Letters to applicants

The following are sample letters to applicants that can be modified to fit departments' individual needs. 

Does not meet minimum qualifications

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

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Your department’s name and address

Date

John/Jane Applicant
Home Address
City/State/Zip Code

Dear John/Jane Applicant,

Thank you for applying for the ______ position, job vacancy _____, in our department.  We have determined that at this time you do not meet the qualifications we need for this position.

We encourage you to remain informed about job vacancies at NAU and to apply for those positions for which you feel qualified.

Thank you, again, for your interest in employment opportunities with Northern Arizona University.

Sincerely,

 

Hiring Supervisor

Non-interviewed letter

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

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Your department's name and address:

Date:

John/Jane Applicant:
Home Address:
City/State/Zip Code:

Dear John/Jane Applicant,

Thank you for your interest in the position of __________, job vacancy number ______ with (the department and/or unit name) at Northern Arizona University.

We were pleased with the number and caliber of candidates that applied for this position, even though it made our selection very difficult.

Although you were not selected for this position, we wish you success and encourage you to continue in your academic and professional pursuits.  We also encourage you to remain informed of current employment opportunities with Northern Arizona University and to apply for those positions for which you feel qualified.

Again, thank you for your interest in employment with Northern Arizona University.

Sincerely,

 

Hiring Supervisor

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.

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Your department's name and address:

Date:

John/Jane Applicant:
Home Address:
City/State/Zip Code:

Dear John/Jane Applicant,

Thank you for your interest in the position of ____________, job vacancy number _______ with Northern Arizona University. We appreciate the time you spent interviewing with our department and your interest in being a part of our team.

Our offer has been accepted by another candidate. Though you have many of the skills we believe are important to be successful in this position, we found the other candidate to have even more of the skills and experience we need at this time.

We encourage you to remain informed of current employment opportunities with Northern Arizona University and to apply for those positions for which you feel qualified.

Again, thank you for your time and we wish you well in your pursuit of a position that makes full use of your skills, abilities, experience and interests.

Sincerely,

 

Hiring Supervisor

Offer letter

If a candidate has accepted your employment offer, use this letter.

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This letter is to confirm our verbal conversation on _____ (date) regarding the offer of a position as _______________________ at Northern Arizona University (NAU), in the _________________ (department), at a salary of $_______ per (fiscal year or another period of time).  This offer is contingent upon satisfactory completion of the requisite background check process.

We will expect you to begin work for Northern Arizona University effective on ___________. When you arrive, please call my office and I will arrange for you to get an orientation of our department and for a formal orientation to our Benefits Program, as soon as possible.

(For classified staff employees)

This position is subject to a six-month probationary period.  Probationary period requirements for classified staff are covered under the university personnel policy manual, Policy #1.01, and can be found at: http://hr.nau.edu/sites/default/files/files/policy_manual.pdf.   

(The probationary period does not apply to classified staff who are transferring from another department)

Please note that employees are eligible for health benefits on the first day of the pay period following their enrollment, as long as they enroll within 31 days of the first day worked.  Employees new to the Arizona State employment system also have a six month waiting period to begin participating in the Arizona State Retirement System (ASRS). For more information about these and other available benefits, please visit the Human Resources website at http://hr.nau.edu.

(Moving expenses, if any)

Document the agreement regarding reimbursement of moving expenses.

(For service professional employees)

As a service professional employee, I would encourage you to review the conditions of professional service, which govern the employment relationship. This information is on NAU's web site at http://www.abor.asu.edu/1_the_regents/policymanual/chap6/chap6_part1.htm#6-301.

As a service professional employee, you must participate in a mandatory retirement plan, but will have an option between the Arizona State Retirement System (ASRS), a defined benefit plan or the Optional Retirement Plan (ORP), a defined contribution plan.  The effective date for participating in these plans varies by plan.  I would encourage you to review the conditions of professional service, which govern the employment relationship. This information is on NAU's web site at http://azregents.asu.edu/rrc/Policy%20Manual/6-303%20Conditions%20of%20Service%20for%20Service%20Professionals.pdf.

