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.
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.
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
Sample Offer letter, Service Professional
Sample Offer letter, Administrator
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.