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 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 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 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 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 letter, Part-Time Temporary (non-Faculty)
Sample letter, Classified Staff.
Sample letter, Service Professional.
Sample letter, Postdoctoral Scholar.
Sample letter, Administrator.

Budgetary constraints

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

Sample letter

Letters to faculty applicants

Applicant welcome

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

Sample letter

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 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 letter