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BUSINESS
CORRESPONDENCE
N ETWORKING
L ETTER /E MAIL
&
I NFORMATIONAL
..
I NTERVIEW
R EQUESTS
F OLLOW - UP
E MAIL /M AINTAINING
N ETWORK
C ONTACTS
F OLLOW -U P
E MAIL
C ORRESPONDENCE
(AS
RELATED
TO
INTERVIEWING,
DECLINING
OFFERS,
COMMUNICATING
CONFLICTS)
June 2011
WHAT
IS
NETWORKING?
True
networking
is
simply
a
mutual
exchange
of
information
between
people
who
have
common
interests
and
goals.
Good
networking
is
a
lifelong
process
that
takes
time
and
is
a
skill
that
can
be
learned
and
therefore
refined.
You
should
be
building
and
maintaining
these
relationships
before
you
need
them;
start
now!
Although
networking
can
sometimes
result
in
an
opportunity,
it
should
not
be
solely
about
using
others
to
find
jobs
or
other
opportunities.
Just
like
any
relationship,
the
networking
process
should
be
mutually
beneficial.
If
someone
offers
you
some
information
that
has
been
helpful,
try
to
return
the
favor
if
they
ask
for
assistance
in
the
future.
NETWORKING
TIPS
Go
out
of
your
way,
or
comfort
zone,
to
meet
people
and
ask
for
introductions
Take
a
genuine
interest
in
the
people
around
you
and
listen
actively
Make
the
effort
to
keep
in
touch
with
old
and
new
friends.
A
simple
e-mail
every
few
months
can
do
the
trick
(or
message
via
facebook/Linkedin)
Think
about
what
you
are
saying
and
to
whom
you
are
saying
it,
especially
in
social
situations
with
people
you
may
not
know
very
well,
to
avoid
offending
or
embarrassing
them
or
yourself
Tell
people
around
you
what
you
are
interested
in
and
what
you
want
to
do,
instead
of
limiting
conversations
to
small
talk.
This
is
the
best
way
to
find
common
ground
Offer
to
return
the
favor
if
person
communicates
any
information,
and
be
sure
to
thank
them
For
those
who
may
consider
yourself
to
be
shy,
take
small
steps
and
dont
get
discouraged.
You
cannot
become
a
networking
expert
overnight.
Instead,
stay
positive
and
keep
practicing
Take
a
friend
if
you
are
anxious
about
going
to
a
networking
event
alone,
and
let
them
know
that
you
are
trying
to
practice
this
skill.
They
may
be
able
to
help
ease
you
into
conversations
with
others,
if
they
notice
you
are
not
engaged
in
discussion
Do
not
feel
as
if
you
are
being
a
pest
or
bothering
anyone.
Most
people
are
happy
to
talk
about
themselves
and
what
they
do
(even
if
you
are
not
ready
to
talk
about
yourself)
A
good
networker
should
be
self-aware
and
conscious
of
the
response
of
others.
You
will
eventually
come
into
contact
with
someone
who
is
not
interested
in
networking
or
too
busy
at
the
moment
to
do
so.
Look
for
cues,
stay
positive,
and
politely
excuse
yourself
There
is
a
fine
line
between
persistent
and
aggressive.
Find
a
balance,
and
if
you
are
unsure
about
this
or
anything
else
concerning
networking,
contact
a
CMC
career
advisor
N ETWORKING
L ETTERS
Networking
letters
are
meant
to
help
you
build
and
establish
contacts.
They
are
not
designed
to
find
a
job
for
you
(although
that
can
sometimes
occurespecially
if
you
already
know
an
opportunity
exists).
Usually,
networking
letters
are
used
to
gain
more
information
about
your
area
of
interest,
often
leading
to
an
informational
interview.
They
can
also
help
you
gain
advice
on
industry
and
professional
introductions.
In
your
letter,
be
sure
to
establish
connection,
state
your
purpose,
request
a
meeting
and
a
time
frame
(ie:
Can
I
have
15
minutes
to
discuss
your
role
at
E
&
Y?).
SAMPLE
NETWORKING
EMAIL
MESSAGES
Short
versions
for
outreach
Dear
Ms.
Saenz,
I
will
be
graduating
from
the
Jones
School
in
May
2013.
I
was
given
your
name
from
a
CMC
career
advisor
at
the
Jones
School,
as
I
am
interested
in
talking
to
you
about
the
oil
field
services
industry
and
potential
opportunities
within
(or)
your
role
at
the
organization.
