• A termination letter is a formal document informing an employee of their termination from a job.

• When writing a termination letter it is important to include their personal information, when the termination goes into effect, and the reason for termination.

• Reasons for writing a termination letter include furlough or layoff, termination of business contract, or with cause.

The Importance of a Termination Letter

How to Write a Termination Letter

1. The name of the employee and company, and the date of the letter. This is a legal document, so including these details, while it may feel unnecessary, is very important.

2. When the termination goes into effect. Is it effective immediately or on a specific date? Be sure to include this in the letter, preferably early on, so that it’s easy to find.

3. The reasons for the termination. As always, check with your lawyer about what you should and shouldn’t include, but it’s generally a good idea to explain the reason for the termination.

4. Any warnings or corrective steps you’ve given the employee. Again, check with your lawyers, but it’s typically wise to detail the previous warnings, additional training, or other corrective steps you’ve given the employee up to this point.

5. What occurred at the termination meeting. Since you’ll be giving the termination letter to the employee after you’ve talked with them (and because it’s a legal record), it’s also a good idea to include an overview of what happened at the termination meeting.

   At the very least, you should mention that there was a termination meeting and that this letter confirms what was talked about there. Your lawyers may also want you to mention that the employee signed a non-compete, non-disclosure, or separation agreement during the meeting, so be sure to check with them on this.

6. An explanation of their benefits. You need to inform your employees about what will happen with their benefits, even if you simply tell them that you will be sending them more information later.

7. What happens with their final paycheck. The termination letter should also include details about any severance pay. These details should also include any information about their final paycheck and any payment they’ll receive for unused vacation or sick days, as well as how they will be receiving this money.

8. Any other details about company property the employee needs to return. If they have a key card, computer, or another piece of equipment they need to return, it’s a good idea to list this in the letter. If they’ve already returned it, mention that as well.

9. A request for contact information. End the termination letter with a request that the employee keeps their contact information updated with the company so that you can mail them any additional information, forms, or documents.

Example Termination Letters

1. Layoff termination letter:

   Cindy Martin Sales Manager Ambrosia Industries 88888 W Riverside Drive Boston, MA 33333 October 15, 2020 Mr. Joe Williams 1234 Main Street Boston, MA 33333 Dear Joe, This letter confirms our discussion earlier today that you will be laid off from your position as Sales Consultant at Ambrosia Industries effective November 1, 2020. Due to a drastic decrease in client orders over the past few months, Ambrosia Industries has experienced financial difficulties. After pursuing many options to no avail, including expanding our services and increasing our marketing efforts in order to court new clients, we have decided that our only course of action is to eliminate approximately 50 positions, and, regrettably, your position is one of these that will be eliminated. You will receive eight weeks of severance pay at your normal salary, one week for each year you worked at the company. Your current health insurance coverage will remain the same during this time as well. You will also be receiving an additional check for any remaining PTO days you have. This will be mailed to you with your final paycheck, or you can pick it up in the finance office on October 31, 2020. Please advise the bursar which option you would prefer by October 20, 2020. Our HR department will be mailing you an additional letter that outlines your current benefits and your eligibility for COBRA health coverage. Before you leave, you will need to turn in your ID badge, company laptop, and company cell phone. Please continue to provide us with your updated contact information so that we can provide you with important information and forms in the future. We deeply appreciate the dedication and excellent work you’ve given to Ambrosia Industries. If you wish for us to speak on your behalf to any future employers, or if there is anything else we can do to assist with your transition, please let us know. Sincerely, Cindy Martin (signed name) Cindy Martin

2. Poor attendance termination letter:

   Will Payne Nile Enterprises 1001 E Broadway Ave. Indianapolis, IN 33333 November 1, 2020 Susie Johnson 2222 W 33 Drive Indianapolis, IN 33333 Dear Susie, This letter is to confirm the discussion we had at our meeting today. Your employment at Nile Enterprises is terminated, effective immediately, due to poor attendance. As we talked about earlier, your attendance violates company policies, resulting in the termination of your employment. Your continued tardiness affected everyone on your team and the company as a whole, as it required your team to make up for your absence, setting them back in their work, which in turn caused the company to lose clients. Your supervisor has given you three written warnings, which you signed and are in your personnel file. He also explained the consequences of your actions and offered to help you create a plan of action to improve your timeliness, which you refused. He also asked if you needed to make any adjustments to your schedule, and you said you did not. After that, you were given a week without pay in accordance with our company discipline procedures and offered a longer unpaid leave of absence, which you also turned down. You will be receiving your final paycheck on your regular payday, which will also include payment for any accrued sick days and vacation days. You will also be receiving a letter detailing the status of your benefits and information about future coverage opportunities through the Consolidated Omnibus Budget Reconciliation Act (COBRA). You have turned in your company key, badge, and laptop at the termination meeting. Please keep the company HR department updated with your current contact information so that we can send you any future information, such as your W-2 form. If you have any questions or if there is anything we can do to help you during this transition, please contact me at 555-666-7777 or [email protected]. Regards, Will Payne (signed name) Will Payne

3. For cause termination letter:

   Karen Thompson Principal Washington Academy 1515 E 70 Drive Tulsa, OK 77777 September 15, 2020 Frank Smith 4444 W King Blvd. Tulsa, OK 77777 Dear Frank, This letter is to confirm the conversation we had during our meeting today. Your employment at Washington Academy is terminated for cause, effective immediately. Your employment is terminated due to your use of school property for personal use after being reprimanded and reminded of this policy by me, the school principal, on two separate occasions. Your continued use of your school-owned computer, classroom materials, and books for personal tutoring sessions with students who aren’t enrolled at Washington Academy was a gross violation of school policy. Your final paycheck and payment for any remaining sick days or PTO will be sent to you on your regular payday via direct deposit. If you would like to pick it up or have it mailed to you instead, please contact the school bursar by September 26, 2020. You will also be receiving a letter describing the current state of your benefits and your eligibility for COBRA health coverage. We received your ID badge and your school-owned laptop at the meeting. Please continue to provide us with your updated contact information so that we can send you additional forms and information. Please let me know if you have any questions or if there is anything we can do to assist you with your transition. Regards, Karen Thompson (signed name) Karen Thompson

Types of Termination Letters

1. Furlough or layoff. Companies that need to let employees go for economic reasons may need to furlough or lay them off. If you need to write a letter to your employee about this, be sure to include all of the information above, especially information about severance packages or salaries they will still be receiving.

   You should also consider including a note of thanks or explaining that their performance isn’t the cause of the termination.

2. Termination of business contract. If you’ve hired freelance or contract workers, there will likely come a time when you need to part ways. This letter should contain a note of thanks and any details about projects that are still due or invoices that the employee still needs to send.

   It’s imperative to avoid burning bridges in this situation since you may want to hire them again in the future.

3. With cause. When you fire someone for cause, it’s vital that you talk with your lawyers about what you should include in the letter. This is for your company’s benefit, as the letter will go into the organization’s permanent records in case of a termination lawsuit down the road.

   Here are three common reasons you might fire an employee for cause:

   • They are performing unsatisfactorily. If you’re firing your employee because they’re performing poorly, it can be difficult to fully describe how they aren’t meeting standards. Talk to your lawyers about what you need to say, and add as many details as possible to the termination letter.

   • They had a poor attendance record. If you need to let an employee go because of poor attendance, it’s essential that you lay out why their attendance was poor, how you helped them correct it, and any steps you took to make sure the absences weren’t legitimate.

   • They couldn’t adapt to change. Another common reason for needing to let someone go is that they couldn’t adapt to changes within the company or in their position’s duties. This is another case when it’s vital to outline the steps you took to train and support the employee in being able to adapt and why they still weren’t performing to satisfactory levels.

Tips for Termination Letters

1. Be respectful and direct. No matter why you need to terminate an employee, it’s important that you do so respectfully and kindly. Don’t beat around the bush, and don’t be overly friendly, but being courteous can help the process go much more smoothly.

2. Talk to your lawyers. Termination letters are important to get right, so be sure you involve your HR department and lawyers in the process whenever you can. Follow their advice because it may save your company a lawsuit down the road.

3. Deliver the letter at the meeting or send it immediately afterward. A termination letter shouldn’t be the first time an employee hears that they don’t have a job anymore. Instead, it should be a confirmation and written record of the details you covered in a meeting in person.

• When going in for a final interview, don’t go in overly confident and assume that you have the job.

• Make sure you prepare for this interview by reviewing previous interview notes, reviewing the company and position again, and prepare a list of questions to ask.

• Answer all behavioral questions using the STAR (situation, task, action, result) method.

• Final interviews tend to be longer, averaging around 30-60 minutes long.

How To Prepare for a Final Interview

1. Don’t be overly confident. Even though you are one of the finalists for the position, you don’t have it yet. You should still adhere to the regular principles of a successful interview:

   • Dress appropriately

   • Bring copies of your resume, portfolio, and list of references

   • Show up on time, which means arriving 10 to 15 minutes early

   • Get a good night’s sleep the night before

   • Keep your energy levels and enthusiasm high

   • Follow up with a thank-you letter

2. Look over past interviews. Since this is your second or third meeting with the company, chances are many of the questions will be focused on revisiting topics from your earlier interviews.

   Look over your notes to remind yourself about what you talked about in your last meeting so that you’re ready to continue the conversation. Consider answers you gave that you want to make sure you reframe or expound upon, and come up with a few more anecdotes that further highlight your experience so that you have something new to share.

3. Come prepared with a list of questions. This interview is also an opportunity for you to find out what you need to know about the company so that you can make your decision about accepting a potential job offer.

   Prepare a list of questions to ask, but also make sure you’re thinking of them as you go through the interview. Think through what you would want to know during your first week or two working at the company and ask those now.

4. Anticipate more in-depth questions. Final interviews tend to focus more on behavioral and relationship type questions so be prepared to give more details in your answer. The best way to answer these questions is to use the STAR method:

   • Situation. Start by describing details of the situation that provide context.

   • Task. This is where you explain what your responsibility was during for the situation.

   • Action. This is going to be the longest part of your answer. You will be describing the actions that you took to solve the situation.

