could provide us with your professional opinion as to [his/her] strengths and weaknesses.  {STATE OTHER REQUESTED INFORMATION, ex. We are interested in his managerial skills, his abilities to work in teams, and any other information you deem relevant.}

I thank you in advance and look forward to your reply.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Early Retirement Letter

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REGIGNATION / VOLUNTARY RETIREMENT REQUEST LETTER FROM EMPLOYEE TO EMPLOYER :- RETIRING FOR PERSONAL REASON

[DATE, ex. Wednesday, June 11, 2014]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

I have been thinking a great deal recently about balancing my career objectives with my family life, and after much deliberation, I have decided not to [TYPE OF WORK, ex. teach] for the year.

I have truly enjoyed my experience in teaching at the faculty, along with the friends I have made, and I would like to reapply for a position in the near future.

In the meantime, if you need a substitute teacher on short notice, please feel free to call me at any time.

You and the rest of the faculty have been very kind to me since I started teaching there and you helped make my experience there a positive one.

I hope to stay in touch with you.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Employee Reference Check Reply Letter

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PREVIOUS HR / EMPLOYER RESPONSE TO REQUEST TO VERIFY EMPLOYMENT RECORD OF A LEFT EMPLOYEE

[DATE, ex. Wednesday, June 11, 2014]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

It is my pleasure to accommodate your request to verify [NAME, ex. Mr. James Johnson]’s employment at [FIRM NAME, ex. PowerAccount Limited] between [DATE, ex. December, 2012] and [DATE, ex. July, 2014].  Our records do indeed indicate this to be correct.

Feel free to contact me if you require additional information.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Employee Reference Check Request Letter

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HR DEPARTMENT / EMPLOYER REQUEST LETTER / EMAIL TO CANDIDATE PREVIOUS COMPANY TO VERIFY EMPLOYMENT RECORD

[DATE, ex. Wednesday, June 11, 2014]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

We are considering [NAME, ex. James Johnson] (Social Security #[SSN]) for the position of [POSITION, ex. Sales Manager] at [FIRM NAME, ex. PowerAccount Limited].  We would like to request verification that he was employed by your firm between [DATE, ex. December, 2013] and [DATE, ex. July, 2014]. {STATE OTHER REQUESTED INFORMATION, ex. We would also be grateful if you could provide us with any other information you deem relevant to our decision to hire him.}

I thank you in advance and look forward to your reply.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Interview Request Letter Format

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CORPORATE HR / COMPNAY EMPLOYER INVITATION LETTER / EMAIL TO CANDIDATE FOR JOB INTERVIEW

[DATE, ex. Wednesday, June 11, 2014]


[NAME AND ADDRESS, ex.
John Smith
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

We thank you for your interest in our firm.  Your strengths and experience, as outlined in your resume, appear to suit our [POSITION, ex. sales manager] position well.  We are anxious to meet with you to discuss your resume in more detail and determine whether employment would be mutually-beneficial.  Accordingly, please call me at XXX-XXXX at your earliest convenience so that we may arrange an interview.

I am looking forward to meeting with you.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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HR Request Letter Format to Candidate

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COMPNAY HR / EMPLOYER LETTER / EMAIL TO CANDIDATE TO APPLY FOR DIFFERENT POSITION:

[DATE, ex. Wednesday, June 11, 2014]

[NAME AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

We are in receipt of your resume and are pleased of your interest in our firm and in the [STATE POSITION ORIGINAL POSITION, ex. Vice President of Sales] position.  Your credentials are indeed impressive.  We believe, nonetheless, that the merits of your resume are better suited to the position of [STATE SUGGESTED POSITION, ex. Sales Executive].  This position includes the following duties:

[LIST DUTIES, ex.
o Management of sales staff of 45
o Development and implementation of marketing plans
o Development of sales budgets
o Reporting to Vice President, etc.]

The required skills and prerequisites are as follows:

[LIST SKILLS, ex.
o Master of Business Administration
o Five years experience in the computer industry
o Strong interpersonal skills
o Ability to work in teams
o Proven leadership
o Well-developed English skills etc.]

As I am sure you can see, your strengths, specifically your [STATE SPECIFIC STRENGTH/PREREQUISITE/ABILITY, ex. five year experience with ABC Co.], suit this position well.  May I mention that the position also includes the following benefits?

[LIST BENEFITS, ex.
o Company expense account
o Health insurance
o Company pension plan
o Stock options
o Potential for promotion, etc.] {OPTIONAL: List expected salary or salary range}

If you would not like your resume to be considered for this position, please contact us at your earliest convenience.   Otherwise, feel free to forward to us any new documentation which outlines how your skills match those listed above.

Sincerely,


[YOUR NAME, ex. Jill Jones]


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Job Location Transfer Request Letter

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EMPLOYEE REQUEST LETTER / EMAIL TO COMPANY HR / EMPLOYER TO TRANSFER TO NEW POSITION

[DATE, ex. Wednesday, June 11, 2014]

[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

As you know, I am very happy to work and contribute to [FIRM, ex. XYZ Limited]’s profits under your authority.

Before you decide who will fill the new [POSITION, ex. Sales Manager] position, please allow me to mention a few matters which I am certain will interest you.

[MENTION REASONS IN A MANNER WHICH IS RELEVANT TO THE RECIPIENT, ex.  John, I have worked as your sales person for over four years.  You have a good idea as to my abilities and potential.  I am confident that you have been pleased with my results.  In turn, having had four years of experience in selling our computer software, I have gained a clear idea as to what our customers’ needs are and how we can meet them.  I know how we can increase sales dramatically and I can gear our sales team to do precisely that. As your Sales Manager, I truly believe that we can achieve in excess of $10,000,000 in sales by the year 2016.]

I understand that you are a very busy person.  I will thus be delighted to meet with you at any time you please to discuss how I can be of greater benefit to you and [FIRM, ex. XYZ Limited].

Cordially,



[YOUR NAME, ex. Jill Jones]


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Job Application Decline Letter

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POLITELY REJECTING APPLICATION FOR EMPLOYMENT, APPLICATION RETAINED ON FILE

[DATE, ex. Wednesday, June 11, 2014]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

We acknowledge receipt of your letter dated [DATE OF LETTER, ex. September 30, 2013] in application for the position of [NAME OF POSITION BEING OFFERED, ex. Controller] with our firm. We were certainly impressed with your credentials and gave consideration to your application, however we cannot, at this time, offer you an interview.

In accordance with our internal policy, we will retain your application on file for another [NUMBER OF MONTHS APPLICATION WILL BE WITHHELD] months and contact you should our hiring requirement change.

We thank you for your interest in our company and sincerely wish you the best of luck in your future endeavors.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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Job Rejection Letter Before Interview

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COMPNAY HR / EMPLOYER POLITELY REJECTING EMAIL / LETTER AGAINST JOB APPLICATION FOR EMPLOYMENT BEFORE INTERVIEW

[DATE, ex. Wednesday, June 11, 2014]


[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate  85245]

Dear [NAME, ex. John Smith],

We acknowledge receipt of your letter dated [DATE OF LETTER, ex. September 30, 2013] in application for the position of [NAME OF POSITION BEING OFFERED, ex. Controller] with our firm. We were certainly impressed with your credentials and gave consideration to your application, however we cannot, at this time, offer you an interview.

We thank you for your interest in our company and sincerely wish you the best of luck in your future endeavors.

Sincerely,


[YOUR NAME, ex. Jill Jones]



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