My
background
is
in
__________.
Previously,
I
worked
for
____________
and
I
also
have
experience
in
your
industry
as
I
worked
on
a
graduate
project
in
the
areas
of
_______________.
I
would
welcome
the
opportunity
to
talk
to
you
either
by
phone
or
in
a
brief
meeting.
Look
forward
to
hearing
from
you.
Best
regards,
FOLLOW-UP
to
No
Response
from
the
initial
email
you
sent
Dear
Ms.
Saenz,
I
emailed
you
a
few
weeks
ago
regarding
an
informational
interview
request
and
I
am
following
up
to
determine
if
you
had
a
moment
to
speak
with
me.
If
preferable,
would
a
later
date
be
more
convenient
with
your
schedule?
Or,
if
there
is
someone
more
appropriate
that
you
feel
I
should
contact
instead,
I
am
happy
to
do
so.
Please
advise
me.
(OR)
Your
guidance
is
appreciated.
Best
regards,
Longer,
more
formal
versions
for
outreach
For
Specific
Industry/Function:
Date
Contact
Name
Title
Organization
Address
Dear
Mr.
James:
(It
should
always
be
directed
to
a
person.
If
you
do
not
have
the
contacts
nameconduct
research
to
find
their
name)
1st
paragraph:
Briefly
introduce
yourself
&
establish
your
connection/why
youre
writing.
This
is
where
you
mention
mutual
acquaintances,
interest
in
the
company
or
a
specific
position
posted
or
whatever
else
prompted
you
to
write.
(Keep
it
to
about
three
sentences)
1st
PARAGRAPH
EXAMPLE:
At
a
recent
alumni
event,
I
had
the
pleasure
of
talking
to
Mr.
Jeff
Phillips
(Managing
Director,
Product
Development)
from
your
Dallas
office.
During
our
conversation,
he
mentioned
that
several
Product
Managers
at
Colossal
Microsystems
have
backgrounds
similar
to
mine
and
he
strongly
encouraged
me
to
contact
you
regarding
full-time
opportunities
in
your
division.
I
am
completing
my
MBA
in
Marketing
at
Rice
University,
Jesse
H.
Jones
Graduate
School
of
Business
and
will
graduate
in
May
2013.
2nd
paragraph:
Find
subtle
way
to
introduce
an
attached
resume
(if
you
are
attaching
one).
Resume
can
also
be
indicated
at
the
end
of
the
letter/email.
Then
highlight,
preferably
in
bulleted
form,
no
more
than
five
accomplishments,
or
key
skills
that
would
be
of
most
interest
to
this
person
or
company
2nd
PARAGRAPH
EXAMPLE:
My
resume
is
provided
as
a
reference
for
my
background.
However,
I
have
highlighted
my
relevant
qualifications
and
professional
experience,
which
include:
FMC
Action
Learning
Project
(ALP).
Developed
a
growth
and
retention
strategy
for
FMC
Close:
Thank
them,
reiterate
your
interest,
and
refer
them
to
your
resume
(if
you
have
not
done
so
already).
Thank
you
for
your
time
and
consideration.
I
look
forward
to
talking
with
you
soon.
Best
regards,
For
Entering
a
New
Industry/Changing
Functional
Career
Area:
Dear
Mr.
Ryans,
My
name
is
___________
and
I
am
a
first-year
MBA
student
at
Rice
University.
I
obtained
your
contact
information
from
Nicole
Van
Den
Heuvel
who
met
you
last
November
at
the
Career
Management
Center
Mock
Interview
Day.
I
am
strongly
interested
in
a
career
in
real
estate,
and
I
have
been
active
in
both
the
Real
Estate
Club
at
school
(I
was
recently
elected
Vice-President)
as
well
as
the
Houston
chapter
of
the
Urban
Land
Institute
(ULI).
I
have
attended
presentations
throughout
the
year
to
improve
both
my
knowledge
of
the
field
and
skill
set,
as
well
as
network
with
professionals
in
the
industry.
In
addition,
I
am
currently
working
with
the
Dinerstein
Companies,
a
coast-to-coast
full-service
real
estate
and
development
company,
for
my
Action
Learning
Project.
Prior
to
Rice,
I
obtained
a
degree
in
Electrical
Engineering
from
the
University
of
Texas
at
Austin.
I
then
worked
as
a
software
engineer
for
two
years
creating
governmental
applications
for
a
company
called
OptiFlex
Inc.
Would
you
have
a
few
moments
where
we
could
talk
over
the
phone
or
in
person?
Please
let
me
know
is
this
is
possible
and
a
date/time
which
suits
your
schedule.
I
really
appreciate
your
time
and
I
will
follow
up
with
you
next
Monday,
February
12th
to
inquire
about
a
convenient
time.