   • Result. This is where you explain the outcome of the situation and highlight the positive results of the situation.

5. Don’t assume you have the position. It can be exciting to reach the final stage of the interview process, but you should never assume that means you have gotten the job. You should still go into this interview just as prepared as you were during the initial stages of the interview process.

Final Interview Questions With Example Answers

1. Now that you’ve learned the full scope of this position, what are your salary expectations?

   Always base your answer to this question on research you’ve done about typical salaries within this industry and geographic location or on your own knowledge of industry standards.
   Example Answer

   “My salary expectation is between $35,000 and $45,000, which is the average salary for someone in this industry with my experience in this area. I’m willing to negotiate, though.”

2. If hired, how would you want to grow within the company? How would you accomplish this?

   Your interviewer wants to know that they’re hiring a self-motivated employee who will continue to grow and improve. They also want to see that you’ve researched the company, so make sure you show that you know how it’s structured.
   Example Answer

   “I would work to be as effective and efficient as possible in my role and seek out professional development opportunities and chances to work with other departments to expand my experience. “Eventually, I would love to be able to put my skills to work with more responsibility by applying for a leadership position that would be a good fit for my abilities and then working my way up to become a Vice President.”

3. What are your hobbies and interests?

   Your interviewer wants to make sure you’re a well-rounded person who will fit well with the organization. Be honest about what you like to do, but also try to think of ways to relate them to the position you’re applying for.
   Example Answer

   “I love to travel. It helps me expand my point of view, teaches me how to solve problems on the fly, and gives me practice staying calm under pressure. Plus, I get to meet new people from all over the world.”

4. Tell me about a conflict you’ve encountered and how you handled it.

   Your interviewer wants an example of your interpersonal skills in action. Be detailed in your answer and be sure to include the result of your efforts.
   Example Answer

   “In my previous position, I was in charge of coordinating an interdepartmental project. “After I sent out the first informational email to the team, I found out that one more person had been added to the project. Because of this, I hadn’t included him in the email, and he quickly realized it in the first meeting. “The person was offended and confronted me about it. I asked if we could talk privately, where I apologized, explained that it hadn’t been intentional, and assured him that he’d be on all future emails. “Thankfully, he accepted my apology and there were no more issues between us.”

5. When could you start?

   This question is pretty straightforward, so answer honestly. If you’re willing to be flexible, be sure to say so.
   Example Answer

   “I would need to give two weeks’ notice as soon as I accepted the position, and then I could start as soon as that time has passed. Beyond that, I am flexible.”

6. Tell me about a time you had to deal with a lot of stress at work.

   This is another question that requires a story. Be detailed and show the steps you take to reduce stress.
   Example Answer

   “During my time in my most recent position, I had three major projects that all happened to be due during the same week. I had to be very careful about prioritizing my tasks, blocking out time to work on them, and intentionally relaxing at home in the evenings so I’d be ready to go in the morning. “It took a lot of hard work, but I was able to complete everything successfully.”

7. If you were in charge of a team, how would you go about motivating them?

   Whether you’re applying for a leadership position or not, your interviewer wants to see that you have these skills in case you are eventually put in that position.
   Example Answer

   “I believe that one of the best ways to lead is by example, so I would work to set a positive tone and show that I’m invested in the project by completing my tasks well. “I would work to build relationships with the team and find ways to make it an enjoyable experience by putting incentives in place and giving recognition for a job well done.”

8. What type of work environment do you prefer?

   A major part of the final interview is to determine if you’ll be a good fit for the company beyond your skill set. Be honest, and show that you understand the environment in the company you’re applying to.
   Example Answer

   “I enjoy collaborating with others, so I tend to work best in environments that foster that, just like your open office setup does.”

9. What motivates you?

   This is another question that interviewers ask to make sure you’ll be a good fit for their company. Talk about what made you apply for this position and what motivated you in past jobs. Be specific, and tell a story if you can.
   Example Answer

   “I enjoy solving problems and coming up with creative solutions. When I worked as a social media manager, I loved looking at which web pages we needed to draw more people to and then coming up with a social media strategy to do that. “I successfully increased the average daily traffic on three of our main web pages through these campaigns, and I got excited when I saw the opportunity to do even more of these projects with this marketing position.”

10. How do you prioritize your tasks?

    Your answer to this question will reveal a little more about how you handle your workload and responsibilities. Be as specific as possible in your answer to paint a picture for the interviewer.
    Example Answer

    “At the beginning of each week, I set aside 15 minutes to organize my to-do list. I sort tasks into three priority levels and then put the ones with due dates on my calendar. I then schedule times when I’m going to complete my most important tasks throughout the week and work the lower priority ones around those. That way, if something goes wrong, I can bump those back and still have time to complete my top priorities.”

11. How do you like to be managed?

    Another part of making sure you’re a good fit for the company’s culture is making sure you’d work well with your potential manager’s style. Stay positive and honest, and provide examples when possible.
    Example Answer

    “I thrive when I’m given a goal to reach or project to complete but then have the freedom to figure out the steps I need to take to get there. “For example, I had one boss who would work with me to set goals and then let me figure out how to reach them. “She’d check in with me along the way to see if I needed anything and how I was progressing, but other than that, it was up to me to complete them.”

12. What should I know that isn’t on your resume?

    This is your chance to talk about a qualification, personality trait, or anecdote that further reveals why you’re the best person for the job. You can also talk about any goals you have that are similar to the company’s.
    Example Answer

    “One thing that isn’t on my resume is my passion for helping people reach their goals. Being able to teach at a community college would combine my knowledge of teaching English as a second language and my passion for helping people get on a path to fulfilling their dreams.”

13. How would your current colleagues describe you?

    When you answer this question, make sure you’re truthful but positive. Especially during a final interview, try to think of things that haven’t been brought up yet.
    Example Answer

    “My colleagues would describe me as efficient, hard-working, and creative.”

14. Tell me about a time you made a mistake. How did you handle it?

    Your interviewers know that everyone makes mistakes, so they want to see how you respond when you do. Just remember to end with what you learned and how you prevented it from happening again.
    Example Answer

    “I once miscalculated a part of our final budget report, which resulted in an incorrect report going before the board. As soon as I realized the mistake, I told my supervisor, who was able to contact the board members and correct the report. From then on, I’ve always made sure to check my work three times or have someone else look at it as well before I turn it in.”

15. Why did you leave your last job?

    This is one of the few interview questions where you shouldn’t launch into a detailed anecdote to illustrate your point. Be honest, optimistic, and brief, and try to form your answers so that it points back to why this position would be a good fit.
    Example Answer

    After working at my last company for seven years, I’m ready for a new challenge, and there weren’t any opportunities to do that there. I saw that this position would be a great fit for my skills and give me a chance to use them in a new way.”

16. What are you passionate about?

    Interviewers ask this question in order to get to know you better, so there is no one right answer. As always, though, relate it to the position you’re applying for if you can.
    Example Answer

    “I’m passionate about connecting with people and building relationships with them. I love creating partnerships where we make each other better. This is one of the reasons why I got into public relations in the first place.”

17. How do you define success?

    Your potential employer wants to see that you know how to set and reach goals and will work hard to make the company successful. Showcase this in your answer by sharing what you actively do to make sure you’re successful.
    Example Answer

    “I define success as completing my responsibilities in such a way that they help both my team and the company as a whole succeed. To do this, I make sure I’m not only doing my everyday tasks to the best of my ability, but that I’m also searching out ways to grow and support others on my team.”

18. Where do you see yourself in five years?

    This question helps your interviewer see what your long-term goals are and if you’re thinking you’ll be at the company for the long haul. Be honest about your hopes and ambitions and how they relate to this job.
    Example Answer

    “In five years I see myself in a management role where I can use my experience in sales to lead a branch of my own.”

19. Why should we hire you?

    This is a great opportunity to share again what sets you apart from the one or two other candidates they’re considering. You don’t even need to know who they are to be able to share the unique traits and experiences you bring to the table.
    Example Answer

    “You should hire me because I’m a self-starter who has experience in both design and management. These skills would be a great fit for this leadership role, because I have both the technical knowledge and people skills needed to lead this department effectively.”

20. Do you have any questions for us?

    Example Answer

    This question usually comes at the end of the interview, and the answer should always be, “yes,” followed by questions that you’ve prepared. This shows that you’re invested in this position and have been paying attention, and it could just push you to the top of the candidate list. Read on to find some examples of questions to ask.

What Is a Final Interview?

What To Ask in a Final Interview

• What does a typical day look like for someone in this position?

• Who will I be working under?

• What is the average turnover rate at the company? How long was my predecessor in this position?

• What are some of the biggest challenges the person in this position would face?

• What is your favorite part about working for the company?

• Are there any hesitations you have about hiring me that I can address?

• What about my qualifications appeal to you the most?

• Is there any other information or work samples I can provide for you?

• What are the next steps in the interview process?

What Not To Ask in a Final Interview

• What will my salary and benefits look like?

• Who is your competition?

• How often do you review your employees?

• Will I be able to have a flexible work schedule?

• How many vacation days will I get?

• Would you like to see my references?

• How quickly could I get promoted?

• Will I get my own office?

• Do you have rules about personal social media profiles?

What To Ask When You Get a Job Offer

• Are there any changes to the company’s leadership and structure coming soon?

• What does training and onboarding look like?

• What is your family leave policy?

• Can I get this offer in writing?

Final Interview FAQs

1. Is a final interview just a formality?

   No, the final interview is typically not just a formality. Your final interview is your last opportunity to impress your hiring manager before they officially make their decision. Remember, you may still be going up against a pool of other final candidates. Just because you landed the final interview doesn’t mean you have the job. However, on rare occasions, the candidate may be offered the job on the spot or very soon after the final interview.

2. How is a final interview different?

   The final interview is often much more in-depth and specific, as the hiring manager is already generally familiar with your skills and experience. Final interviews will differ depending on the company. Sometimes the final interview is used as a comparison to other candidates who may be in the running. Depending on the position, you may be required to meet with a panel, make a presentation, or complete a project.

