The hiring process for a job is an elaborate and lengthy process. Screening of candidates for a certain position The candidates experience a lot of anxiety throughout the process. To ease this anxiety, the recruiters should keep the applicants updated about the stage of the process. Informing the applicants about the status of their applications is also professional courtesy. It is a way of keeping the applicants informed and showing them that the recruitment process is transparent.
A thank you letter for applying can do this job effectively. This letter also informs the candidates that their application has been received successfully and is under review. You may write a customized message or letter to each applicant to let them know that you have gone through their application. It will make the applicant feel satisfied that their application is under review. However, if you wish you may also send a general template to all the applicants.
To know more about a thank you letter for applying for a job, read this article. In this article, we will guide you on how to write this letter and you will also find some helpful ready to use templates.
What is a Thank You Letter for Applying for a Job?
A thank you letter for applying for a job is a formal letter sent to the applicants to keep them updated about their application. This letter acts as an acknowledgement for the receipt of the job application. You should write this letter if you are hiring candidates for an opening in your office. This letter helps to keep the candidates informed about the stage of the process and their application status.
This letter is usually written by the hiring manager to the candidates who have applied for any position at an office or a firm. The recruiter can also intimate the applicant about the number of days in which they can expect a reply. Through this letter, you can thank the applicant for showing interest in the position available at your organization and applying for the same. This thank you letter is a perfect way of expressing gratitude towards someone for applying at your firm or organization.
It is an important document as it helps both the applicant as well as the recruiter. It keeps both of them to keep a track of the application and its status.
This letter can also be sent as an email as it is a faster way of communication. However, you may also use a speed post to send this letter as a hardcopy.
When is a Thank You Letter for Applying for a Job Required?
A thank you letter for applying for a job is required to be written by the recruiter when they receive an application from a candidate. It is always a good idea to write this letter as soon as possible. You should try to write this letter soon after receiving an application for the job. However, you can also write this letter to inform them about your decision of selecting or rejecting their application. You can write this letter in the following situations:
- When you receive a new application for a job position, you should thank the candidate for applying and acknowledge the receipt of their application.
- You can write it when you want to inform the applicant about their selection for a post.
- This letter can also be written to inform the applicant in case of rejection of their application and thank them for applying.
- You can also write this letter when you just want to let the applicant know about the status of their job.
- You can write it to inform them about the time you might take to revert to their application.
Now that we have learnt what a thank you letter for applying for a job is and when it is required, let us move on to learn about how to write it.
Tips for Writing an Effective Thank You Letter for Applying for a Job
Writing a thank you letter for applying for a job is an easy task. All you have to do is follow our simple tips and curate an effective thanks letter. Let us have a look at these tips!
Let us first look at the format of this letter. As this is a formal letter, you should write it in the format of a formal letter. A sample format of this letter for your reference is given below:
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You For Applying for the Post of ______
Dear ______ (Name of the Recipient)
(Body of the Letter)
Sincerely,
(Signature)
Sender’s Full Name
- Coming to the tone of this letter, you should write it in a formal tone.
- Use a proper salutation to address the recipient.
- Make sure that you write the correct address and name of the recipient.
- Mention a specific subject line. You may choose to write ‘Thanks You For Applying for the Post of ______’ as the subject line.
- Start the letter by thanking the recipient for showing interest in working for your company.
- You may inform the recipient that their application has been successfully submitted and will be reviewed within a specific number of days.
- Recruiters can also talk about some aspect of the application of the candidate to show that they have gone through the application.
- You can tell them the timeline in which they can expect a response from your side.
- You may also use this letter to inform the candidate about acceptance or rejection of their application.
- You should write this letter in a thankful tone and show appreciation towards the candidate for choosing your company.
- You may also talk about your company and mention how the candidate has made a great choice by applying to your company.
- Lastly, you should end this letter with a proper closing note. You may choose any of the following closing notes.