I
have
attached
my
resume
just
for
further
background.
Thank
you
very
much
for
your
time
and
consideration.
Sincerely,
If
you
attended
a
career
fair
or
company
event,
send
an
email
message
to
the
employers
with
whom
you
met.
The
email
should
be
sent
within
a
week
from
the
date
of
the
event.
The
sooner,
the
betterit
is
easier
for
employers
to
remember
a
name,
with
a
face
if
they
receive
your
email
within
a
day
or
two
of
the
event.
In
this
type
of
email,
you
are
not
generally
looking
for
a
response
from
the
person
you
contactalthough,
if
you
receive
onethats
great!
A
Thank
you
or
Enjoyed
meeting
you
email
message
is
appropriate.
Be
sure
to
include
a
sentence
specifically
talking
about
something
you
spoke
to
the
employer/contact
about
at
the
event.
Here
are
a
few
examples:
Dear
Mr.
Nelson,
I
enjoyed
meeting
you
at
the
FMC
company
information
session
on
October
19th
at
Rice
University.
Thank
you
for
sharing
information
on
FMC
Technologies
and
communicating
your
companys
recruiting
needs.
Best
regards,
Thank
you
for
speaking
with
me
at
The
Rice
University
Career
Rodeo
on
March
19 .
I
hope
I
was
able
to
convey
my
experience
in
(whatever
industry
or
background
area
you
discussed
with
them)
_.
I
look
forward
to
speaking
with
you
in
the
future
about
opportunities
at
ABC
Company.
Best
regards,
It
was
great
meeting
you
at
The
Rice
University
Career
Rodeo
on
March
19 .
Thank
you
for
visiting
with
me
about
ABC
Company
and
conveying
your
goals.
I
think
my
skills
are
well
suited
to
your
organization
and
I
hope
to
remain
in
touch
with
you
to
discuss
future
opportunities
if
they
arise.
Kind
regards,
________________________________________________________________________________
You
may
decide
to
send
a
follow-up
email
message
a
few
weeks
after
an
interaction
with
alumni
or
an
employer
(of
course,
after
a
Thank
You
message
has
been
sent).
Reasons
for
this
might
be
to:
Inquire
on
the
status
of
a
position
for
which
you
interviewedbut
have
not
received
a
response
Request
feedback
from
interviewer
on
what
you
can
do
to
improve
(because
you
did
not
receive
the
offer)
Communicate
scheduling
conflicts
(with
other
interviews
or
office
visits
that
occur
during
the
same
time)
SAMPLE
NETWORKING
EMAIL
MESSAGES
for
reasons
above
Dear
Mr.
Jain,
I
enjoyed
meeting
with
you
to
discuss
the
_(job/position
title)_
position.
_(ABC
company)_
is
definitely
among
my
top
choices
for
beginning
my
career.
I
am
impressed
by
the
commitment
to
your
employees
and
your
_(mention
something
from
interviewsuch
as
a
specific
job
function,
a
rotational
or
leadership
program)__.
While
I
am
still
in
the
interviewing
process,
I
look
forward
to
continued
communication
and
hope
to
hear
from
you
in
the
near
future.
Sincerely,
Request
more
time
to
make
a
decision
if
you
were
made
an
offer
for
employment
Dear
Ms.
Sims,
Thank
you
again
for
interviewing
me
for
the
_(job/position
title)
position.
(ABC
company)
is
certainly
among
my
top
choices
for
my
summer
internship.
However,
as
I
am
still
interviewing
for
positions
I
had
previously
applied
for,
and
I
would
like
to
extend
other
companies
the
courtesy
of
following
through
on
my
commitment
to
interview.
Thus,
I
am
requesting
an
extension
on
making
my
final
decision
with
you
to
occur
(3
days,
1
week,
2weeks,
etc---offer
a
time-frame)
from
today,
if
this
is
agreeable
to
you.
Thank
you
again
for
your
consideration
of
my
candidacy
and
this
request
for
an
extension
on
my
decision.
Best
regards,
Dear
Ms.
Evans,
Thank
you
for
the
opportunity
and
offer
sent
last
week
for
the
(job/position
title)_
position.
I
enjoyed
meeting
with
you
and
your
team
and
although
I
am
interested
in
product
marketing,
I
have
accepted
another
offer
that
aligns
more
closely
with
my
career
goals.
I
truly
admire
_(ABC
Company)_
and
wish
you
the
best
of
luck
in
finding
the
right
candidate.
Regards,
Inquire
on
the
status
of
a
position
for
which
you
interviewedbut
have
not
received
a
response
Dear
Ms.