3. How many candidates make it to the final interview?

   In most instances, 2 to 3 candidates may be invited to the final round of interviews. Typically the interviewers have narrowed down their final list of candidates and invite everyone to a final interview to help them decide. Depending on the size of the company, this number may vary.

4. How long should a final interview last?

   The final interview should last between 30-60 minutes. The final interview is generally shorter than other interviews you may have participated in during your candidacy since they already have a good idea of your personality, skills, and experience. This interview is often conducted by the person who conducted your other interviews and may include a presentation or panel interview, depending on the company’s requirements.

5. How many interviews does it take to get a job?

   Individuals who have had three job interviews have the greatest probability of receiving a job offer. According to recruiters, individuals who have had three interviews have a 51% chance of getting hired.

• Your email closing should include a closing line and a sign-off.

• Avoid overly casual or cheesy email sign-offs such as “Peace,” “Yours truly,” or “Thanks a million.”

• Include your contact information in your email closing.

How to Close an Email

1. Wrap up the body of your message with a closing line. Your email closing is more than a signoff phrase and your name, and it starts in the last line of your email.

   This final line should be a call to action, a note of thanks, or an offer to answer additional questions – whatever helps create a positive tone for the email and leaves the reader with a pleasant impression of you.

2. Choose an appropriate closing. While simply signing your name at the end of an email is appropriate in some instances, it’s typically not a good idea to start an email conversation this way. Using an appropriate closing along with your name helps set and maintain the tone of your conversation.

3. Sign off with your full name. Even if your first name is incredibly unique, it’s still a best practice to sign off with your full name, especially on the first email you send to a person.

   This helps them fully know who you are and prevents them from getting you mixed up with someone else with the same first name. (This happens more than you might think and can have embarrassing consequences.)

4. Finish with your title and contact information. If your company doesn’t already require this, make sure you include this information on your signature. You don’t necessarily need to as the conversation continues, but it’s a good idea to add it to at least your initial email.

   Having this easy access to your contact information not only allows the recipient to know exactly who they’re talking to, but it can also save you both a lot of time by removing the need for them to ask you for that information.

Email Closings To Use

1. Thanks. Ever a classic, this is a solid casual yet professional closing phrase.

2. Thank you. Slightly more formal than “thanks,” this closing is always a safe option.

3. Thanks so much. This is an especially warm way to close an email and can be used in many circumstances.

4. With gratitude. An even more formal version of “thank you,” this closing is best used when making a formal request of someone you haven’t met.

5. Sincerely. This is a safe way to end a formal letter or email, especially if you’re writing a cover letter.

6. Best. A friendly yet professional sign-off, this is a good go-to choice if you want to be somewhat generic.

7. Regards. Brief, amicable, and neutral, this is also a safe option.

8. Best regards. A step warmer than just plain “regards,” this closing exudes goodwill and professionalism.

9. Warm regards. Similar to “best regards,” the difference is mainly a question of preference and personality.

10. Cordially. Very formal, this phrase is a touch friendlier than “sincerely.”

11. Respectfully. This is an excellent option if you’re writing a formal note to someone in authority over you, especially if you’re asking a question or making a request.

12. Your name/Your initials. If you’ve been in one email thread for a while now with someone, this can be a good option to help keep the conversation moving. This isn’t a good idea for an initial email, though.

Email Closings for Continuing the Conversation

1. Let me know what questions you have. This assumes that the recipient will have questions about your message and encourages them to reach out to you for clarity or to continue the conversation.

2. Looking forward to chatting more about __. This extends an invitation to talk about a specific topic and communicates your enthusiasm for future conversation.

3. I’ll follow up with more info soon. This is a great way to tell the recipient that there will be more conversations and information about this topic. Just make sure you really do follow up.

4. Let me know if you want to chat about this in person. Inviting someone to set up a meeting is a great way to show your interest in the topic and in talking about it further.

5. Looking forward to hearing from you. This one can sound harsh and assuming, so use it sparingly, but it can be an appropriate way to close an email in many situations.

Email Closings to Avoid

1. Cheers. This can be fun if you know the person you’re writing to well, but beyond that, only use it if you’re actually from Great Britain or Australia.

2. Peace. Again, this might be appropriate for emails to your close coworker friends, but it isn’t very professional to use when emailing anyone outside of that small circle, including your boss.

3. Your friend. This tends to read like you’re writing to your grade-school pen pal and is best avoided in professional correspondence.

4. Yours truly/faithfully. This can also be misinterpreted, as it’s often associated with romantic notes or letters to dear friends.

5. Thanks a million/bunch. While this may be a friendly way to sign a note to a colleague you have a strong personal relationship with, you should avoid it in any other circumstance.

6. Rgrds. While abbreviations are helpful when you’re sending a message from your phone, this one tends to look lazy since it’s only missing two letters.

Five Examples of How To End an Email

1. Cover Letter Closing

   If you’re signing off on a cover letter or other professional document, this is an example of an appropriate closing:

   Sincerely, Amy Stuart Administrative Assistant 333-444-5555 [email protected]

2. Project Instructions Closing

   If you’re talking to a subordinate or external contractor about a project’s status, you might close your email with something like this:

   I appreciate all your help with this project. Please let me know what questions you have. Thank you, John Wolf Director of Marketing, ACME Inc. 555-333-2222

3. Interdepartmental Project Closing

   When you’re sharing details with a colleague about an interdepartmental project you’re working on together, this is one good way to close your email:

   I look forward to working with you on this project! Best, Jane Herman Sales Representative [email protected] 111-222-3333

4. Request for Information Closing

   This email closing is a great option if you’re asking someone for information:

   I hope to hear from you soon. Thanks, Jim Stevens Account Representative Jones Interiors 2222 S Main Street Lincoln, NE 44444 [email protected] 333-222-5555

5. Providing Information Closing

   When you’re sending an email with information or an answer to a question, you could close with something like this:

   Hope this helps. Please let me know if you have any questions. Thanks so much, Rhonda Seaburg Interior Designer, Homes R Us 333-222-9999, [email protected]

Tips for Creating a Professional Email Closing

1. Keep your contact information brief. If your company doesn’t already have a standard email signature, or even if it does, it can be tempting to list every phone number, email address, and portfolio link possible in your closing.

   Don’t give in to this temptation, though, and keep it to the bare minimum to avoid bogging down your email thread and annoying your recipient. If you don’t have a standard, company-wide signature, you should also consider what you need to include for the particular person you’re addressing. If you’re emailing someone who works at the same company as you, you probably don’t need to include the organization’s name, but mentioning your title may be beneficial.

2. Don’t include any quotes. These are often more distracting and confusing than they are helpful, especially if they’re meant to be funny or ironic. Some people may not appreciate your sense of humor, so it’s best to keep it professional and leave quotes out of your email closing.

3. Leave off large photos or company logos. If your organization doesn’t require you to include these features, don’t add them. They can cause your emails to load slowly and create formatting problems. Plus, they just get clunky to have to scroll past if you’re trying to read back through an email chain.

4. Tailor your closing to the situation. Even if you have a go-to email closing, take a second to make sure it’s appropriate for the particular message you’re sending. Depending on the recipient and purpose, you may need to adjust it slightly.

   You can even use a more formal phrase in your first message and an informal one during the rest of your conversation.

5. Focus on being professional instead of expressing your personality. While it may be tempting to make your sign-off unique, it’s better to aim toward one that is crowd-pleasing.

   Choose a basic font and color for your signature, and don’t use any emojis or other graphics that aren’t provided by the company. While you and your close colleagues may enjoy these little touches, not everyone will, and it may affect your ability to get a response from or build a professional relationship with the recipient.

Why Email Closings Are Important

• There might be times when you’ll want to include experience that you have in your job description, even if it isn’t relevant to the specific job you’re applying for.

• You may also find that your “irrelevant” experience can actually apply to the role you’re applying for in a relevant way.

• In addition to hard skills, soft skills are also highly valuable and can transfer across many positions and industries.

Should I Include Irrelevant Work Experience On a Resume?

1. Does This Experience Add to my Value as an Employee? Before you cut any irrelevant experience from your resume, ask yourself if it could make you a more valuable employee.

   If you’re deciding whether or not you should include your summer cleaning houses, future employers who are looking for someone to work in an office setting probably won’t care that you know how to clean. What they might find appealing, though, is the extracurricular project you did where you learned how to code. Companies are interested in well-rounded, versatile employees, so if you could see the company needing a random skill you have, leave it on. You never know what might give you an edge over other candidates.

2. Do I Have the Space? If you’re changing career paths after 20 years in the workforce, chances are you’ll have more than enough relevant skills tofill a resume.

   If you’re hurting for space rather than material, you can cut out anything that doesn’t demonstrate how you are a good fit for the job. Just be sure that this doesn’t mean you’re leaving worrisome gaps in your work history. If you find yourself doing this, consider listing at least the position and the dates you worked there, even if you don’t have space to include many bullet points.

3. Do I Need To Fill Space? If you’re a recent graduate or just got out of themilitary, you may be struggling to fill out your resume in the first place. If this is the case, include your irrelevant work experience.

   Work to show all the ways it can relate to the job you’re applying for and then leave it be. The fact that you held a job while you took classes and still got a 3.8 GPA shows responsibility to employers, and your time in the military shows that you understand discipline and responsibility. These are skills that any employer looks for in future workers.

Relevant vs. Irrelevant Work Experience

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Is Your Work Experience Actually Irrelevant?

Making Irrelevant Experience Relevant

Soft Skills

Irrelevant Hard Skills

Final Thoughts

• Interviewers want a reference letter because they want to hear from someone who has experience working with you that you not only have the skills you say you do, but that you’ll be pleasant to work with.

• When writing a reference letter, make sure you follow the instructions to include information that the hiring manager is looking for.

• It’s important to stay positive in your recommendation letter.

• Potential employers want anecdotes instead of vague comments about the person the recommendation letter is about.

How to Structure a General Recommendation Letter

1. Header. If you’re turning in a hard copy of your recommendation letter, it’s important to make sure you structure it as you would a formal business letter. Use your professional letterhead or type your name, title, company name, address, phone number, and email address at the top.

