COVID-19 Update

Northern Arizona University has implemented a Salary Reduction with Personal Flex Time Program for Fiscal Year 2021, as a result of the financial impact of the COVID-19 pandemic.

We have updated the offer letter templates. For FY2021 and for positions being paid $50,000 and above, please use these templates when writing your offer letters. Postdoctoral Scholars and Part-Time Temps are exempt from the Salary Reduction with Personal Flex Time Program. For these roles, please use the REGULAR offer letter templates.

Letters to applicants

The following are sample letters to applicants that can be modified to fit departments’ individual needs. Please note that letters may be emailed to applicants.

Application acknowledgement/timeframe letter

Once your position has closed, this letter should be sent out to all applicants notifying them that their application was received and forwarded to the committee and giving them a timeline of when you are hopeful to conduct interviews.

Sample Application Acknowledgement/Timeframe letter

Does not meet minimum qualifications

Once the committee has completed the matrix for candidates on the minimum qualifications, this letter should go to those who did not meet the minimum qualifications.

Sample Does Not Meet Minimum Qualifications letter

Non-interviewed letter

Once the committee has determined which candidates to interview, this letter should go to the candidates who will not be interviewed.

Sample Non-Interviewed letter

Non-selection letter

Once the committee has made an offer and it has been accepted, this letter should go to the candidates who interviewed but were not hired.

Sample Non-Selection letter

Offer letter

If a candidate has accepted your employment offer, use this letter. These templates must be used for Service Professional, Postdoctoral Scholar, and Administrator offers and must be attached to the employee’s hire ePAR.

Sample Offer letter, Part-Time Temporary (non-Faculty)
Sample Offer letter, Postdoctoral Scholar
Sample Offer letter, Classified Staff (only use if salary is less than $50,000)
Salary Reduction Sample Offer Letter Template, Classified Staff (only use if salary is $50,000 or more)
Sample Offer letter, Service Professional (only use if salary is less than $50,000)
Salary Reduction Sample Offer Letter Template, Service Professional (only use if salary is $50,000 or more)
Salary Reduction Sample Offer Letter Template, Administrator (only use for FY 2021)
Sample Offer letter, Administrator (not for use during FY 2021)

Budgetary constraints

If you are unable to hire for a position due to budgetary constraints, use this letter.

Sample Budgetary Constraints letter

Letters to faculty applicants

Applicant welcome

The following letter is used when replying to applicants who have applied for a position.

Sample Applicant welcome letter (Faculty)

Non-selection after interview

Once the committee has made an offer and it has been accepted, this letter should go to the candidates who interviewed but were not hired.

Sample Non-Selection After Interview letter

Non-qualified candidates

The following letter is used after reviewing the minimum qualifications in replying to candidates who are not qualified for the job.

Sample Non-Qualified letter