Stringer,
Thank
you
again
for
interviewing
me
on
_(Provide
time-frame,
ie:
June
2nd,
2
weeks
ago,
etc.)
_
for
the
__(job/position
title)__
position.
I
am
following
up
on
the
status,
as
I
have
not
yet
heard
back
from
you
on
whether
a
decision
has
been
reached.
I
am
excited
about
the
possibility
of
working
with
your
team
and
feel
that
I
have
a
great
deal
to
contribute
in
terms
of
_(give
a
few
specific
functions
you
discussed
in
the
interview__.
If
possible,
could
you
provide
me
with
time-frame
of
when
a
decision
might
be
reached?
Look
forward
to
hearing
from
you.
Best
regards,
Request
feedback
from
interviewer
on
what
you
can
do
to
improve
(because
you
did
not
receive
the
offer)
Your
thoughts
would
be
graciously
accepted
and
most
appreciated,
as
I
plan
to
continue
recruiting
over
the
next
few
months.
Sincerely,
Communicate
scheduling
conflicts
(with
other
interviews
or
office
visits
that
occur
during
the
same
time)
Dear
Mr.
Ryans,
I
would
like
to
once
again
express
my
sincere
interest
in
the
_(job/position
title)__
position
and
thank
you
for
consideration.
Currently,
I
have
an
interview
scheduled
at
the
same
time
as
your
proposed
interview
date
and
time.
Would
it
be
possible
to
reschedule
for
another
time
that
day
or
later
in
that
week,
so
that
I
may
fulfill
my
prior
obligations?
I
am
eager
to
meet
with
you
regarding
this
opportunity
and
hope
we
can
determine
a
time
agreeable
with
your
schedule.
I
am
available
_(provide
dates/times
available
for
that
weekor
early
the
next
week)_.
Please
advise
which
one
of
these
options
might
work
for
youand
if
not,
I
am
happy
to
speak
over
the
phone
or
meet
at
your
office.
Sincerely,
Responding
to
re-scheduling
interview
questionif
answer
is
YES
the
time
works:
Dear
Ms.
Wong,
This
is
great
news.
I
look
forward
to
meeting
you
on
_(confirm
date/time)_
to
interview
for
the
_(job/position)__.
Warm regards,
Responding
to
re-scheduling
interview
questionif
answer
is
NO
the
time
does
not
work:
I
am
also
available
to
meet
you
at
your
office
if
it
is
more
convenient,
either
this
week--or
next
week.
I
would
welcome
to
opportunity
to
speak
with
you
in
person,
but
due
to
scheduling
conflictsI
am
extremely
flexible
in
our
initial
discussion
as
it
pertains
to
your
availability.
I
look
forward
to
your
consideration
and
hopefully
meeting
you
face-to
face.
Best
regards,
T HANK
Y OU
N OTES
A
well-composed
thank
you
note
is
an
essential
skill
that
reaches
beyond
the
bounds
of
business.
The
use
of
a
thoughtfully
constructed
note
can
have
great
impact
on
an
employer
or
a
contact.
Thank
you
notes
can
establish
good
will,
express
appreciation,
and
distinguish
you
from
other
candidates.
You
may
use
the
email/letter/stationary
card
to
reinforce
points
made
during
the
interview,
to
correct
any
missteps,
or
to
assert
briefly
any
points
you
failed
to
make.
You
should
always
thank
someone
who
has
taken
the
time
to
help
you
as
soon
as
possible.
You
may
prefer
to
send
a
thank
you
email,
which
is
a
quick
and
easy
way
to
show
gratitude
immediately
and
at
times
is
more
appropriate
for
small
favors.
However,
it
is
always
a
good
idea
to
send
a
hand-written
note
as
well,
especially
if
someone
made
great
efforts
on
your
behalf
for
an
informational
interview
or
after
a
job
interview.
WHEN
TO
SEND
A
THANK
YOU
NOTE/EMAIL
After
a
job
interview
After
an
informational
interview/networking
appointment
After
a
networking
contact
has
taken
the
time
to
critique
your
resume,
do
a
mock
interview,
pass
along
information
about
a
job
opening,
or
other
proactive
help
Anytime
someone
has
gone
out
of
their
way
to
assist
you
Be
sure
you
spell
the
name
of
the
person
correctly
and
address
the
correct
person
in
the
note!
(This
can
be
an
issue
if
you
have
been
seen
by
more
than
one
person
or
company
in
a
short
period
of
time.