   You should follow this with the date you’re sending the letter and then add the recipient’s name, title, company name, and address. If you don’t have that information, or if you’re writing an email, you can leave that part off.

2. Salutation. When you’re beginning your letter, it’s a good idea to start off by saying, “Dear Mr. [insert last name]” or “Dear Ms. [insert last name].” Then follow this salutation with a comma..

   If you don’t know who you’re sending the letter to or it’s a general recommendation letter for a non-specific job opportunity, you can write, “Dear Sir or Madam,” or “To Whom It May Concern.” However, if it is for a specific job opportunity, try your best to address the letter directly to the hiring manager or recruiter.

3. Background. Your first paragraph is a good place to explain how long you’ve known the person you’re writing about and the nature of your relationship. It’s also a good time to be very clear that you’re recommending them. You can give some general information about the person here as well.

4. More details. In your next paragraph or two, you can expound on some of the qualities that make the person stand out. Give specifics like statistics or brief anecdotes about instances where you saw them shine.

   Try to include qualifications that will be important to the specific job they’re applying for, if possible, as well as soft skills that make working with them enjoyable.

5. Sign-off. Finish your letter by clearly stating that you recommend the person and then inviting the recipient to contact you with additional questions. Sign off with “sincerely” and then your name.

   Sign and type it if you’re writing a hard copy, or type it and then follow it with your contact information if you’re sending an email. Take a look at these examples for inspiration.

Sample Recommendation Letters

1. Recommendation letter sample:

   Andy Hunt Principal, Cedar Springs Public Schools 1111 S. 11th St., Wichita, KS 11111 [email protected] 777-777-7777 November 23, 2020 Ellen Murray Superintendent West Hollow Public Schools 2222 N. 22nd St., Houston, TX 22222 Dear Ms. Murray: I am writing on behalf of Sam Smith, who I’ve had the pleasure of working with for the past five years. Sam taught Spanish and math at our middle school campus and had over 200 students come through his classroom. Throughout his time at Cedar Springs, I consistently had parents and students tell me how he was one of their favorite teachers. During my observations in his classroom, I was able to see firsthand how he worked to engage his students with creative projects and presentations. He not only made sure the students knew the material, but that they knew that he cared about them as individuals. His success with this was demonstrated in his students’ higher-than-average test scores and in the fact that his past students would also come by to say hello to him. His current students were always stopping by his classroom for help with material and for advice as they dealt with the social challenges that come with middle school. Sam is quick to help out around the school and was often found doing odd jobs for other teachers during his breaks. The other teachers know they can count on him and enjoy working with him, as his positive and encouraging demeanor brightens every room he’s in. Sam has a gift for connecting with students as he pushes them to be better, and any school would be lucky to have him on their team. I give him my highest recommendation. Please don’t hesitate to reach out if you have any questions or need any additional information. Sincerely, Andy Hunt

2. Sample recommendation letter email:

   To: Piper Williams From: Sarah Stanley Subject: Recommendation for Luke Christianson Dear Ms. Williams, I’m writing to recommend Luke Christianson for the position of Junior Programmer at Tech, Inc. I had the honor of being Luke’s supervisor while he was participating in our internship program at Computers, LLC, this summer. During his three months here, I was able to see Luke thrive as he was presented with problems to solve and tasks to complete. Even if he had had little to no experience with the particular task he was given, he accepted the assignment with a smile and worked hard to gather the information he needed to complete it in a timely manner. Luke is attentive to detail while he keeps up with tight deadlines. He takes constructive criticism well and incorporates the feedback he receives into his work. Luke outperformed the majority of the 60 interns we hired over the summer, and his supervisor had to come up with more challenging tasks for him. Luke is enjoyable to talk with and brings calm to the office. He has a great sense of humor and connected well with both his peers and his superiors. I offer my highest recommendation for Luke, as I believe that he would be an asset to any organization. Please let me know if you have any additional questions. I’d be happy to answer them. Sincerely, Sarah Stanley — Sarah Stanley Department Manager Computers, LLC 5555 West 55th Blvd. New York City, New York 55555 [email protected] 555-555-5555

3. Recommendation letter example:

   Greg Murray Accounting Director Greenville Accounting 3333 N. 33rd St. Greenville, SC 33333 May 5, 2020 Bill Thompson CFO Globex Corporation 1212 W. 12th Ave. Greenville, SC 33333 Dear Mr. Thompson: It is my pleasure to recommend Angela Martin for the accounting position at Globex Corporation. I’ve been Angela’s supervisor for the past three years, and she has been a wonderful addition to our team. Angela is always one of the first ones to the office and is someone I can count on to pull a project together quickly and accurately. She is always finding ways to develop her skills and improve at her job. Angela’s projects are always finished on time and error-free, and the whole department relies on her to help troubleshoot and come up with creative solutions to problems that arise. In addition to being a skilled worker, Angela is a wonderful teammate. She is always ready to help her co-workers with a smile, solves conflict quickly and painlessly, and uses her organizational skills to help the entire organization thrive. She communicates clearly and her clients always have positive things to say about her. Angela would be a valuable asset for any organization, but I believe her skills are especially suited for the open position at Globex. I give her my highest recommendation. Please feel free to contact me for more information. Sincerely, Greg Murray

5 Key Elements of a Recommendation Letter

1. Brevity. Chances are, the recipient of your recommendation letter will be combing through a stack of letters and applications, so they’ll appreciate reading a short, to-the-point document. A good rule of thumb is to keep your letter about one page long.

2. Anecdotes. The purpose of your letter is to flesh out the person you’re recommending for their future employer. Instead of giving vague compliments, try to incorporate some short examples that paint a more memorable picture.

   These don’t have to be long-winded stories, but they should be more specific than just saying that the employee is a hard worker. If they’re known for staying longer than everyone else, for example, make sure you say that.

3. Variety. Try to mention both soft and hard skills the person has. If you spend all of your time talking about their technical skills, readers may question if working with them is enjoyable. On the other hand, if you focus only on how much fun they are, it may cast doubt on their ability to complete their job.

4. Specifics about your relationship. It’s important to note how you know the person you’re recommending. This gives validity to your reference and helps give a clearer idea of what it’s like to be their supervisor or co-worker.

   It’s a good practice to put this at the beginning of your letter so that the reader has it in mind as they read.

5. Positivity. It might sound obvious, but remember to always stay positive in your letter. Be truthful and professional, but make sure you’re helping the person put their best foot forward, even if you didn’t get along all the time.

   If you can’t in good conscience sign your name to a recommendation, or if you just don’t know them well enough to write a good one, politely decline writing the letter. It’s better that you aren’t insincere and that you give them the opportunity to find someone who can write it well.

Tips for Writing a Recommendation Letter

1. Make sure you’re a good choice. Before you agree to write a recommendation letter for someone, it’s in their best interest to consider whether your opinion will matter much to the hiring manager. Remember that personal or character references aren’t as valuable for recruiters as professional ones.

   However, if the candidate already has one professional recommendation letter, and wishes to supplement it with a character reference, then you can feel comfortable accepting.

   Other than that, only agree to write a professional recommendation letter for employment if:

   • You’ve worked closely with the person or observed them directly

   • You know the person’s on-the-job strengths, and you have stories that demonstrate them

   • You can offer entirely positive feedback about this person

   • You’ve worked with them recently (within five years, max)

   If you can’t answer “yes” to these questions, it might be better to suggest this person find a different individual to write their recommendation letter.

2. Learn about the candidate. If you’ve been asked to write a recommendation letter, you probably know a lot about the person who asked. But there’s a chance you haven’t worked closely with them in recent months or even years. Even if you are day-to-day partners with this person, you might not be fully aware of the depth or scope of their credentials.

   That’s why it’s essential to look over their resume and cover letter. Their resume will give you a better idea of exactly what experiences they’re trying to promote, and their cover letter will help you understand what sort of values they’d like highlighted.

   Other than that, just have a frank discussion with the candidate to learn precisely what they’d like you to write about.

3. Learn about the opportunity. Knowing the candidate well is more than half the battle, but it’s also important to learn about the job itself. Read the job description and highlight the keywords that come up a lot. If one technical skill comes up often and is emphasized a lot, make sure to include a story that demonstrates the candidate’s proficiency with that skill.

   You can also do some research on the company’s values and culture, but the person asking for the letter should help you out and summarize this information for you.

4. Tie examples to the job description. Now that you know about the candidate and the job, you can start figuring out exactly which anecdotes work best to sell the candidate. Again, this person might already have an idea of which stories they want to be told, which makes your job a whole lot easier.

   But if they don’t, try to brainstorm (together, ideally) times when you’ve seen the candidate put these relevant skills to good use. Stories that include numbers work best, because they serve to make your story seem less objective. After all, it’s not your opinion that the candidate improved a process by 10% — it’s an objective fact.

5. Proofread. Even one typo or grammatical mistake could serve to undercut the authority of your recommendation letter. It’s best to have a second set of eyes look over your letter before sending it, as it’s easy to become blind to errors once you’ve spent a lot of time on the same document.

6. Follow instructions. Last but certainly not least, make sure to follow all submission instructions. You don’t want your recommendation letter to wind up in the wrong place or arrive late. Also, if you’re submitting it online, make sure that the file is saved in whatever format the company requested.

   Your authority as a recommender relies on you being professional, so make sure that you get the details of your submission right.

15 Largest Defense Companies in the U.S.

1. Lockheed Martin. North Bethesda, Maryland

   2021 Annual Revenue: $67.04 billion Lockheed Martin began in 1995 when Lockheed Corporation merged with Martin Marietta. Now the company has approximately 110,000 employees working in over 375 facilities in the U.S. and abroad. Lockheed Martin is a global security and aerospace company, and its main areas of business are aeronautics, missiles and fire control, rotary and mission systems, and space. The company researches, designs, develops, manufactures, integrates, and sustains the technology systems it produces, making it a giant in the defense industry. Most of Lockheed Martin’s business comes from the DOD and other government agencies, but it also sells products to international and commercial customers. Lockheed Martin’s subsidiaries include Sikorsky Aircraft, United Launch Alliance, and Skunk Works.

