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Sample email response to job ad

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Sample email response to job ad
March 04, 2019 Wedding Anniversary Wishes No comments

The sample emails below provide guidance on responding to situations that students often face when searching for public interest internships. Should you.

Do you need a sample application acknowledgement letter? Here is a sample application response letter for the applicants who apply for your open positions. Use this sample letter to develop your own letters to tell anxious applicants that you have received their application and resume.

Starting with this letter that lets your applicants know that you have received their resume and cover letter, you open the door to effective communication with the prospective employees who apply for your jobs.

This response letter is sent at one of the four critical points at which your candidates need communication from you. Rather than letting your candidates think that their application disappeared into a dark hole, or forcing them to communicate with you repeatedly, you can reassure them that their application is under consideration.

It is important because to customize a resume and a cover letter to apply for your job posting takes a candidate 30 minutes to an hour. Even online forms take a lot of candidate time. The candidate then waits and waits to learn if he or she was among the most qualified applicants and whether they will be invited to participate in a job interview.

No Acknowledgement Can Spark Dysfunctional Candidate Behavior 

Not sending an applicant response letter asks for all sorts of dysfunctional candidate behavior such as calling you repeatedly to find out if you have received their resume and cover letter. Many candidates feel forced to call your office to make sure that they are under consideration—or to determine for sure that they're not.

Or some candidates send them again, depending on their interest in your posted job, they don't want to miss out on the opportunity to receive your consideration. These activities double your work.

Others might start sending their resume on colorful paper to catch the employer's eye better. From a client's memory book, having to clean up confetti from her desk and the HR office floor did not endear that candidate to her in any way. 

Solidify Your Position as an Employer of Choice to Encourage Employee Referrals

You won't build a successful employee referral program if you fail to respond to your employee referrals. It is also disastrous for you as an employer if your employee asks what their friend heard back and the friend responds, "not a word."

This letter is your standard applicant response letter for the resumes and applications you receive. Since many of these applications arrive in email, response via email is acceptable. You can use a standard response for all applicants for any job. You do not need to customize these letters for different positions other than the name of the job.

Application Acknowledgment Letter Sample

You can use this application acknowledgment letter example as a model to notify applicants. Download the letter template (compatible with Google Docs and Word Online), or read the text version below.

Download the Word Template

Application Acknowledgment Letter Sample (Text Version)

Name of Applicant
Applicant's Address
Dear (Use Applicant's Name):

This letter is to let you know that we have received your application. We appreciate your interest in (Company Name) and the position of (Name of Position) for which you applied. We are reviewing applications currently and expect to schedule interviews in the next couple of weeks. If you are selected for an interview, you can expect a phone call from our Human Resources staff shortly.

Thank you, again, for your interest in our company. We do appreciate the time that you invested in this application.


Real Person's Name
Real Person's Signature

Example: HR Director for the Employee Selection Team

Sample Candidate Rejection Letters

'You are what you write' so send a message that's professional and formal or you risk Have you ever sent an email like this one in response to a job posting?.

Cover letters

sample email response to job ad

Subject line: Janet Fieldstone - Job Offer Acceptance 

Dear Mr. Campbell, 

It was wonderful to speak with you on the phone yesterday about the Marketing Director role at ABC Company. I'm thrilled to formally accept this job offer. I'm looking forward to working with you, and the rest of the senior management team at ABC, on charting a new direction for marketing strategy. 

As we discussed, my start date will be May 13, 20XX, with an annual salary of $65,000, and three weeks of paid leave annual. This salary does not include company provided health insurance, which is effective on my start date. 

I'm looking forward to seeing you next Monday. Please let me know if there is any paperwork or additional information you need from me beforehand, or if there is any documentation I should bring along on my first day.

I'm always available on email, but feel free to call if that's more convenient (555-555-5555). 

Again, thank you so much for this opportunity. 



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Looking at Sample Job Ad Reply Letters

sample email response to job ad

An essential part of any job application, a cover letter needs to be attention grabbing and concise. Take a look at our examples for inspiration and discover how to write a winning cover letter

What is a cover letter?

A cover letter is a document sent alongside your CV when applying for jobs. It acts as a personal introduction and helps to sell your application. A cover letter is necessary as it gives you the chance to explain to an employer why you're the best candidate for the job. You do this by highlighting relevant skills and experience; therefore you should always write your cover letter with the position you're applying for in mind.

Not to be confused with personal statements for your CV, cover letters should complement your CV but not duplicate it. The general consensus among recruiters when it comes to the length of these documents is the shorter the better. Typically three to five short paragraphs, cover letters should not exceed one A4 page.

If sending electronically, put the text in the body of the email rather than as an attachment, to avoid it being detected by spam filters.

Applications should always include a cover letter unless the job advert instructs you differently.

