Writing a professional application acknowledgement letter can be a tricky task for many people. It is important to remember that an acknowledgement letter serves as a formal record of the person or organization that has made an application or request. It is also an opportunity to thank the applicant or requester for their time, effort and dedication to the process. An effective acknowledgement letter should be clear, concise and courteous, and should thank the individual or organization for the time and resources devoted to the application or request. An acknowledgement letter should also include pertinent information about the application or request and provide an opportunity for the recipient to contact you with any questions or concerns. This blog post will provide some tips and tricks on how to write an effective and professional application acknowledgement letter.
- Address the letter to candidates. …
- Inform them of the status of their application. …
- Close the letter. …
- Shows respect for job candidates. …
- Gives the company an excellent reputation. …
- Keeps everyone informed on the hiring process. …
- Proofread your letter.
How to write an application acknowledgement letter
Following are some guidelines for creating an acknowledgement letter to inform applicants of the progress of their application:
1. Address the letter to candidates
Gather all applicants’ contact details, which can be found on their applications. If you decide to mail a letter, you can begin it as a business letter by including your name and contact information at the top, followed by the address of the job candidate. It’s crucial to include the date so that the applicant can determine how up-to-date the information is.
You do not need to start a business letter with your contact information at the top if you choose to send an email instead of a physical letter. Your phone number is a good idea to include at the end of the email in case the candidates have any questions. Create an informative subject line for an email to ensure that the recipient opens it and does not perceive it as spam. Here are some illustrations of subject lines for emails confirming receipt of applications:
2. Inform them of the status of their application
Write about why you are writing in the letter’s body. They may receive this to let them know that you are considering their application, want to interview them, or are no longer interested in their application. Regardless of the outcome of their application, you can thank the job applicant for doing so.
To add more context, it’s helpful to include information about their application. For instance, if a candidate is no longer being considered, you could cite a requirement they didn’t meet as justification for moving on to other candidates. However, since doing so would take time, you don’t have to personalize each letter.
3. Close the letter
Give the recipient the option to contact you for more information when you close the letter. Use a formal letter closing, such as sincerely, best wishes, or kind regards, to thank them for their time. Additionally, you could invite them to apply for additional positions with the business in the future.
What is an application acknowledgement letter?
An application acknowledgement letter is a communication that employers send to applicants to let them know that their materials have been received. Frequently, a letter acknowledging an application will also inform applicants of the status of their application. For instance, acknowledgement letters might inform a candidate that the employer isn’t considering them for the position because they don’t meet the requirements. Application acknowledgement letters may also state that a candidate has been selected for an interview and that the employer appreciates their application.
Candidates can receive letters acknowledging their paper applications via mail or email. Particularly if there are many applicants for a position, emailing is quicker and occasionally more convenient.
Sample letter for a rejected candidate
Here is an example acknowledgement letter that you can use when rejecting a job applicant’s application:
Laura Walker
Nashville, Tennessee
555-555-5555
August 26, 2021
Abbey Mills
Nashville, Tennessee
Dear Abbey Mills,
Thank you for your interest in Platinum Paper Co. and for applying for the graphic designer position. After reviewing all of the applications we received for this position, we decided not to move forward with yours because we wanted someone with more experience.
Platinum Paper Co. appreciates the time you invested in your application. We encourage you to apply again in the future. Call my office at 555-555-5555 if you have any inquiries about your application.
Regards, Laura WalkerOn behalf of the Platinum Paper Co. hiring department
Why is it important to communicate with job candidates?
Sending job candidates an application acknowledgement letter is beneficial for a number of reasons, including:
Shows respect for job candidates
It demonstrates consideration for job candidates’ time to let them know how their application is progressing. It is polite to communicate so that the applicant can make plans in advance because they might need to continue their job search and look for employment elsewhere. This demonstrates appreciation for the time and effort job candidates put into creating their application materials.
Sometimes a job applicant might later be a good fit elsewhere in the business. Respecting job candidates will increase the likelihood that they will apply to the company again. This also keeps a candidate’s impression of the company positive.
Gives the company an excellent reputation
Many job applicants value being notified that you have their application, are reviewing it, and are either accepting it or rejecting it. This could improve public perception of your business and hiring procedure. Being considerate increases the likelihood that people will have favorable perceptions of your business, which helps you maintain your reputation.
Having a stellar reputation, particularly for your hiring procedure, motivates applicants and draws more people to your business. Consumer opinions can be influenced by your reputation and how you handle job candidates. If you have a good reputation, consumers are more likely to be loyal to your brand, which can also increase your profits.
Keeps everyone informed on the hiring process
Candidates should also receive information about your hiring procedure in the application acknowledgement letter you send to them. Offering transparency not only helps with candidate onboarding but can also improve your company’s reputation. Transparency increases the confidence of the candidate you hire to begin in their position.
The applicant will have more time to prepare for an interview if you let them know you’re considering them for the position. Candidates who don’t meet your requirements can still move on with their job search if you inform everyone involved in the hiring process.
Sample letter for an accepted candidate
You can use this model to guide your writing if you’re writing an application acknowledgement letter to a candidate you’re seriously considering:
Laura Walker
Nashville, Tennessee
555-555-5555
August 26, 2021
Kitty Barley
Nashville, Tennessee
Dear Kitty Barley,
Thank you for your interest in Platinum Paper Co. and for applying for the graphic designer position. After reviewing your application materials, we decided to move forward with hiring you over a few other candidates.
Platinum Paper Co. has been impressed by your application, and we intend to get in touch with you to arrange an interview. Call my office at 555-555-5555 if you have any questions.
Best wishes, Laura Walker on behalf of the Paper Co. hiring team
Tips for writing an application acknowledgement letter
You may find these tips useful when writing your letters:
Proofread your letter
An application acknowledgement letter is formal correspondence from your business that is written in the business format. It’s crucial to make sure the letter accurately represents the business. To sound professional, proofread your letter and look for formal, business-like language as well as any spelling or grammatical mistakes. Another helpful strategy is to have a coworker proofread it beforehand to catch mistakes or enhance the tone and readability.
Organize the contact information of job candidates
Gather contact information from applicants as you review their applications to make it easier to use when writing acknowledgements to job candidates. Making separate lists is also beneficial so you can keep track of the candidates you want to give more consideration to and the ones who didn’t meet the criteria. When writing the acknowledgement letters, organizing this data can speed up the process.
Develop a process
Given the likelihood that many job seekers will submit applications to your business, you will need to write more letters. Establishing a process is one way to spend less time. A process offers practical, repeatable steps for a project and can boost productivity. In order to assign tasks for reviewing applications, accepting candidates, and writing to candidates you are no longer considering, your hiring process may involve multiple members of the hiring team.
How to Write the Acknowledgements Section | Scribbr
FAQ
How do you acknowledge an application letter?
This letter is to inform you that we have received your application, dear (Insert Applicant’s Name). We value your interest in our company (Company Name) and the position you applied for, (Name of Position). We are currently reviewing applications, and we hope to set up interviews in the coming weeks.
How do you write an Acknowledgement for a job?
Thank you for applying to the [Job_title] position at [Company_name]. I’d like to inform you that we received your [application/resume/portfolio. Our hiring team is evaluating all applications at this time, and we intend to set up interviews [indicate timeframe, e.g. g. in the next two weeks. ].
What is application acknowledgment?
Regarding the job offer email dated “Date” confirming my selection for the position of “Title” with “Company,” I would like to thank you for giving me this opportunity. I accept this position with great gratitude and pride.