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2. Raytheon. Waltham, Massachusetts

   2021 Annual Revenue: $64.39 billion Raytheon Technologies came to be in 2020 when Raytheon Corporation merged with United Technologies Corporation, creating one of the largest aerospace and defense manufacturers in the world. Raytheon Technologies works in aviation, space, and defense through its four main businesses: Collins Aerospace, Pratt and Whitney, Raytheon Intelligence and Space, and Raytheon Missiles and Defense. The company has over 195,000 employees who work on researching, designing, and/or manufacturing aircraft engines, avionics, aerostructures, cybersecurity, data analytics, missiles, power and controls, air defense systems, and more. Raytheon Technologies serves commercial, military, and government customers around the world.

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3. Boeing. Chicago, Illinois

   2021 Annual Revenue: $62.3 billion Perhaps best known for its commercial airplanes, Boeing is the world’s largest aerospace company and also designs and manufactures rockets, satellites, missiles, telecommunications equipment, helicopters, and military planes. The company sells its products and provides professional support to government and commercial customers all over the world. In addition to its physical products, Boeing offers professional support in engineering, digital analytics, supply chain, and training. It offers this as an independent service, which means that even customers who don’t have Boeing machines can use its support services.

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4. General Dynamics. Reston, Virginia

   2021 Annual Revenue: $38.47 billion In 1952, several companies merged to form General Dynamics Corporation. Just two years later, the company christened the USS Nautilus, the world’s first nuclear-powered submarine. Now, General Dynamics has over 100,000 employees and works in nearly every area of defense. Its business divisions are Aerospace, Marine Systems, Combat Systems, and Technologies. General Dynamics’ major products include Gulfstream business jets, combat vehicles, command and control systems, weapons systems, shipbuilding and repair, IT products and services, and nuclear submarines.

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5. Northrop Grumman. Falls Church, Virginia

   2021 Annual Revenue: $35.67 billion Northrop Grumman’s fields of expertise include space, aeronautics, defense, and cyberspace. While the majority of its business comes from the U.S. Department of Defense and U.S. intelligence agencies, it also serves over 25 other countries, including Australia, the United Kingdom, Japan, and South Korea. Northrop Grumman is known for consistently being on the cutting edge of new technology, mainly for defense purposes. Some of the company’s most notable products include the B-2 Spirit stealth bomber, the X-47B unmanned aircraft, and the Lunar Module.

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6. BAE Systems. Falls Church, Virginia

   2021 Annual Revenue: $26.84 billion While BAE Systems plc is technically a British company, it does have a U.S. subsidiary, BAE Systems, Inc., which is headquartered in Virginia. BAE Systems, Inc. has about 35,000 employees worldwide who provide products and services for both commercial and military customers. The company works with intelligence systems, electronic systems, specialized security and protection products, armored combat vehicles, artillery systems, and munitions. Like some of its competitors, BAE Systems both develops products and provides services for its customers in these areas.

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7. Harris. Melbourne, Florida

   2021 Annual Revenue: $17 billion L3Harris is a technology company that works with defense needs of all kinds, whether that be in the air, on land, at sea, in space, or in cyberspace. The company is relatively young, as it officially began in 2019 when L3 Technologies and Harris Corporation merged. Just because it’s young doesn’t mean it’s small, though, as L3Harris currently has about 48,000 employees and serves 100 countries. L3Harris specializes in surveillance, microwave weaponry, and electronic warfare, as well as IT services and communications equipment and systems. The company serves both defense and commercial customers.

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8. Leidos. Reston, Virginia

   2021 Annual Revenue: $13.7 billion Leidos is a company of 38,000 employees that works in aviation, defense, energy, healthcare, intelligence, physical science, space, and surface transportation. While many other companies on this list that work in these areas build products to sell, Leidos’ main focus is on research and development. The company began as Science Applications International Corporation, and its first contract in 1969 was for analyzing nuclear weapon effects for the U.S. government. This was closely followed by a 1970 contract with the Los Alamos National Laboratory for studying radiation-based cancer therapy. Now, the company serves a global customer base with its biomedical, engineering, digital, and other technical services. Some of Leidos’s subsidiaries include Dynetics, Inc., 1901 Group, BEONTRA, and QTC.

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9. Huntington Ingalls Industries. Newport News, Virginia

   2021 Annual Revenue: $9.52 billion Since it spun off from Northrop Grumman in 2011, Huntington Ingalls Industries has built over 70% of the U.S. Navy’s fleet and all of its aircraft carriers, making it the U.S.’s largest military shipbuilding company. The company doesn’t stop there, however. HII also produces unmanned systems, nuclear submarines (it’s the only other company besides General Dynamics that makes them), amphibious ships, and other defense services. HII has over 42,000 employees working around the world in its three divisions: Newport News Shipbuilding, Ingalls Shipbuilding, and Technical Solutions.

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10. Booz Allen Hamilton. McLean, Virginia

    2021 Annual Revenue: $7.86 billion Booz Allen Hamilton is an IT and management company that started in 1914. One of its most notable and formative achievements took place in 1940. This is when the U.S. government contracted the company to help it quickly double the size of the Navy so that it could run successful campaigns on both the Atlantic and Pacific fronts of WWII. Now, the company’s defense division creates new technology and solutions to modernize current defense systems and integrate information across the U.S. Armed Forces. Booz Allen Hamilton also serves intelligence, commercial, health, transportation, energy, law enforcement, and international customers by providing consulting, engineering, cybersecurity, analytics, and digital services and products.

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11. Oshkosh. Oshkosh, Wisconsin

    2021 Annual Revenue: $7.74 billion Not to be confused with children’s clothing company Oshkosh B’Gosh, Oshkosh Corp. makes specialty trucks and access equipment. The company began in 1917 as Oshkosh Truck, and its commercial brands now include JLG, Jerr-Dan, Pierce, Oshkosh Airport Products, Frontline Communications, McNeilus, London, and IMT. The company’s defense division produces tactical vehicles as well as parts and services for those vehicles.

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12. Science Applications International. Reston, Virginia

    2021 Annual Revenue: $7.06 billion A spin-off from the original SAIC that is now Leidos, this company serves the defense, space, civilian, and intelligence markets. The vast majority of its business comes from government contracts, as even its civilian customers are government agencies such as NASA, the Department of State, and the Environmental Protection Agency. SAIC has over 25,000 employees working on the company’s enterprise IT, software, cybersecurity, engineering, integration, logistics, training, and analytics and simulation offerings.

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13. General Electric. Boston, Massachusetts

    2021 Annual Revenue: $4.38 billion The average consumer probably knows General Electric Company best for its light bulbs, and rightly so, since Thomas Edison helped found the company in 1892. GE has expanded into many fields since then, though, including aviation, healthcare, power, and renewable energy. As far as DOD contracts go, most are with GE’s aviation sector. These contracts include projects such as turbofan fighter aircraft engines and gas turbines for Navy frigates. GE is also a supplier for other companies like Lockheed Martin and serves many commercial customers as well.

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14. Atlantic Diving Supply, Inc. Virginia Beach, Virginia

    2021 Annual Revenue: $3.09 billion A much smaller company than many on this list, Atlantic Diving Supply was a dive shop with just five employees in 1997. Since then, it has grown to over 300 employees, over a quarter of whom are U.S. military veterans or have held federal, law enforcement, or first responder roles in the past. These are also the groups that ADS serves by creating equipment and systems to solve their needs for weapons, personal protective equipment, medical equipment, systems and strategies, robotics, diving and research equipment, and more. The company also works to maintain a strong worldwide infrastructure to ensure that it can efficiently deliver its products and provide security services all over the world as soon as they’re needed.

15. Bechtel. Reston, Virginia

    Annual Revenue: $1.691 billion Even though Bechtel works in infrastructure, energy, environmental cleanup, and management, mining and metals, and petrochemicals, its defense, and nuclear security department is the one that contracts with the DOD. Whether Bechtel is providing secure computer-based operational systems or engineering and maintaining high-security locations such as the U.S. Uranium Processing Facility, its goal is to continually innovate and modernize the U.S. government’s defense capabilities. Bechtel also works with several U.S. allies to assist them with similar projects.

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• A cold email can be a necessary first step in communication, especially in a situation like looking for a job where you’re meeting a lot of new people.

• As opposed to a phone call, a cold email in the appropriate circumstances can be simpler, save time, and make following up easier.

• When writing a cold email, always use an appropriate salutation, choose a descriptive subject line, and be sure to proofread thoroughly.

How to Write a Cold Email

• Asking for an introduction

• Saying thank you after an interview or meeting

• Letting a recruiter know that you’ve applied for a job

• Explaining that you’d love to work for their company and asking if there are any openings for someone with your skill set

1. Craft a compelling subject line. Be honest. How many times a day do you delete unread emails because of their subject lines? Most people, including you, have overcrowded inboxes as it is, so they have to make snap judgments about what is important for them to open and what isn’t.

   Give your email a better chance of being opened by crafting a concise, practical, and intriguing subject line. Include the name of the position you’re applying for or details about yourself. You can also include your name to make it stand out further.

2. Figure out who you’re trying to contact. Do whatever you can to avoid sending a generic email to an info@ email address. A personalized email will carry much more weight since the recipient will see that you understand who you’re writing to and aren’t just using the shotgun approach, hoping you’ll get a response.

   Even if you aren’t 100% sure that you’re writing to the right person, make every effort to get as close as possible. To do this, you can start by looking at the company directory. Many times you’ll be able to ascertain your ideal recipient only through their job title. If that doesn’t work or you need a little more to go on, look up the company on LinkedIn, and find the appropriate person there. If all else fails, call the company and ask.

3. Choose the appropriate salutation. It’s generally best to stick with “Dear” followed by Mr. or Ms. and the recipient’s last name. If you don’t know their gender, use their full name without Mr. or Ms.

   Avoid “To Whom It May Concern” and “Dear Sir or Madam.” If you must go generic, a simple “Good morning” or “Good afternoon” will do the trick.

4. Perfect your opening lines. Hook your reader immediately by spending some extra time polishing your introductory sentences. These should succinctly explain who you are and why you’re writing.