How to write a cover letter

Keep your cover letter brief, while making sure it emphasises your suitability for the job. It can be broken down into the following sections:

  • First paragraph - The opening statement should set out why you're writing the letter. Begin by stating the position you're applying for, where you saw it advertised and when you are available to start.
  • Second paragraph - Cover why you're suitable for the job, what attracted you to this type of work, why you're interested in working for the company and what you can offer the organisation.
  • Third paragraph - Highlight relevant experience and demonstrate how your skills match the specific requirements of the job description. Summarise any additional strengths and explain how these could benefit the company.
  • Last paragraph - Use the closing paragraph to round up your letter. Reiterate your interest in the role and indicate your desire for a personal interview. Now is the time to mention any unavailable dates. Finish by thanking the employer and say how you are looking forward to receiving a response.

Once finished read through the document and cut out any unnecessary words and sentences. Don't fill up space by repeating what's already covered in your CV.

How to address a cover letter

Always try and address your cover letter directly to the person who will be reading it. Bear in mind that you're more likely to receive a reply if you send it to the right person.

Advertised positions usually include a contact name, but if not, it is worth taking the time to find out who the letter should be addressed to. You can do this by searching the company's website for details of the hiring manager or alternatively you could call the organisation to ask who you should address your letter to. Don't be afraid to do this, many employers appreciate you taking the time and initiative to do so.

If you're struggling to find a named contact you can use a general greeting such as:

  • Dear Sir/Madam
  • Dear Hiring manager
  • Dear Human resources director.

However, general greetings should only be used once you have exhausted methods of finding a named contact.

How you sign off your cover letter depends on how you addressed it. If you include a named contact, sign off 'yours sincerely'. If you use a general greeting, finish with 'yours faithfully'.

Example cover letters

5 tips for the perfect cover letter

With employers often receiving lots of applications for each vacancy, you need to ensure that your cover letter makes a lasting impression for the right reasons. Here are some tips to increase your chances of success:

  1. Tailor to the organisation - You should rewrite your cover letter every time you apply for a position in order to target the company. Sending out a generic letter for all applications rarely yields positive results and recruiters can spot your lack of time and effort from a mile away.
  2. Proofread - Never rely on a computer spellcheck program to pick up every mistake. Print off your cover letter and double-check for spelling and grammar errors before passing it to a family member or friend to look over. Also make sure that your own contact details and the company name are correct.
  3. Format - Presentation is important so you'll need to format your cover letter properly. Make sure the document is as uncluttered as possible, use the same font and size as you use in your CV and if you're sending it through the post or handing it in use good quality plain white paper to print it on.
  4. Identify your USPs - They're your unique selling points. Be positive about what you have to offer and clearly outline how your skills and experience meet those requested in the job description. Demonstrate why you're the perfect candidate.
  5. Include examples - Back up the claims in your cover letter with real evidence or examples that show how and when you've used your skills and experience.

If you're a student or recent graduate you can make an appointment with your university's careers and employability service to access further help when writing your cover letter. You'll be able to talk with specially-trained advisers, get advice on what to include and have a professional eye look over your application before sending.

Find out more

Written by Jemma Smith, Editor

Prospects · March 2019

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Email Examples: How to Respond to an Employer Interview Request

sample email response to job ad

Looking at Sample Job Ad Reply Letters

Customize your letters when replying to job ads. Job ad reply letters will vary considerably depending on the position the job candidate is seeking, the job industry, and even the personality of the writer. Remember that your primary focus is to match your qualifications with the requirements of the job position.

Always direct your letter to the hiring manager (using the actual person’s name) for the position you are seeking. If the job ad doesn’t include a name, do some company research to try to uncover the correct name. Otherwise, you’ll need to use a generic title (such as Dear Hiring Manager).

Following are some samples of job ad reply letters:

  • A satellite operations manager (Bell) jumps right in with a comment that she’s a match for the position. The candidate calls attention to her status of qualified candidate in a vertical treatment. A “You require” list appears on the left side of the page. An “I offer” response appears directly across the page on the right.

    Credit: Phyllis G. Houston, PARW-CC, NRWA — Upper Marlboro, Md.

Click here to view this job ad reply letter.

  • A CPA (Kelham) answers an ad for a controller in a nonprofit organization, citing a match between the organization’s requirements and his qualifications. He titles each of the six matches with a boldfaced headline and also bolds the position’s title in the Regarding space.

    Credit: Susan Guarneri, MRW, CERW, CPRW, CPBS, NCCC, DCC — Three Lakes, Wis.

Click here to view this job ad reply letter.

  • An innovative quality control manager (Edwards) chose a horizontal requirements-qualifications matching design for her job ad reply letter, using “Your Requirements” immediately followed by “My Supporting Qualifications.”

    Credit: Tanya Taylor, CHRP, MCRS — Toronto, Ontario, Canada

Click here to view this job ad reply letter.

  • A sales professional (Morrison) dramatically uses a graph to illustrate how his sales nearly doubled in one quarter.

    Credit: Don Orlando, MBA, CPRW, JCTC, CCM, CCMC — Montgomery, Ala.

Click here to view this job ad reply letter.

WATCH THE VIDEO ON THEME: Sample letter declining a job offer after accepting it (Email)

Getting a response from an employer is a highlight of the job search. Here are a few email examples of how to respond to an interview request and followup.

sample email response to job ad
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