SAMPLE LETTERS

Sample I:   Letter of Acknowledgement of Receipt of Application
Sample II:   Affirmative Action Cover letter

Sample III: Faculty Search Rejection Letter
Sample IV: Faculty Search Letter for Complete File
Sample V:   Notification of Elimination Letter (after initial screening)
Sample VI:  Letter of Notification of Non-Selection for Interview
                    (after second screening)
Sample VII:   Letter of Notification of Candidate's Status (after interview)
Sample VIII:   Letter of Notification of Non-Selection After Interview        Sample IX:   Letter of Notification of Non-Selection after Phone Interview
Sample X:   Faculty Search Reference Letter Request
Sample XI:   Faculty Search Screening Instrument
Sample XII:   Applicant Evaluation Consolidated Score

Sample I:   Letter of Acknowledgement of Receipt of Application

Date
Dr. Jane Smith
555 Center Street
Lock Haven, PA 17745

Dear Dr. Smith:

Thank you for your recent letter expressing interest in the position of __________________ within the department of ______________ at Lock Haven University of Pennsylvania.

In order for the search committee to accurately evaluate your credentials, we will need the following materials by _______________________.
                      (application deadline date)

                        ________    Vita

                        ________    Graduate Transcript

                        ________    Undergraduate Transcript

                        ________    Names, addresses and phone numbers of three (3) references

As soon as this information is received, the search committee will conduct initial screening.  However, the above materials must arrive no later than ____ (date) ______ for your application to be actively considered.  After that date, we will assume that you are no longer interested in the position. 

In order to comply with affirmative action hiring procedure, I have enclosed a pre-employment inquiry form.  While the completion and return of this form is VOLUNTARY, we encourage participation as one assessment of the diversity and representativeness of the applicant pool.

If you have questions about the position that require further clarification, please contact me, at ______________, or via email at _______________.
  (phone number)                          (email address)

Sincerely,

Chairperson, Search Committee

Sample II:   Affirmative Action Cover letter

Date
Ms. Jane Smith
555 Center Street
Lock Haven, PA 17745

Dear Ms. Smith:

Thank you for your recent letter expressing interest in the position of __________________ within the department of ______________ at Lock Haven University of Pennsylvania.

In order to comply with affirmative action hiring procedure, I have enclosed a pre-employment inquiry form.  While the completion and return of this form is VOLUNTARY, we encourage participation as one assessment of the diversity and representativeness of the applicant pool. Please complete this form and return it in the pre stamped, addressed envelope at your earliest convenience

Sincerely,

Chairperson, Search Committee

Enclosure:

AA Data Collection Form

Sample III:   Faculty Search Rejection Letter

Date
Dr. Jane Smith
555 Center Street
Lock Haven, PA 17745

Dear Dr. Smith:

The Search Committee for the ______________________ position at Lock Haven University of Pennsylvania has completed its applicant screening process.  I regret that you have not been selected for further consideration for the position.

For the purpose of meeting requirements of Equal Employment Opportunity rules and regulations, your materials will be kept on file for three years.  The maintenance of such records does not constitute an automatic application for a position at Lock Haven University of Pennsylvania that may open in the future.  In the event you wish to be a candidate for such a position, you must make a written application as specified in the advertisement usually found in The Chronicle of Higher Education or on the university website, www.lhup.edu

Our best wishes to you as you explore further opportunities.

Sincerely,

Sample IV:   Faculty Search Letter for Complete File

Date
Dr. Jane Smith
555 Center Street
Lock Haven, PA 17745

Dear Dr. Smith:

Thank you for your recent letter expressing interest in the position of _________________ within the department of _______________ at Lock Haven University of Pennsylvania.

In order to comply with affirmative action hiring procedures, I have enclosed a pre-employment inquiry form.  While the completion and return of this form is VOLUNTARY, we encourage participation as a means of assessment of the diversity and representativeness of the applicant pool.

Thank you for your interest in employment at Lock Haven University of Pennsylvania.

