An open invitation interview letter will have gone out to multiple other competitors for the position, meaning you know in advance that the hirers are seeking out reasons to reject candidates. Thus, it is essential that the response to the letter is fast, grammatically perfect, confident and demonstrates to the hirer that you are a cut above the rest. The perfect response to such a letter will not likely seal the deal for an employment offer, but it can help deter a follow-up rejection letter.
Prepare an answer to the interview letter as soon as possible. The faster the response, the more eager and interested in the position you will sound. There is no reason to hesitate in your response time. In fact, if you own a Blackberry, iPhone, or similar device, be prepared to respond to the e-mail almost immediately following a short review of your drafted response. If the letter is received in non-digital letter form, then send your response in a 24-hour U.S. Postal Service envelope so that they receive your response the next day.
Prepare a draft version of your response that is as professional as possible. For example, the response letter should start with "Dear Sir or Madam," or "To Whom It May Concern:" or some other phrase illustrating your professionalism. The first sentence should also be direct, economically expressed, and demonstrable of your exuberance. For example, the opening "I sincerely appreciate the opportunity and look forward to attending the interview session" is a surefire winner.
Make your response letter no longer than one paragraph. After your concise opening sentence, the second, third, and (potentially) fourth sentences should demonstrate your knowledge about the enterprise (e.g. company, non-profit organization, government agency, etc.) and why you believe in the organization. The next sentence should state, very concisely, why you are suitable for the position; however, it is imperative that your rehashing the company activities or your own qualifications does not feel over-stressed or wordy.
Conclude the letter professionally, with your name stated in full form. For example, if your name is "Henry Johnson," then be sure to write "Henry Johnson" after your closing statement.
Review the response letter yourself and with another person that has exceptional writing skills. Once you both approve the letter, send your response via e-mail or mail if necessary.
Tips & Warnings
- For a general, freely available template of how to construct a business letter/note, review the guidelines at the Career Services website of Virginia Tech University.
- Do not be over-exuberant in your response letter. It may come off as unprofessional.
- Photo Credit boss and secretary image by Valentin Mosichev from Fotolia.com
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