   Explain how you decided to write to this particular person as well, whether that was because of a recommendation from a mutual friend or because you’ve read articles they’ve written and you admire their work.

5. Sell your qualifications or your request. If you’re selling yourself as a candidate for employment, whether you’ve already applied for a position or are simply explaining that you’d love to work for the company, the body of your email should be focused on your qualifications.

   Don’t turn this into a summary of your resume. Instead, share your unique accomplishments and your passion for using those to better the organization. You should be able to communicate all of this in just a few sentences. If you’re looking for an informational interview, you won’t need to sell yourself so much, but you should introduce yourself, explain your career goals, and explain your purpose in wanting to meet with the recipient. This should go beyond seeking an inside connection at your dream company. Explain what you find interesting about them individually.

6. Wrap up with a call to action and a note of thanks. Close your email with a clear, simple request and a brief thanks for their time and consideration.

   This will help your reader understand what you’re looking for from them and will end your message on a gracious, positive note. If you’re looking to meet with them, make your request and then provide some details about when you’re available and how they should contact you to set the meeting up.

7. End with a signoff and your name and contact information. Don’t overthink your closing statement. Stick with a simple “Thank you” or the ever-professional “Sincerely.”

   Sign your full name, and then include your phone number, email address, and any other pertinent contact information beneath that. Keep it professional by either creating a pre-set signature within your email platform or by using the same fonts that you used in the rest of your email. That means you should leave off the graphics, quotes, and GIFs.

8. Proofread, proofread, and proofread some more. You shouldn’t ever send a professional email without reading it over again, and this is especially important with a cold email.

   This message is likely the first impression that the recipient will have of you, so make sure you’re putting your best foot forward. If possible, have someone else read it over to make sure you didn’t miss anything and that your message and tone are coming across as intended.

Why You Should Send a Cold Email Instead of Calling

1. It respects the recipient’s time. An email doesn’t interrupt anyone’s meetings or workflow like a phone call can.

   Sending an email not only makes your message less of a nuisance, but it also lets the recipient know that you don’t expect an immediate response: They can read and reply at their leisure.

2. It’s more likely that the recipient will get it. Busy professionals can check their email inboxes on their laptops or phones much more easily than they can pick up a phone call or listen to a voicemail. Plus, the email sitting in their inbox is a more effective reminder to respond to you than a voicemail.

3. It allows you to ensure you communicated your point thoroughly. Writing an email means you can take your time to craft your message so that it’s effective and appropriate, rather than hoping you remembered to include everything in your voicemail.

   It also allows you to attach your resume and include links to examples of your work, which is always valuable.

4. It provides a more permanent record. If the recipient ever wants to revisit your message or find your contact information or resume, they can simply search for your email.

   Yes, an email can be deleted, but it has a much higher chance of sticking around than a voicemail does, and it’s easier to find again. This is also especially valuable if they have an opening come up down the road that you would be a good fit for.

5. You can follow up more politely. It’s not unusual that you’re going to need to follow up on a cold email. People are busy, and even if the recipient had every intention of responding to you, it’s easy to let it slip through the cracks.

   When you’re writing an email, it’s easier to follow up in a respectful way than it is to call someone multiple times. Again, you’re letting them know that you respect their time even with your persistence.

Tips for Writing Cold Emails

1. Find a way to connect with the recipient. Remember, the purpose of this email is to form a personal connection. Let your personality show through a little bit and relate with the recipient as a fellow human instead of treating them like a means to an end.

   If you don’t already have a mutual acquaintance or similar career goals, find something you have in common without being too creepy. Look at their company bio or do a quick Google search on the person to see if they have any publications or awards of note. For example, suppose you’re writing to ask for an informational interview. In that case, you could say something like, “I noticed in your company bio that you’ve earned some recognition for strengths-based leadership training. I’ve just started learning about this leadership theory, and I find it fascinating, so I’d love to hear your perspective on this.” Again, make sure you’re not digging too deep for this information – make it appropriately professional.

2. Keep it brief. There is no need to drone on about every one of your qualifications or to include every question you want to ask in your meeting. Save that for an interview or if they specifically ask you for that information.

   A good rule of thumb is to keep your email short enough that you don’t have to scroll to view it all on a normal computer screen.

3. Include one call to action. Don’t overwhelm the recipient with a list of questions and requests. Instead, ask to set up a time to discuss it further or ask if they’d be willing to answer a few questions for you over email.

4. Don’t use your work email address. If your purpose in writing a cold email is to land a position at the company, don’t send it from your current work email. This is a red flag for future employers, as they’ll see you as an employee who uses company time and resources to conduct personal business.

   You can include your title and company name in your signature if that seems appropriate but do so from your personal email.

5. Follow up. If you haven’t heard back a few days to a week after you sent your cold email, don’t be afraid to send another message to follow up. Just make sure you do so politely, and consider the amount of time that’s passed since you initially contacted them.

   For example, if you sent your email two days before a holiday weekend, it’s a good idea to let at least a week go by before you follow up. This way, you allow them to catch up on work or avoid bugging them while they’re on vacation.

Cold Email Template and Examples

15 Largest Dairy Companies

1. Dairy Farmers of America, Inc.

   Kansas City, Kansas 2019 Sales: $11.361 billion Dairy Farmers of America is actually a cooperative, which means it’s co-owned by all of the farmers that make up the organization. In this case, over 13,000 farmers comprise DFA. These farmers send their milk to DFA facilities for processing, packaging, and selling. Some of the co-op’s most recognizable brands include Borden Cheese, Breakstone’s Butter, Cache Valley, Cass Clay, Craigs Creamery, Dairy Maid Dairy, Falfurrias Butter, Guida’s Dairy, Keller’s Creamery Butter, Kemps, La Vaquita, Live Real Farms, Oakhurst Dairy, Plugrá Butter, and Sport Shake. The majority of these brands are regional and use products from farms that are within the region they service.

2. Nestlé USA

   Arlington, Virginia 2019 Sales: $11.041 billion Even though the parent company of this giant of the global food industry is based in Switzerland, its American branch makes up a large part of the U.S. dairy industry, and its milk products and ice cream category is its fourth-highest-selling category. Nestlé USA did sell its ice cream business to Froneri in 2020, and the annual earnings in this report reflect that. Some of the company’s dairy product brands include Carnation, Coffee-mate, Drumstick, Häagen-Dazs, Nesquik, and La Lechera, to name a few.

3. Danone North America

   White Plains, New York, and Broomfield, Colorado 2019 Sales: $6.52 billion Danone North America is one of the top 15 food and beverage companies in the U.S. The company has been operating in the U.S. since 1997, but its operations in the country grew significantly in 2017 when it acquired WhiteWave Foods. While its parent company is based in Paris, the North American Danone branch is based in White Plains, New York, and in Broomfield, Colorado, which is where WhiteWave was headquartered. Some notable Danone brands include Activia, Danimals, Dannon, Horizon Organic, International Delight, Oikos, Left Field Farms, YoCrunch, and DanActive.

4. Schreiber Foods, Inc.

   Green Bay, Wisconsin 2019 Sales: $5.0 billion Schreiber Foods is a leader in private-label and contract manufacturing. They mainly make cream cheese, natural cheese, processed cheese, yogurt, dairy-based powders, and shelf-stable dairy products, but they also make some other dairy products such as ghee, butter, ice cream, and sour cream. Schreiber’s customer base spans the globe and includes retailers, restaurants, distributors, and food manufacturers. The company is based in Green Bay, Wisconsin, which is also appropriately also the home of the Cheeseheads.

5. Kraft Heinz Co.

   Chicago, Illinois, and Pittsburgh, Pennsylvania 2019 Sales: $4.89 billion You’ve probably seen the Kraft Heinz logos on a wide variety of foods, but that hasn’t kept them from being the fifth-largest dairy company in the U.S. based on their dairy product sales alone. Their dairy offerings span from processed cheeses like Velveeta to natural varieties such as Cracker Barrel cheddar cheese. Some of their other well-known dairy product brands include Philadelphia, Kraft, Athenos, Breakstone’s cottage cheese and sour cream, Cheese-Whiz, and Knudsen.

6. Conagra Brands

   Chicago, Illinois 2019 Sales: $4.56 billion Conagra Brands reaches our number six spot because of its Refrigerated and Frozen segment, which is mainly made up of dairy products but does include some non-dairy items. Conagra has a number of well-respected and even iconic food brands, including Marie Callender’s, Pam, and Slim Jim. However, their main dairy brands are Reddi-wip, Blue Bonnet, Parkay, Swiss Miss, Snack Pack, Wish-Bone, Healthy Choice, and Fleischmann’s. These brands produce mainly whipped topping products, margarine and butter spreads, pudding, powdered milk-based drinks, and cream-based salad dressings.

7. Prairie Farms Dairy

   Edwardsville, Illinois 2019 Sales: $4.161 billion Prairie Farms Dairy is another cooperative that is based in the Midwest and is composed of over 700 farm families. They produce products under their own brand name and contractually manufacture products for other labels. Some of the notable brands they’ve partnered with include Belfonte, Hiland Dairy, North Star, St. Pete’s Select, Amablu, Caves of Faribault, Mindoro Blue, and Mindoro Gorg.

8. Land O’Lakes, Inc.

   Arden Hills, Minnesota $4.0 billion (Tied with California Dairies, Inc.) Land O’Lakes, Inc. and California Dairies, Inc., both reported $4 billion in sales during 2019. Land O’Lakes is a cooperative that started in 1921 as the Minnesota Cooperative Creameries Association. Now, over 1,700 dairy farmers are a part of the organization. The co-op manufactures products under their own private label and contracts with other labels, which include brands such as Alpine Lace, Kozy Shack, and Vermont Creamery.

9. California Dairies, Inc.

   Visalia, California 2019 Sales: $4.0 billion (tied with Land O’Lakes, Inc.) California Dairies, Inc., is Land O’Lakes’ closest competitor as far as sales go, as both ended 2019 with $4.0 billion in sales. Also a dairy cooperative, California Dairies started when three dairy processing cooperatives merged and is now owned by nearly 400 families across California. The co-op does produce butter, milk powder, and milk under its own brand name, but it also does contract manufacturing and owns Challenge Dairy Products, Inc., which includes both the Challenge and Danish Creamery butter brands.