 

Please note that employees are eligible for health benefits on the first day of the pay period following their enrollment, as long as they enroll within 31 days of the first day worked.  Employees new to the Arizona State employment system also have a six month waiting period to begin participating in the Arizona State Retirement System (ASRS). For more information about these and other available benefits, please visit the Human Resources website at http://hr.nau.edu.

(All offers of employment must contain this verbiage) 

One of the final steps in the decision to hire employees at Northern Arizona University is the completion of several employment screening activities. These may occur after you receive this conditional offer of employment.  This offer is contingent upon a satisfactory outcome of the employment screening activities including but not limited to reference checks, a criminal history check, employment verification, and/or credentials check, and/or credit check, and/or fingerprint check required under Northern Arizona University policy 1.085 and Arizona Board of Regents policy 6-709.  The determination of "satisfactory" is at the sole discretion of the University.  If the University determines through screening activities that satisfactory results have not been obtained, or that your stated qualifications or credentials are not confirmed, this conditional offer of employment is void, and you will not be employed by Northern Arizona University.

For additional information regarding the Flagstaff community, you may consider reviewing the Flagstaff Chamber of Commerce’s web site at http://www.flagstaff.az.us/. If you need additional assistance in addressing relocation issues, please contact _________(name/phone) in my office.

Please confirm your acceptance of this job offer by signing below and returning to my office (if you fax, please follow-up with the original through the mail). Also, please keep a copy of this for your records.

If you have any questions or if there is anything we can do to make your transition to NAU a pleasant one, please let me know. We welcome you as a member of the NAU family.

Sincerely,

 

Hiring Supervisor

Your signature below indicates acceptance of the above job offer:

 

__________________________________

NAME/SIGNATURE     

_____________

DATE

Budgetary constraints

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

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Your department's name and address:

Date:

John/Jane Applicant:
Home Address:
City/State/Zip Code:

Dear John/Jane Applicant,

Thank you for your interest in the position of __________, job vacancy number ______ with (the department and/or unit name) at Northern Arizona University

We regret to inform you that, due to budgetary constraints, this position will not be filled at this time. If the situation changes, we will open recruitment for this position and advertise at that time.

If you are interested in pursuing other employment opportunities with Northern Arizona University, please see our web site at nau.edu/hr.

Again, thank you for your interest in employment with Northern Arizona University.

Sincerely,

 

Hiring Supervisor

Letters to faculty applicants

Applicant welcome

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

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Dear Dr. ________:

This letter is to acknowledge receipt of your application materials for the position of _____________. We appreciate your interest and will give your candidacy every consideration.

Northern Arizona University’s faculty search procedures are thorough and do take some time to complete. We will attempt to keep you informed of our progress as we go through the various review processes.

We are requesting that you complete the voluntary Self-Identification Form. This information allows the university to meet its obligation for applicant tracking under federal regulations. For your convenience, we are enclosing a self-addressed stamped envelope.

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.

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Dear Dr. ___________:

Thank you for your interest in the position of ____________ with Northern Arizona University. We appreciate the time you spent interviewing with our department and your interest in being a part of our team.

Another candidate has accepted our offer. Though you have many of the skills we believe are important to be successful in this position, we found another candidate to have even more of the skills and experience we need at this time.

We encourage you to remain informed of current employment opportunities with Northern Arizona University. Again, thank you for your time and we wish you well in your pursuit of a position that makes full use of your skills, abilities, and experience.

Non-qualified candidates

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

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Dear __________:

Thank you for your interest in Northern Arizona University and in particular your interest in the College of ________________. If you will refer to our advertisement, we state that the position has a minimum requirement of "_____________________________."

Unfortunately, your application materials indicate that this minimum qualification is not present. As a result, we cannot consider your candidacy at this time.

We hope that in the future, you will consider applying for employment with Northern Arizona University in a position for which all qualifications are a match for your educational background, experience, and skills.

Thank you again for your interest.