Try
to
collect
business
cards
and
write
notes
on
the
back
of
each
soon
after
to
avoid
confusion)
Write
each
thank-you
letter
separately,
even
if
you
follow
a
similar
form
for
each
letter
The
letter
should
specifically
highlight
what
was
discussed
in
your
interview
and,
when
appropriate,
reiterate
your
interest
and
qualifications.
You
may
also
offer
pertinent,
supplemental
information
that
was
not
discussed
Use
the
opportunity
to
drive
home
a
key
point
from
your
interview
or
to
follow
up
on
a
question
or
topic
from
the
interview.
(Ive
enclosed
an
article
that
relates
very
much
to
our
discussion
of
X,
or
to
reemphasize,
I
am
extremely
interested
in
this
position.)
You
could
also
review
something
interesting
you
learned
about
the
position
or
company,
and
link
it
to
your
qualifications
and
ability
to
meet
the
employer's
needs
Remember
to
send
a
note
to
the
assistant
or
others
who
arranged
your
visit
or
gave
you
the
initial
job
lead
even
if
those
people
were
not
on
your
interview
schedule
Proofread
your
letter
or
note
twice!
It
should
be
error
free
Ask
for
clarification
regarding
anything
in
the
interview
that
was
not
clear,
or
reiterate
Your
understanding
of
their
next
steps.
(I
understand
that
you
will
be
interviewing
on
the
West
Coast
before
you
make
your
decision.
Is
this
correct?)
Close
with
a
sincere
expression
of
appreciation
and
enthusiasm
for
future
work
together
(Make
them
believe
youre
excited
about
the
opportunity!)
In
response
to
a
networking
opportunity:
Dear
Ramin,
Thank
you
for
your
time
yesterday
at
the
partio.
I
enjoyed
talking
to
you
about
Frito
Lays
marketing
process
and
your
job.
Your
advice
on
how
to
start
thinking
about
my
career
path
is
much
appreciated.
My
finance
background
is
strong,
but,
I
also
wish
to
explore
other
areas
in
marketing.
I
was
impressed
with
the
team
of
presenters
and
the
fact
that
Frito
Lay
seems
to
promote
an
entrepreneurial
spirit.
The
atmosphere
was
exciting
and
engaging
and
I'm
excited
at
the
prospect
of
working
in
such
a
dynamic
environment.
Thank
you
again
for
your
time,
and
I
look
forward
to
pursuing
the
next
step
with
Frito
Lay.
Sincerely,
Marion Gold
After
an
informational
interview:
Dear
Ms.
Preston,
Thank
you
for
speaking
with
me
the
other
day.
I
sincerely
appreciated
the
insight
you
provided
on
consulting
work.
Your
advice
and
guidance
allowed
me
to
make
my
final
decision
to
pursue
consulting
exclusively.
After
speaking
with
you,
I
am
confident
that
I
am
on
the
right
track
and
will
be
looking
for
an
appropriate
internship
soon.
Additionally,
am
grateful
to
you
for
providing
me
with
the
contact
information
for
your
colleague
at
Wainwright
Inc.
I
will
be
contacting
him
sometime
this
week
about
the
opening
you
mentioned.
Again,
I
truly
appreciate
the
time
you
afforded
me.
Thank
you
for
being
so
open.
Kind
regards,
George Winn
O NLINE
A PPLICATIONS
Use
your
resume
wording
wherever
possible;
do
not
reinvent
language
that
is
already
precise
Avoid
filling
in
a
salary
history,
which
could
constrain
you
in
negotiating,
withhold
you
from
consideration
(too
high
or
low
wrong
fit)
and
may
be
irrelevant
for
comparison
purposes
(You
may
write
in
open
or
negotiable.)
Be
mindful
of
submitting
TEXT
resume
online
(This
is
a
different
format
and
the
Career
Management
Center
can
provide
you
a
template
if
needed)
Consider
adding
keyword
lists
to
your
resume
(where
appropriate).
This
is
helpful
for
online
searching
when
the
employers
use
a
program
to
find
the
number
of
keyword
matches
(or
hits)
on
a
resume
R EFERENCES
PROVIDING REFERENCES
Be
ready
with
names
and
contact
information
of
at
least
three
references
(whom
you
have
contacted
in
advance)
References
should
be
provided
on
resume
paper
with
your
name
and
address
printed
at
the
top,
typically
matching
your
resume
format
Mention
the
nature
of
your
relationship
(
e.g.,
former
supervisor,
client,
former
direct
report,
colleague,
or
teacher)
Provide
as
much
contact
information
as
the
person
acting
as
your
reference
will
allow
(ie:
phone
number
and
email
address)