10. Unilever, North American Operations

    Englewood Cliffs, New Jersey 2019 Sales: $3.9 billion Since Unilever offers so many different products, their ranking on this list is based on their estimated revenues from their Foods and Refreshment segment, which means some non-dairy products were included in the estimate. The company has a large number of recognizable frozen dairy product brands, including Ben Jerry’s, Breyers, Popsicle, Klondike, Good Humor, Magnum, and Talenti. The Foods and Refreshment segment also includes Fruttare, Lipton, and Pure Leaf.

11. Glanbia Nutritionals, U.S.

    Chicago, IL 2019 Sales: $3.5 billion Glanbia Nutritionals’ parent company is based in Kilkenny, Ireland, and its Avonmore brand is the number one dairy brand in Ireland. Its U.S. branch, however, is based in Chicago and focuses on creating all kinds of cheeses and whey protein powders for customers on a contract basis.

12. Leprino Foods Co.

    Denver, Colorado 2019 Sales: $3.5 billion A family-owned company based in Colorado, Leprino Foods has grown into the world’s largest maker of mozzarella cheese. They also produce whey protein powders, micellar casein concentrate, and lactose powders. They release their products under their own brand to other manufacturers as well as Ascent protein powders. They also have manufacturing and distribution partnerships with companies all over the world.

13. The Kroger Co.

    Cincinnati, Ohio 2019 Sales: $3.3 billion Kroger is probably best known for having the U.S.’s largest chain of grocery stores, but it also produces plenty of its own food products. Their dairy offerings include milk, cottage cheese, yogurt, sour cream, dips, ice cream and other frozen dairy treats, whipping cream, and cheese. The Kroger food brands include Kroger, Murray’s, Private Selection, and Simple Truth, as well as several other regional brands found in their stores.

14. Great Lakes Cheese

    Hiram, Ohio 2019 Sales: $3.25 billion Great Lakes Cheese is a privately owned company that produces products under its own brand name as well as its special brand Adams Reserve. Its other brands include Rico Mia, American Accent, and Thoughtful Organics. As its name implies, Great Lakes Cheese focuses on cheese products, whether those are natural, processed, or specialty cheeses. The company does source some of its specialty products from Denmark, Holland, Switzerland, and Norway as well.

15. Lactalis Group, North American Operations

    Buffalo, New York 2019 Sales: $3.018 billion Lactalis began in 1933 in Laval, France. Now they’ve expanded all over the world, and their North American branch has made it to the top 15 dairy companies in America. No matter which country they’re operating in, though, the company’s stated purpose is to uphold local farmers and food traditions. Some of their U.S. brands include Stonyfield Organic, Green Mountain Creamery, Siggi’s, Karoun, Black Diamond, Parmalat, Galbani, and Président. Many of these brands are focused on cheeses and yogurts, but they also include milk and other dairy products.

Key Takeaways:

• Interpersonal skills are the skills that determine how you relate and interact with others.

• Important interpersonal skills include communication, empathy, and active listening.

• Interpersonal skills can be improved through honest feedback, workshops, and by asking more questions.

• Use the experience section on your resume to show quantifiable achievements in interpersonal actions.

• Use the STAR method ( Situation, Task, Action, Result) during interview questions and incorporate your interpersonal skills into the answer.

What Are Interpersonal Skills?

Types of Interpersonal Skills

1. Communication. This is one of the most valuable skills you can have in the workplace. Being able to communicate clearly and effectively with your coworkers and clients is vital to both the organization’s and your success.

   This goes beyond crafting engaging presentations and well-written memos, though. Having good communication skills means knowing when to send an email and when to meet face-to-face, being able to share your concerns while remaining respectful, and understanding when to speak up and when to save it for later.

   The nuances of your communication style should adjust to fit the culture of your workplace, but having a general understanding of how to interact with others well will help projects run smoothly, keep you in good graces, and show that you are able to take on more responsibility in the future.

2. Conflict management. No matter where you work, chances are you’ll encounter some conflict, whether it directly involves you or not. Knowing how to manage it well is a skill that many companies look for when they’re hiring.

   Your ability to be assertive, come up with creative solutions and compromises, and look out for the interests of all parties involved in the conflict is invaluable.

   While this is one of the most difficult interpersonal skills to master, it’s also one of the most teachable, as there are a number of classes and resources available to help you learn how to do this well.

3. Empathy. Whether you’re working with customer complaints or just coordinating with your coworkers, being able to put yourself in another person’s shoes is vital.

   Before you get defensive about your boss’s complicated new formatting requirements or a customer complaint, take a moment to look at the situation through their eyes.,

   Maybe the extra five minutes it takes to format your report differently will save your boss hours of work, or maybe the customer is on a tight budget and really needed your product to come through for them, and it didn’t.

   This skill will help you not only be enjoyable to work with, but it will also make it easier for you to work with difficult people.

4. Leadership. Having good leadership skills means more than being bossy. It means taking initiative, leading by example, looking out for your team and the organization, and being willing to have tough conversations.

   Even if you aren’t technically in a position of leadership, hiring managers want to know that if they put you in charge of a project or team, you’ll be able to lead it well. They also want to know that you aren’t just a yes-man or lazy worker, but that you will lead by example through hard work and ethical behavior.

5. Active listening. You’ve probably been told, “You have two ears for listening and one mouth for speaking,” at some point in your life. Well, this is a skill that remains important from Kindergarten through adulthood.

   Being a good listener involves more than just not talking, though. Employers want to know that you’ll not only hear them, but that you’ll do what they ask you to do. They also want to know that you’ll listen to customers and colleagues as they bring up concerns and ideas.

6. Negotiation. Like conflict management, negotiation requires assertiveness and creative problem-solving. Whether you need to negotiate with clients or just help resolve conflicts within the office, having this skill can help you stand out as an employee or manager.

   Being able to negotiate well can also help you individually when it comes to your job, especially if you create a lot of sales or contracts.

   Thankfully, this is also a skill that is relatively easy to find practical training for.

7. Positive attitude. No one likes a complainer, especially if you have to work with them consistently. You can easily be the bright spot in someone’s day by accepting assignments and facing obstacles with a smile on your face.

   You can and should still be realistic, because over-the-top optimism can be just as annoying as constant complaining, but responding graciously no matter how you feel will set a pleasant tone for the whole office. It helps you feel better about the situation as well.

8. Teamwork. Even if you’re the only person in your department, you’re still a part of a larger organization, and you need to be able to show that you’re willing to support it.

   Being a team player doesn’t mean you have to roll over and neglect your personal needs, but you do need to give your team your best effort and be willing to make some personal sacrifices for the good of the group.

9. Dependability. It may sound obvious, but your employer should feel like they can trust you to do your job. This includes showing up on time and giving consistently good results. It means that when you say you’ll spot-check that report, you’ll do it, and you’ll do it thoroughly and promptly.

   You want to be someone who your boss and coworkers can rely on to make their jobs easier.

10. Desire to grow. Most good managers want to help you succeed at your job, and great managers want to help you grow into new roles and responsibilities. They can’t do that if you get defensive every time they try to help you improve, though.

    Being coachable is vital to being a good employee and coworker, as well as opening doors for future roles and promotions. Show that you want to learn by seeking out relevant training opportunities, asking for feedback on your work, and thanking those who give you constructive criticism.

How to Improve Your Interpersonal Skills

1. Ask for honest feedback. Find a trusted coworker or manager and ask them which areas you are naturally gifted in and where you might need to improve.

   They’ll be able to show you your blind spots so that you can work to grow in those areas, as well as point out strengths that you might not realize you have. These are just as important as your weaknesses, because you can be intentional about finding ways to use those strengths to their fullest potential.

2. Find a class or workshop. There is no shortage of articles, classes and lectures on the internet. Find some reputable ones and put together your own training regimen.

   Look into local in-person classes and workshops that you can attend on your lunch break, or sign up for a conference that covers these topics.

   Ask your employer what professional development opportunities they provide as well. Companies are often more than happy to help their employees grow, and they may even pay for your training.

3. Ask for help. If you have someone you look up to who has strong interpersonal skills, consider asking them to mentor you. This can be over the span of several years or just a day of watching them in action and asking questions.

   If you have some specific areas you want to grow in, find one or two people you admire who demonstrate these skills and ask them for advice. Usually, people are more than willing to offer a helping hand.

4. Practice empathy. We could all stand to focus a little less on ourselves and a little more on those around us. To practice empathy, start putting yourself in the shoes of those you work and live alongside.

   When you’re listening to people, actually listen — don’t just wait for your turn to talk. Ask why others think and behave the way they do, and try to understand their underlying motivations. People with high emotional intelligence are often better at getting things done than those with book smarts but no people skills.

5. Boost your confidence. Feeling good about yourself helps you treat others well. Start keeping a brag book of all the compliments you’ve received at work, and note down any major accomplishments you’re proud of.

   Confident people are more comfortable sharing their ideas and opinions. As long as you temper your confidence with the empathy we discussed above, you’ll come off as a well-rounded individual; you’ll value others and believe in yourself.

6. Ask more questions. Not just during on-the-clock, professional conversations (but certainly do ask questions that relate to your job performance), but also during less formal conversations. When you express interest in other people’s ideas, you become more likable.

   Take time to ask thoughtful follow-up questions that show you’ve been paying attention and are still interested in the subject. If you’re not sure what to ask, remember that everyone’s favorite topic is themselves — ask your coworker’s about weekend plans, vacation ideas, and anything else that gets below surface-level conversation.

How to Highlight Your Interpersonal Skills During a Job Search

1. Resume. When it comes time to showcase these skills during the job application process, start by incorporating them throughout your resume. You can list them under the “skills” section or find ways to weave them into your “experience” sections. Check the job description and make sure you include the ones specifically listed there, as this can often get you through the initial screening.

   • Interpersonal skills in your resume’s skills section. You might naturally think that the skills section is the best place to include your interpersonal skills. While you’re correct to think this makes a good home for them, we don’t recommend simply listing “Interpersonal Skills.”