- Sincerely
- Regards
- Thank you
- Yours Truly
- Thanks and Regards
Following these tips will ensure that you can write an effective thank you letter in a short span of time.
Sample Thank You Letter for Applying for a Job
Check out the sample templates for thank you letters for applying for a job that are given below. These are well- written samples that can be used to send to the candidates. You may also choose to take reference from these templates and prepare your own customized letters.
Template 1- Thank You Letter for Applying for a Job
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You For Applying for the Post of ______
Dear ______ (Name of the Recipient)
This letter is to thank you for your application for the post of an _______ (Name of the Position) at the _______ Company (Name of the Company). We are currently screening the applications and will be responding to each one within a week. We are hoping to begin with the interview process from ______ (Write the Date).
Our Human Resource Team will get in touch with the shortlisted candidates by _____ (Date). If you get shortlisted, you will be required to attend an interview with our Human Resource Manager and then with our Department Manager. The interview will be conducted at our company office at _______ (Write the Address). We will intimate you about the next process soon. Thanks for applying and wishing you good luck for your application.
Sincerely,
(Signature)
Template 2- Thank You Letter for Applying for a Job
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You For Applying for the Post of _____
Dear ______ (Name of the Recipient)
Through this letter, we would like to inform you that we have received your application for the post of ______. We want to thank you for taking out the time to complete the application process. We appreciate you for showing interest in working for our company.
We are in the process of reviewing the applications and screening the candidates. We anticipate the beginning of the interviews in around 1 week. If selected for the interview process, you will hear from our Human Resource Team by _____ (Write the Date).
Thanks for showing interest in the vacancy at our company. Good luck!
Sincerely,
(Signature)
Template 3- Thank You Letter for Applying for a Job
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You For Applying for the Post of ______
Dear ______ (Name of the Recipient)
Thanks for applying for the post of ______ at the _______ Firm. We would like to inform you that on the basis of your application, we have selected you for the second round, that is an interview with our HR Manager. Your interview is scheduled to be conducted via Zoom Call on ______ at _____ ( Write the Date and Time). Please confirm your availability for the same by replying to this.
We would like to congratulate you for clearing the application based selection round. You are one of the 5 candidates selected from a pool of 150 applications. We want to thank you for showing interest in the profile and applying to work for our Firm.
Wishing you good luck for the further process.
Sincerely,
(Signature)
Sender’s Full Name
Template 4- Thank You Letter for Applying for a Job
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You For Applying for the Post of ______
Dear ______ (Name of the Recipient)
We want to thank you for applying for the position of a _____ at our company. We regret to inform you that based on your application, you have not been shortlisted for the post currently. We appreciate you for taking out the time to apply to our company.
We appreciate your experience and skills but we wanted a candidate who has at least 4 years of experience in _____. But your experience was not exactly the same. However, as there were some more competent candidates who have direct experience in the required fields, we have decided to go ahead with them. We wish you good luck and hope to have you onboard with us in future.
Sincerely,
(Signature)
Sender’s Full Name
Template 5- Thank You Letter for Applying for a Job
Address of the Sender
Email Address of the Sender
Date
Name of Receiver
Address of the Receiver
Subject: Thank You For Applying for the Post of ______
Dear ______ (Name of the Recipient)
Through this letter, we want to inform you that we have received your application for the ____ position. Thank you for applying to the ______ Organization. We want to inform you that you are selected for the position. We appreciate your application and were impressed with your resume. As our screening process is completely based on the applications, we have decided to select you.
We appreciate you for choosing to show interest in working with us. We have attached the offer letter here. If you wish to accept the position, please sign and send the offer letter by ____ (Date and Time). If you accept the offer, your onboarding process will start soon. You will be receiving an email from the department manager about it soon after we receive your acceptance of the offer.
Thank you for applying. Hoping to work with you soon. In case of any queries, please contact ______.
Sincerely,
(Signature)
Sender’s Full Name
We hope these samples are helpful to you and you are all set to send a thank you letter for applying for a job!