If you have questions about the position that require further clarification, please contact me at ________________, or via email at _______________.
    (phone number)                                (email address)

Sincerely,

Chairperson, Search Committee

Sample V:   Notification of Elimination Letter (After Initial Screening)

Date
Dr. Jane Smith
555 Center Street
Lock Haven, PA 17745

Dear Dr. Smith:

The Search Committee for the position of _____________ at Lock Haven University of Pennsylvania met on _____ to review the applications received.  After careful review of your job-related qualifications, the committee decided that other applicant’s qualifications more closely matched the requirements for the job.  Therefore, your application is no longer under active consideration.

The Search Committee would like to express its sincere appreciation for your time and interest in Lock Haven University of Pennsylvania.

Sincerely,

Sample VI:   Letter of Notification of Non-Selection for Interview  
(After Second Screening)

Date
Dr. Jane Smith
555 Center Street
Lock Haven, PA 17745

Dear Dr. Smith:

Although your qualifications are impressive, the search committee found others whose qualifications more closely match the needs of the department.  You, therefore, are not among those under active consideration at this time.

We have not made a final decision, however.  We would like to keep your application in our active file until a final decision is made.  You should hear from us in four to six weeks regarding future decisions. 

Thank you for your interest in Lock Haven University of Pennsylvania.

Sincerely,

Sample VII:   Letter of Notification of Candidate’s Status (After Interview)

Date
Dr. Jane Smith
555 Center Street
Lock Haven, PA 17745

Dear Dr. Smith:

While we are in the process of reaching a decision about the position for which you have applied, a final decision has not yet been made.  Therefore, you remain under active consideration for the position.  We would like to keep your application in our active file until a final decision is reached.

We should be contacting you within four to six weeks regarding the decision process.  Please contact us if your application status changes.

Thank you for your interest in Lock Haven University of Pennsylvania.

Sincerely,

Sample VIII:   Letter of Notification of Non-Selection After Interview

Date
Dr. Jane Smith
555 Center Street
Lock Haven, PA 17745

Dear Dr. Smith:

Thank you for your interest in the position of __________ at Lock Haven University of Pennsylvania.  Your credentials were very impressive; however, another candidate was selected whose qualifications more closely matched the requirements of the position.

Again, thank you for your interest in Lock Haven University of Pennsylvania.  I wish you much success in achieving your career goals.

Sincerely,

Sample IX:   Letter of Notification of Non-Selection after Phone Interview

Date
Dr. Jane Smith
555 Center Street
Lock Haven, PA 17745

Dear Dr. Smith:

Thank you for your interest in the position of __________ at Lock Haven University of Pennsylvania.  Your credentials were very impressive; however, at this time the search committee has selected other candidates to participate in the second part of the interview process.

Again, thank you for your interest in Lock Haven University of Pennsylvania.  I wish you much success in achieving your career goals.

Sincerely,

Sample X:   Faculty Search Reference Letter Request

If a committee wishes to request written references at some point in the search, usually after preliminary phone references have been obtained, the following sample or something similar may be used.

Date
Dr. Jane Smith
555 Center Street
Lock Haven, PA 17745

Dear Dr. Smith:

______________________ has applied for a position as ______________________ in the Department of __________ at Lock Haven University of Pennsylvania and has offered your name as a reference.   Would you be so kind as to forward to us a letter on behalf of this applicant at your earliest convenience so that we may more fully assess (his/her) potential for success in this position?  A copy of the position description is enclosed for your information.

If for any reason you do not wish to do so, please notify us so that other references may be solicited.

Thank you very much.

Sincerely,

Chairperson, Search Committee

Sample XI:   Faculty Search Screening Instrument

________________________________                    _______________________________
                               (Position)                                                               (Department)

Reviewer: ________________________                    Date: __________________________

Applicant: _____________________________________________________________________

Rate each applicant on a scale that the committee devises – may use 0 to 4, etc. according to each job related criteria.  The chair/department committee will establish criteria from the position description and will devise a standard for the committee to use in determining if a particular criteria meets either zero or four.  All applicants must be evaluated on the same job related criteria using the same standard for evaluation.

*** Criteria should be based on quantifiable job-related experience and educational qualifications.

Additional Comments:

Sample XII:   Applicant Evaluation Consolidated Score Form in Rank Order

Position: __________________________________              Date: ____________________  

       ** Applicants in the highest numerical cluster should receive an interview.