     Instead, think about which of the types of interpersonal skills listed above most apply to you and the job you’re applying for.

   • Interpersonal skills in your resume’s work experience section. Now is when the “show, don’t tell” mantra comes into play. Instead of simply listing your tasks with phrases like “Organized X event” or “Communicated Y data,” look for professional accomplishments you owe to your interpersonal skills.

     Giving real examples of your skills in action, along with quantifiable achievements that bring in real numbers and data, will give hiring managers and recruiters a much fuller picture of who you are and what you have to offer. For example, you could write something like “Welcomed and trained new recruits, reducing onboarding time by 12% and training costs by 6%.”

   • Interpersonal skills in your resume’s summary statement. You can also lead your resume with a vibrant picture of yourself as possessing top-notch interpersonal skills. Something like “Compassionate caretaker with 5+ years experience helping patients understand, cope with, and manage the stress of illness” helps sell both your experience and your value as an interpersonal wizard.

   No matter where you choose to incorporate your interpersonal skills into your resume, be sure to tailor your qualifications to the job. Read the job description carefully and note which interpersonal skills are mentioned multiple times or otherwise emphasized. Then, look for ways to honestly and naturally use that same language in your resume.

2. Cover Letter. When you write your cover letter, feature your top one or two skills that make you an ideal candidate for the position you’re applying for. Don’t just say you have them, though; show how you’ve used them in the past and how they’d help you with this position. A cover letter is a great place to add personality to your resume’s technical qualifications. In short, it’s a great opportunity to show that you’re friendly, personable, and able to communicate clearly via the written word. As always, try to bring in great results that you owe to your interpersonal skills. For example, if you’re applying for a customer service role, you might write about a time when your positive attitude and solutions-oriented mindset brought about a great resolution that helped create a happy return customer.

3. Interview. Before your interview, go through this list and think of one or two anecdotes for each skill that demonstrates your abilities. If you do have a weak spot, explain what you’re doing to grow in that area. This is also a great answer to the ever-popular interview question, “What’s your greatest weakness?” Hiring managers know that no one is perfect, and you have a better chance of being hired if you show that you’re self-aware and actively working to grow. Many questions that relate to your interpersonal skills are behavioral interview questions that ask you to describe an example of your past behavior. They often start with phrases like “tell me about a time” or “give me an example of a time when.” The best method for answering these common interview questions is to use the STAR method. STAR stands for Situation, Task, Action, Result, and it’s a great way to organize short stories that pack a punch. Let’s take a look at a couple of common interview questions designed to test your interpersonal skills to the test, as well as example answers using the STAR method:

   1. Tell me about a time when you had a conflict at work.

      At my last job at XYZ Inc., I had a coworker who would often turn in work late and fail to communicate their progress with teammates. We all did our best to work around the problem, but eventually, it became too much. I stepped up and had a frank conversation with our coworker about how our projects were being delayed because of him and asked if we could work out a better communication system. We agreed to morning meetings every other day to establish how far along he was and get him resources if he was stuck. Overall, the increased accountability led to fewer delays, and the delays that did happen were much more manageable, since we were more in-tune with his progress.

   2. Give me an example of a time when you had a difficult customer.

      The seasonal rush is a big thing in retail and, sadly, many customers become irate with all the stress of the holidays. Last year, a few days before Christmas, a customer came in with a jacket she had purchased but turned out to be the wrong size. She wanted it fixed before Christmas day, but we were out of stock of her desired size, and our website was also showing out of stock. She became really upset, but I looked into creative solutions. I found that one of our outlets had the same jacket from the previous season in the size she wanted it. Not only did she get the product she wanted, but at half the cost!

Frequently Asked Questions

1. What is the most important interpersonal skill?

Communication is one of the most important interpersonal skills. Although there are many important interpersonal skills for the workplace, communication is one of the most crucial. Since interpersonal interactions result in many acts of communication, from communication do a lot of other interpersonal skills follow.

2. Why are interpersonal skills important?

Interpersonal skills are important because the workplace requires effective interactions among employees, clients, and competitors. Most professionals, regardless of their occupation, will inevitably interact with others. Therefore, with good interpersonal skills, you can improve your chances to positive interactions and results.

3. Which jobs need interpersonal skills?

Highly social jobs such as teaching, nursing, customer service, and marketing need employees with great interpersonal skills. Although many other professions need some level of interpersonal skills, unsurprisingly, jobs that require constant interaction with others require a high level of interpersonal skills. If you plan to work in a profession where your must work with others, make sure you have great interpersonal skills.

• Your letter of introduction should be professional but still personable.

• You can write a letter of introduction to introduce yourself to a stranger or to introduce one acquaintance to another.

• A letter of introduction is not the same as a cover letter, a letter of recommendation, or a referral letter.

How To Write a Letter of Introduction

• Begin your letter with a professional salutation followed by a brief sentence or two about who you’re introducing, whether it’s yourself or another person. Be sure to include any qualifications or connections that make the person relevant to the recipient.

• State your reason for writing. The next paragraph or two should be about why you’re introducing them and what you’re asking of the recipient. This will vary depending on the situation, but make the purpose of the letter clear.

• Explain why the subject is relevant to the recipient. Regardless of whether you’re introducing yourself or someone else, explain why this person is of interest to the recipient. The goal is to create a connection out of basically nothing, and you need to be compelling to achieve that.

• Suggest how the two parties may benefit from further discussion. Next, mention how both individuals would benefit from meeting and indicate why you believe that.

• End with a call to action. The final paragraph explains any next steps that need to be taken and should include the contact information of the person you’re introducing. If there needs to be a follow-up meeting or if the person you’re introducing is going to be reaching out, be sure to include that information as well. This is also a good place to mention any additional documents such as a resume or portfolio you’ve attached.

• Thank the recipient for their time, sign your name, and add your contact information if you haven’t already included it.

Letter of Introduction Examples

Letter of Introduction Templates

Tips for Writing a Letter of Introduction

1. Address a specific person. When you write a letter of introduction, you need to know exactly who you’re addressing; opening with “To Whom It May Concern,” “Dear Sir or Madam,” or “Dear Hiring Manager” won’t cut it.

   It’s relatively easy to find someone at the company you can write to, and the recipient will be much more receptive to a personalized letter than they would be to a cookie-cutter message. Even if you aren’t entirely sure that the person is the best one to send your letter to, you can add a caveat and say, “If there is someone else at your company who you feel could better answer my questions, please feel free to forward my message.” People will understand that you don’t know all the company’s ins and outs and are usually happy to forward your message on, especially if you show that you tried to find the right person.

2. Get to the point. No one wants to read a rambling message about how you met this person at that one amazing conference in New York City where the food was great, but the coffee was only okay, and how you bonded over trying to find a good coffee shop.

   Instead, be friendly and share any necessary information, but get to the point as quickly as possible.

3. Match your tone to your relationship. If you know the person you’re writing to and are introducing someone else to them, you can be a bit more casual in your letter.

   On the other hand, if you’re writing to a stranger to introduce yourself, you’ll need to be as professional as possible. Your goal is to make a good impression, so it’s better to err on the side of caution and start out too formal rather than not formal enough.

4. Research the recipient. Whether you’re writing to a prospective employer, client, or partner, knowing their background will help simplify your writing process. You’ll know what tone to take and what qualities they’ll value most (and should therefore highlight).

   If you’re writing for an employment opportunity, you’ll also learn more about the company’s culture and public image, which can help inform your word choice and approach.

5. Proofread it multiple times. No matter how well you know the person you’re writing to, always check your letter several times for grammatical, spelling, and formatting errors. This will ensure that your letter maintains its professionality and reflects well on you.

6. Say thank you. And no, using “thank you” as your signoff isn’t enough. Whether you get a response to your letter or not, you need to thank the recipient for their time and consideration.

   After all, they’re busy professionals, and just the fact that they’re reading your message deserves a thank you.

Types of Introduction Letters

1. Those you write to introduce yourself to someone you’ve never met.

2. Those you write to introduce someone else to a person you already know.

• You may need to introduce a new team member to the rest of your colleagues.

• You may need to introduce a client to their new account representative.

• You may need to introduce a contractor or freelancer to a coworker for a special project.

What an Introduction Letter Isn’t

1. A cover letter. While you are technically introducing yourself in a cover letter, it serves a different purpose than a letter of introduction.

   You write a cover letter to try to get a specific job you’re applying for and as an introduction for your resume. On the other hand, a letter of introduction usually isn’t intended to help with getting a specific job that has been posted.

2. A letter of recommendation. A letter of recommendation or reference letter is written on your behalf by someone familiar with you and your skills but isn’t necessarily familiar with the person they’re writing to.

   This is another letter that accompanies a job application and serves an entirely different purpose than an introduction letter.

3. A referral letter. This type of letter is commonly confused with both a recommendation letter and an introduction letter because it’s a combination of both.

   You write a referral letter to introduce yourself to someone you don’t know, just like you do in a letter of introduction, but in this case, you’re doing so because a mutual acquaintance told you to. For example, a referral letter may start by saying, “I am a friend of Tom Whiteford, and he encouraged me to forward my resume to you.” If you’re writing a letter of introduction on your own behalf, you probably won’t have any connection to the person you’re addressing.

Letter of Introduction FAQ

1. What is a letter of introduction for a job? A letter of introduction for a job is a letter you write to tell an employer that you’re interested in a job and what your qualifications are.

   Usually you write a letter of introduction if you want to work for a company but don’t see any jobs posted that you qualify for. (You don’t generally send a letter of introduction along with a job application.) You can also write a letter of introduction if you want to professionally connect two people you know. If you’re helping one of your employees find a job at another branch of your company, for example, you’d write a letter of recommendation introducing them to the manager you know there.

2. How long is a letter of introduction? A letter of introduction is less than one page long. Your letter of introduction should not be as long as a cover letter, so while a cover letter fills a whole page, just a few paragraphs will suffice for a letter of introduction.

3. Can I write my own letter of introduction? Yes, you can write your own letter of introduction. When you do this, state your reason for writing, give a basic overview of your credentials, and include a call to action such as requesting to talk further. Always close by thanking the recipient for their time as well.